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APPROVAL APPLICATION – NEW ASSESSOR

NEW ASSESSOR - will provide

• Evidence of qualifications
• Curriculum vitae
• Evidence of experience [see Assessor details];
• Details of areas of expertise/experience [disability specific];
• Evidence of any relevant training.
• Assessor will, with the Centre Manager, review and discuss their competence and experience and agree an appropriate induction and training programme, which will include a minimum of 6 observed assessments and the writing of 4 tandem reports, plus
• Discuss and agree a programme of ongoing mentoring and support, provided by the Centre Manager or an appropriate nominated person, eg another Approved Assessor [normally for a minimum of 6 assessments per disability];
• Freelance Assessor will pay fee of £250 per annum to Centre responsible for Approval.

CENTRE MANAGER will -

• Request Criminal Record Disclosure, where relevant

• Review the competence and experience of the assessor  and agrees an appropriate induction and training programme

• Arrange Induction programme, if necessary

• Arrange additional training, if necessary

• Agree system of ongoing assessment observations, together with timetable

• Agree system of ongoing monitoring and support for Quality Assurance

• Agree disability specific areas in which assessor will be approved to assess students and Centre records reflect this

• Receive fee of £250 from each freelance assessor seeking Approval from that centre

• Compile, with assessor, portfolio for Approval application, including

• evidence provided by assessor, plus

• details of Induction/training, including observed assessments

• Ensure that all documentation is available for audit and spot checking as required.

APPROVAL APPLICATION – EXPERIENCED ASSESSOR

ASSESSOR - will provide

• Evidence of qualifications
• Curriculum vitae;
• Evidence of experience [see Assessor details]
• Details of areas of expertise/experience [disability specific]
• Evidence of any relevant training
• Evidence of having undertaken 40 Disabled Student Allowance assessments within last 2 years
• OR
• Evidence of having undertaken 25 Disabled Student Allowance assessments within last year PLUS evidence of regular and sustained involvement with post-16 disability services and student contact
• Evidence of assessment observations;
• Freelance assessors will pay fee of £250 to Accredited Centre responsible for Approval.
• Assessor will, with the Centre Manager, review and discuss their competence and experience and agree an appropriate induction and training programme;
• Discuss and agree a programme of ongoing mentoring and support, where required;
• Where a new disability area is to be added to the assessor’s portfolio, a programme of training as and Approval Procedure for Assessors is used/identified.

CENTRE MANAGER will -

• Request Criminal Record Disclosure, where relevant;

• Arrange Induction programme, if necessary;

• Arrange additional training, if necessary;

• Agree system of ongoing assessment observations, together with timetable;

• Agree system of ongoing monitoring and support for Quality Assurance;

• Agree disability specific areas in which assessor will be approved and Centre records reflect this;

• Receive fee of £250 from each freelance assessor seeking Approval;

• Compile, with assessor, portfolio for Approval;

• Ensure that portfolio and all documentation are available for internal and external audit and spot checking as required.

ANNUAL APPROVAL RENEWAL – AS PART OF ANNUAL APPRAISAL PROCEDURE

EXPERIENCED ASSESSOR - will normally have:

• Evidence of minimum number of Disabled Student’s Allowance assessments within last year [normally 40, or 25 plus evidence of other accepted assessments, plus regular and sustained involvement with post-16 disability services and student contact];
• Evidence of minimum of 3 DSA assessment observations within previous year;
• Portfolio of anonymised reports from minimum of 5 assessments across range of disabilities assessed, undertaken in previous year;
• Evidence of CPD undertaken during year since previous appraisal, both mandatory and any additional;
• Evidence of networking etc undertaken during year, including meetings, conference attendance;
• Evidence of other activities undertaken in previous year, for example training or papers delivered, other assessments undertaken.

CENTRE MANAGER will -

• Undertake Annual Appraisal in accordance with guidelines and which will include:
• Identify of additional training, if required;
• Agreement of system of ongoing assessment observations, together with timetable;
• Agreement of system of ongoing monitoring and support for Quality Assurance;
• Confirm disability specific areas in which assessor will be Approved;
• Receive fee of £250 from each freelance assessor;
• Compile, with assessor, portfolio for Approved status, including evidence provided by assessor, evidence of observation timetable, plus details of any training agreed;
• Ensure that portfolio and all relevant documentation are available for internal and external audit and spot checking as required.

