Documents for OPITO Approval

8/11/2019 Documents for OPITO Approval

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DOCUMENTS REQUIRED TO BE PREPARED FOR OPITO APPROVAL

AMET UNIVERSITY

INTRODUCTION

To obtain OPITO approval, we are subject to an audit process. The purpose of this process is to

verify that the AMET can consistently deliver training and/or assessment to the relevant OPITO Standard.The audit process is conducted in two stages:

Desktop Review

The first stage, carried out by OPITO, is a desktop review of the AMET management systemdocumentation and training materials. The objectives of the desktop review are to:

Veri fy that the AMET has the resourc es in place to del iver tra in ing and / or

assessment to the OPITO Standards .

Veri fy that the AMET has management systems in p lace that com ply w ith the OPITO

App roval Cri ter ia . These cri ter ia are designed to assure q ual i ty del ivery of OPITO

Standards and a copy is conta ined wi th in th is document .

The findings of the desktop review are provided in a report to AMET. This report will also contain adecision as to whether the we should proceed to the next stage or whether further action by AMETis required. The review is divided into four categories and for each categories , the types ofdocument and their purpose and what each document should contain is appended below-

1. Management Systems

Management Systems are required to include the following:

1.1 An explicit policy for implementing and maintaining OPITO Standards (signed by Senior Management).

(This document sho uld ref lect the AMETs overal l phi losop hy towards complying with OPITOs tra in ing andassessment requirements. It sho uld b e expl ic i t to OPITO approval and b e signed by senior management.)

1.2 A Customer Service Statement which clearly defines the standards of service which delegates can expect fromthe OPITO approved centre.

(This statement should be brough t to the at tent ion of delegates by inclusion in cou rse mater ials and/or beingdisp layed in training areas.)

1.3 Organisation chart, roles and responsibilities and authority for the management and delivery of the OPITOapproved standard.

(The organisat ion chart must show roles and responsib i l i t ies as wel l as repor t ing author i ty for the

management and d el ivery o f the OPITO approved standard ( t rain ing provider m anagement and staf f ) and

indic ate the roles and respo nsib i l i t ies of any third p art ies related to the delivery of the OPITO stand ard e.g.

faci l i t ies and equipm ent)

Formally documented procedures are required which:

1.4 Ensure frequent internal audits are conducted by appropriately trained personnel with no conflicting interest inthe area(s) being audited (i.e. auditors should not audit their own work) of all system activities and procedures relativeto the OPITO standard and Approval Criteria.


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(This doc umented proc edure should be speci f ic to audi t ing of OPITO approval requirements. Al l the cr i ter ia of

management systems, staf f and physical resourc es must be subject to internal audi t . This is in addi t ion to

actual delivery of tra in ing and/or assessment standards w hich also need to be audi ted. Evidence sho uld

include an indicat ive audi t plan)

1.5 Ensure regular review by Senior Management of AMET s delivery of OPITO courses and OPITO approvalrequirements.

(This docu mented procedure shou ld sho w th e process for Management review o f the del ivery of OPITO

training via internal/external audit f indings, customer/delegate feedback, assessment results, accidentstat is t ics, complaints, appeals etc. Evidence should include m anagement review m eeting agenda and

minutes of previous m eet ings.)

1.6 Support delegate complaints

(A documented procedure which shows al l steps in deal ing with delegate complaints, the person(s)

respon sible, how delegates are made aware of the proc edure, what records are kept etc.)

1.7 Control the maintenance, updating and back-up of databases (IT and/or manual)

(This may be a single documented procedure which identifies relevant databases or controls may be included inother procedures e.g. maintenance, administration etc.)

1.8 Ensure accurate records of candidatesassessment are maintained and securely stored.

(The docum ented procedure requires to indicate how is th is und ertaken, how and where the records are

stored, who is responsib le for m aintain ing the records, w hat secur i ty prov is ions are in place, etc. This

informat ion m ay be inclu ded in th e general assessment p rocedure(s) .)

