Quality Assurance Handbook

Assessment of Learners

7.1 Assessment Policy

7.1.1 Purpose

Western Management Centre (WMC) is committed to the fair, transparent, and consistent assessment of all learners and to maintain the integrity of awards in the National Framework of Qualifications (NFQ) and other awarding bodies.

7.1.2 Policy Statement

This policy outlines the procedures used across five assessment stages at WMC to ensure the application of fair and consistent assessment practices throughout the assessment process takes place. Assessment at WMC occurs within a rigorous quality assurance (QA) framework that is aligned to appropriate academic standards to ensure that qualifications are awarded on the basis of appropriately assessed learning outcomes.
Assessments are determined during programme design and validation and learners are provided with general assessment information as part of the learner induction.

7.1.3 Responsibility of

This policy is the responsibility of the Registrar.

7.1.4 Processes and Procedures

The Registrar has overall responsibility for the assessment process and security of assessment documentation at WMC. All assessed work is managed by tutors and retained in safe storage. Assessment records are disposed of by WMC using a secure and confidential service.

The Registrar assigns assessment duties to designated personnel, who are fully briefed on the assessment policies and procedures (in the QA Handbook).

WMC applies the following principles to the Centre’s management of assessment:

• Assessment facilitates the valid and reliable determination that the necessary learning outcomes have been achieved
• Assessment is accessible for all, and allows learners to produce evidence which is measurable against standards
• Assessment has been designed to accurately measure the skill/attainment for which it has been developed to measure, and to produce consistent assessment decisions and results
• Assessment procedures and practices enable equality of opportunity for learners
• The assessment framework facilitates learner progression and credibility and status of awards
• Learners are responsible for demonstrating their learning achievement
• Learners are fully informed of how assessment occurs

Assessment at WMC proceeds through five key stages (see Figure 9).

Figure 9 – Assessment Stages at Western Management Centre

Stage 1: Assessment

a) Planning and Devising Assessment

Assessment is planned in advance of teaching and assessment activities on all programmes. Tutors work with the Programme Manager to devise an Assessment Plan that includes the assessment techniques used, the weighting of each assessment and any assessment deadlines. Assessment Plans reflect the awarding body and WMC policy guidelines and procedures on assessment (including the grading and marking of assessments).

All assessments must comply with the WMC assessment criteria standards. As part of this, assessments must:

• Facilitate the development of evidence that can be measured against the Award Specification learning outcomes
• Enable learners to generate sufficient evidence to demonstrate learning outcomes have been met
• Facilitate tutors to reach reliable decisions

Assessment plan documents are presented to the Programme Manager for approval. Where the Programme Manager determines that the Assessment Plan is not clearly aligned with learning objectives and syllabus content, the plan is returned to the tutor for review. Completed assessment plans, once signed off by the Programme Manager, are used to populate an Assessment Brief which is available for provision to learners upon their commencement of a programme of study.
Valid and reliable assessment techniques for QQI awards are grouped into the categories outlined in Table 1.

Assessment Technique	QQI Level
Portfolio	1, 2, 3, 4, 5, 6
Assignment	1, 2, 3, 4, 5, 6
Skills Demonstration	1, 2, 3, 4, 5, 6
Project	4, 5, 6
Examination	4, 5, 6
Learner Record	4, 5, 6

Table 1: Assessment Techniques for QQI Awards

b) Grading Criteria

WMC’s QQI programmes offer awards at Levels 5 and 6 on the NFQ. The grading criteria are classified according to the conventions outlined in the QQI document ‘Assessment and Standards, Revised 2013’. To ensure that learning is assessed at the correct level and that assessments are fair and consistent, tutors develop assessments guided by:

• QQI Award Specifications (available from Awards Information section of the QQI website)
• The Validated Programme Descriptor (available from the Registrar)
• National Framework of Qualifications Grid of Level Indicators (which outlines the knowledge, skills and competencies required at every level)
• QQI Award Classifications (Pass, merit, or distinction where learners achieve the standards for the award within the grading criteria)
• QQI Grading Criteria (describing what learners must attain to achieve a particular grade for an award at a particular level

c) Marking Schemes

Tutors will devise a marking scheme for assessments. Marking schemes will provide a detailed breakdown of how marks are allocated to the assessment criteria. Marking schemes should be devised per technique and use a summary marking sheet from the component descriptor to clearly communicate that the learner has achieved the intended learning outcomes. Tutors should refer to the assessment guidelines within the specific validate programme module descriptor to determine the format and weighting of the assessment. Completed marking schemes identify the:

• Marks allocated to each assessment criterion
• Sub marks
• Total marks

Assessment Brief

Tutors develop an Assessment Brief for every assignment, collection of work, learner record, project, or skills demonstration. The Assessment Brief functions as a set of instructions for learners. The Brief outlines the requirements and assessment/performance criteria of each piece of assessment relevant to learners’ specific programmes of study. Assessment Briefs are also available during the Centre’s internal verification and external authentication processes.
Assessment Briefs must be approved by the Registrar prior to the start of each programme of study. Assessment Briefs document:

• The assessment instrument (i.e. the specific assessment activity designed and based on a specified assessment technique)
• Clear instructions relevant to the assessments learners must complete
• Assessment dates and deadlines for submissions
• The weighting (marking) for each assignment

Learners are provided with a copy of the Assessment Brief specific to their programme of study. It is made clear to learners that QQI assessments are criterion-referenced and that assessment judgment is based on whether learners reach the required standards of knowledge, skill, and competence relevant to the award through the demonstration of learning outcomes. It is the responsibility of learners to complete the assessment as per the instructions given in the brief.

d) Scheduling Assessment

Assessment schedules are devised locally for each programme. The Programme Manager is responsible for assessment scheduling. Assessment scheduling is planned to provide tutors with sufficient time to consider learners’ assessment evidence. Each devised assessment schedule must specify the date, time, and location of the named assessment. Assessment schedules also include detail regarding the stage in the programme of learning at which the assessment will take place.

Tutors provide learners with information on dates for completed assessments. Learners who are absent when notification of dates are given, are responsible for informing themselves of the details.

