CPD Provider Verification Guidelines | Southern African Institute for Industrial Engineering

Criteria for appointment as an Accredited CPD Service Provider

Certain fundamentals need to be in place before a CPD Service Provider can apply for verification of activities. Prior to application, the prospective CPD Service Provider must submit the following:

• Company registration

• Company profile together with the following information

The responsible person
Provider contact details (physical address, telephone number, cell phone number, email address, etc.)
Scope of Service Provider (CPD Licensed Bodies must have a clear scope of what to validate)
Tax clearance certificate (good standing with SARS or equivalent)
Certification Process / attendance confirmation
Agreements in place (e.g. for venue, presenters, coordinators) – if services are to be outsourced, supportive documents must be provided with detailed information
Contingency plans in place if certain services are to be outsourced to ensure that registered persons receive the purchased CPD Activities or are refunded if services are not rendered
Requirements regarding the Quality Management System (QMS) of the CPD Service Provider (outlined below)

The CPD Service Provider is required to provide evidence of a comprehensive QMS related to the administration and offering of CPD Activities. The QMS includes the following elements:

A broad outline of the programme for the forthcoming year
Quality assurance / strategies employed for the CPD Activities
Method for recording attendance
Intended mechanism for monitoring attendance (per hour or per session) for the duration of the activity
Proposed attendance register (with evidence of copy)
Attendance certificate that will be provided on completion of the activity
Method to be used for obtaining feedback or evaluation of the CPD event
Database containing information of CPD Activities

The CPD Service Provider must have the capacity and the ability to produce high quality training events, and these must be established prior to the hosting of CPD Activities. The CPD Service Provider must, therefore, meet certain core requirements to ensure that participants realise the full value/benefit of the CPD Activity.

Verification process

The prospective CPD Service Provider must submit the application to the authorised CPD Licensed Body. The application must be accompanied by all the required documents as indicated in the checklist in Appendix A.

APPENDIX A: Verification of CPD Service Provider: Checklist

REQUIREMENTS FOR THE VERIFICATION OF CPD SERVICE PROVIDERS

	Verification of CPD Service Provider: Checklist
	Statutory Requirements (Compulsory requirements according to Rule 18(2)(a-c))
	Company name
	Website address
	Company address
	Contact numbers
	Contact person
	Company profile			Yes			No
	Company registration certificate			Yes			No
	SARS tax clearance certificate			Yes			No
	BEE status			Yes			No
	FICA?			Yes			No
	1. Contact Information Verified
	Address			Yes			No
	Email			Yes			No
	Cell			Yes			No
	Tel.			Yes			No
	Postal			Yes			No
3. Administrative Support
Dedicated administrative support			Yes			No
Name			Yes			No
Contact details			Yes			No
CPD coordinator/Committee			Yes			No
Name			Yes			No
Contact details			Yes			No
QMS in place			Yes			No
Fanatical / Accounting system			Yes			No
4. Presentation Facilities
Training: On site or venue hire?			Yes			No
Lecture hall			Yes			No
Seminar venue			Yes			No
Breakaway rooms			Yes			No
Ablution facilities			Yes			No
Internet access			Yes			No
Computer room for internet training			Yes			No
Data projector			Yes			No
Microphone and speakers			Yes			No
TV/Monitors			Yes			No
Proper furniture			Yes			No
Parking space			Yes			No
5. Presenters and Facilitators
Employed presenters			Yes			No
External presenters			Yes			No
Facilitators			Yes			No
Names and qualifications of presenters (CVs)			Yes			No
List of topics and programmes			Yes			No
6. Material and Programmes
List of all topics			Yes			No
Example of a programme and proceedings			Yes			No
Level of education (NQF)			Yes			No
Examples of training material			Yes			No
Examples of presentations			Yes			No
Evidence of historical events/information			Yes			No
Website information/material			Yes			No
7. CPD Documents
Proof of attendance (e.g. certificate)			Yes			No
Attendance register			Yes			No
Registration process			Yes			No
Costing module			Yes			No
8. Corrective Action
Contingency plans			Yes			No
Fault logging			Yes			No
Refund policy			Yes			No
FINDINGS
Comments:
Outcome:		Approved			Declined
Verification number
Recommendations:
Date
Reviewer

The CPD Licensed Body will scrutinise the documentation and arrange for a site visit if necessary. The outcome will be

verified,
verified with specific recommendations, or
declined.

