Should you have a complaint, comment, grievance about your Professional Training & Development Qualifications (PTDQ) centre or you are have reason to complain about Professional Training & Development Qualifications (PTDQ) services provided then follow the following procedure.
For complaints from centres concerning Professional Training & Development Qualifications (PTDQ) , you should follow stage one straight away.
Learners registered at our centres Prior to contacting Professional Training & Development Qualifications (PTDQ) you should follow the Professional Training & Development Qualifications (PTDQ) centre’s complaints procedure. Once you have reach the stage it can be referred to the awarding body then please follow this procedure: Please note we can only assist learners with complaints & grievances if they are registered with the Professional Training & Development Qualifications (PTDQ) centre as a learner or staff.
Stage 1
Contact Professional Training & Development Qualifications (PTDQ) by using the email link on page
Please be clear who you are complaining about. Send us all previous correspondence from the centre and your correspondence to the centre. Give a full outline of the issues and reasons for complaints. We will conduct a full investigation and will give you an resolution within 28 days (depending on third parties communication with us).
If we cannot resolve with in the 28 days we will update you fully with the reasons and give an time frame to do so (this may be down do un cooperating of third parties etc) Professional Training & Development Qualifications (PTDQ) Centres are expected to return correspondence to us with in 48 hours, however this can be extended to 7 days if they notify us and are conducting investigations.

Stage 2
If the person or centre complaining is still dissatisfied they need to following our appeals policy.

If you are unhappy with a decision or outcome from Professional Training & Development Qualifications (PTDQ), then centres or Learners wishing to make an appeal must do so within 7 (seven) days of receiving the reason for appeal ie result, outcome or decision from PTDQ.

Please note at each appeal stage there is a fee for the appeal that is refundable in full if appeal is successful.

Stage 1
Forward full details and reason for your appeal to the appeals manager, using email on link on this page. This must be done with in 7 seven days. The centre will be responsible for paying the appropriate appeals fees for them or learners and this will be refunded if the appeal is deemed to be successful to the centre.

Centre Manager or Learner must initiate the appeal and include:

·full centre details
·the learners details
·Centre Staff details
·PTDQ staff details
·outline of the issue
·the reason why an appeal should be considered.
·Supporting evidence of the appeal

PTDQ will conduct a full investigation and give a reply with in 28 days. If parties are not responding to us in the time frame we require from them to conclude the appeal we successfully we may extend at our description however will inform the parties involved and reasons why.
Centre must give any learners or staff access to appeals and will be sanctioned severely if you do not take any appeal serious without good evidence not to.

Stage 2

Appeals Panel we be a minimum of two members of staff independent of the appeal this will include the senior team.

If learners or centre remain dissatisfied with the decision and wish to challenge the outcome of Stage 1, then they are required to appeal in writing to the Professional development Qualifications Appeals panel within 7 (seven) working days of the Stage 1 process notification date from PTDQ, an addition fee may be charged (fully refundable of stage one and stage two fees, if appeal successful.
The email must include reasons why you are still unhappy with the appeal decision and support evidence that clearly shows PTDQ have made the wrong decision.

The appeal panel will conduct a full investigation within 28 days and inform the centre or parties involved of the outcome. If any parties do not respond to communication from the appeals office then the appeal may be granted against them.

Stage 3
If still unresolved, PTDQ will refer to an outside independent agency to mediate. To initiate this part please email as below: Unsuccessful appeals at this stage will incur the full fee of the independent company plus a further fees from PTDQ.

Privacy Policy

By submitting your details you are indicating your consent to receiving information (including email and/or mobile marketing messages) from the PTDQ and their associated groups, its members and commercial partners as set out in our privacy policy below.

Your privacy is important to us. This privacy policy describes the information we collect about you as a user of this website, how this information is used, and how you can opt-out of certain types of processing. In the UK, we operate and are registered in accordance with applicable data protection legislation. By using this website you are consenting to the use of your information as set out in this privacy policy.

What personal information do we collect and why?

We may collect personal information from you (such as your name, address, mobile number or email address) when you sign up for email newsletters or send emails to us. Please do not submit your personal information to us if you do not wish us to collect it.

Data Security All information you provide to us is stored on our secure servers or in secure filing systems. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to us via the internet; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
The General Data Protection Regulation (GDPR) Import Please Read
If you do not wish us to have your personal data, hold your personal data or keep you must informed PTDQ,

Please note due to spam we have removed email for contacting, please contact us via customers link to the left and above on this page

Payment Terms & Invoicing

When approved centres and customers spend money with us we give them an invoice so they can pay this as per the terms.

Official Account Set up by PTDQ

All centres will receive an account with Professional Training & Development Qualifications (PTDQ) when they start their accreditation. The account will have the terms that all invoices should be settled in full in 28 days of the issue of the invoice. All invoices must be disputed in writing by email no later than 10 days after the issue date. All payments must be made by bank transfer to the account listed on PTDQ invoice.
PTDQ will not send any overdue invoice reminders they will proceed to the late payment terms on the invoice and in this policy.

Late Payment or Breaching of Official account Terms

If any centres make late payments and they are authorised in writing by PTDQ then their account privileges will be withdrawn and all invoices have to be settled prior to services being received.

If invoices remain unpaid or we initiate the late payment clauses in this policy and on the invoice we will suspend the centre from operating. Late Payments Details – All invoices are sent out on the basis that no further reminders or confirmation it is overdue are sent to the centre. After the payment becomes late your account will automatically be forwarded to our solicitor’s debt recovery team, see below for minimum fees to be imposed to the invoice.
The following charges will be added to late payments at the appropriate stage of proceedings – 25% of invoice value as an administration fee plus recovery costs of a minimum of £90 depending on invoice value.
If the invoice still remains unpaid then we will pursue through small claims and will add these costs to the invoice include PTDQ costs to attend. Unpaid invoices will automatically suspend the Centre. Suspension fee as per our latest fees list will be added to the cost of the invoice. Suspensions will only be lifted on clearance of invoice and suspension fee.

Ownership of Goods & Services from PTDQ

Certification, services and other goods will remain the property of Professional Training & Development Qualifications (PTDQ) until for clearance of relevant invoice(s). Professional Training & Development Qualifications (PTDQ) reserve the right to recall certificates if been issued or cancel them if invoices have not been cleared in full.

Full Terms & Conditions for Centres and Staff

Centres will be required to sign and agree to the PTDQ centre agreement before being confirmed as an fully accredited centre.

This will be given to all potential centres to read, understand and sign prior to the centres application being considered by PTDQ.

This document is legally binding and will be in place to protect the professional integrity of qualifications and learners experience.

Approached to Evaluation and Continues Improvement Policy Incorporating Quality Assurance Planning & Development

Professional Training & Development Qualifications (PTDQ) have a strict policy requirement to monitor their performance and licenced centres performance. PTDQ has developed a strategy that we continuous evaluate the process so we can adopt the process of continues improving the product and service.

How we Evaluate PTDQ

Feedback from Centres & Learners

Centres and learners  have every opportunity to make comments or suggestion to improve the product or service. This is vital to PTDQ as we can have an option of prospectus from the front line of deliver and again from the customers taking the qualification.   The ways we encourage feedback from centres is a follows:

• Regular Surveys of the centre
• Learner Feedback reports
• Open telephone and email for both centres and learners
• Opportunity to give feedback within centres administration
• Senior panel make direct contact with centres
• At centre audits
• At centre standardisation events.

Review Complaints to PTDQ

PTDQ will on each quarter review complaints and see if these can be used to improve our performance to the customer.

Review of Investigations

PTDQ will review all investigations carried out to make sure they have not had a part of the reason for initiating the investigation.

Review of PTDQ Inspections and Audits.

Any external inspection we have we the senior panel will meet to review them. PTDQ will employee an external company to run an annual audit on their performance and action any ways to help review the performance.

Internal Review of PTDQ

PTDQ will review its performance by the forms of an internal audit. This will take into many fields including centre auditing, qualifications, polcies, syteams, procedures, feedback and industry.

How we Evaluate Centres

Conducting a Risk Management module Rating on the Centre

Using our extensive risk management module we will look at the centre and score them low, medium or high. Centres scored low will have less scrutinising then centres scored medium or high.

Extensive Auditing of Centres

PTDQ have an extensive auditing policy, centres will be audit as the risk management module dictates. See our full auditing policy.

Review of Centres Action Plans

All centres action plans will be reviewed for trends, if centres are consistent with one action point we address this as commination to centres, standardisation and directly in audits.

Review of Centre Complaints

The senior panel will review any complaints PTDQ and centres may have had. These will be looked at to see if they can improve the way we operate in the future.

Review of Centre Investigations

The senior panel will review any investigations PTDQ and centres may have had. These will be looked at to see if they can improve the way we operate in the future.

Review Centres Good & Bad Points

The senior panel will look at when centres have exceeded best practice, these areas they have implemented will be looked at to see if PTDQ can bring them in a crossed the board. Likewise with the bad points can we eliminate them a crossed the board.

Reviewing Standardisations Process

The senior panel will review any requirements to standardisation of centres and PTDQ internal processes. This may include how qualifications are delivered through to IQA requirements.

Continues Improve of Product & Service

PTDQ is always looking to improve their and centres performances. PTDQ has several ways of doing this as listed below to protect the qualification professional integrity and positive learners experience:

• Use of feedback from centres and learners
• Use of centres audits
• Reviewing industry standards
• Reviewing complaints and investigations
• Review surveys completed
• Review of qualification cycle
• Review of risk management
• Standardisation of centres and PTDQ
• Attending networking with other awarding offices
• External 360 reviews of PTDQ
• Mystery shoppers for PTDQ and centres.
• Subscribing to membership of bodies
• CPD Procedures in place for PTDQ and centre s
• Policies in place to product the learner and qualification

Auditing Policy

Professional Training & Development Qualifications (PTDQ) operates a strict auditing policy to protected the professional integrity of the qualifications and promote a positive learning experience.