Completed assignments are submitted to the Centre, recorded, and distributed to the tutors. To ensure the reliability of evidence, learners sign an individual authorship statement which confirms their work as original. This process enables tutors to make sound judgments on learners’ achievements of the award standards with the understanding that all learner evidence is their original work.

WMC has a system for the approval and coordination of reasonable accommodation requests (for more information, see Section 7.2, Reasonable Accommodations Policy) and for dealing with issues of personal mitigating circumstances (for more information, see Section 8.2, Personal Mitigating Circumstances Policy).

WMC will accept late assessment submissions in exceptional circumstances. Learners must discuss this with the Programme Manager on or before the original deadline. The Programme Manager will consider each request for assessment extension on an individual basis. Where the Programme Manager approves the request, this decision and a revised assessment submission deadline will be communicated to the learner. The learner must submit the assessment evidence to the Programme Manager by the revised submission date. Circumstances relating to late submission or extension are recorded.

e) Assessing Learner Evidence

WMC employs criterion referenced assessment for all QQI accredited programmes of study. Criterion referenced assessment refers to the measurement of learners’ academic performance against agreed learning outcomes. This type of assessment facilitates the:

• Identification of learners’ progress toward the agreed-upon standard
• Identification of what learners have achieved and what steps tutors can take to help learners attain the desired standard or proficiency

Tutors are responsible to grade learner evidence for each assessment component based on the detailed marking schemes developed for each particular assessment method or element. The use of standardised marking schemes ensures the accurate criterion-references assessment with relevance to learning outcomes for each assessment component.
Tutors record learners’ results for each assessment relevant to the programme using the Provisional Results Sheet. This is returned to the Programme Manager. In addition, tutors complete the provided Assessment Cover Sheet and place this on the front of each learners’ work before submission to the programme Manager. These process facilitates internal verification and external authentication processes.

To ensure that tutors complete all the necessary steps in the assessment process in accordance with WMC Quality Assurance Policies and Procedures, tutors must complete a Tutor Checklist. This checklist verifies that:

• Correct assessment techniques have been applied
• Assessments are marked correctly

Tutors are responsible to prepare a folder with the documentation required for the internal verification and external authentication processes. All required documentation is outlined on the Checklist and provided in the Tutor Pack provided to each tutor.
Using the returned Provisional Results Forms, the Programme Manager records the assessment outcomes on QBS. Provisional results are available to learners on request.
The Programme Manager next completes the List of Learners for Accreditation Form. This is in preparation for the authentication of assessment processes.

Stage 2: Authentication Process

The authentication process defines fair, consistent, and transparent policy and associated procedures for marking assessment elements and for the internal verification and external authentication of assessment methods.

a) Internal Verification

WMC appoints an Internal Verifier to each programme of study. The internal verification process ensures that all assessment processes and practices are monitored and are applied correctly across the range of assessment activities. This process identifies if assessments are conducted in a manner relevant to module learning outcomes and that grading is consistently applied to reflect the standard of learner work assessed.
Internal verification at WMC is a confidential, evidence-based process that is carried out on a sample basis. The minimum sample size for the process of verification will be assessment submissions from five learners. The internal verification process takes place after the completion of learners’ assessment and prior to the external authentication and results approval processes are implemented.

The appointed Internal Verifier will be persons other than those involved in programme delivery and assessment for the programme in question.
The roles and responsibilities of Internal Verifiers at WMC are guided by the QQI document ‘Quality Assuring Assessment Guidelines for Providers’. Internal Verifier roles and responsibilities at WMC are to:

• Check that WMC’s assessment processes and procedures have been adhered to
• Monitor assessment results on a sample basis
• Produce an Internal Verification (IV) Report

(For more information, see Section 7.5, Internal Verification Policy)

b) External Authentication

External authentication is a QA process that ensures the objective and authoritative judging of learner assessment. The external authentication process verifies the confirmation of fair and consistent assessment practices to confirm that learners’ work has reached the standard certified by their qualification within the context of the NFQ.

The external authentication process relates to programme learning outcomes, the compliance of learning outcomes to national standards, and circumstances that may affect those outcomes. The external authentication process further ensures the validity of assessment methodologies and of the outcome of assessment for learner results across each award resulting in the issue of statistically accurate and quality assured learner results.

By employing an external examination process, WMC provides an independent element into the procedures for the assessment of learners. This process supports/develops stakeholder confidence in academic qualifications offered at WMC. This policy has been developed in accordance with accrediting body guidelines. This creates a common framework and structure by which an External Authenticator can fulfil their role and ensures the process of external authentication is undertaken in a professional and transparent manner (for more information, see Section 7.6, External Authentication Policy).

Stage 3: Results Approval

a) Results Approval Process

WMC operates a results approval process to formally ratify results prior to submission to QQI. Guided by the QQI Quality Assuring Guidelines for Providers, the results approval process is adopted to ensure that appropriate decisions are taken regarding the outcome of assessment and authentication processes.

The Centre’s Results Approval Panel (RAP) has been established to carry out the results approval process. Members of the RAP include an independent training professional – seconded from non-associated internal training sections, the Registrar, Programme Manager, and an appointed member of WMC administrative staff. An RAP meeting is held following every external authentication process. The Registrar oversees the submission of the Internal Verification and External Authentication Reports and feedback from the External Authenticator to the RAP.

The role of the Panel is to:

• Review all Internal Verification Reports and External Authentication Reports
• Review and approve assessment results
• Sign off on approved results
• Agree to the submission to QQI by the provider of final results and the request for certification
• Identify any issues arising in relation to the results and make recommendations for corrective action (where applicable)

The RAP compiles a report on the process which is filed for the Centre’s self-evaluation process and internal monitoring process and is available to the QQI monitoring process on request.

b) Communicate Results to Learners

Following the ratification of results, results are:

• Made available to learners
• Submitted to QQI

Following the issue of results, learners can request to meet with tutors and discuss their assessments feedback and/or results. The purpose of this feedback meeting is solely to assist learners in identifying areas to improve their academic development, if applicable. Learners must request feedback on assessments within 3 working days of receiving results (for more information, see Section 7.7, Feedback Policy).

Stage 4: Appeals Process

As part of WMC’s commitment to ensuring fair and transparent learner assessment, the Centre has in place clear arrangements to facilitate rechecking, reviewing, and appeals of assessment decisions, grades, and feedback provided in a constructive, timely, and effective manner.
Recheck refers to the administrative procedure of checking that all parts of assessments are recorded correctly and that no error occurred during the recording and/or calculation of grades to establish the assessment result.

Review refers to the internal procedure of examining in detail components or all parts of assessment materials. Where reviews occur, this procedure will be preceded by a recheck of the recording and calculation of grades to establish the assessment result.
Appeal refers to a specific request to review the operation of assessment processes for the specific learner concerned. Where appropriate, the appeal will include a review of learner evidence (included in the original presentation for assessment) from the assessment results. Appeals will only be permitted if specific criterion are met. (For more information, see Section 7.8, Recheck, Review, and Appeals Policy)

Stage 5: Request Certification

Following the ratification of learners’ results by the RAP, the Programme Manager requests certification from QQI using the QBS system. WMC forwards certificates and other relevant documentation to learners using registered post.

7.2 Reasonable Accommodations Policy

7.2.1 Purpose

The area of learner support has formed a cornerstone of Western Management Centre (WMC) strategy since its formation. WMC recognises that learners at various times throughout their studies with the centre may require supports of both academic and non-academic nature. WMC’s operational strategy recognises the importance of this function in its day-to-day service delivery and in relation to its strategic planning.
The management of functions at WMC uses best practice in this area that ensures that all learners are given rights to equality of treatment and ease of access to WMC’s services. WMC recognises the importance of achieving a coherent and integrated approaches to the provision of services and support for learners with special needs.

7.2.2 Policy Statement

This policy outlines the procedures at WMC to support learners with additional and/or special needs. In developing this policy, WMC consulted the AHEAD Good Practice Guidelines (2008). Learners who are impacted by mitigating circumstances (including illness or bereavement) should refer to the policy on Personal Mitigating Circumstances (for more information, see Section 8.2, Personal Mitigating Circumstances Policy).

To ensure that WMC has the opportunity to put in place accommodations which learners may require, learners are responsible for disclosing a special need and/or learning difficulty on the point of application to a programme of study at WMC. The centre recognises that in practice this may not always occur and as far as possible, will accommodate all valid requests even where a special need/set of special needs has/have not been initially disclosed.

Learning difficulty refers to any condition that can cause an individual to experience problems in a traditional classroom learning or online delivery context and which may interfere with literacy skills development, maths, and can also affect memory, the ability to focus, and organisational skills.

WMC will guarantee reasonable accommodations where appropriate and possible within the scope of WMC provision. Where learners with special needs are unable to demonstrate their achievement of the intended learning outcomes through conventional assessment tasks, WMC will work to make reasonable accommodations to deal with issues that would otherwise prevent learners from demonstrating their achievement.

Reasonable Accommodations (in the context of assessment) refers to the adaptation of the assessment approach as necessary to cater for the needs of learners whose personal situation means that the assessment would otherwise be unfair, e.g. learners with a special need/set of special needs, and/or other learners covered by equality legislation.

Reasonable accommodations will not interfere with or change the intended learning outcomes of programmes of study. Assessment objectives (in the form of demonstrating specific learning outcomes are attained) which involve reasonable accommodations will be consistent with those which do not. Reasonable accommodations may apply to any assessment format and/or methodology.

Reasonable accommodations provided by WMC include:

• Examinations rest breaks
• Examinations additional time
• Spelling waiver
• Amended examinations/assessment papers (for example, increased font size)
• The use of a scribe (with any costs covered by WMC)
• Rescheduled assessment submission dates
• Sitting an examination in a separate room (with an invigilator present at all times)

Learners who require medical or psychological supports must provide original supporting documentation to WMC. All supporting documentation must be signed by a suitably qualified practitioner. In addition, supporting documentation should outline the accommodations required by learners. Where learners do not provide supporting documentation, WMC may be limited in its ability to offer the facility of reasonable accommodation. Notwithstanding, the Centre will work with learners to ensure as much assistance is provided, whilst not compromising the integrity of the process for all learners.

7.2.3 Responsibility of

This policy is the responsibility of the Programme Manager.

7.2.4 Processes and Procedures

Learners who wish to apply for reasonable accommodations should initially provide documentation to support a needs identification process.
Learners may apply for reasonable accommodations using the Reasonable Accommodations Form.

Learners submit the completed Reasonable Accommodations Form with supporting documentation (for example, medical certification) to the Programme Manager. Assistance in completing the form will be offered at any stage if it is deemed appropriate.

The Programme Manager will review the learner’s application for reasonable accommodation and will decide on same as efficiently as possible. The learner will be notified of the outcome of the needs assessment.

Where reasonable accommodations can be facilitated, the relevant tutor will be notified of the reasonable accommodation to be provided. (In situations where the tutor identifies that learners may require some form of accommodation from the centre, this will be handled in a sensitive and discrete manner).

7.3 Assessment Regulations Policy

7.3.1 Purpose

The purpose of this policy is to describe the Western Management Centre (WMC) assessment regulations applied to assist the Centre in ensuring a fair, reliable, and quality assured assessment system is in place.

7.3.2 Policy Statement

WMC is committed to providing a high-quality teaching and learning experience that fosters active learning and allows learners to take ownership of their learning. The Centre is committed to ensuring that the assessment procedures applied are appropriate and adhere to QQI regulations. The Centre’s Assessment Regulations apply to all assessments and examinations leading to all QQI awards. This policy applies to:

• Assessment scheduling and submissions
• Reasonable accommodations
• Personal mitigating circumstances
• Assessment malpractice
• Late assessment submission and extensions
• Management of non-attendance and non-submissions
• Recording and communicating results
• Recheck, review, appeals
• Repeat assessment

7.3.3 Responsibility of

This policy is the responsibility of the Programme Manager.