In any of these instances, the applicant will receive a letter. Successful applicants will also receive a certificate with a unique number. The review of the application regarding its outcome will be communicated within 30 calendar days unless a site visit is required. If the application is rejected, it will be entered into the database for recordkeeping.

Review and monitoring

The verification and review period of a verified CPD Service Provider will be every three years. If any of the aspects presented during application change within the verification / review period, the new details must be submitted to the CPD Licensed Body within seven days.

Allegations of submission of false information or failure to resolve deficiencies

If it is alleged that the verified CPD Service Provider has submitted false information during the application process or the verified CPD Service Provider is found to comply no longer with the requirements, the ECSA/Licencing Body will notify the verified CPD Service Provider via a written letter that will outline the deficiencies and advise on the time frame in which corrective actions must be implemented.

Transfer of status to third parties

If the verified CPD Service Provider fails to resolve the identified deficiencies within the stipulated timelines as determined by the ECSA/ CPD Licensed Body, the CPD verified status will be revoked/terminated. The date of termination will be indicated in writing by the ECSA / CPD Licensed Body and henceforth, the CPD Service Provider can no longer provide CPD services.

If the CPD Service Provider transfers its verified status to a third party, the verification status will be terminated.

Changes to Accredited CPD Service Provider information

The verified CPD Service Provider must inform the ECSA / CPD Licensed Body of any substantial change within the organisation that results in differences in the information provided in the original application and that would thus affect the status according to the standard. This must be communicated as soon as reasonably possible from the date of change.

Amendment of accreditation requirements for CPD Service Providers

If at any stage, the ECSA decides to amend the requirements for CPD Service Providers, the ECSA/CPD Licensed Body will inform all verified CPD Service Providers of this decision, provide them with the proposed amendments and call for comments on the amendments from all stakeholders. The ECSA will consider the comments, finalise the amendments and inform the verified CPD Service Providers of the changes. In addition, the ECSA will provide an appropriate time frame in which to implement the changes.

Appeal process

If licensing requirements are not met, the CPD Licensing Body will decline the application and notify the prospective CPD Service Provider in writing. If not satisfied with the outcome of the application, the respective CPD Service Provider has the right to appeal the decision. The Education CPD Department of the ECSA only deals with appeals that cannot be resolved by the Licensed Bodies. The appeal process will follow the established ECSA process.

AUDITING AND REVIEW PROCESS

Every Service Provider needs to be audited every three years or at the discretion of the CPD Licencing Body. As and when required, the CPD Licencing Body will monitor and audit all CPD-related processes (licensing, verification and validation).

Auditing Requirements

The auditing requirements are outlined in Table 1 below (checklist attached as Appendix B). The CPD Licensed Bodies, the verified CPD Service Providers and the validated CPD Activities are audited as and when necessary. The unique identifier allocated to each CPD Licensed Body and verified CPD Service Provider should be displayed at the organisation’s Head Office and/or on the organisation’s website. The unique identifier for the validated CPD Activity should also be printed on the certificate that is issued to participants who attend the CPD Activity. The entity will be notified three months before the audit.

Table 1: Auditing requirements

Entity

Other Requirements

Frequency

CPD Service

Providers

Records of verified and

rejected CPD Activities

Once

CPD Activities

Attendance registers, evaluation forms (material and instructor)

and issued certificates

Once

Additional documents may be requested to verify the information provided. All relevant information or records must be kept for a period of five years for this purpose.

APPENDIX B: Audit Process Checklist

		AUDITING PROCESS CHECKLIST	YES

Licensed Body
Licence Number
Responsible Person
Quality Management System
Date

Company Profile
Company registration
SARS tax clearance

Certificates
CHE certificates
VA certificate
Other

Administration
Contact information
Website
Cell phone number
Telephone number
Physical address
Venue Findings on the venue
	Documentation
	Policies
	Checklist
	Forms
	Certificates
	Reviews
	Evaluations
	Corrective action
	Records

	General

	Recommendations

	Signature: Date: