Independent End-point Assessor. Generic Training Webinar

Transcription

1 Independent End-point Assessor Generic Training Webinar

2 Agenda The City & Guilds EPA Service Main contacts and responsibilities within the End-point Assessment service Overview of the EPA process The role of an Independent End-point Assessor (IEPA) Carrying out an End-point Assessment The EPA Portal and Kalo Service Level Agreements (SLAs) Remote Assessments & Feedback Recording grading outcome & Enquiries about results Support & guidance for IEPAs IEPA training, selection & standardisation Sampling & Performance Management Claims & Expenses Next Steps Questions

3 The City & Guilds EPA Service

4 Our evolving EPA offer

5 EPA achievements to date

6 Main contact points and responsibilities within the EPA service Lead/ Independent End-point Assessors (L/IEPAs) End-point Assessment Team Qualification, Assessment & Development Team Quality Assurance & Improvement Team

7 City & Guilds: : INDEPENDENT END-POINT ASSESSOR (IEPA) GENERIC TRAINING SESSION EPA achievements to date

8 City & Guilds: : INDEPENDENT END-POINT ASSESSOR (IEPA) GENERIC TRAINING SESSION 1. Each Standard is different. Some include a qualification and some do not. On-Programme delivery may contain a qualification which could require External Quality Assurance. 3. Booking of the EPA takes place 3 months prior to the EPA being required. 6. Assessment results are recorded by the IEPA and submitted to the EPA portal 2. The Gateway process requires the Provider the Line Manager and apprentice to sign a declaration confirming that the Apprentice has completed all requirements within the standard and is ready to be Independently End-point Assessed. 4. The End-point Assessment service is totally independent 5. EPA takes place. Carried out by the allocated IEPA. The End-point Assessment Team receive bookings, allocate IEPAs to the EPAs and claim the results from C&G and with the IFA

9 EPA Service Process EPA Centre process Walled Garden Contact 1 Contact 2 Week 1 February March April Week Week Week Week Week Week Week Week Week 2 Customers can make a reservation at any point during the month. Within 2 working days EPA team contact for Further information Provider supplies within 10 working days Apprentice added to EPA portal within 2 working days Provider supplies Gateway evidence within 10 working days Customer has access to EPA portal to upload any evidence that need to be assessed prior to the EPA event Week 11 Cut off Week 12 Cut off Week 13 EPA Event Cut off Week 14 EPA Event May Week 15 EPA Event Cut off Week 16 EPA Event Contact 3 Gateway checked and booking confirmed 20 Day SLA for results into WG

10 Carrying out the role of Independent End-point Assessor (IEPA) Accepts EPA allocation Receives Booking Confirmation Form from EPA Team Completes assessment of evidence & records via EPA portal one week prior to EPA date Completes an IEPA Assessment Confirmation Form (if the EPA requires a visit) Explains that results will be available to the provider within 20 working days Records the outcome of the EPA using the forms provided Makes assessment decisions based on marking criteria Briefs the Apprentice/ Provider/Panel (if required) Completes EPA documentation and any feedback required Uploads assessment decision to the EPA portal within 3 working days of the EPA date LIEPA samples assessment decision and provides feedback Completes any amendments based on LIEPA feedback

11 The EPA Portal & Kalo Upon successful completion of this IEPA training and selection process you will be contracted as an Independent End-point Assessor for the apprenticeship standards that you have been approved to assess. All IEPAs will be invited to join the EPA portal and Kalo systems once contracting is complete. The EPA Portal is the online E-portfolio system that we are using to store all apprentice evidence and all IEPA End-point Assessment outcomes, grading and justifications. Kalo is an online availability tool which we are using to track LIEPA and IEPA availability. Kalo is an opt out system so your availability will show as green all available, unless you keep this regularly updated by opting out (turning red) for the days that you are not available for EPA allocations. You will receive an overview of both systems as part of the Technical (face to face) training session.