The purpose of Auditing

• To control the high quality we require
• To make sure centres are consistence and when needed standardised.
• To make sure authorised persons are operating our qualifications
• To have the ultimate control and leadership of our qualifications.
• To protect the professional integrity of the qualification
• To protect the learners positive experience
• To maintain high standards
• To support and develop our centres
• To prevent malpractice and disadvantaging of learners

Mechanism of Auditing module (PTDQ Audit Cycle)

Auditing

A centre will be audited on the following situations: 

• Accreditation of centre will be a visit or remoted depending on the risk rating previous experience of the centre.
• After the completion of the first course – depending on rating remote or visit to the centre will take place.
• If first audit is not satisfactory then the following course will be audited – – depending on rating remote or visit to the centre will take place. An audit will take place for each course the centre submits until the centre produce satisfactory evidence they are complying with PTDQ requirements.
• At least once in a 12 month period depending on the centres risk rating. Green will have less auditing to higher risk rated centres.
• Centres wishing to terminate their centre agreement will require an exciting audit. depending on rating of the centre at the time a  remote or visit to the centre will take place. If centre have not had a visiting audit during the last 24 months they will have a visit audit.
• Centres terminated by PTDQ may be required to have an termination audit without reason given.
• Centres leaving within the first two years will automatically allocated a visit audit.

• Professional Training & Development Qualifications (PTDQ) feels you should be audited, we have the right to not disclose reasons why.

Non Direct Claim Status

One the centre have demonstrated consistence in compliance then will put them on non-direct claim status. During non-direct claim status the centre will be audited as our risk rating dictates, sampled checked before any certificates will be issued will take place on every course.

Direct Claim Status

Direct claim status will be issued once centre has three low risk audits in succession and completed a minimum of 20 learners certificates.

The centre will need to apply by email to the Senior Team slt@ptdq.co.uk and they will review at a panel meeting. If they have no issues then direct claims will be used.

Direct claims status will be removed immediately and they will have to go through the process to achieve again if any of the following occur: This is not the exhausted list:

• Centres have a complaint or investigation triggered
• An audit is medium, amber or higher rated
• Centres not responding to communications from PTDQ

During direct claims status you will be intitled to claim your certificates with out any due diligence delays. We have the right to spot check or suspend direct claim status at any time.

Types of Audit

PTDQ have listed the types of audit we will conduct to make sure the centre is full complaint, the method depends on our risk rating policy.

Visit (Agreed in Advance with Head of centre)  – We attend your course and observe aspects of teaching and assessing and review you quality assurance procedures. We may interview learners and staff.

Remote – We will review your quality assurances from our office when we receive the required documents. We may need to arrange in advance for eth Head of Centre to be available to discuss finding.

Investigation – May be a complaint or suspected malpractice we will conduct a full audit and investigation including interview of learners and staff.

Unannounced Visit  – we will request all course dates and times in advance and you must notify us of any changes, we will turn up unannounced to conduct our audit. Please note we will accepted if the Head of Centre is not present however they will need to be contactable.

Closure Audit – We will visit the centre if they have decided to close, we will do this announced and the head of Centre must be present.

If an EQA is appointed and the audit is cancelled with in 7 working days or the centre do not show for the audit at the appropriate time then the audit will be reschedules at a full charge to the centre, the centre will put on full stop until audit has taken place.

PTDQ Risk Management Module for Auditing 

Auditing will conducting using our risk management module as listed below:

This is a simplified module as we feel complex modules are open for interpretation and inconsistency starts to creep in to the process, the module works on simply High, Medium or Low risk, we ideally want all centres and operations we executive to be low risk, however we will have a tolerance for some medium activities as long as they are reduced to low at the earliest of opportunities.

Sanctions Imposed after Audit  

In addition to PTDQ risk management module score the senior panel may have to allocate a sanction to make sure PTDQ has the full control and to give guidance to the centre to bring them back to eth high standards expected. EQA can recommend sanctions the Senior Team Panel will alternately be responsible for allocated sanctions and communications to centres and handing any appeals they may arise.

Please see our sanction policy for more information.

Level 1 – low risk to the integrity of the qualification, learner and assessment process. Centre will be visit / desk top on the next audit to try to resolve action plan. 

Level 2 – Medium risk to the integrity of the qualification, learner and assessment process. Centre will be visit on the next audit to try to resolve action plan, this will include a full observation of delivery and assessment. Direct Claims Status will be removed and they will need to go through the process from the start to reclaim. Registrations of learners will be closely scrutinized by PTDQ.

Level 3 – High risk to the integrity of the qualification, learner and assessment process. Centre will be suspended and must be shadow PTDQ. Full auditing including learner interviews, teaching, assessing observations will take place. Direct Claims Status will be removed and they will need to go through the process from the start to reclaim.

Level 4 – Centre Removed will have their licence to practice as a centre with PTDQ revoked permanently. PTDQ will following their legal due diligences and notify any required departments this has occurred.

Centres have the right to appeal a sanction, p[lease follow the PTDQ Centre & Learners Appeals Procedure.

Audit Format

The following will be looked at in the audit process as listed in the table below:

Risk Management Module decision on Audits

Each audit point will be judged to be a risk rating of low, medium or high by the external quality assurer.

If the centre scores all low’s they will be low risk and have the next audit as a remote telephone audit. Excepted in exceptional circumstance or suspicion arises.

If the centre are a mixture of mediums and lows the next audit as a remote telephone audit.

If the centre is all medium or high or a mixture of medium & highs a full audit visit will take place to the centre this will include observation of teaching, assessment and interviewing centre staff and learners were applicable.

Communications Policy

Preferred Centre Communications Methods

PTDQ preferred communications is via email and centre portal software.

PTDQ will keep all licenced centres updates with changes to qualifications, polices, procedures, operations and administration via email or centre portal. Its important centre check regular the centre portal for PTDQ communications.

PTDQ Communication Methods

Email – we will answer you email in 1 hour and reply within 48 hours during normal opening times. We expect centres to reply within 48 hours to any of PTDQ emails.

Website Portal – For uploading changes and introducing new items.

Telephone –  Lines open with dedicated customer support team, in busy times we will have an answer service and all message will be answered and replied to with in 24 hours (work days). In addition we have a duty consultant that answers out of hours.

Mail – We will email a response and send a reply with in 14 working days of receipt, for urgent reply’s use email.

Conflicts of Interests Policy

Introduction

This document outlines conflict of interest policy of Professional Training & Development Qualifications (PTDQ)   covering:

• broad approach to identifying and monitoring all actual/potential conflicts of interest that may affect Professional Training & Development Qualifications (PTDQ) both now and in the foreseeable future; and
• the possible conflicts of interest that have been identified and arrangements put in place to prevent these from occurring.
• the declaring and managing conflicts of interest.
• Declaration of conformance.

Review Arrangements

We’ll review this document annually as part of our self-evaluation arrangements.  However, a review will be commissioned earlier should an issue arise in relation to an actual or potential conflict of interest and/or in response to customer, learner or regulatory feedback. 

Definition of a Conflict of Interest

For the purposes of this policy we have adopted the definition used:

• its interest in any activity undertaken by it, on its behalf, or by a member of its staff have the potential to lead it to act contrary to its interest in the delivery of qualifications in accordance with the requirements of the regulator’s Conditions of Recognition,
• a person who is connected to the delivery of qualifications at Hutleys has interest in any other activity which have the potential to lead that person to act contrary to his or her interests in that delivery and impact on our compliance with the requirements of PTDQ,
• an informed and reasonable observer would conclude that either of these situations was the case.

Interests in presenting and assessment

Professional Training & Development Qualifications (PTDQ)   will take all reasonable steps to avoid any part of the assessment of a Learner (including by way of moderation) being undertaken by any person who has a personal interest in the result of the assessment. Trainers, Moderators and Markers should be considered if their actions could affect the validity of the qualification or assessment outcome.

If a person who does have a conflict of interest with the assessment of a learner, Professional Training & Development Qualifications (PTDQ)   will take reasonable steps to ensure the relevant part of the assessment is subject to scrutiny by another person.

Examples of potential Conflict of Interest:

Where the Trainer, Assessor, Marker or Moderator:

• is employed by the Learner
• is a close family relationship / close friend with the Learner
• has a business relationship with the Learner
• where the Learner is a Manager / Supervisor of the said person
• Financial gain either direct or indirect is involved

Conflict of Interest Principles

In implementing our approach to identifying and managing actual/potential conflicts of interest staff are required to abide by the following principles:

• All managers and staff must buy into and commit to identifying and managing all actual/potential conflicts of interest that may affect Hutleys and in doing so raise possible conflicts of interest with the Head of Centre if in doubt.
• Staff must be proactive in the identification and management of conflicts of interest that may affect our effectiveness, level of regulatory compliance and/or reputation.
• Staff must be open about the nature of any potential/actual conflicts of interest and not try to hide or present them in a better light – managing conflicts of interest is about preventing issues from occurring that may impact on our operational effectiveness and/or regulatory compliance.
• Strive to identify and deal with conflicts of interest sooner rather than later.
• Our controls to managing any potential conflicts of interest must be proportionate to the risks associated with the identified conflict(s).

If the breach is also classified as an Adverse Effect then the Head of Centre shall promptly inform PTDQ stating the reasonable steps that we have taken or intend to take to prevent, correct or mitigate the Adverse Effect.  Including a details of any reviews we are/will carry out. PTDQ will also offer advice where applicable.

Declaring a Conflict of Interest

• Professional Training & Development Qualifications (PTDQ) will take all reasonable steps to ensure that  a Conflict of Interest does not occur, if this is not possible:

• A declarations of actual or potential conflicts of interest must be notified to the Head of Centre as soon as possible.
• Where an actual conflict of interest has occurred the centre will notify PTDQ.

• Professional Training & Development Qualifications (PTDQ) will keep a log of all actual or potential conflicts of interest.

Customer Services Charter Statement 

Professional Training & Development Qualifications PTDQ excels to offer exceptional levels of customer services. We aim to be the markets leading in customer care, support and dedication in awarding qualifications and training providing.  We set out to do this by enforcing the following polices

1. You will get from PTDQ the upmost respected, care and individual attention. We will listen to you and do all in our control to resolve any issues or answer any questions.
2. We aim to answer your telephone call within 5 rings or have an automatic answer machine to take you telephone call. All answer phone messages will be returned in 24 hours or less.
3. All emails will be acknowledged with in one hour and replied to within 24 hours.
4. Will reply to any mail with in 72 hours. Please note our preferred contact is email for speed and efficiency and may email an attachment of the reply.
5. We will listen to you and ask for feedback improving our services and development our products.
6. We will take care of your personal data and items sending to PTDQ.
7. We will go the extra mile to make sure our learners and centres have an exceptional positive experience.
8. We will treat every one equal and not discriminate in any way.
9. We respect those that respect us, we treat those that care about our organisation with the upmost respect. Those that don’t care about us will not be respected or tolerated at PTDQ. Following our high standards of quality assurance gains our respect.
10.  Customer services available more days and hours than a standards awarding office to support and care for the customer.

1. Data Protection Policy (Including GDPR)

    

   Introduction

    

   We are fully committed to compliance with the requirements of the Data Protection Act 1998 (“the Act”), which came into force on the 1^st March 2000.  We will therefore follow procedures that aim to ensure that all employees, contractors, agents, consultants, or other persons of the company who have access to any personal data held by or on behalf of the company, are fully aware of and abide by their duties and responsibilities under the Act.

    

   Statement of policy

    

   In order to operate efficiently, we have to collect and use information about people with whom it works.  These may include members of the public, current, past and prospective employees, clients and customers, and suppliers.  In addition, it may be required by law to collect and use information in order to comply with the requirements of central government.  This personal information must be handled and dealt with properly, however it is collected, recorded and used, and whether it be on paper, in computer records or recorded by any other means, and there are safeguards within the Act to ensure this.

    

   As regards the lawful and correct treatment of personal information as very important to its successful operations and to maintaining confidence between the company and those with whom it carries out business.  The company will ensure that it treats personal information lawfully and correctly.

   To this end we fully endorses and adheres to the Principles of Data Protection as set out in the Data Protection Act 1998.

    

    

   The principles of data protection

    

   The Act stipulates that anyone processing personal data must comply with Eight Principles of good practice.  These Principles are legally enforceable.

    

   The Principles require that personal information:

    

   1. Shall be processed fairly and lawfully and in particular, shall not be processed unless specific conditions are met;
   2. Shall be obtained only for one or more specified and lawful purposes and shall not be further processed in any manner incompatible with that purpose or those purposes;
   3. Shall be adequate, relevant and not excessive in relation to the purpose or purposes for which it is processed;
   4. Shall be accurate and where necessary, kept up to date;
   5. Shall not be kept for longer than is necessary for that purpose or those purposes;
   6. Shall be processed in accordance with the rights of data subjects under the Act;
   7. Shall be kept secure i.e. protected by an appropriate degree of security;
   8. Shall not be transferred to a country or territory outside the European

              Economic Area, unless that country or territory ensures an adequate

              level of data protection.

    

   The Act provides conditions for the processing of any personal data.  It also makes a distinction between personal data and ”sensitive” personal data.

    

   Personal data is defined as, data relating to a living individual who can be identified from:

   • That data;
   • That data and other information which is in the possession of, or is likely to come into the possession of the data controller and includes an expression of opinion about the individual and any indication of the intentions of the data controller, or any other person in respect of the individual.

    

   Sensitive personal data is defined as personal data consisting of information as to:

   • Racial or ethnic origin;
   • Political opinion;
   • Religious or other beliefs;
   • Trade union membership;
   • Physical or mental health or condition;
   • Sexual life;
   • Criminal proceedings or convictions.

    

   Handling of personal/sensitive information

    

   We will, through appropriate management and the use of strict criteria and controls:-

    

   • Observe fully conditions regarding the fair collection and use of personal information;
   • Meet its legal obligations to specify the purpose for which information is used;
   • Collect and process appropriate information and only to the extent that it is needed to fulfil operational needs or to comply with any legal requirements;
   • Ensure the quality of information used;
   • Apply strict checks to determine the length of time information is held;
   • Take appropriate technical and organisational security measures to safeguard personal information;
   • Ensure that personal information is not transferred abroad without suitable safeguards;
   • Ensure that the rights of people about whom the information is held can be fully exercised under the Act.

    

   These include:

   • The right to be informed that processing is being undertaken;
   • The right of access to one’s personal information within the statutory 40 days;
   • The right to prevent processing in certain circumstances;
   • The right to correct, rectify, block or erase information regarded as wrong information.

    

   In addition, we as a centre will ensure that:

    

   • There is someone with specific responsibility for data protection in the organisation;
   • Everyone managing and handling personal information understands that they are contractually responsible for following good data protection practice;
   • Everyone managing and handling personal information is appropriately trained to do so;
   • Everyone managing and handling personal information is appropriately supervised;
   • Anyone wanting to make enquiries about handling personal information, whether a member of staff or a member of the public, knows what to do;
   • Queries about handling personal information are promptly and courteously dealt with;
   • Methods of handling personal information are regularly assessed and evaluated;
   • Performance with handling personal information is regularly assessed and evaluated;
   • Data sharing is carried out under a written agreement, setting out the scope and limits of the sharing. Any disclosure of personal data will be in compliance with approved procedures.

   All elected members are to be made fully aware of this policy and of their duties and responsibilities under the Act.

    

   All managers and staff within the companies directorates will take steps to ensure that personal data is kept secure at all times against unauthorised or unlawful loss or disclosure and in particular will ensure that:

   • Paper files and other records or documents containing personal/sensitive data are kept in a secure environment;
   • Personal data held on computers and computer systems is protected by the use of secure passwords, which where possible have forced changes periodically;
   • Individual passwords should be such that they are not easily compromised.

    

   All contractors, consultants, partners or other servants or agents of our company must:

   • Ensure that they and all of their staff who have access to personal data held or processed for or on behalf of the company, are aware of this policy and are fully trained in and are aware of their duties and responsibilities under the Act. Any breach of any provision of the Act will be deemed as being a breach of any contract between the company and that individual, company, partner or firm;
   • Allow data protection audits by the company of data held on its behalf (if requested);
   • Indemnify the company against any prosecutions, claims, proceedings, actions or payments of compensation or damages, without limitation.

    

   All contractors who are users of personal information supplied by the company will be required to confirm that they will abide by the requirements of the Act with regard to information supplied by the company. 

    

   Implementation

    

   The company has appointed an Office Manager who will also act as Office Manager.  Implementation will be led and monitored by the Office Manager.  The Office Manager will also have overall responsibility for:

    

   • The provision of cascade data protection training, for staff within the company
   • For the development of best practice guidelines.
   • For carrying out compliance checks to ensure adherence, throughout the authority, with the Data Protection Act.

    

   Notification to the Information Commissioner

    

   The Information Commissioner maintains a public register of data controllers.   The company is registered as such.

    

   The Data Protection Act 1998 requires every data controller who is processing personal data, to notify and renew their notification, on an annual basis.  Failure to do so is a criminal offence.

    

   To this end the designated officers will be responsible for notifying and updating the Office Manager of the processing of personal data, within their directorate.

    

   The Office Manager will review the Data Protection Register with designated officers annually, prior to notification to the Information Commissioner.

    

   Any changes to the register must be notified to the Information Commissioner, within 28 days.

    

   To this end, any changes made between reviews will be brought to the attention of the Office Manager immediately.

    

   Professional Training & Development Qualifications (PTDQ)   is fully committed to protecting the rights and privacy of individuals, in accordance with the Data Protection Act 1998. Information about our personnel, learners and other individuals will only be processed in line with established regulations. Personal data will be collected, recorded and used fairly, stored safely and securely and not disclosed to any third party unlawfully. As the lawful and correct treatment of personal information is critical to our successful operations and to maintaining confidence, Professional development Qualifications is committed to:

    

   • protecting learners’ personal details, records and assessment outcomes
   • keeping learners’ and other individuals’ personal data up to date and confidential
   • maintaining personal data only for the time period required
   • releasing personal data only to authorised individuals/parties and not unless permission is given to do so
   • collecting accurate and relevant data only for specified lawful purposes
   • adhering to regulations and related procedures to ensure that all employees who have access to any personal data held by or on behalf of Professional development Qualifications are fully aware of and abide by their duties under the Data Protection Act 1998.

    

   Learners are required to report any allegation in relation to the unlawful treatment of personal data via the Professional development Qualifications learner complaint procedure. A complaint should be made in the event that learners feel that records of their personal data have been:

    

   • lost
   • obtained through unlawful disclosure or unauthorised access
   • recorded inaccurately and/or in a misleading manner
   • provided to a third party without permission.

    

   Where required, Professional development Qualifications will take appropriate action/corrective measures against unauthorised/unlawful processing, loss, destruction or damage to personal data.

    

   It is ultimately the responsibility of the Head of Operations, Professional Training & Development Qualifications (PTDQ)  , to ensure that this policy is published and accessible to all personnel, learners and any relevant third parties. However, the quality coordinators (QCs) specific to each qualification are responsible for ensuring this information is fully understood by their qualification team and by the learners who commence courses/programmes in their area.

    

    

    

   General Data protection Regulations GDPR

   1.    Data protection principles

    

   PTDQ is committed to processing data in accordance with its responsibilities under the GDPR.

   Article 5 of the GDPR requires that personal data shall be:

   1. processed lawfully, fairly and in a transparent manner in relation to individuals;
   2. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
   3. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
   4. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
   5. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
   6. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”

    

   2.    General provisions

    

   1. This policy applies to all personal data processed by the Charity.
   2. The Responsible Person shall take responsibility for the Charity’s ongoing compliance with this policy.
   3. This policy shall be reviewed at least annually.
   4. The Charity shall register with the Information Commissioner’s Office as an organisation that processes personal data.

    

   3.    Lawful, fair and transparent processing

    

   1. To ensure its processing of data is lawful, fair and transparent, the Charity shall maintain a Register of Systems.
   2. The Register of Systems shall be reviewed at least annually.
   3. Individuals have the right to access their personal data and any such requests made to the charity shall be dealt with in a timely manner.

    

   4.    Lawful purposes

    

   1. All data processed by the charity must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).
   2. The Charity shall note the appropriate lawful basis in the Register of Systems.
   3. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
   4. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Charity’s systems.

   5.    Data minimisation

    

   1. The Charity shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
   2. [Add considerations relevant to the Charity’s particular systems]

    

   6.    Accuracy

    

   1. The Charity shall take reasonable steps to ensure personal data is accurate.
   2. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.
   3. [Add considerations relevant to the Charity’s particular systems]

   7.    Archiving / removal

    

   1. To ensure that personal data is kept for no longer than necessary, the Charity shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
   2. The archiving policy shall consider what data should/must be retained, for how long, and why.

   8.    Security

   1. The Charity shall ensure that personal data is stored securely using modern software that is kept-up-to-date.
   2. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
   3. When personal data is deleted this should be done safely such that the data is irrecoverable.
   4. Appropriate back-up and disaster recovery solutions shall be in place.

   9.    Breach

    

   In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, thPTDQ shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach.

   er.

1. Equal Opportunities Policy

    

    

   Professional Training & Development Qualifications (PTDQ)   recognise that everyone has a contribution to make to our society and a right to equal opportunity. Professional Training & Development Qualifications (PTDQ)   is therefore committed to promoting a best-practice environment, where all individuals and groups are treated with respect and dignity. All staff, learners and any related third party are required to adhere to this policy and to the requirements of the Equality Act 2010 (as amended from time to time).

    

   All staff, learners and any related third party are required to contribute to the effective implementation of this policy treating others equally and ensuring access for all. No one should feel threatened or degraded on the grounds of the following nine protected characteristics identified within the Equality Act 2010: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. This policy aims to prevent and tackle all types of discrimination also identified through the Equality Act 2010

    

   Direct discrimination	Where someone is treated less favourably than another person because of a protected characteristic.
   Associative discrimination	Direct discrimination against someone because they are associated with another person who possesses a protected characteristic.
   Discrimination by perception	Direct discrimination against someone because others think that they possess a particular protected characteristic. They do not necessarily have to possess the characteristic, just be perceived to.
   Indirect discrimination	Occurs when there is a rule or policy that applies to everyone but disadvantages a person with a particular protected characteristic.
   Harassment	Behaviour that is deemed offensive by the recipient. Employees can now complain of the behaviour they find offensive even if it is not directed at them.
   Harassment by a third party	Employers are potentially liable for the harassment of their staff or customers by people they don’t themselves employ, i.e. a contractor.
   Victimisation	Occurs when someone is treated badly because they have made or supported a complaint or grievance under this legislation.

    

   Objectives

    

   Effective implementation of this policy ensures that we promote equal opportunities, eliminate discrimination, eradicate harassment and ensure access for all. This is achieved by:

    

   • ensuring that all staff, learners and any related third parties are treated equally at all times
   • ensuring all staff, learners and any related third parties are made aware of this policy and any related responsibilities
   • ensuring that all staff are responsible for creating an open and friendly learning environment
   • ensuring that staff selection for employment, volunteering, promotion, training or any other benefit will be on the basis of aptitude and ability
   • ensuring that learner and participant selection for courses and related initial assessments are conducted in accordance with the qualification pre-requisites and specific selection and initial assessment criteria
   • ensuring that all selection/rejection decisions are recorded for staff, learners and any relevant third parties.
   • ensuring that an effective access arrangements procedure is in place and deployed through conduct of reasonable adjustments and special considerations
   • opposing all forms of unlawful and unfair discrimination.
   • taking any allegations or incidents of discrimination or any type of unfair treatment extremely seriously and responding to them swiftly
   • ensuring zero tolerance on any acts of discrimination on the grounds of the nine protected characteristics outlined within the Equality Act 2010. Where such instances of malpractice are proven, action will be taken in accordance with the [Insert name of organisation] Malpractice Policy.

    

   It is ultimately the responsibility of the Head of the Centre, [insert name], to ensure that this policy is published and accessible to all personnel, learners and any relevant third parties. However, to further support effective implementation, Qualification Coordinators (QCs) specific to each qualification are responsible for ensuring this information is fully understood by their qualification team and by the learners who commence courses/programmes in their area.

    

   Equal Opportunities

   The aim of this policy is to communicate the commitment of the Committee and members to the promotion of equality of opportunity in the company

   It is our policy to provide equality of membership to all, irrespective of:

   • gender, including gender reassignment
   • marital or civil partnership status
   • having or not having dependents
   • religious belief or political opinion
   • race (including colour, nationality, ethnic or national origins, being an Irish traveller)
   • disability
   • sexual orientation
   • age

    

   We are opposed to all forms of unlawful and unfair discrimination. All members of the organisation will be treated fairly and will not be discriminated against on any of the above grounds. Decisions on membership, selection for office, training or any other benefit will be made objectively, without unlawful discrimination, and based on aptitude and ability.

   We recognise that the provision of equal opportunities in all our activities will benefit the organisation. Our equal opportunities policy will help members to develop their full potential and the talents and resources of the members will be utilised fully to maximise the effectiveness of the organisation.

   The company recognises that there is a statutory duty under law, to implement an equal opportunities policy. This policy applies to applicants for employment, volunteers and members of the group alike.

   This company is committed to the principles and practice of Equality.  The company values the diversity of the local population. We want our services, facilities and resources to be accessible and useful to every citizen regardless of gender, age, ethnic origin, religious belief, disability, marital status, sexual orientation, or any other individual characteristic which may unfairly affect a person’s opportunities in life.

    

   Equality commitments

    

   We are committed to:

   • promoting equality of opportunity for all persons
   • promoting a good and harmonious learning environment in which all men and women are treated with respect and dignity and in which no form of intimidation or harassment is tolerated
   • preventing occurrences of unlawful direct discrimination, indirect discrimination, harassment and victimisation
   • fulfilling all our legal obligations under the equality legislation and associated codes of practice
   • complying with our own equal opportunities policy and associated policies
   • taking lawful affirmative or positive action, where appropriate
   • breaches of our equal opportunities policy will be regarded as misconduct and could lead to termination of membership

    

   This policy is fully supported by the company and was adopted by the band on 15 Sept 2012

    

   Implementation

   The company have specific responsibility for the effective implementation of this policy. We expect all members to abide by the policy and help to create the equality environment which is its objective.

   In order to implement this policy we shall:

   • Communicate the policy to members by issuing an induction pamphlet to all existing, and new members
   • The company will endeavour through appropriate training to ensure that it will not consciously, or unconsciously discriminate in the selection or recruitment of applicants for membership of the group
   • Incorporate specific and appropriate duties in respect of implementing the equal opportunities policy into roles and responsibilities of committee members
   • Incorporate equal opportunities notices into general communications practices (e.g. announcements, annual report at annual general meeting, notices and newsletters). This policy will be read out to all members at each annual general meeting
   • Ensure that adequate resources are made available to fulfil the objectives of the policy

    

   Monitoring and review

    

   We will establish appropriate information and monitoring systems to assist the effective implementation of our equal opportunities policy. The effectiveness of the equal opportunities policy will be reviewed regularly (at least annually) and action taken as necessary.

    

1. Governance & Sanctions Policy

    

   Please see our Governing Oversight Policy in the is document in addition

    

    

   Organisation Chart

   • CEO / Head of Quality overs sees the following persons:
   • Senior Leadership Panel Team
   • Administration Team
   • EQA Team

    

   • Support quality assurance when the need arises
   • If conflict of interest Head of compliance has a conflict of interest.
   • Back up for appeals and investigations 
   • Conduct auditing and reporting as required

    

   Phase 1 – Centre Structure

    

   Head Of Compliance

   Admin & Marketing Support

   EQAS

    

    

    

    

    

   Phase 2 (ofqual Accreditation Confirmed) PTDQ Structure

    

   Senior Panel Head of Compliance Head of Qualifications

   Senior Officer Head Of Qualifications

   EQA’s   QA Staff

   Admin Staff   Marketing Staff

   Senior Officer Head Of Compliance

    

    

    

    

    

    

    

    

    

    

    

    

    

    

    

   Head Of Compliance – Job Description

   • Responsible for EQA, support, development and allocation
   • Handling Appeals and be part of the appeals & Investigation panel
   • Liaison with Centres & Regulator
   • Devolving Centres
   • Conduct Investigations
   • Accreditation of New Centres
   • Complete auditing
   • Support admin and  marketing
   • Support in Qualifications Development

    

   Head Of Qualifications – Job Description

   • Responsible for administration staff, marketing staff and qualification development staff.
   • Development and designing qualifications
   • Reviewing & updating qualifications.
   • Centre qualifications process
   • be part of the appeals & Investigation panel
   • Maintain Administration
   • Customer Services
   • Support quality assurance and compliance teams.

    

   Governance Statement

   Professional Training & Development (PTDQ) requires all centres, staff, head of centres, third parties and supplies to have a fully commitment to quality assurance, integrity of the qualifications, robust systems in place to up hold our high standards of governance.

    

   Professional Training & Development (PTDQ) Governance Values

   Professional Training & Development (PTDQ) has the following in place to maintain high standards of governance:

   • Robust and in-depth revel vent policies and procedures that must be adopted, implemented and maintained by any centre wish to deliver qualifications with us.
   • Comprehensive centre agreement in place, designed to protect the learners development, other centres and the integrity of qualifications.
   • A tough robust vetting of centres prior to accepting as centres. Accreditation process involves reference of customers, companies house, director checks.
   • A sanction policy in place were we implement to safeguard learners development, other centres, quality assurance and integrity of the qualification.
   • Comprehensive auditing of centres including observations of teaching & assessment practice.
   • Centre required to manage their centre practices and procedures with a range of checks and active internal quality assurance.
   • Full commitment to regulators polices, requirements and procedures.
   • Full commitment to adhere to all legal legislation and committed to making sure centres, third parties and our supplies do so to.
   • Committed to equal opportunities and safeguarding
   • Committed to high standard of health and safety.
   • Encourage centre and staff to whistleblowing if they feel any practices, procedure or activity is suspect.

    

   Accountability

   Professional Training & Development (PTDQ) will take necessary actions to rectify any shortfalls in our high standards of governance, we have 3 stages in place to make sure we maintain exceptional governess in place at all times:

   Stage 1 – Support 

   This stage has been develop to try to be proactive in maintaining high levels of quality assurance. Support to uphold our high standards of quality assurance, learner development, centre development and the integrity of the qualification being offered is:

   • Levels of Auditing appropriate to the centre’s needs, with experienced and qualified EQAs depending on the centres risk rating.
   • Mentor and centre support service available to all centres
   • Mystery shopper and under cover auditing.
   • Standardisation events for centre for development
   • Implementation of sanctions to centres if required

    

   Stage 2 – Sanctions Implemented

   In the event the centre cannot develop or refuse to follow our high standards then we have implanted a system to sanction the centre to protect the development of the learners, other centres, integrity of the qualifications and exceptional quality assurance, the sanctions will be set by the senior team of Professional Training & Development (PTDQ). The sanctions are outlined as follows:

    

   Level 1 – low risk to the integrity of the qualification, learner and assessment process. Centre will be visit / desk top on the next audit to try to resolve action plan.

   Level 2 – Medium risk to the integrity of the qualification, learner and assessment process. Centre will be visit on the next audit to try to resolve action plan, this will include a full observation of delivery and assessment. Direct Claims Status will be removed and they will need to go through the process from the start to reclaim. Registrations of learners will be closely scrutinized by PTDQ.

   Level 3 – High risk to the integrity of the qualification, learner and assessment process. Centre will be suspended and must be shadow PTDQ. Full auditing including learner interviews, teaching, assessing observations will take place. Direct Claims Status will be removed and they will need to go through the process from the start to reclaim.

   Level 4 – Centre Removed will have their licence to practice as a centre with PTDQ revoked permanently. PTDQ will following their legal due diligences and notify any required departments this has occurred.

    

   Stage 3 – Review Systems & Procedures

   In the event of sanctions, investigations and complaints Professional Training & Development (PTDQ)  has set a panel of senior staff to review and investigate, they meet when required to. Systems will be reviewed including policies, procedures, practices and agreements. Any required changes will be made as an urgent requirement.

    

   Transparency to our learners & Centres

   Professional Training & Development (PTDQ) remain transparent in their approach to providing exception levels of quality assurance. We remain focused on provide the learner with the best learning experience and journey available through the following values:

   • Protecting them with high level of quality assurance
   • Make sure they remain safe and protect at all times
   • Make sure centres adhere to all our procedures and practices.
   • Learners will have direct access to Professional Training & Development (PTDQ) to raise concerns about centres and other quality assurance related issues.
   • Learners will experience must current and up to date learning methods and teaching syllabuses.
   • Making sure the centres and individuals unrationing with our learners are suitable qualified, experienced, right attitude and insured to do so.

1. Health & Safety Policy – 

    

    

   Professional Training & Development Qualifications (PTDQ)   is committed to providing a safe working, coaching, teaching and learning environment for all personnel, learners and any related third parties. Responsibility for health and safety ultimately lies with the head of Operations of Professional development Qualifications, Kirk Rogers However, all learners and personnel have a legal responsibility, as stated under Section 7 of the Health and Safety at Work Act 1974, to do everything practicable to prevent an accident or injury to themselves and to fellow learners and/or personnel. The quality coordinators (QCs) specific to each qualification are responsible for ensuring this information is fully understood by their qualification team and by the learners who commence courses/programmes in their area.

    

   Professional development Qualifications aims to promote health and safety, so far as reasonably practicable, by ensuring:

   • the provision and maintenance of safe equipment that poses no risk to health
   • the provision of relevant information to learners, personnel and any related third parties, including instruction, training and supervision, as is necessary to ensure health and safety
   • maintenance of safe environments, including a means of access in a condition that is safe and without risk to health
   • progressive identification and assessment of all risk, taking measures to eliminate or control it
   • compliance with statutory regulation on health and safety and welfare of learners, personnel and any related third parties
   • the health and safety and welfare of vulnerable learners is addressed through positive action
   • all required and appropriately qualified members of personnel are given training to identify and control potentially hazardous situations/environments
   • effective measures, such as fire alarms, are in place to deal with emergencies.

   This list is not exhaustive and represents general principles followed by [insert name of organisation] in respect of health and safety.

   First Aid

   The nominated/appointed individuals(s) are:

   All our full time staff hold First Aid at Work, a list can be obtained from email@ptdq.co.uk

    

   All confirmed nominees are appropriately qualified first-aiders, holding current first-aid certificates. Therefore, one of the first-aiders listed above must be contacted in the event of an incident occurring, to administer any first aid required. It is important that all issues where a first-aider has been involved are recorded in the necessary incident logbook(s) which accompany the first-aid box(es).

   Whenever learners are present, to attend for a component of a course/programme, their tutor/assessor is responsible for making them aware of who their nominated     first-aiders are and where they can be found (they are required to be on site at the time of a course/programme taking place).

   The first aid box(es) are located:

   With tutor / assessor or verifier and at venues notified to learners At start of the course or At office premises . company vehicles. Nominated first aiders are also provided with appropriate first-aid equipment.

    

   Risk Assessment Procedures

   Tutors/assessors and centres  must ensure that suitable and sufficient control measures are in place to reduce identified risks when they are delivering any component of a course/programme. Any information a tutor/assessor has identified in relation to risk should be shared with/distributed to other members of personnel. All personnel required to conduct risk assessments will be given the appropriate training and/or will be made aware of what is expected of them in advance.

   Prior to conducting a course/programme, the tutor/assessor will conduct a risk assessment and record relevant findings in line with the Professional development Qualifications health and safety policy. Where tutors/assessors complete a session where they would not normally complete a session, a risk assessment must be conducted, to ensure the health and safety of all present. Additionally, a risk assessment is required to be conducted prior to any practical activity. A risk assessment form has been created for these purposes.

1. Internal Quality Assurance Policy

    

    

   1         Introduction

    

   It is essential that all deliverers of qualifications have quality assurance systems in place to ensure all assessment is fair, consistent and meets Professional development Qualifications and national requirements. This policy has been designed to promote quality, consistency and fairness throughout the assessment and internal verification activities. It aims to ensure that standards of assessment are maintained over time.

   This document is applicable to everybody involved in assessment administration, management, verification and moderation of any Professional development Qualifications delivered within the breadth of this centres activities. Any activity related to Professional development Qualifications within a satellite, delivery and/or assessment site is also obliged to abide by this policy.

   For qualifications where, because of the size or geographic spread of assessments, more than one internal verifier is required to ensure the quality, an Internal Verification Team (IVT) must be established. Where a IVT is required, one verifier must be identified/allocated to take on the role of Coordinating IV, ensuring that the internal verification strategy and sampling plans are effectively established, implemented and maintained by the IVT.

   Where only one IV is needed to cover the centre’s activities for a specific qualification, the IV will be responsible for establishing the IV sampling strategy, sampling plan and subsequent implementation.

    

   2         Verification Aim

    

   The Internal Verification aim is to ensure effective management of assessment and verification processes, effective support for assessment and verification personnel, and to quality assure the outcomes of assessment in-line with Professional development Qualifications and national requirements.

    

   3         Verification Objectives

    

   Internal verification objectives propose to:

   • operate from established verification policy and procedures that are reviewed where required in-line with the centres’ quality control arrangements
   • ensure an effective induction is provided for all members of the assessment and verification teams, as required
   • ensure effective appraisal and continued professional development for all members of the assessment and verification teams
   • ensure that the assessment and verification teams understand and follow all the centre policies and procedures
   • ensure the centre will embed equality and diversity throughout the internal verification and assessment activities
   • ensure quality via accurate and effective assessment of all candidates
   • monitor and ensure consistency of assessment outcomes via appropriate interpretation of Professional development Qualifications specific qualifications and/or national requirements
   • review and evaluate the quality and consistency of assessment at different stages of the assessment process
   • maintain accurate and current records of internal verification and moderation
   • standardise all components of the assessment where appropriate
   • carry out continuous improvement activities to ensure all corrective actions best practice guidelines requested by the external verifier/ Professional development Qualifications are complied with.

    

    

   Internal Verification Strategy

    

   The purpose of this strategy is to provide realistic strategic objectives devised to ensure that we will effectively comply with Professional development Qualifications internal verification/moderation requirements and/or the national standards. In devising an IV strategy, we are also effectively complying with our own IV policy.

    

   Strategic objectives

    

   There are a number of strategic objectives whereby we propose to ensure:

    

   • all personnel with internal verification/moderation responsibilities are suitably qualified to undertake this role
   • that all assessment, internal verification and/or moderation personnel are aware of the internal verification policy and strategic objectives and can facilitate the implementation
   • assessment/internal verification/moderation personnel development needs are taken into consideration
   • that developing and newly qualified internal verifiers are given the necessary support to fulfil their duties effectively
   • a selected sample across assessors of 25% (or one candidate if less than four are registered within a cohort) of candidate evidence and assessor feedback is internally verified from 100% of the courses/candidate cohorts authorised
   • all assessors and all types of assessment (including direct observation of assessment practice) are internally verified across all active assessment sites, over a twelve month period
   • one standardisation activity is conducted per eight courses/100 candidates within a cohort programme (or two standardisation activities annually where the take up of candidates is not great enough to achieve this objective)
   • that records and documentation of assessment, internal verification and moderation decisions are maintained for external verification purposes
   • that all assessment and internal verification records per candidate are maintained for a period of five years after certification has occurred.

    

   Internal Verification Interventions

    

   The following internal verification interventions aim to ensure the consistency of assessment across all assessors, at all sites.  IVs should aim to make an intervention to every course/candidate cohort, on at least one occasion.

   Internal Verification interventions include:

    

   • observation of assessments
   • sampling of assessment evidence
   • candidate interviews (face to face/via telephone)
   • standardisation activities and/or meetings.

1. Malpractice & Maladministration  Procedure

    

   Professional Training & Development Qualifications (PTDQ)   is committed to pursuing the highest standards of probity and the elimination of malpractice in the management of our organisation, and aims to promote accountability and a climate of openness, to encourage the disclosure of allegations of malpractice. Personnel/learners/individuals must report allegations to.

    

   It is ultimately the responsibility of the Head of Operations, Professional Training & Development Qualifications (PTDQ)  , to ensure that this policy is published and accessible to all personnel, learners and any relevant third parties. However, the quality coordinators (QCs) specific to each qualification are responsible for ensuring this information is fully understood by their qualification team and by the learners who commence courses/programmes in their area.

    

   Information contained within this documentation applies to all personnel/learners/individuals involved with Professional Training & Development Qualifications (PTDQ)   Arrangements in place offer individuals a safe and accessible procedure for reporting allegations of malpractice in a confidential manner, on the basis that Professional Training & Development Qualifications (PTDQ)   will take appropriate steps to ensure that individuals reporting allegations of malpractice are not penalised and are protected and that individuals accused will be protected against false, malicious or anonymous accusations. Professional Training & Development Qualifications (PTDQ)   is keen to encourage personnel/learners/individuals to report allegations without fear, and will ensure that any disclosure is treated with the utmost confidentiality.

    

   Anonymous allegations will only be considered if they are of a serious nature and the evidence is sufficient to warrant an investigation and for appropriate action to be taken. All allegations will be recorded and submitted to the awarding body for investigation.

    

   Instances of malpractice that may be committed by personnel or learners include:

    

   • committing plagiarism by copying and passing off the whole or part(s) of another person’s work, with or without the originator’s permission and without appropriately acknowledging the source
   • failing to comply with the assessor’s/invigilator’s instructions and/or Professional development Qualifications regulations in relation to the assessment and security
   • misusing assessment material
   • impersonating other learners by pretending to be someone else, in order to produce the work for another, or arranging for another to take one’s place in an assessment
   • fabricating and/or altering results and/or evidence, documents and/or certificates
   • using unauthorised material in relation to the requirements of supervised assessment
   • behaving in such a way as to undermine the integrity of the assessment.

    

   Personnel and/or learners who commit malpractice and who fail to comply with the guidance on regulations for assessment will lead Professional development Qualifications to withhold the learners’ results. Withholding information or failing to report promptly any suspected cases of malpractice or non-compliance by centre personnel and/or learners may result in the imposition of sanctions/penalties Professional development Qualifications with a possible outcome being the suspension of certification/registration or even recognised centre status. Learners are required to be aware of the penalties for/consequences of breaching regulations, which may include one or more of the following:

   • written warning
   • disqualification from entering one or more (re)assessments

   §   disqualification from the whole qualification.

    

   Learners must understand that if the allegations are proven, Certificates may be invalid and those already issued may be withdrawn.

   Personnel who commit malpractice, which is confirmed after investigation, may be subject to penalties, including:

   • exclusion from the delivery of the qualification
   • exclusion from the assessment of the qualification
   • exclusion from the internal verification/moderation of the qualification
   • exclusion from the financial/quality management/administration of the qualification
   • temporary suspension
   • work only under supervision
   • undertake specific training.

    

   The Reporting of Malpractice Should be done immediately on or suspecting discovered to PTDQ

    

   In order to make an allegation of malpractice, you are required to contact:

   Malpractice Officer Professional Training & Development Qualifications concerns@ptdq.co.uk

    

    

    

    

1. Invoice Policy

    

   When approved centres and customers spend money with us we will give them an invoice so they can pay this as per the terms.

    

   Official Account Set up by PTDQ

    

   All centres will receive an account with Professional Training & Development Qualifications (PTDQ) when they start their accreditation. The account will have the terms that all invoices should be settled in full in 28 days of the issue of the invoice.

    

   All invoices must be disputed in writing by email accounts@ptdq.co.uk no later than 10 days after the issue date.

    

   All payments must be made by bank transfer to the account listed on PTDQ invoice.

    

   PTDQ will not send any overdue invoice reminders they will proceed to the late payment terms on the invoice and in this policy.

    

   Late Payment or Breaching of Official account Terms 

   If any centres make late payments and they are authorised in writing by PTDQ then their account privileges will be withdrawn and all invoices have to be settled prior to services being received. 

    

   If invoices remain unpaid or we initiate the late payment clauses in this policy and on the invoice we will suspend the centre from operating.

   Late Payments Details – All invoices are sent out on the basis that no further reminders or confirmation it is overdue are sent to the centre. After the payment becomes late your account will automatically be forwarded to our solicitor’s debt recovery team, see below for minimum fees to be imposed to the invoice.

   The following charges will be added to late payments at the appropriate stage of proceedings – 25% of invoice value as an administration fee plus recovery costs of a minimum of £90 depending on invoice value.

   If the invoice still remains unpaid then we will pursue through small claims and will add these costs to the invoice include PTDQ costs to attend. Unpaid invoices will automatically suspend the Centre. Suspension fee as per our latest fees list will be added  to the cost of the invoice. Suspensions will only be lifted on clearance of invoice and suspension fee.

    

   Ownership of Goods & Services from PTDQ

    

   Certification, services and other goods will remain the property of Professional Training & Development Qualifications (PTDQ) until for clearance of relevant invoice(s). Professional Training & Development Qualifications (PTDQ) reserve the right to recall certificates if been issued or cancel them if invoices have not been cleared in full.

    

1. Performance Monitoring & Review Policy

    

   Performance Management and Review

   Professional Training & Development Qualifications conducts various performance reviews to make sure we uphold the quality assurance and qualification integrity.

   • Each centre will undergo a performance management review as part of their audit, this looks at how ell they are doing and how we can support them to develop the quality assurance and centres.
   • We will review all centre staff to make sure they are preforming at their best
   • We will contact learners and ask for feedback on the course and ways it could be conducted different or better if applicable.
   • All PTDQ staff will go through a 360 system appraisal to help development that as an individual and perform better in the team.
   • PTDQ will be regulated by external bodies as part of accreditation
   • PTDQ employs the services of an auditing company to look at our steams in place to help us develop.
   • PTDQ asks the centres for feedback and support to help development
   • Centre training and development programmes are run frequently and we use these to help develop the centres performance.
   • PTDQ will run for its staff team building sessions to help support the development.
   • PTDQ will use mystery shoppers to look at their products and services.

    

    

    

    

    

    

    

    

    

    

    

    

   I the responsible individual as listed below authorise the use of the policy and have signed and dated it.

   Company Name	Professional Training & Development Qualifications (PTDQ)	Company Address	As companies house
   Responsible Person Name	Paul Salmon	Position	Director
   Responsible Person Signature		Date	23 August 18

   This policy will be reviewed at least on a yearly basis and signed and dated on review

   Last Review Date	List of Changes	Name of Responsible Person	Signature of Responsible Person

    

    

    

    

    

    

    

    

    

    

    

    

    

    

    

    

   Professional Integrity Policy

    

   Integrity of the applicant – Professional Training & Development (PTDQ) LTD

    

   Centres and staff must following the following profession integrity requirements at all times or sanctions or will be applied.

    

   Each Centre or Staff Member applicant must be a suitable person to be engaged in that role in an awarding organisation that is recognised for the award of the relevant qualifications, having regard in particular to:

    

   • any criminal convictions held by him or her,
   • any finding by a court or any professional, regulatory, or government body that he or she has breached a provision of any legislation or any regulatory obligation to which he or she is subject,
   • any instance of bankruptcy or any individual financial arrangements to which he or she is or has been subject,
   • any occasion on which he or she has been disqualified from holding the directorship of a company or from public office, and
   • any finding of malpractice or maladministration, in relation to a qualification (whether a regulated qualification or a qualification which is not regulated), to which he or she is or has been subject.

    

   Any staff that do not meet these requirements must inform the centre who will then contact professional Training & Development Qualifications (PTDQ)  for a decision if they can be engaged in the post.  Failure to disclose will result in a full malpractice investigate, with the appropriate fees being payable by the centre.

    

   PTDQ centre must uphold the professional integrity of the qualifications, PTDQ and learners at all times. Breaches must be reported immediately to PTDQ.

1. Reasonable Adjustments Policy

    

    

    

    

   Access to Fair Assessment Statement

    

   Professional Training & Development Qualifications (PTDQ)   is committed to providing ongoing support to learners with particular requirements and aspires to eliminate discrimination. On this basis, we ensure accessible services, making reasonable adjustments and applying special considerations where these are required, to facilitate learners in completing each course/programme as independently as possible.

    

   Access arrangements ensure that the conduct of reasonable adjustments and special considerations reduce substantial disadvantage caused due to a learner’s disability or difficulty. In accordance with the Equality Act 2010, we have a commitment to provide access for learners with particular needs to prevent discrimination in the delivery of qualifications and the assessment of learners.

    

   Reasonable adjustments

   Reasonable adjustments are any arrangements made prior to the delivery or assessment of a qualification to reduce the effect of a disability or difficulty that places a learner at a substantial disadvantage. These arrangements are required to be granted by the awarding organisation for the assessment of learners with a permanent, long-term or temporary disability, a learning difficulty, illness or indisposition.

    

   Special Consideration

   Special consideration is the implementation of arrangements at the time of an assessment to allow competence to be demonstrated by learners who have been disadvantaged or were unable to attend the assessment due to emotional/physical difficulties or adverse circumstances. These arrangements are required to be granted by the awarding organisation for the assessment of learners who have experience temporary difficulties.

    

   Objectives

    

   Our personnel are committed to contributing to this practice and the overall aims are to assist learners in managing their individual situation and create a more accessible learning and assessment environment for all. In order for this to be achieved, we aim to determine learners’ particular requirements and requests for the provision of access arrangements at an early stage. To ensure sure we give access to fair assessment and treating all learners equally we intent to:

    

   • ensure the access to fair assessment statement and practice are understood and complied with by any personnel involved in assessment and also by learners
   • promote equality within of each learning programme and in the conduct of all qualification assessments
   • adhere to related procedures and regulations regarding reasonable adjustments and special consideration; requesting permission to grant these for each learner from the relevant awarding organisation
   • ensure buildings and assessment sites used for delivery and assessment are accessible to all learners, as far as is practicable
   • ensure appropriate equipment/personnel (including technological equipment or any assistant personnel, ie reader, scribe, practical assistant, etc) is available for selected adjustments to delivery and/or assessment
   • use assistive equipment and personnel within the reasonable adjustments framework, as outlined by the awarding organisation, without disadvantaging others who are not affected by particular requirements.

    

   Reasonable Adjustment Policy

    

   Introduction

    

   This policy is primarily aimed at learners who are delivering/registered on or have taken an Professional Training & Development Qualifications (PTDQ)   qualification or unit.  It is also for use by our staff to ensure they deal with all reasonable adjustment and special consideration requests in a consistent manner and in accordance with the relevant awarding organisation requirements.

    

   Each awarding organisation will have specific guidelines to follow when applying for reasonable adjustments for individual learners and what can be automatically approved by centres.

    

   Centre Responsibility

    

   To ensure the following:

   • Every learner is given the opportunity to achieve the qualification/unit without changing the assessment criteria or achievements.
   • Identification of learners who require reasonable adjustments prior to delivery of course.
   • Where identification of a learner who requires, reasonable adjustments, Professional Training & Development Qualifications (PTDQ) will apply to the relevant awarding organisation for approval if required, see individual guidance provided by different awarding organisations.
   • Where reasonable adjustment is approved, make necessary provision, however ensuring that assessment demand is not lowered.
   • Inform Internal Quality Assurer of learners on a qualification that is completing the assessment using a particular reasonable adjustment method.
   • Maintain accurate records of learners with reasonable adjustments as this will be monitored through the External Quality Assurance system.
   • Supply information to the relevant awarding organisation on the use of reasonable adjustments with learners as requested.

    

   Review Arrangements

    

   We will review the policy annually as part of our self-evaluation arrangements and revise it as and when necessary in response to customer and learner feedback, changes in our practices, actions from the regulatory authorities or external agencies or changes in legislation. 

    

   Access Arrangements Procedure

    

   Stage	Reasonable Adjustments	Special Considerations
   Stage 1:	The learner must request reasonable adjustments from the centre at the application stage of their course or by informing their tutor/assessor of the difficulty.     This information will be passed to the Access Arrangements Coordinator Paul Salmon, Head of Centre  who will evaluate the request and will liaise with the learner to validate their difficulty/disability and to ensure the relevant reasonable adjustments are identified. At this stage, the learner must provide all necessary evidence (medical evidence/certification, diagnostic test results, a statement from the invigilator/tutor/assessor or any other appropriate information) to support their request. Outcomes will be confirmed via email to the learner (Validated requests will then be forwarded to the relevant AO. For invalidated outcomes, no further action will be taken).	The learner must request all special considerations by contacting the centre’s appointed Access Arrangements Coordinator Paul Salmon, Head of Centre    The Access Arrangements Coordinator will evaluate the need for the special consideration. At this stage, the learner must provide all necessary evidence (medical evidence/certification, diagnostic test results, a statement from the invigilator/tutor/assessor or any other appropriate information) to support their request. Outcomes will be confirmed via email to the learner (Validated requests will then be requested from the relevant Awarding Organisation. For invalidated outcomes, no further action will be taken).
   Stage 2:	The Access Arrangements Coordinator will request reasonable adjustments or special considerations from the relevant awarding organisation in accordance with the standard procedure.
   Stage 3:	The Access Arrangements Coordinator will ensure all reasonable adjustments and special consideration are implemented in accordance with outcomes confirmed by the Awarding Organisation. They will evaluate the implementation and audit all outcomes. All records relating to the application, relevant evidence and monitoring forms are securely retained for five years.

    

   Equality and Access Appeals

    

   Where learners have requested reasonable adjustments or special considerations from but are unhappy with the outcomes they have a right to make an appeal via the Professional Training & Development Qualifications (PTDQ)   Procedure

    

    

   Equality and Access Complaints

    

   Learners have the right to raise any issues related to equal treatment and/or the implementation of access arrangements or make a formal complaint via the Professional Training & Development Qualifications (PTDQ)   Learner Complaints Procedure.

1. Recruitment Policy

    

   Recruitment Philosophy

   ·        Professional Training & Development Qualifications (PTDQ) has listed our recruitment philosophy below:

   • PTDQ believes in selecting the right person for the right role. PTDQ will not take staff on unless they have been fully vetted, interviewed and referenced.
   • PTDQ believes in equal opportunities and will not discriminate against employment for their race, gender, martial beliefs, religious beliefs, disability, illness, age, background and beliefs.
   • PTDQ promotes equal and fair pay structures, terms & Conditions and training packages.
   • PTDQ will conduct extensive checks, references and vetting on individuals applying for posts with in PTDQ.
   • PTDQ wants to recruit persons they can invest in and promote within the organisation.

    

   Recruitment Procedures

    

   • PTDQ will review internal staff and advertise internally.
   • All PTDQ roles will be advertised on our website ptdq.co.uk for a minimum of 7 seven days.
   • If we do not find the right person in 7 days of externally advertising on the website or internal advertising we will in list the help of the job centre to place an advert.
   • Some roles may be advertised on in press and various websites if more specialist.
   • Applicants must email jobs@ptdq.co.uk with a current up to date CV and covering letter why they are best suited.
   • Applicants will receive an application to completed and return to jobs@ptdq.co.uk .
   • PTDQ guarantee to interview a minimum of 2 two persons for the position, including any legally we are obliged to do so for.
   • All interviewed persons will be told of outcome of the interview.
   • PTDQ will require 2 two referenced prior to official offer of contract.

    

    

   Data Protection

    

   PTDQ will not share, forward or disclose your information outside of PTDQ unless legally required to do so. The personal data we are requiring for you is necessary to preform checks to protect and safeguard our staff, centres, qualifications and learners.  We will fully comply with data protection and GDPR.

   Employment Applications

   Your personal data will be securely deleted or shredded no later than 6 (six) months after the appointment of the post you applied for. If you would like us to hold your application of file for any suitable future post you need to email us to give us permission to do so.

   Staff Employed

   Your personal data will be securely deleted or shredded no later than 7 (seven) years after you complete your employment PTDQ.

   Staff Vetting

   All staff will be required prior to employment to:

   Provide a minimum 1 (one) references from past employer, school, college, university in last 6 (six) months.  In addition a second refence from an employer or non-related person that has known or employed you for a minimum of 7 years.

   All staff will go through enhanced CRB

   All staff will sign a professional integrity agreement and conflicts of interest agreement.

   The Right Person

   The right candidate for PTDQ recruitment will be:

   Suitable qualified and experienced or able to be trained to that leavel in a suitabkle timeframe.

   Meet fully vetting requirements for the post

   The Right Persons Values

   • Have amazing people skills, able to interact with customers and other PTDQ staff. The right person will have fabulous customer care skills.
   • They should be punctual, able to be self-sufficient, work in a team or on own initiative.
   • They should be friendly, outgoing, supportive and prepared to adapt quickly.
   • They should have attention to detail skills and great at planning and working to deadlines.

   Staff Induction

   PTDQ will go through a comprehensive induction at the start of the employment this will make you full familiar with our operations procedures and make sure you are safe in your work.

   Due Diligence Period

   All PTDQ Staff will be taken on a probationary period of 12 (twelve) months, during that time your post can be removed or revoked if deemed not suitable. Examples below that cause you to fail your probationary period, however not the exhausted list:

   • PTDQ identified a falsified application of employment
   • PTDQ finds conflicts of interest or professional integrity not declared
   • PTDQ find you unsuitable, we have the right to not give reasons.
   • PTDQ Reviews post and find unrequired
   • PTDQ find the employee guilty of misconduct, persistence lateness, disadvantaging learners or bringing the qualification into disrepute

1. Risk Management Policy

    

   PTDQ Risk Management Module

    

   This is a simplified module as we feel complex modules are open for interpretation and inconsistency starts to creep in to the process, the module works on simply High, Medium or Low risk, we ideally want all centres and operations we executive to be low risk, however we will have a tolerance for some medium activities as long as they are reduced to low at the earliest of opportunities.

    

   Low Risk (Green Rating)	Desired level of risk Green audits will be remote desktops unless it has been a while they have had a visit.	Centres and business operations will be monitored and reviewed. PTDQ look at using examples of low risk to support business development and centres improvement.
   Medium Rating (Amber Rating)	Most highest level we will tolerate the risk. However PTDQ wants it green ASAP	The risk must be reduced imminently, this will include an action and further EQA activity. If the risk remains at amber the centre will have EQA visits scheduled, in the first instance it will be a remote desktop sample. Sanctions maybe applied
   High Risk (Red Rating)	Unacceptable and intolerable to PTDQ imminently the risk must be reduced to medium, this may result in additional support or training to reduce the issue,	EQA activity increased Relevant sanctions applied Full senior panel investigation Any red risks will incur and EQA to visit, regardless of last EQA activity. Failure to reduce will terminate the centres contract with PTDQ.

    

   Risk Assessment & Reduction – Detection Methods

    

   Please note this is not an exhausted list.

   Initial Accreditation of Centre and qualifications	Strict vetting and screening of centres. This is to eliminate the risk of rouge centres. Centres will be given a risk at accreditation and this will determine how and if we accredit them. Centre have initial agreement in place that is legally binding to adhere to our terms.
   Malpractice of Centre	Use of malpractice policy to encourage whistleblowing from learners and centre staff. Open policy with learners and centre encouraging them to put forward views and comments. Enhanced EQA activity to include auditing, interview staff and learners, follow up with learners after the course, mystery shopper and unannoyed visiting. CPD and support in place with various procedures to prevent malpractice. Centres operations manual to make clear best practice and requirements.
   Qualifications & Experience of Centre Staff.	On accreditation complex application detailing all qualifications, experience, CPD. Staff sign the professional integrity and conflicts of interest register. Staff are audited and IQA activity required to monitor course deliver and assessment.
   Promoting of Equal Opportunities	Equal opportunities policy in place this also includes reasonable adjustments policy in place. Initial accreditations and audits look heavily at prompting of equal opportunities.
   Internal Quality Assurance	Centres must register IQA with PTDQ and make sure the iQA are suitable. IQA will sign professional Integrity and conflicts of interests. Centre must make sure they run suitable IQA activity and have sufficient strategy in place. PTDQ EQA will monitor the IQA practices and observe in process.
   External Quality Assurance	Centre will be allocated an experienced EQA and they will follow our enhanced EQA procedures and policies. EQA will be standardised to make sure PTDQ are consistent and eliminate any risks of unrequired practiced taking place.
   Prompting of Safe Environment	PTDQ require polices and procedures as well as risk assessment. Centre need appropriate insurance. EQA’s will monitor health and safety at audits. Staff and learners are encouraged to report any concerns to PTDQ or the centre.
   Professional Integrity of the qualification	All PTDQ and Centre Staff will sign a professional integrity statement. PTDQ will design and implement qualifications based on what’s on the market and what learners need.  PTDQ had comprehensive requirement for qualification design and implantation to make sure we do not compromise the professional integrity of the qualification.
   Positive Learners Experience	Centre training in place to develop the centre. Learners given the chance to provide feedback to the centre and PTDQ will conduct random feedback with Learners. Qualification design will take into account the learner and the experience they will receive.
   Safeguarding of the Learners and Centre Staff	Centres and PTDQ have polices in place and centres have systems in place to promote safe working methods and safeguarding. Centre have risk assessments, insurance and health & safety policies. EQA will look at health and safety at audit and centre should have in place check sheets for venue health and safety. Learners will sign declaration to say if they are fiot and need reasonable adjustments.
   Data Protection	Centre and PTDQ  have data protection policies they will implement and follow. EQA will look at this at audit. Centres and PTDQ use safe transferring methods of files. Examinations policy requires papers to be kept secure.
   Accountability od the Centre	Centre is required to nominate a head of centre, the roles and responsibilities are made very clear in the centres operations manual and in the centre agreement. EQA will check at audit the clear link is still apparent.
   PTDQ Staff and Centre Staff Professional Integrity to include conflicts of interests.	PTDQ and Centre staff sign professional integrity and conflict of interests statements and implement them. EQA will check this at audits. Clearly outlined in the centres operational manual

    

   Measures to Take to Reduce the Risk Rating

    

   In the event a risk has be highlighted as not management the following will occur:

   • Record Findings
   • Action plan to reduce the risk
   • Review the plan
   • Record the outcomes
   • implement pro-active measures
   • Monitor

1. Safeguarding & Vulnerable – Adult & Children Policy

    

   Professional Training & Development Qualifications (PTDQ)   has a professional duty to provide children and vulnerable adults with appropriate safety and protection. As the welfare of the child/vulnerable adult is paramount, we are committed to providing safe equipment and facilities so that children/vulnerable adults may participate in courses/programmes in a secure environment. Additionally, we promote ethical behaviour, providing children/vulnerable adults with a sense of being valued. On this basis, we aim to ensure safe recruitment practices are always followed, to establish the suitability of personnel to work with children and/or vulnerable adults.

    

   It is ultimately the responsibility of the Head of Operations to ensure that this policy is published and accessible to all personnel, learners and any relevant third parties. However, the quality coordinators (QCs) specific to each qualification are responsible for ensuring this information is fully understood by their qualification team and by the learners who commence courses/programmes in their area.

    

   In order to provide safety, protection and security to children/vulnerable adults throughout our operations, we will adhere to our child/vulnerable adult protection policy/statement and aim to:

    

   • protect all children and vulnerable adults from abuse, whatever their age, culture, disability, gender, language, ethnic origin, religious beliefs or sexuality
   • raise awareness of child and vulnerable adult protection issues and promote good practice
   • conduct risk assessments to minimise potential hazards to children’s and vulnerable adults’ welfare
   • provide support to learners who have been abused and act proactively by preventing any similar incidents through risk assessment
   • ensure all personnel fully understand their responsibilities and are provided with the appropriate training/regular updates of the legislation.

    

   In achieving our policy aims and being proactive, we have developed procedures related to the recruitment of personnel and how allegations of child/vulnerable adult abuse should be dealt with. In light of this, we implement safe recruitment practices, in checking the suitability of personnel to work with children and vulnerable adults.

    

   Summary of the Personnel Recruitment Procedure

    

   Applicants are required to complete an application form (which may lead to a subsequent interview) which contains explicit information about their past. These are required to be returned to the relevant department and the member of personnel managing the recruitment process. Where applicants will take significant responsibility for safeguarding children during activities within Professional development Qualifications, they will be required to complete a Criminal Record Bureau (CRB) check.

    

   Personnel are selected on their suitability to meet the job/role-related requirements and responsibilities and their ability to demonstrate that they can work safely with children and/or vulnerable adults. Applicants will receive confirmation in writing relating to the outcome of their application/interview. If the outcome is positive, arrangements are made for induction and any relevant training, which includes clarification of activity requirements, responsibilities and child/vulnerable adult protection procedures and further identification of training needs. New members of personnel are then required to confirm their agreement to abide by the Professional development Qualifications  , policies and procedures, including the child/vulnerable adult protection policy, in writing. Awareness of child/vulnerable protection practice will continue to be addressed via on-going training.

   All members of personnel who work with children and vulnerable adults are required to adhere to this policy.

1. Security  Policy

    

   The senior panel takes the security of learners, documents, centres, equipment very seriously and have adopted the following policy:

    

   PTDQ Security Principles

    

   Vigilant, Safeguard, Policies, Review, Report

    

   Be vigilant and maintain alertness to security issues

   Safeguard all people, property, documents and equipment

   Follow policies and procedures 

   Review any shortfalls and make systems better

   Report any Issues

    

   Security of Centres, Learners and Property

    

   Centres will take every step reasonable to safe guard their centre, learners and property. Centres not committed to security will face sanctions in line with our sanction policy.

   • Centres will make sure learners and centres remain confidential and only available to authorised persons.
   • Centre will fully adhere to data protection and GDPR.
   • Centres will keep exam papers and other sensitive documents securely locked away for authorised persons only.
   • Centres will make sure all items being transferred out of the storage area will be secure and locked.
   • Centres will report any issues to relevant authorities and keep a record internally.

    

    

   PTDQ Security Requirements

    

   PTDQ will take every step reasonable to safe guard their centre, learners and property. Centres not committed to security will face sanctions in line with our sanction policy.

    

   • PTDQ will make sure learners and centres remain confidential and only available to authorised persons.
   • PTDQ will fully adhere to data protection and GDPR.
   • PTDQ will keep exam papers and other sensitive documents securely locked away for authorised persons only.
   • PTDQ will make sure all items being transferred out of the storage area will be secure and locked.
   • PTDQ will report any issues to relevant authorities and keep a record internally.

    

   Information Technology (IT)  Security

    

   Centres and PTDQ should follow the following pints to safeguard computers, tablets, phones and other IT devices:

   • All IT systems should have password protection only authored persons know.
   • Centres and PTDQ should have own passwords and not share with each other.
   • Centres and PTDQ should have suitable online security firewalls and virus checkers.
   • Centres and PTDQ should be carful where they use IT devices, if in public areas they should have screen filters on so unauthorised nosey parkers! do not see the information on the screen.
   • Do not share IT devices win unauthorised persons.
   • Take care with programmes and Applications installed on the device.
   • Don’t leave the device unattended
   • Switch Bluetooth and other connections off when not in use.
   • Keep IT secure when travelling.
   • Do not give access to WIFI to unknown sources.
   • Report any hacks, phishing emails or breaches to relevant authorities and keep a record internally.

    

   Compromising of this policy must be reported to PTDQ email@ptdq.co.uk immediately

1. Governing Oversight Policy

    

   Professional Training & Development Qualifications (PTDQ) has been set by industry experts to provide professional regulated qualifications maintain the professional intergity of the qualifications and positive learners experience.

    

   Our governing team have been set up to be able to meet our business values:

    

   Standards, Care, Professional Integrity, Positive Experience and Value

    

   1. Committed to exceptional standards of quality assurance
   2. Committed to exceptional customer care
   3. Committed to upholding the professional integrity of all qualifications
   4. Committed to providing a positive experience for the learners and centres.
   5. Committed to value for money for training providers and learners.

    

   The business has set up key staff in key place to be able to manage the day to day requirements.

    

   Senior Leadership Panel (SLP)

    

   The business is overseen and governed by the senior leadership panel (SLP), PTDQ requires three leadership panel members as a minimum so we can have an over vote and if a panel member has a potential conflict of interest with a centre then we still have two that can vote and make decisions on the issue keeping conflict clear.

    

   The senior Leadership Panel is made up of:

   • CEO of the business
   • Qualifications Manager
   • Administration / Business Development Manager.

    

    

    

   Recruitment Criteria for Entry on SLP

    

   Permanent or Temporary election to SLP Criteria for becoming an member of eth PTDQ SLP is:

   1. Senior member of the team from head of department including in a supervising role. PTDQ will prefer the most senior and experienced team to be in place to make up the SLP.
   2. Must have the highest regard for professional integrity and the learners experience.
   3. Must have exemplary record with PTDQ or in quality assurance.
   4. Have no conflicts of interest that are an issue to PTDQ.
   5. Excellent portfolio with the skills PTDQ requires.
   6. Must uphold PTDQ values at all times.

    

   Recruitment will be made internally of the organisation once the existing SLP have ascertained the induvial is suitable and has the ability to be a member. External recruitment is a possibility however they will need to have a specific role being recruited for with PTDQ. 

   If a member resigns from PTDQ and SLP then a temporary internal member will be put in place normally the person cover the vacant job until a permeant solution arises or new SLP member proves due-diligence worthy to be on the panel.

    

   How the SLP Works.

   The SLP consists of a minimum of 3 members and a minimum of 3 members need to be available to constitute a meeting of the SLP.

   Each SLP member has a vote and majority voting systems in force ie 2 members agree to pass a motion. When a member of eth SLP refuses to vote then the if no majority rule (deadlock) them the CEO will have final casting vote, the CEO may change mind of original vote.

   The SLP team with majority agreement can bring another person on to the committee however will not have voting rights unless they are replace an SLP member due to conflict of interests, illness etc.  

   The SLP are scheduled to meet every calendar month or six weeks at the latest apart. The meeting can be attendance or remote telephone or skype.

   The SLP has final say internal with in the organisation.

    

    

   Why do we need SLP

   The business needs the SLP for essential operation of the business making sure we remain a strong team and lead with autonomy and quality leadership. The business needs to be able to sustain and control day to matters and this is the strongest way for us to achieve this.

    

   The SLP Main Roles are:

   • The SLP will make sure the Governing Body have defined roles and responsibilities, these will be reviewed at each meeting and published up to date as and when required to do so.
   • Conducts organisation reviews to make sure the appropriate skills and experience are maintained in place.
   • Oversees PTDQ performance and review programme by reviewing complaints, feedback, appeals, external auditing and miscellaneous incidents as they occur. 
   • Reviewing and making sure PTDQ integrates with governance at all levels within the organisation. The SLP review staff and management on a regular basis and conduct regular interviews with the team at all levels.
   • Review and maintain our risk management policy in place.
   • Review and implement requirements of external bodies requirements and conditions to remain complaint with its values and functions.
   • Review authority and autonomy each staff member has with in their area of the organisation.
   • Oversee Appeals, complaints and investigations.
   • Implement all policies and procedures of PTDQ.
   • Carry out monitoring and review of the business.
   • Recruitment of staff and third parties to assist the running and development of the business.  
   • Review new centres and staff to make sure they meet the professional intergity of PTDQ business plan.
   • Review and manage any appeals in line with our appeals policy.
   • Review any investigations or malpractice cases.
   • Review of equal opportunities strategies 
   • Review  health and safety
   • Produce information that regulators or third parties require.
   • Oversee the full running of the business using SWOT techniques.
   • Review, update, maintain existing qualifications and produce new qualifications specifications.
   • Internal reviews of business and staff 
   • Support the team in weak areas to develop.
   • Develop strategies in line with modern trends.
   • Any other business that is relevant to the SLP.

    

    

   Conflict of Interests from PTDQ Senior Leadership Panel

   In the event the SLP are involved with activities that would directly constitute a conflict of interest, then the following rules will be strictly enforced to reduce the conflict of interest.

    

   SLP with Centre With PTDQ

   Those SLP members will not have access to any of their files, documents at the PTDQ head office, all files will be restricted so there is no risk of accusations of tampering with.

   • EQA will be appointed of staff that have had no contact with with delivery, support, IQA etc of the centre.
   • Certificates will be processed by non-PTDQ centre team.
   • SLP panel will exclude the SLP member  if they are discussing their centre, dealing with appeals, complaints and reviews from being in the room or being privileged to the outcome quicker then other centres.  

    

   Other Work Obligations By SLP

   Each case will be assessed by the SLP and decided if conflicts can be managed or is actions need to be taken.

    

   Related to Centre or Staff Member

   Direct relationships and known of centre staff as friends outside of working conditions will be classed as a conflict of interest. All cases will be reviewed by SLP and actions in place.  The following actions will be strictly enforced.

    

   • EQA will be appointed of staff that have had no contact with delivery, support, IQA etc of the centre.
   • Certificates will be processed by non-PTDQ centre team.
   • SLP panel will exclude the SLP member  if they are discussing their centre, dealing with appeals, complaints and reviews from being in the room or being privileged to the outcome quicker than other centres.