BRITISH ACCREDITATION COUNCIL What we will discuss today

BRITISH ACCREDITATION COUNCIL

What we will discuss today Preparing your Application for BAC Accreditation Ø Introduction Ø Pre Application Ø Breakdown of supporting documents for under 18 provision Ø Submission of application and processing Ø Q&A

Introduction Thank you for applying for re-accreditation. As an inspection by an education oversight or accreditation body can be an intensive process, this presentation has been created to help you check your organisation is ready again for the scrutiny and in depth review that will be carried out. BAC will ask for the same or similar information that was submitted for the first full inspection undergone by your organisation. We are looking to see that the policies and procedures are kept up to date and have incorporated any new regulations that have been established since the last inspection. This is why all documentation should be submitted. It is not enough to say that BAC holds a copy from the previous inspection. This will only tell BAC what was available three or fours years ago. We want to see what is available now. This presentation will provide an overview of what a provider needs to have in place at each stage of the process: • Pre-application • Application When a provider is ready to submit their application, we ask that they clearly mark each group of evidence with the corresponding letter from the check list so the person processing the application can easily identify the documents

Pre Application A provider should ensure that they have reviewed and up-dated all documentation, including checking that there is a copy of each staff member’s CV on file and these are up-to-date, with the person’s current role information and any training they have completed since the last full inspection. A provider is responsible for ensuring the organisation is compliant with all local laws. The following areas should be checked to ensure that the provider is legally compliant: v Health and Safety v Safeguarding (the procedures taken to ensure the safety and well-being of under 18 s and vulnerable adults) v Employment Law v Copyright v Disability Provision v Equal Opportunities v Planning Consent v Data Protection v Public Liability Please note that this list is not exhaustive and it is the provider’s responsibility to check all requirements for the legal operation of their organisation.

Application An application to BAC provides a preliminary review of the organisation. The purpose of the application is to know: ü The background/history ü The current operation ü To review the supporting evidence submitted which shows the organisation is legally compliant, financially viable with operating systems which enable an effective learning environment With the application form there is a list of supporting evidence to be submitted with the application. The evidence is part of BAC’s due diligence check to ensure the provider is: ü Secure tenure of premises and facilities (Evidence A on the check list) ü Has the financial means to operate (Evidence B) ü Has clear channels of communication and job roles (Evidence C) ü Has the knowledge, experience and qualifications to deliver what they advertise (Evidence D) ü Has clear transparent information for the different stakeholders (Evidence E, F, G & H) ü Has planned course curriculums that meet the aims and outcomes of what is advertised (Evidence I & J) For IHE accredited institutions or those moving to IHE at re-accreditation, BAC is checking that the institution: ü has clear and transparent workable agreements with higher education institutions or chartered bodies (Evidence L and M) ü demonstrates a strong focus on quality assurance (Evidence N) ü Evidence K is statistical information collected by the Data Collection Form (DCF) at the end of the application form.

Breakdown of Application Supporting Documents ü Secure tenure of premises and facilities (Evidence A) A – Evidence of ownership or tenure of the premises. Or evidence of hire or lease agreements. Evidence can be signed and dated lease agreements, rental or hire agreements, mortgage statements and so on. If the agreement is a rolling monthly licence, please include information on how secure tenure can be guaranteed. ü Has the financial means to operate (Evidence B) B – Copies of the latest audited annual accounts If a provider does not have audited annual accounts then the annual accounts can be submitted. ü Has clear channels of communication and job roles (Evidence C) C – Organogram or outline description of the management structure with names and job titles of postholders This is to see the communication systems and who makes which decisions. The organogram should have the staff names included with the job roles. If a position is vacant please include the note ‘vacant’ on the chart. For smaller providers an outline description can be submitted. ü Has the knowledge, experience and qualifications to deliver what they advertise (Evidence D) D – Detailed CV and job descriptions of management and course tutors This is to review that those holding the position have the knowledge, skills, experience and qualification to carry out their roles.

Breakdown of Application Supporting Documents continued ü Has clear transparent information for stakeholders (Evidence E, F, G and H) E – Staff handbook To include disciplinary and grievance policies as well as the general information staff will need to know to fulfil their roles, such as who’s who in the organisation, when staff meetings are held, how to take participant attendance… For smaller providers, if a handbook is not used, the information given to the staff on employment should be submitted. F – Participant/Learner/Student handbook To include appeals and complaints procedures, as well as the general information participants will need to know, such as attendance policy. If a handbook is not used, all the information provided to the participants should be submitted. G – Current course brochures and other marketing material If the provider only has online marketing material, BAC asks that print screen shots are taken and made into a word document and the website address is added to the check list to show the person reviewing the application where to look.