APPROVED ASSESSOR

ASSESSOR will -

• Demonstrate competency to acquire and renew Approval to undertake assessments through Annual Appraisal procedure and Quality Assurance processes applied by Accredited Centre through QAG;
• Be Approved by one Accredited Centre, but may work through one or more Accredited Centres;
• Be cognisant of and compliant with all Quality Assurance procedures and codes in place [internal and external], including Standard Operating Procedures, of Accredited Centres;
• Be cognisant of and compliant with all service delivery procedures and codes in place, including their responsibilities detailed in the Code of Practice and Conduct when undertaking an assessment with a client in an appropriate environment;
• Demonstrate awareness and understanding of the Student Support Regulations and DfES Guidance Chapter for LEAs;
• Be able to demonstrate access to and knowledge of a range of equipment and assistive technology, without conflict of interest;
• Agree to be the first point of contact and responsible for queries, issues, complaints and reviews and obliged to keep a record in agreed format;
• Agree to justify recommendations to DSA funding bodies and other stakeholders as required.

CENTRE MANAGER - is responsible for:

• Ongoing monitoring and support for quality;

• Renewal of Approved status through Annual Appraisal;

• Ensuring that portfolio and all documentation are available for internal and external audit and spot checking as required.

APPROVAL AND AUDITING PROCEDURE

CENTRAL ADMINISTRATION CENTRE

Remit includes:

• Retention of Accreditation documentation provided by Centres;

• Compilation and maintenance of database of Accredited Assessment Centres;

• Distribution of list of Accredited Centres to LEAs and other funding bodies and referral agencies annually;

• Maintenance of register of members of Audit teams;

• Negotiation with Centres regarding audits, including administration issues which precede on-site visits;

• Log of all documentation related to audit, including that flowing between Audit teams and Centres;

• Dealing with all administrative issues of audit, including payment of fees and expenses;

• Dealing with issues arising from audit as necessary;

• Liaison/intermediary between Centres, Audit teams and QAG and other bodies as necessary;

• Preparation of summary of annual reports, internal audits and external audits for submission to QAG.

Agreement of timetable and venue for forthcoming audit visits;

• Review of all documentation and literature from Centre before audit, including internal audits;

• Visit to Centre to undertake audit, in compliance with standard procedures currently in place;

• Production of a report following audit, including

• Any recommendations for action to address issues noted in audit;

• Contribution to any appeals which may ensue.

This document provides an overall guide to the range of equipment that should be available at all Accredited Assessment Centres for demonstration and evaluation.  Essential generic items are displayed in Bold print; suggested additional items are displayed in normal print.  Suppliers and manufacturers are not included.  It should be noted that a range of equipment, excluding large or not portable items, must be available for assessment and evaluation for Outreach assessments, for example in the assessment client’s home.  Equipment must be audited annually using this form and kept up to date to ensure only current equipment and software is available.

STANDARD HARDWARE

• Desktop computers - Windows OS and MAC OS

• Portable computers / Laptops / Notebook

• CRT monitors

• 15” and 17” minimum

• TFT monitors

• 15” minimum

• Printers

• Laser

• Inkjet

• Portable

• Text scanners

• Compatible with currently available software

• Recording devices

• Tape recorders

• Mini disc recorders

• Digital voice recorders

• External microphones

• Keyboards - Generic / Ergonomic / Mini

• Pointing devices:  Mice

• Pointing devices:  Trackballs

ERGONOMIC EQUIPMENT

• Armrests

• Backrests

• Footrests - Static/Adjustable height

• Wrist rests

• Adjustable height desk/table

• Monitor arms and/or risers

• Book/copyholders etc

• Bookholder

• Writing slopes

• Copyholder

• Ergonomic seating

• Adjustable operator’s chair

• Sit/stand chair

• Kneeler chair

• Task lighting

• Lamp with daylight bulb

• Fluorescent anglepoise lamp

MISCELLANEOUS

• Portable notetaking devices

• Spelling/grammar checkers

• Writing accessories

• Coloured overlays

• Calculators

• Dictionaries

• Keyguards

• Switch/switch interfaces

SOFTWARE - IN ADDITION TO STANDARD APPLICATIONS SOFTWARE

• Mind Mapping - [minimum 2]

• Text to Speech - [minimum 2]

• Text Magnification - [minimum 2]

• Screen Reading - [minimum 2]

• Optical Character Recognition - [minimum 2]