7.3.4 Processes and Procedures

Assessment Scheduling and Submissions

Assessment schedules are devised locally for each programme. The Programme Manager is responsible for assessment scheduling. Assessment scheduling is planned to provide tutors with sufficient time to consider learners’ assessment evidence and also to ensure that the learner is not overburdened at any particular time with too many assessments scheduled for submission in the same week. Each devised assessment schedule specifies the submission date, time, and location of the named assessment. Assessment schedules also include detail regarding the stage in programmes of learning at which the assessment will take place.

Tutors provide learners with information on deadlines for completed assessments. Learners are notified that passing the work of another person off as their own, whether intentional or accidental, is plagiarism and is considered assessment malpractice.

Completed assignments are submitted to the Centre, recorded, and distributed to tutors. To ensure the reliability of assessment, learners submit a signed individual authorship statement confirming their work as original. This process enables tutors to make sound judgments on learners’ achievements of the award standards with the understanding that all learner evidence is their original work.

Reasonable Accommodations

WMC will facilitate reasonable accommodations where appropriate and possible within the scope of WMC provision. Where learners with special needs are unable to demonstrate their achievement of the intended learning outcomes through conventional assessment tasks, WMC will work hard to make reasonable accommodations to ensure that issues which would otherwise prevent learners from demonstrating their achievement (for more information, see Section 7.2, Reasonable Accommodations Policy) are minimised.

Personal Mitigating Circumstances

Although full learner attendance is the ambition, circumstances, and factors external to the WMC environment can impact on learners’ academic performance or influence learners’ ability to complete assignments and/or examinations in a timely manner. WMC may facilitate absences in the event of exceptional circumstances (for example, periods of illness and/or personal issues such as immediate family bereavement) (for more information, see Section 8.2, Personal Mitigating Circumstances Policy).

Assessment Malpractice

Academic malpractice is defined as any act or behaviour that casts doubt on the validity of the assessment process or any attempt to obtain an unfair advantage or the awarding of marks through methods contrary to the WMC rules and regulations of assessment. WMC investigates cases of plagiarism where the learner has signed a declaration of authenticity. WMC understands that all assessments submitted electronically by learners are automatically declared by learners as authentic. Any alleged or suspected infringement of any assessment regulations, including plagiarism, will be referred to the Programme Manager (for more information, see Section 7.4, Assessment Malpractice Policy).

Plagiarism refers to the process and practice of using another person’s work or ideas without crediting the source or the failure to credit sources resulting in learners passing the work of others off as their own. Plagiarism in assessment includes, but is not limited to, copying work from any source without referencing that source (books, online journals, websites, magazines, videos, notes etc.).

Late Assessment Submission and Extensions

Learners are expected to adhere to all assessment deadlines as outlined in the relevant Assessment Brief. However, WMC recognises that circumstances may arise that have an impact on learners’ academic performance or influence learners’ ability to attend classes or to complete assignments and/or examinations in a timely manner. WMC may facilitate absences in the event of exceptional circumstances (for more information, see Section 8.2, Personal Mitigating Circumstances Policy).
WMC may accept late assessment submissions and grant extensions in exceptional circumstances. Learners must discuss this with the Programme Manager on or before the original deadline. The Programme Manager will consider each request for assessment extension on an individual basis. Where the Programme Manager approves the request, this decision and a renewed assessment submission deadline will be communicated to the learner. The learner must submit the assessment evidence to the Programme Manager by the revised submission date. Circumstances relating to late submission or extension are recorded.

Management of Non-attendance and Non-Submissions

Where learners are absent from scheduled examinations or fail to submit required assessments, a detailed explanation must be submitted to the Programme Manager either before or immediately after the assessment date. Learners should provide a medical certificate if the absence is due to illness.

Where absences or non-submission occurs, the Programme Manager will consider each case on an individual basis and determine whether learners can avail of repeat assessment opportunities or a late submission facility.

Recording and Communicating Results

Following the ratification of assessment results, these are made available to learners and submitted to QQI. Recognising the significant positive impact that feedback has on learner achievement, learners can request to meet with tutors and discuss their assessments feedback and/or results. The purpose of this feedback meeting is solely to assist learners in identifying areas to improve academic development, if applicable. Learners must request feedback on assessments within 3 working days of receiving results (for more information, see Section 7.7, Feedback Policy).

Recheck, Review, Appeals

As part of WMC’s commitment to ensuring fair and transparent learner assessment, the Centre has put in place arrangements to facilitate rechecking, reviewing, and appeals of assessment decisions, grades, and feedback provided in a constructive, timely and effective manner (for more information, see Section 7.8, Recheck, Review, Appeals policy). These mechanisms are based on QQI guidelines in this area.

Repeat Assessment

WMC repeat assessment regulations apply where learners fail assessment (for more information, see Section 7.9, Repeats Policy). This mechanism is based on QQI guidelines in this area.

7.4 Assessment Malpractice Policy

7.4.1 Purpose

The management of the assessment function at Western Management Centre (WMC) is underpinned by the principles of validity, reliability, and transparency. This policy document outlines the measures implemented by WMC to identify and deal with instances of academic malpractice that have a direct effect on the assessment process, teaching and learning standards, and learners’ academic careers and development.

7.4.2 Policy Statement

This policy indicates WMC’s commitment to the pursuit of a clear and consistent approach to all suspected cases of academic malpractice, including all suspected cases of academic malpractice. The policy describes the different categories of academic malpractice and how we treat suspected academic malpractice effectively.

Academic malpractice is defined as any act or behaviour that casts doubt on the validity of the assessment process or any attempt to obtain an unfair advantage (see Appendix 6 for definition of terms relating to Assessment Malpractice. These methods include (but are not limited to) the following:

• Plagiarising work through the submission and use of material that has been created by another person without crediting the source, resulting in learners passing off the work of others as their own
• Colluding by working collaboratively with other learners beyond the scope that has been authorised for the assessment type
• Failing to follow the instructions or advice of an assessor, a supervisor, an invigilator, or WMC conditions regarding assessment/test rules, regulations, and security
• Introducing and/or using unauthorised material/device that is not specifically required during supervised assessment/examination/test conditions unless authorised permissions have been given. This includes (but is not limited to) the use of notes, study guides, calculators, dictionaries, mobile phones, or other similar electronic devices
• Falsifying/altering any results documents, including certificates
• Cheating to gain unfair advantage
• Behaving in any way that undermines the integrity of the assessment process

To ensure that the assessment process is conducted in line with WMC quality assurance (QA) policies and procedures, all assessment staff understand and are familiar with learner assessment malpractice guidelines. Staff will also be aware of methods to develop learner understanding of guidelines relating to assessment malpractice, the avoidance of learner plagiarism, and the response to suspected assessment malpractice.

7.4.3 Responsibility of

This policy is the responsibility of the Programme Manager.

7.4.4 Processes and Procedures

Suspected cases of academic malpractice will be investigated in a timely manner that avoids any disadvantage to learners. Where relevant, this may result in sanctions in instances where a review is held and academic malpractice is identified.

Where academic malpractice is suspected, tutors will refer the matter to the Programme Manager who will review all information relating to the case of suspected assessment malpractice and decide if there is a case to answer. If the Programme Manager finds that assessment malpractice has not taken place, the event is closed, and no formal documentation is recorded.

Where learners are identified as having committed unintentional or minor instances of plagiarism (which may occur as a result of poor academic practice or errors in judgment by learners) for the first time, tutors may not impose any reduction of marks. Unintentional or minor instances of plagiarism include the learner copying or partly copying the work of another without using correct citation techniques or the learner relying heavily on information from other sources to complete assessment work.

Tutors will provide learners with support on correct citation methods and avoidance of plagiarism and advise learners of processes where subsequent instances of plagiarism are identified.
In the event that a second instance of learner plagiarism occurs or learner(s) are suspected as responsible for any above outlined acts or behaviours that casts doubt on the validity of the assessment process or any attempt to obtain an unfair advantage occur, tutors will notify the programme manager. The programme manager will take the following actions:

• Notify the learner(s) of the issue
• Forward learners a link to the WMC Academic Malpractice Policy
• Notify learner(s) that a review will take place and invite learners to attend
• Inform learners of their right to respond within five working days
• Appoint an independent training professional – seconded from non-associated internal training sections or if required a Subject Matter Expert (SME) to conduct a review and provide recommendations on the level of SME
• Notify the learner(s) of the outcome of the review meeting
• Notify the learner(s) of the appeals process
• Report the event to the Registrar

Note: WMC investigates cases of plagiarism where the learner has signed a declaration of authenticity.

Investigating Suspected Academic Malpractice

Review

The reviewer will independently assess learners work against the assessment criteria and assess whether plagiarism has occurred and to what level. Learners will be invited to attend the review meeting.
The reviewer will make a recommendation to the Programme Manager who will notify the learner of the outcome of the review in writing. In cases where the reviewer determines that academic malpractice has not occurred, learners are notified of the outcome in writing and that all documentation will be destroyed.

In cases where the reviewer determines that a case of academic malpractice has occurred, learners are notified of the outcome in writing. This notification will inform learners the sanction to be applied, learners’ rights to appeal the decision and the timeframe for appeals to be lodged. The notification forwarded to learners will include a copy of/link to the Appeals Application Form.

Learner Appeals

Following communication of the outcome of the review, applications for appeal must be submitted to the Programme Manager within five working days using the Appeals Application Form.

Learners can pursue the appeals process on the following grounds:

• The alleged malpractice was not dealt with in accordance with WMC procedures
• New information (not available during the investigation) has become available

The Registrar will review the appeal and documentation from the review to determine if there are grounds for an appeal. Where grounds for an appeal are present, the Registrar will notify learners of the decision that grounds for appeal exist, that this will be passed to the Appeals Committee, the date and time of an Appeals Committee hearing, and that the outcome of the Appeals committee is final.

The Appeals Committee will review all documentation relevant to the investigation and reach a decision based on a vote system. Learners are informed of the outcome of the meeting by the Registrar. The issue (with redactions) will also be raised at the next scheduled Academic Council meeting.

WMC will retain all documentation relating to the appeal for up to one year after learners complete their programme of study.

Sanctions for Academic Malpractice

Where a minor case of academic malpractice occurs for the first time, tutors will refer learners to the Academic Malpractice policy and inform the Programme Manager that a case of academic malpractice has occurred. The incident is recorded and placed on file. Learners will be advised that any further incidents of academic malpractice may result in learners being awarded a zero grade on the relevant piece within the assessment.

In the event that learners commit plagiarism for a second time or commit academic malpractice as defined by any act or behaviour that casts doubt on the validity of the assessment process or any attempt to obtain an unfair advantage, learners can apply to retake the assessment with the stipulation that results of this assessment work will be capped at a pass result. The incident of academic malpractice is recorded and placed on file.

7.5 Internal Verification Policy

7.5.1 Purpose

To ensure academic standards are met and to ensure fair, valid, and reliable assessment practices, Western Management Centre (WMC) appoints an Internal Verifier to each programme of study.

7.5.2 Policy Statement

The Internal Verification Policy and related processes ensure that assessment processes and practices are monitored. Through the internal verification process, the Centre identifies if assessments are conducted in a manner relevant to module learning outcomes and that grading is consistently applied to reflect the standard of learner work assessed.

Internal verification at WMC is a confidential, evidence-based process that is carried out on a sample basis. The minimum sample size for the process of verification will be assessment submissions from five learners.
Internal verification is the process by which the WMC assessment policies and procedures relating to planning, managing, and operationalising all aspects of assessment practices will be internally verified.

The role of the internal verifier is to systematically check that the Centre’s assessment procedures have been applied consistently across assessment activities where appropriate and to verify the accuracy of assessment results.

7.5.3 Responsibility of

This policy is the responsibility of the Programme Manager.

7.5.4 Processes and Procedures

The internal verification (IV) process takes place after the completion of learners’ assessment and prior to the implementation of the external authentication and results approval processes.