12 City & Guilds: : INDEPENDENT END-POINT ASSESSOR (IEPA) GENERIC TRAINING SESSION Allocation of End-point Assessments As a contracted IEPA you will be added to the available pool of Independent End-point Assessors to which the EPA team has access to allocate EPAs. When looking to allocate End-point assessments the EPA team will consider the following: Industry Specialism (apprenticeship standards approved to assess) Availability of the IEPA (Kalo) Geographical Location IEPAs MUST be open and honest about availability and commitment when accepting an EPA allocation. If you are not able to fulfil the requirements of the EPA due to other commitments then please do discuss this openly with the EPA team.

13 EPA Booking Confirmation The EPA team will confirm the allocation of the EPA to the IEPA and issue an EPA Booking Confirmation form. The EPA Booking Confirmation form contains all of the details about the EPA: Providers Date, time and location of the EPA Contact details (IEPAs must not make direct contact with the customer) Names of the apprentices The types of evidence to be assessed Any special access arrangements

14 Employers Apprentices Providers

15 End-point Assessment SLA Timeline City & Guilds: INDEPENDENT END-POINT ASSESSOR (IEPA) GENERIC TRAINING SESSION EPA Service Level Agreement (SLA) Timeline Evidence Submitted 2 Weeks prior to EPA - IEPA has 1 week to complete IEPA 3 Day SLA LIEPA 3 Day SLA EPA Team 3 Day SLA Results 2 Day SLA 20 Working Day SLA EPA Evidence submitted to the EPA portal Evidence types include: Showcase Portfolio Project Trainee Statement IEPA carries out EPA on date set by the EPA team and in agreement with the customer IEPA uploads assessment decision to the EPA Portal EPA team monitor progress via EPA portal LIEPA quality assures IEPA assessment decision via the EPA portal LIEPA confirms completion with the EPA team and awards VQ EPA team carry out a final check and claim the result of the EPA with the Institute for Apprenticeships EPA team release the EPA result to the customer Pre-recorded Professional Discussion or Interview

16 Planning to carry out an EPA Plan your journey and travel time Investigate the availability of refreshments at the site or take your own with you Plan who you will meet with on the day including timings (where the EPA includes a visit) Keep all contact details with you in case you need to call for advice Prepare paperwork for the day such as interview/professional discussion questions, recording/grading forms, feedback forms, IEPA Assessment Confirmation form

17 IEPA Assessment Confirmation Form Health & Safety responsibilities sit with the provider at booking stage IEPAs complete the IEPA assessment confirmation form (one for each cohort of apprentices per provider/customer) and uploaded to the EPA portal Providers Any concerns must be flagged to the EPA team Details to be completed on this form include: Contact details, location of the EPA Check of the apprentices photographic ID Have all assessments been carried out as planned? Special arrangements have been implemented?

18 IEPA Assessment Confirmation Form Cont. IEPAs must ensure that they have completed all relevant boxes on this form. Health & Safety requires a yes/no box to be ticked. Providers Incidents to be recorded with details of the incident and how this was managed. The EPA team should be contacted if a query arises during the completion of this form. The completed form should be uploaded to the EPA portal. One form per cohort of apprentices.

19 Authenticating Evidence When assessing apprentices evidence you must ensure that it complies with VACS. Valid IEPAs will access the evidence via the EPA portal. The types of evidence you will assess via the portal may include: Sufficient VACS Authentic Showcase Portfolios Projects Trainee Statements Reflective Accounts Witness Testimonies Current IEPAs must liaise with the EPA team if they believe that the evidence submitted for EPA will take more than one day to complete. The EPA team will advise the IEPA on how to proceed and liaise with the customer.