Breakdown of Application Supporting Documents continued ü Has clear transparent information for stakeholders (continued) (Evidence E, F, G and H) H – Participant application form This should include the details of fees and the refund policy. If these are not included on the application form, the applicant is asked to submit the fees and refund policy as a word document with information on where the details can be found by their participants. If the application form is an online or email application, the provider is asked to make a word document of the application form to submit with the application. ü Has planned course curriculums that meet the aims and outcomes of what is advertised (Evidence I and J) I – Outline curriculum for each training programme For summer school providers who cannot determine which courses will be available until they have completed a needs analysis of their students or until they know the number of participants, a list of what may be offered with a general overview should be submitted. J – Current class timetables For providers who run courses as and when their clients book a course, this is not applicable. This should be stated on the check list for the person reviewing the application. For summer school providers who are unable to determine the timetable until the numbers are confirmed, an example timetable can be submitted.

Application For providers who will deliver to under 18 s there is an additional list of supporting evidence that shows the provider: ü Meets the legal obligations (Evidence C 1 -C 3) ü Has trained the team on their obligations (Evidence C 4, C 9 and C 10) ü Has clear and transparent information for stakeholders (Evidence C 5—C 8)

Breakdown of Supporting Documents for Under 18 Provision For providers who will deliver to under 18 s there is an additional list of supplementary evidence that shows the provider: ü Meets the legal obligations and responsibilities (Evidence C 1 -C 3) C 1 – Safeguarding policy It is the provider’s responsibility to ensure that they have reviewed all the regulations regarding safeguarding and have a comprehensive, clear policy in place with corresponding procedures which are know to the team C 2 – Evidence of DBS disclosures for all staff This should be a list in an excel or word document which has all staff listed along with the number of the DBS certificate they hold and the date of issue. Original or copies of certificates should not be kept by the provider or submitted as evidence. Providers should have a policy in place which requires DBS checks to be renewed on a regular basis. Online application for DBS check now offer an annual renewal system. C 3 – Risk assessments These must be carried out and documented for all activities, included teaching, inside and outside the premises as well as any outdoor activities including excursions.

Breakdown of Supporting Documents for Under 18 Provision continued ü Has trained the team on their obligations (Evidence C 4, C 9 and C 10) C 4 – Evidence of staff training on safeguarding While it is good practice that there is a summary available in the staff handbook, there should also be a training session for all the staff to go through their responsibilities and the procedures they should follow. This can be conducted by the Designated Safeguarding Lead (DSL) for the organisation, external training is not necessary. Evidence can be a list of the staff names along with the date of when training was completed. Or a document signed by staff confirming they have attended the internal safeguarding training. This will be verified during the on-site inspection during the interviews with the staff. If the provider has a training presentation drawn up, this can form part of the evidence. C 9 – Job description of post-holder with overall responsibility for safeguarding BAC is reviewing what information the post-holder is given on their responsibilities as the designated safeguarding person. Please ensure the job description for the DSL includes these responsibilities. C 10 – CV of staff member with overall responsibility for safeguarding This is to review that they have completed the necessary safeguarding training to hold the position. If the person holding this position is part of the management team or is one of the tutors, one copy of their CV is sufficient, but should be clearly marked is the CV for the designated safeguarding person.

Breakdown of Supporting Documents for Under 18 Provision continued ü Has clear and transparent information for stakeholders (Evidence C 5—C 8) C 5 – Information provided to job applicants A copy of the recruitment advertisement and or the recruitment pack offered to applicants for all roles within the organisation. C 6 – Information provided to parents/guardians of those participants who are under 18 years old Information should include but not limited to: § What care is taken to safeguard their children § Code of Conduct (school, classroom and accommodation rules) § Curfew rules § Emergency contact number § Pre-arrival, arrival and departure information If any information is provided in the student handbook, please note this on the check list at the end of the application. C 7 – Information provided to homestay providers This should include what the provider requires in terms of the annual fire check and DBS checks. C 8 – Rules regarding care of under 18 s in residential accommodation

Submission of application and processing We are moving away from paper-based applications, but will continue to accept them if the provider prefers to use this format. Ø Please email (info@the-BAC. org) or set up a Dropbox link (or equivalent) to submit the application. Confirmation of receipt will be emailed to confirm the application has been received. Ø BAC will carry out an initial review of the application within 10 working days. Ø If there any questions regarding the application or missing documents, Lucy Fox, Accreditation Assistant, will email requesting any outstanding information. An incomplete application will delay the processing stage. Ø Once BAC is satisfied the application stage has been completed, the application is moved to inspection planning. You will be notified by email that the application has been moved to the next stage. Ø Clare Baker, Inspections Officer, will then contact you to arrange the details of the on-site inspection.

Question time

Contact BAC: Application queries: ROSIE FAIRFAX Accreditation & Quality Enhancement Manager Email: Rosie. Fairfax@the-BAC. org Inspection planning queries: CLARE BAKER Inspections Officer Email: Clare. Baker@the-BAC. org Inspection reports: LUCY FOX Accreditation Officer Email: Lucy. Fox@the-BAC. org All other enquires: info@the-BAC. org