Internal verification is the review and evaluation of the assessment process and provisional results. The appointed Internal Verifier personnel will be persons other than those involved in programme delivery and assessment for the programme in question.

Internal verification includes checking assessment procedures have been applied. Additionally, the internal verification process also includes the checking/monitoring of the conduct of assessment and of assessment results. This essential monitoring procedure works to ensure that learner evidence exists and that results, and grades are properly computed and recorded.

The programme manager is responsible for overseeing the planning for internal verification. The internal verification process is also subject to internal scrutiny by our internal verification overseer. During IV planning, the following aspects are considered:

• The number of learners and tutors (assessors)
• All relevant assessment related processes and documentation (including internal verification, results approval, appeals and requests for certification)
• WMC deadlines and key dates
• QQI certification deadlines and key dates

Appointed Internal Verifiers will:

• Review assessment documentation and records
• Check that all assessment procedures were adhered to
• Monitor results and confirm the accurate transfer and calculation of learner results
• Acknowledge good practice and identify any non-conformances/corrective actions
• Complete, date and sign the Internal Verification Report
• Communicate findings to relevant WMC staff
• Carry out any other administrative duties related to internal verification
• Make all documentation arising from the internal verification process available to external authentication personnel, the Results Approval Panel (RAP), and others as appropriate

Internal Verification Report

Upon completion of the internal verification process, Internal Verifiers complete a written report.

The Internal Verification Report is submitted to the Registrar to be securely recorded and stored.

Internal Verification Reports and insights are used to inform the external authenticator process and will be considered during meetings of the RAP.
Where the internal verification process identifies non-conformances/corrective actions, these are immediately reported to Registrar. Where non-conformances/corrective actions are reported, the Registrar will meet with the Internal Verifier and Tutor and prepare a short report for review at the RAP meeting.

Frequency of Internal Verification

The internal verification process occurs for each QQI certification period (where applicable).

7.6 External Authentication Policy

7.6.1 Purpose

The external authentication process ensures fairness, consistency and validity of assessment and the outcomes of assessment for learner results across awards. The external authentication process ensures accurate and quality assured learner results.

7.6.2 Policy Statement

External authentication is a quality assurance process at Western Management Centre (WMC) which ensures the objective and authoritative judging of learner assessment. The external authentication process ensures the confirmation of fair and consistent assessment practices to confirm that learners’ work has reached the standard certified by their qualification within the context of the National Framework of Qualifications (NFQ).

The external authentication process is concerned with programme learning outcomes, the compliance of learning outcomes to national standards, and circumstances that may affect demonstrating those outcomes. The authentication process ensures fairness and validity of assessment methodologies and of the outcome of assessment for learner results across each award. The authentication process ensures accurate and quality assured learner results are issued.

By employing an external authentication process, WMC provides an independent element into the procedures for the assessment of learners. This process supports/develops stakeholder confidence in academic qualifications offered at WMC. Through the application of the QQI common framework and structure, the External Authenticator can fulfil their role and ensures the process of external authentication is undertaken in a professional and transparent manner.

WMC will appoint External Authenticators through the Centre’s quality assured processes. In addition, WMC may source suitably qualified External Authenticators from the QQI external authenticator panel. WMC shall ensure that sufficient External Authenticators are appointed so that it can be satisfied that the assessment, examination and determination of award processes are being fairly conducted.

External authentication provides independent authoritative confirmation of fair and consistent assessment of learners in accordance with national standards. The external authentication process also establishes the credibility of the Centre’s assessment processes. Through external authentication, the Centre ensures that assessment results have been marked in a valid and reliable way and are compliant with the requirements for the award.

The role of the External Authenticator is to ensure consistency of assessment results with national standards and to provide independent confirmation of fair and consistent assessment of learners.

7.6.3 Responsibility of

This policy is the responsibility of the Programme Manager.
Aligned with QQI Quality Assuring Assessment Guidelines for Providers (Revised 2013) and Quality Assuring Assessment Guidelines for External Authenticators (Revised 2015), External Authenticator roles and responsibilities at WMC are to:

• Confirm the fair and consistent assessment of learners consistent with WMC procedures and with QQI policy on quality assuring assessment
• Review Internal Verification (IV) Report(s) and authenticate the findings/outcomes
• Apply the WMC sampling strategy to moderate assessment results consistent with QQI requirements
• Moderate assessment results in accordance with standards outlined in the Award Specification
• Visit with WMC and meet with appropriate staff where required (on –site or virtually)
• Participate in the results approval process (for more information, see Section 7.1, Assessment Policy)
• Identify any issues/irregularities in relation to the assessment process
• Recommend results for approval
• Produce an External Authentication Report

7.6.4 Processes and Procedures

The external authentication process takes place after the completion of learners’ assessment and the internal verification process and prior to the finalisation of the results approval process. The External Authenticator is selected and assigned by the Registrar.

The External Authenticator will undertake to:

• Exercise their role with utmost integrity and professionalism when undertaking external authentication for WMC
• Comply with QQI’s Further Education and Training (FET) policies and procedures specifically in relation to awards and assessment
• Comply with WMC quality assurance (QA) policies, processes, and procedures
• Inform WMC of any potential conflict of interest which may compromise the external authentication role
• Inform WMC of their availability
• Communicate appropriately with WMC and inform WMC of planned visits and information required
• Provide constructive feedback to the Centre management and staff
• Compile an External Authentication Report on time and based on an independent evaluation of the process and procedures

After WMC requests a suitable External Authenticator to carry out this role, the authentication process proceeds at WMC in five stages (see Figure 10).

Figure 10 – External Authentication Process

Stage 1: Confirming Arrangements with WMC

WMC contacts the External Authenticator to confirm availability and arrange their visit to the Centre.