1.9 Ensure appropriate maintenance activities for all facilities and equipment to be used during delivery of the OPITOStandard

(A docum ented procedure which sho ws that a system is in place for planned and unplanned maintenance of

faci l i t ies and equipm ent .)

1.10 Ensure effective liaison and communication between all sites where training and/or assessment is conducted.

(A docum ented procedure which appl ies only to centres having remote si tes where train ing is co nduc ted e.g.

TEMPSC Fire grou nd areas etc. Procedures are required to demons trate that sys tems accomm odate these.

E.g. administ rat ion, maintenance, document contro l procedures etc.)

1.11 Ensure that OPITO following administrative requirements are fulfilled.

1.11.1 Delegate registration and forwarding of delegate registration details to OPITO on a weekly basis

1.11.2 Verification of delegate pre-requisites (where required)

1.11.3 Dispensation for expired certificates A formally documented procedure which shows theadministration process from booking through to certification is required.

1.11.4 Certificate issue

1.11.5 Ensure verification of delegate identity by means of government issued photographic identificatione.g. Passport, Driving Licence, etc.

1.12 Facilitate the identification of resources required by candidates with individual training and assessmentrequirements and ensure availability.

(A docum ented procedure is required. Examples of ind iv idual tra in ing and assessment requirements include)

- English not first language- Literacy- Religious considerations- Disability


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1.13 Ensure all training is conducted safely and delegate well-being is maintained at all times.

(Evidence of delegates safety may be provided from a var iety of documented procedures, but must includ eas a minim um)

- Safety Procedures- Emergency Procedures- JSA/Risk Assessments- Medical Screening Procedures-Accident Reporting and investigation procedure .Photographic evidence of delegates wellbeing must include

as a minimum:- Changing rooms, toilets, showers, washing facilities and canteen appropriate to training provided band thenumber of delegates

2. Physical Resources

2.1 Resource needs are identified in relation to the specific OPITO Standard and are available. For all Facilities andEquipment where training is conducted, the resource needs are identified as per relevant sections of the OPITOStandard. Evidence of compliance with this criterion should be in the form of an accurate inventory of all facilities,equipment and personal protective equipment to be used for the delivery of the OPITO Standard. The actualnumbers/quantities available require to be listed. All items listed in inventory must be supported by photographicevidence. Details of any & all media and reference documentation used during the delivery of the course should also

be included.

2.2 There are sufficient maintenance activities to ensure that all training equipment and facilities are safe and fit forpurpose. To include:

2.2.1 A current and accu rate inventory of all faci l i t ies and equipm ent used for the delivery of OPITO

approv ed training and /or assessm ent. (as per 2.1 above)

2.2.2 Facil i ty and equipm ent maintenance plans /conting ency plans (com puter or paper based).

2.2.3 Third party c ert i f icat ion of faci l i t ies and equip ment w here appropriate (e.g. for l i f t ing equ ipm ent

etc . )

2.2.4 Accu rate recording of m aintenance act iv i t ies c onducted on faci l i t ies and equipm ent used in the

Delivery of OPITO appro ved training and/or assessment.

3 Staff Resources3.1 There are sufficient staff with the appropriate qualifications and experience as defined within the OPITOStandard. The relevant section of the OPITO Standard clearly indicates the required skills, experience andqualifications for training delivery and competency assessment. Evidence to be sufficient, valid and must include;CVs/Rsums, copies of certificates, staff training and competency records to cover the staff roles. A CompetenceMatrix for all staff involved in the delivery of the standard.

(Note: In situ ations w here an OPITO standard requ ires staff to ho ld an OPITO cert i f icate as evidence of

com petence, and this in i t ia lly cannot b e achieved; tra in ing pro viders could be approved to del iver the

standard pro vided the relevant staff meet the evidenc e indi cated in this section 3.1 Thereafter the relevant

staf f must achieve cer t i f icat ion w ith in a 12 month per iod)

3.2 There are formal job descriptions/specifications for all job roles involved in the delivery and support of theOPITO Standard. Job descriptions for all job roles specific to the delivery and support of OPITO Standards. To includeinstructors, assessors, support staff, administrative staff, maintenance staff, etc.

3.3 There are sufficient assessors and internal verifiers with the appropriate training and competencies to ensurequality and objective assessments.


3.4 Ensure that staff training and development needs are regularly reviewed and a programme is put in place to meetany requirements which are identified.

(This procedu re relates to all staff involv ed in the training and /or assessm ent of OPITO Standards i.e. ful l t im e,part-t ime, sub-con tracted, etc.)


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3.5 Ensure that regular confirmation of staff competency is undertaken.(This may be a stand aloneprocedure or b e part of the tra in ing & developm ent process/procedure. Toinclude instru ctors, supp ort staf f , maintenance staf f etc.)

4.Training & Assessment

4.1 Information, advice and guidance on training and assessment is provided to potential delegates, delegates andtheir representatives. This process would normally be included in administrative procedures. Additional documentation

may include:

- Course Joining Instructions- Course Information sent to delegates/delegatesrepresentatives- Sample of completion certificate

4.2 Delegates are informed of OPITOs role within the oil & gas industry and contact points within OPITO.

(This m ay be achieved b y a prom inent ly displayed not ice and/or inclusion in tra in ing mater ia ls)

4.3 There is documentary evidence to confirm that training and assessment is carried out as specified within therelevant OPITO Standard. This documentation should include:

4.3.1 Ass essment ch eckl is ts includ ing assessm ent methods, clear ly referenced against th e relevantOPITO Standard.

4.3.2 Detailed lesson/exercise plans, clearly referenced against the relevant OPITO Standard

(including delivery methods (explanation/demons ration/practice), instructor/delegate ratios,

resources to be used, t ime al locat ion, locat ion o f tra in ing, staff ro les etc) . Assessment checkl is ts

referenced against the learning outcom es contained w ith i the standard. Lesson p lans ( theory and

pract ica l) , referenced against the tra in ing p rogramme and learning outcome contained with in the

standard, plans need to be suf f ic ient ly deta i led to ensure that tra in ing is consistent ly d el ivered. The

Theoret ica l lesson p lan sets out what inform at ion is going to be del ivered and the sequence of

del ivery to enable a competent instructor to del iver the lesson plan cons istent ly . The theoret ical

lesson plan s hould also contain faci l i ty and equipment required. The Pract ical Exercise Plan sh ould

conta in:

A descr ipt ion o f the scenar io and staf f ro les, with suppo rt ing drawings/p lans so i t is clear what thedelegates wi l l be expected to pract ice and dem onstrate.

A l ist of PPE required by the delegates

Planned t iming of exercises

Faci l i t ies, equipm ent & pr ops to be used

Safety points to b e covered in tool box ta l

References which may include, e.g. suppo rt ing Instructor guidance, re levant op erat ional procedures,JSAs, l i f t plans in the case of Rigger Train ing

4.4 A Timetable/Programme to cover course delivery and enable sufficient time for effective administration of theprogramme in line with the OPITO Standard. Examples of documentation which should reflect the optimum timeallocations set out in the OPITO Standards may include:

- Cours e Programme Timetable- Administ rat ion and break t imes


4.5 Ensure candidate assessment is conducted in alignment with OPITO Standard requirements .

(A docum ented procedure which ou t l ines all steps of the candidate assessment process, to include

addressing the needs of delegates wh o are deemed no t yet com petent . This may be com bined with the

appeals proc edu re (4.6).)

4.6 Support candidate appeals against assessment decisions relating to treatment within the assessment process.

(A docum ented proc edure which ou t l ines the process involved in a candidate appeal ing against an

assessment decis ion. This is a separate issue from a delegate who w ishes to c omplain about service

etc.)

4.7 Ensure consistency, quality and objectivity of assessments

( A docum ented proc edure which o ut l ines al l steps required for qual i ty assurance of the assessment

process. This may Include - Meet ings w ith Assesso rs where suppo rt and advice to assessors is prov ided)