20 City & Guilds: : INDEPENDENT END-POINT ASSESSOR (IEPA) GENERIC TRAINING SESSION Remote End-point Assessments As an IEPA you may be required to carry out a Professional Discussion or Interview using Go To Webinar which will be recorded. The EPA team will set this up for you and you a link. IEPAs must join the webinar at least 15 minutes before the Professional Discussion or Interview is due to start. Where a remote assessment is taking place the Provider will sign to agree to specific terms and conditions with City & Guilds.

21 City & Guilds: : INDEPENDENT END-POINT ASSESSOR (IEPA) GENERIC TRAINING SESSION Briefing the Apprentice Depending on the apprenticeship standard an IEPA may be meeting the apprentice in person or remotely. In both instances the IEPA will be required to introduce themselves to the Apprentice. This short introduction should include: IEPA name What the format of the session will be How they will assess the Apprentice How long the session will last What will happen in the event of a fire alarm or incident What resources are allowed What restrictions are there, if any Consequences of restrictions not being adhered to The grading criteria that will be applied Explain how the results will be obtained

22 Feedback following the assessment At the end of the EPA the IEPA only states: Results will be made available to your employer/ provider within 20 working days. Results will be available via the Walled Garden. Where the apprentice has not achieved written feedback will be provided Where the apprentice has achieved they won t receive any further feedback The IEPA must document feedback and send to the EPA team within 3 working days (maximum) The EPA team will then send feedback to customer

23 Recording Grading Outcomes Following the completion of the assessment the IEPA will: Complete all marking grids and grading forms where applicable to the standard Complete Apprentice Feedback form only where the Apprentice has failed IEPA to aggregate grades Upload the data to the EPA Portal shred/delete all documents relating to the EPA once successful upload to the EPA portal has taken place. All IEPA assessment decisions, grading justifications and feedback are subject to review and amendment, where necessary, by the LIEPA. Resubmissions/Resits All apprentices will have one opportunity to rework evidence and resubmit.

24 Quality Assuring the Grading Decision of the IEPA The IEPA grading decision is a recommendation only and subject to IQA. LIEPAs will carry out IQA and if a grade change is required contact the IEPA to discuss in the first instance. This should then be referred back to the IEPA on the EPA portal. Grading and feedback must be amended by the IEPA and returned to the LIEPA for approval and sign off via the EPA portal. Any amendments to grading must be documented in the contact diary on the EPA portal.

25 Using the EPA Portal when an Apprentice has not achieved If an Apprentice fails then access to the EPA portal is reopened to the Provider to allow additional evidence to be uploaded to the portal. The Provider can then view all of the documents/ comments uploaded to the portal. The IEPA be mindful of this and that comments are professional and suitable for the target audience for example: Feedback must be impartial and non-judgmental No references to poor assessment practice Do not indicate that there could be an issue with the submission from the Provider Feedback is not developmental, IEPA is clearly outlining where ACs have not been met.

26 City & Guilds: : INDEPENDENT END-POINT ASSESSOR (IEPA) GENERIC TRAINING SESSION Enquiries about results Where apprentices are unsatisfied with the result of an Independent End-point assessment they can enquire about the assessment decision. It looks at errors in marking, it does not involve special consideration Apprentices can enquire about the outcome of each assessment component with their organisation. This must be arranged through the organisation that entered the Apprentice, who must submit the enquiry following the guidance in the City & Guilds EPA Enquiries about Results document If an enquiry is upheld then the customer will not be charged The City & Guilds EPA Enquiries about Results document will be available on the website, which contains further details As an IEPA you must clearly state on your assessment documentation which grades have been achieved and for which assessment method.

27 EPA Statement of Achievement & Certification of Apprenticeship

28 City & Guilds: : INDEPENDENT END-POINT ASSESSOR (IEPA) GENERIC TRAINING SESSION Support for you Support and Guidance Points User Guides Contact Information IEPA Training Delivery IEPA Standardisation LIEPA Allocation Sampling and Performance Management

29 Independent End-point Assessor document library Guides, policies CPD Conflict of Interest Safeguarding

30 Communication and updates We use a Dot Mailer system to communicate with all of our associate types and will also be using this for LIEPAs and IEPAs. The Dot Mailer system allows us to issue an update out to a selected group of LIEPAs/IEPAs and also to track the receipt and opening of the content.

31 Support and Guidance in your IEPA role EPA Team First point of contact for all EPA allocation queries Quality Assurance & Improvement team Performance Management, Sampling and Recruitment

32 IEPA Training Delivery IEPA Training Delivery Plan Delivery Method Delivered by Support Materials (issued following each training session and made available on the LIEPA/IEPA webpage) Introduction to the City & Guilds EPAO Online - remote Independent Learning Available via the LIEPA/IEPA webpage IEPA Generic Training Webinar Webinar (2 hrs) Associate Manager (AM) IEPA Generic Training Webinar Slides LIEPA Technical Launch Webinar Webinar (2 hrs) LIEPA (AM in support) LIEPA Technical Launch Slide pack Homework Activity To include scenario/grading activity Issued by the Quality Assurance and Improvement Team To be produced by the LIEPA(s) & issued to IEPAs via LIEPA Technical Training To include a review of homework activity & Standardisation of grading decisions 1 day Face to Face LIEPA IEPA Technical Training Slide Pack EPA Portal Training (including Kalo) Delivered 15:00 15:30 as part of the LIEPA Technical Training session Skype EPA Team EPA portal user guide with step by step instructions available via the EPA portal Applicants must successfully complete all elements of this training & selection process to be contracted as a City & Guilds IEPA

33 IEPA Standardisation A remote standardisation session will be held after each initial cohort of End-point assessments for all apprenticeship standards Annual face to face standardisation sessions will then be held for each apprenticeship standard Attendance is mandatory for all IEPAs

34 City & Guilds: : INDEPENDENT END-POINT ASSESSOR (IEPA) GENERIC TRAINING SESSION LIEPA Allocation, Sampling and Support Each IEPA will be allocated a Lead Independent End-point Assessor (LIEPA) LIEPAs will: Act as your first point of contact for queries Provide guidance and advice Sampling your completed assessment decisions, in line with our sampling strategy Monitor the quality of your assessment decisions and rate you using a RAG rating system. Facilitate standardisation sessions

35 City & Guilds : INDEPENDENT END-POINT ASSESSOR (IEPA) GENERIC TRAINING SESSION LIEPA Sampling Strategy The purpose of this strategy is to provide details of the planned procedures to ensures to ensure robust quality assurance of our End-point assessment service. The strategy is applicable to all Lead and Independent End-point Assessors who carry out assessments and make assessment decisions as part of the service. The strategy details: An overview of the End-point assessment service Sampling Plans The sampling responsibilities of Lead Independent End-point Assessors Risk rating of Independent End-point Assessors Standardisation & reflection sessions

36 Action and Improvement Planning (AIP) Low risk Medium risk High risk Compliance with the code of conduct Consistent End-point assessment decisions End-point assessment decisions consistently made against grading criteria Feedback reports submitted within 3 working days CPD maintained Inconsistent compliance with the code of conduct Some performance issues Inconsistent End-point assessment decisions End-point assessment decisions inconsistently made against grading criteria Feedback reports not completed and submitted within 3 working days Action/ improvement plans partially completed CPD partially maintained New to the IEPA role Non-compliance with the code of conduct Significant performance issues Inconsistent End-point assessment decisions End-point assessment decisions not made against grading criteria Feedback reports not completed and submitted within 3 working days Action/ improvement plans partially or not completed CPD not maintained

37 LIEPA Sampling Report The Lead Independent End-point Assessor Sampling report will be completed by the LIEPA when sampling assessment decisions made by IEPAs. The form contains the RAG rating status of the IEPA (Red initially for all new IEPAs). The form must be completed after every sampling activity and ed to the IEPA, copying in the AM. The IEPA adds their comments and s to the LIEPA, copying AM in to the . LIEPA then reviews and uploads to the EPA portal. LIEPA discusses any resulting actions with the AM. Action/Improvement Plans (AIPs) are issued to IEPAs if concerns are raised about performance by their LIEPA during the sampling process.