Stage 2: Preparing for the External Authentication Visit

To prepare for the external authentication visit, the appointed External Authenticator should:

• Agree the terms and conditions for conducting external authentication with WMC
• Confirm with WMC the availability of:
  • Relevant validated programmes including programme modules
  • All relevant assessment instruments and appropriate supporting documentation (Assessment briefs, Examination papers, etc.)
  • Assessment plan(s)
  • All Learner assessment evidence
  • All learner assessment results recorded on an Authentication Report (results sheet from QBS) by learner group by minor award
  • List of Tutors (Assessors) per module and/or class group
  • Internal Verification Report(s)

Stage 3: Conducting the Authentication Process

The Programme Manager is responsible for overseeing the planning for external authentication. As part of this planning, the Programme Manager will consider:

• All relevant assessment related processes and documentation (including internal verification, results approval, appeals and requests for certification)
• WMC deadlines and key dates
• QQI certification deadlines and key dates
• The location for external authentication to take place

The Programme Manager meets with the External Authenticator. Both parties:

• Exchange contact phone numbers for the day
• Reconfirm the volume and duration of work
• Confirm arrangements in relation to how the relevant assessor(s) can be contacted, if necessary
• Confirm that the external authentication process has been provided with a suitable location to facilitate the process (for example, a quiet, secure space within the building with all required resources)
• Confirm the building closing time

The Programme Manager will ensure the visiting external authenticator is provided with:

• Internal Verification Report(s)
• Relevant award specifications and validated programmes
• All relevant assessment instruments and appropriate supporting documentation, for example, assessment briefs, examination papers, and marking schemes
• All learner assessment evidence or a sample of (depending on cohort size)
• All learner assessment results recorded on appropriate results sheet(s)
• Appropriate equipment to moderate assessment evidence produced in a multimedia format must also be provided (where applicable)

Stage 4: Moderating Assessment Results

The External Authenticator moderates’ results of awards in which they have relevant expertise in the field of learning. This is done by judging the marked evidence and relevant supporting documentation presented by WMC in accordance with the associated standards outlined in the award specification.

The External Authenticator reviews the documentation provided and should be satisfied that the minimum intended programme learning outcomes agree with the relevant awards standards. The External Authenticator applies judgments across the boundaries between bands/grades.

Stage 5: Reporting

Upon completion of the external authentication process, the External Authenticator is asked to provide verbal and written feedback. The External Authenticator completes a written report using the External Authenticator Form and sends this to the Programme Manager within 2-3 working days of the visit.

This report is submitted to the Registrar and is securely recorded and stored.

Insights provided by the External Authenticator Report(s) will be used to inform the enhancement of quality assurance at WMC. The External Authenticator Report will be considered during meetings of the Results Approval Panel.
External Authenticators will be provided with timely and considered responses to their comments and recommendations, including information on any actions taken by the programme where applicable.

Frequency of External Authentication

The external authentication process occurs for each QQI certification period (where applicable).

7.6.5 Appointment of External Authenticators

The Registrar is responsible for the appointment of External Authenticators. In appointing External Authenticators, the Registrar will consider the:

• Recommendation of the Programme Manager
• Number of awards on offer within WMC provision
• Selection and assignment of an External Authenticators for each award based on the individual’s subject matter expertise
• Avoidance of conflicts of interest
• Appointment of alternating External Authenticators every three years relevant to each award area
• Consultation with the person proposed for nomination to seek their consent to be nominated. Such consultation shall be without commitment to appointment as External Authenticator. The Registrar shall ensure that persons considered for nomination satisfy the criteria for appointment (for more information, see Section 11.1, Other Parties Involved in Education and Training Policy)

All External Authenticators will:

• Operate within the code of practice and guidelines issued by QQI in the Quality Assuring Assessment Guidelines for Providers document (revised 2013)
• Have technical/subject matter expertise within the appropriate award area/field of learning
• Have experience of delivering programme assessment or work in industry/field
• Agree to undertake appropriate training (if required) and attend appropriate briefings
• Have the qualities necessary to interact with learners, tutors/assessors, and senior staff members (for example, communication skills)
• Have administrative and IT skills (for example, report writing, time-management skills)

7.7 Feedback Policy

7.7.1 Purpose

Feedback is a central part of the assessment process and the development and support of learning at Western Management Centre (WMC). Understanding the significant impact feedback has on learner achievement, WMC will provide feedback to learners in a constructive, timely and effective manner to support learners’ academic development.

As part of WMC’s commitment to ensuring fair and consistent learner assessment, the Centre has developed procedures to provide learners with feedback.

7.7.2 Policy Statement

The Feedback Policy and associated procedures at WMC are learner-centred and have been designed to:

• Motivate learners to act on assessments
• Guide learners on actions to take to improve academic work
• Develop learners’ capabilities
• Develop learners’ self-regulation skills
• Identify and reward qualities present in learners’ work

7.7.3 Responsibility of

This policy is the responsibility of the Programme Manager.

7.7.4 Processes and Procedures

Tutors are available to provide feedback to learners during the programme. This feedback is normally limited to verbal, group feedback. Learners can request feedback through a one-to-one meeting with tutors.

When providing feedback, tutors will refer to assessment rubrics to communicate the expectations of learners and assessments. This practice will provide learners with specific performance-related information, comparative to established standards.

All feedback provided by tutors should:

• Be productive to learners’ academic development
• Be objective and constructive in nature

Feedback on Completed Assessment Performance

Following the issue of approved results, learners can request to meet with tutors individually and discuss their assessments feedback and/or results. The purpose of this feedback meeting is solely to assist learners in identifying areas to improve academic development, if applicable. Learners must request feedback on assessments within 3 working days of receiving approved results.

7.8 Recheck, Review, Appeals Policy

7.8.1 Purpose

As part of the Western Management Centre (WMC) commitment to ensuring fair and consistent learner assessment, the Centre has developed procedures to provide procedures for assessment recheck, review, and appeals.

7.8.2 Policy Statement

WMC maintains the integrity of awards with qualifications based on the validity and reliability of assessed learning outcomes. The Centre has put in place arrangements to facilitate re-checking, reviewing, and appeals of assessment decisions, grades, and feedback provided in a constructive, timely, and effective manner. These arrangements are intended support/develop stakeholder confidence in academic qualifications offered at WMC.

Recheck is an administrative operation that involves the rechecking of the recording and combination of component scores for a module and/or stage.

Review refers to the re-consideration of the assessment decision by suitably competent individuals.