• Touch typing tutor

• Voice recognition

• Mouse emulation

• Predictive software

• Reference

• Augmentative communication

• Spelling/grammar checker

• Diary/planner

• Electronic notetaking

• Study skills

• Reading support

• Web accessibility tools

EQUIPMENT FOR HEARING IMPAIRED CLIENTS

• Loop/communication devices

• Portable loop system

• Radio microphone system

• Accessories:  neckloops and  headsets

• Alert/Listening devices

EQUIPMENT FOR VISUALLY IMPAIRED CLIENTS

• Low vision aids

• Hand held magnifiers

• Illuminated magnifiers

• CCTV - Standalone/Portable

• Braille technology

• Braille line

• Braille notetaker

• Voice activated electronic diary

ACCOMMODATION

• Meets Criteria for designated space.   

PERSONNEL            

• Meets Criteria for Personnel;                          

• Administrative staffing is adequate to provide service which is compliant with Standard Operating Procedures;  

• Centre has Lone Worker Policy.                      

APPOINTMENTS     

• Responses to assessment requests should be actioned within 5 working days;

• Funding body authorisation is available before assessment appointment is confirmed;

• Institution details are available before assessment appointment is confirmed;

• Medical evidence/Educational Psychologist’s report is available before assessment appointment is confirmed;

• Referral Form completed by or on behalf of client, is available before assessment appointment is confirmed;

• Assessment appointments are arranged within 20 working days of all the above being available.

ASSESSMENT PROCESS    

• Assessment takes place with client in appropriate environment, i.e. Approved Centre, institution or home;

• Assessment is undertaken by Assessor who has relevant skills and experience;

• Assessment client’s consent is gained for assessment observation, where relevant;

• Appropriate equipment and software is available for demonstration and evaluation during assessment.

EVIDENCE OF CONTACT WITH INSTITUTION 

• All student files show contact with institution regarding course details;

• Details regarding course structure and delivery, support and/or training available, support delivery, hardware and software used and assistive technologies available for student use are included as appropriate in assessment report.

EQUIPMENT AND EVIDENCE OF SLA SUPPLIERS       

• Equipment available for assessment complies with minimum requirements;

• Equipment is audited annually and updated as necessary;

• Suppliers of equipment recommended are on current Service Level Agreement list.

REPORTS      

• Reports are produced using standard format;

• Reports are available in a format which is accessible to the student;

• Reports are produced within 15 working days of assessment; - Access SUMMIT is aiming for 5 days

• Reports are sent to assessment client and their agreement confirmed before distribution as specified in assessment report;

• Any agreed amendments are undertaken and edited report available within 5 working days of receipt of response from or discussion with assessment client;

• Authorisation of all assessment clients is gained before report is sent to the funding body;

• Reports are sent to assessment client’s Disability Adviser/Officer, provided that student’s authorisation is gained;

• All final reports are distributed within 5 working days of date student authorisation received.

REPORT MONITORING      

• All reports are proof-read by competent person within Approved Centre for accuracy, relevance and consistency before distribution.

EVALUATION AND COMPLAINTS          

• Evaluation forms are used for feedback from stakeholders;

• Evaluation forms are reviewed and action taken as appropriate;

• Evaluation forms are available for audit;

• Complaints are handled in compliance with Complaints procedure of Centre and/or QAG Complaints Procedure as appropriate.

APPRAISAL AND ASSESSOR APPROVAL           

• All staff, including Assessors, undergo Annual Appraisal by Institution or Approved Centre;

• Approved status of Assessor is confirmed through Appraisal process.

EVIDENCE OF CONTINUING PROFESSIONAL DEVELOPMENT

• All staff undertake relevant CPD, evidenced in Appraisal process;

• Details are included in annual internal audit;

• Details are available for external audit.

FINANCIAL AUDIT TRAIL 

• Appropriate systems of recording and reporting are in place;

• Systems are transparent and accountable.         

STATISTICS  

• Annual Statistical Return is completed and returned as required, in accordance with specified timescales. 

RESPONSE TO REGION     

• Centre undertakes assessments for the region;

• Centre initiates or participates in regional activities with stakeholder groups.

COMPLIANCE WITH QUALITY ASSURANCE GROUP AND LICENSING PROCEDURES    

• Centre produces Annual Internal Audit, using standard proforma, and sends copy to Central Administration in accordance with specified timescales;

• Centre follows procedures for Approval of Assessors;

• Centre takes part in triennial external audit procedure;

• Centre provides, by date specified, documents to support external audit;

• Centre pays fees agreed in accordance with national structure.

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