38 FAQs We are planning to compile some FAQs for IEPAs for each apprenticeship standard.

39 Claims Training Claims For training you ve attended QS1 form with receipts for expenses to (Quality Assurance & Improvement Team) LIEPA Claims For LIEPA vetting, sampling, training materials and delivery CF9 form with receipts for expenses to (Quality Assurance & Improvement Team) EPA Claims Carrying out EPAs as an IEPA, activities relating to a specific EPA/ customer CF10 form with receipts to EPAclaims@cityandguilds.com Please note: Fees are paid according to role and task type

40 CF10 Claiming for carrying out EPA When claiming for your time to complete an EPA you should use the CF10 claim form. This spreadsheet will be made available to you in electronic format. You should add details of your claim in the three sections for: Fees (confirmed at contracting stage) Expenses Mileage This breakdown should include any time taken to assess the evidence on the EPA portal and for carrying out the EPA. Any queries regarding your claim should be raised with the EPA team.

41 Claims The cut-off date for claims is the 17 th of each month. Payment will then be made on or around the 15 th of the following month (providing there are no discrepancies with your claim). Important Note: We are unable to make single/one-off payments outside of this payment run process. Fees and expenses must be claimed within 3 months of the activity. Claims submitted after this time will only be paid at the discretion of City & Guilds. Fees include travel and admin time - there are no extra claims for these. Fees vary according to the apprenticeship standard and are confirmed in the LIEPA/ IEPA contract confirmation .

42 Expenses - All travel and accommodation must be booked by the LIEPA/IEPA and claims for this submitted to the EPA team. IEPAs must only submit claims for expenses that you have incurred and should not submit/claim expenses for other individuals. Receipts Mileage Rail travel Car hire Taxis All claims must be accompanied by itemised receipts (excludes mileage) Mileage must be calculated from the IEPAs address to the centre s/ briefing location address, as a roundtrip, at the rate of 40p per mile Supplement for round-trip over 150 miles 2.00 Supplement for round-trip over 250 miles 4.00 This will need to be added as a separate line under category when claiming expenses Must be by economy/ standard class. Tickets must be booked in advance to ensure the most cost effective fares. IEPAs are not authorised to book First Class travel tickets Must be authorised by the End-point Assessment Team For London based meetings IEPAs must use public transport. Taxis must not be used in London without a valid reason and prior authorisation from EPA team

43 Expenses Overnight accommodation Must be authorised by IEPA team. This may be agreed where the visit requires a departure before (unauthorised claims for accommodation may not be paid). Claims for accommodation must not exceed 100 (outside London) or 160 (in London), inclusive of breakfast. You may choose to use more expensive alternatives, but may only claim the appropriate maximum rate Staying with family & friends Evening meals Reasonable expenses 25 per night may be claimed if you are staying with family and friends. If this allowance is claimed, no further claims can be made for food or accommodation. When an overnight stay is required, an evening meal may be claimed. (this must not include alcoholic drinks) you can claim up to 25 (in London) or 20 (outside London) Snacks and drinks (non-alcoholic), telephone calls, photocopying and postage can be claimed; Per day/centre activity visit 5.00

44 Next Steps. You will be issued with a Vendor form as part of the post event communication. You must complete, tick the box and return this as soon as possible. This form will generate your IEPA contracting . The IEPA contract will include: Letter of Engagement Disclosure Declaration Form Code of Conduct Form Conflict of Interest Declaration The City & Guilds Group Anti-Bribery Policy EPA Terms and Conditions 2018

45 City & Guilds: : INDEPENDENT END-POINT ASSESSOR (IEPA) GENERIC TRAINING SESSION Questions