Appeal refers to a specific request to review the operation of assessments at WMC.

7.8.3 Responsibility of

This policy is the responsibility of the Programme Manager

7.8.4 Processes and Procedures

Recheck

Recheck refers to the administrative procedure of checking that all parts of assessments are recorded correctly and that no error occurred during the recording and/or calculation of grades to establish the assessment result.

Learners may lodge an application for recheck of assessment based on learners’ understanding that there has been an error in the calculation of the assessment result. Where rechecks occur, this procedure may result in changes to assessment results.

Learners can submit applications for a recheck to the Programme Manager for up to ten working days following the issuing of provisional results. Applications must be submitted using the Recheck/Review/Appeal Application Form within the timeframe specified and include a payment of the relevant administration fee per assessment. Details of the administration fee are available from the Programme Manager.

Learners will normally be notified of the results of the procedure within fifteen working days of receipt of completed recheck applications.

Rechecking may result in changes to learner’s assessment grades (upwards or downwards). Where learner’s assessment grades are changed, any administration fees paid will be refunded.

Note: Recheck does not include a review of the assessment performance or the merit of the mark awarded.

Review

Review refers to the internal procedure of examining in detail components or all parts of assessment materials. Where reviews occur, these will be preceded by a recheck of the recording and calculation of grades to establish the assessment result.

Learners can submit applications for review of assessment based on their understanding that there has been an error calculation of the assessment result.

Learners can submit applications for recheck to the Programme Manager for up to ten working days of communication of assessment results. Applications must be submitted using the Recheck/Review/Appeal Application Form within the timeframe specified and include a payment of the relevant administration fee per assessment. Details of the administration fee are available from the Programme Manager. Applications must clearly state in what respect learners consider the assessment decision erroneous.
Learners are normally notified of the results of the procedure within fifteen working days of learners’ applications for review.
Reviewing may result in changes to learners’ assessment grades (upwards or downwards). Where learners’ assessment grades are changed upwards, any administration fees paid will be refunded.

Where any change in classification is decided following review, the relevant External Authenticator will be notified and/or consulted. The Programme Manager submits a short report to the Registrar. This report will be presented for discussion at the Results Approval Panel (RAP).

Appeal

Appeal refers to a specific request to review the operation of assessment processes for the specific learner concerned. Where appropriate, the appeal will include a review of learner evidence (included in original presentation for assessment) from the assessment results. The WMC appeals process enables learners to appeal only concerning:

• The assessment process – where learners perceive there to be irregularities and/or inequality in its implementation
• Approved assessment results – where administrative or procedural errors at WMC have affected learners’ assessment results

Learners may lodge an application for appeal following a recheck and/or review. Learners who wish to avail of the appeals process must have clear rationale for the appeal and the decision to undertake an appeal is at the Registrar’s discretion.

Learners who wish to lodge an appeal must submit an application using the Result/Review/Appeal Application Form to the Programme Manager within fifteen working days of communication of assessment results or the outcome of a Recheck or Review. Where learners lodge an application for appeal, the application must clearly state the component that specifically relates to the appeal and provide a clear rationale for the appeal. When submitting an appeal application, learners must forward all supporting documentation and payment of administration fees.
Where learners’ applications for an appeal are approved, learners are notified of the decision and an Appeals Committee is convened. The Appeals Committee will consist of:

• Registrar
• Two independent training professional – seconded from non-associated Internal training sections or if required a Subject Matter Expert

The Appeals Committee will review learners’ applications for appeal and will make a decision in relation to same as efficiently as possible. The decision of the Appeals Committee is final. The outcomes of the Appeals Committee include:

• Confirmation of the decision reached during recheck/review processes (if applicable)
• Recommendation that the assessment undergo remarking by a different tutor (assessor)

The Registrar will inform learners of the outcomes of the appeals process within fifteen working days following the convening of the Appeals Committee.

In cases where appeals are granted, this may result in a re-evaluation of the assessment outcome/grade. Where an appeal is granted, the appeals fee will be refunded.

The Appeals Committee will prepare a report outlining findings and recommendations for the Academic Council.

Note: In the event that learners who lodge an appeal are dissatisfied with the findings of the appeals process based on clear evidence that an irregularity has occurred, learners may continue to lodge a complaint to WMC using the Centre’s complaints procedures (for more information, see Section 8.4, Complaints Policy).

7.9 Repeat Policy

7.9.1 Purpose

As part of the Western Management Centre (WMC) commitment to ensuring fair and consistent learner assessment, the Centre has developed procedures to provide procedures for repeat assessments.

7.9.2 Policy Statement

Where learners fail assessment(s) or fail to make use of assessment opportunity (except where the programme validation states otherwise), learners are afforded the opportunity to repeat assessment.

Where modules are failed at the first attempt, learners will have their repeat marks capped at 50% for the module. Modules that contribute to the award classification will have repeat marks capped.

WMC recognises that circumstances and factors external to the learning environment can impact on learners’ academic performance or influence learners’ ability to complete assignments and/or examinations in a timely manner. WMC may facilitate absences in the event of exceptional circumstances (for example, periods of illness and/or personal issues such as immediate family bereavement).

Where learner absence occurs during a period of submission/sitting dates for assessments or examinations, it will naturally not be possible for WMC to award learners with a grade for unsubmitted/incomplete assignments or examinations. Learners will be notified that, under certain circumstances, it will be possible to apply for consideration for personal mitigating circumstances (for more information, see Section 8.2, Personal Mitigating Circumstances Policy). This may result in a deferral scenario being considered for the learner in question. The decision will be taken by the Registrar taking on any recommendations from the Programme Manager.

7.9.3 Responsibility of

This policy is the responsibility of the Programme Manager.

7.9.4 Processes and Procedures

Continuous Assessment

Continuous assessments are summative assessments undertaken for the purpose of submitting authenticated results to QQI for the request of an award. Assessments may take place during the programme of study or require learners to submit assessment(s) at the end of the programme of study (within agreed and specified submission dates).

Learners are notified of the learning outcomes for the components that they are studying and the relevant award specification. Learners receive an Assessment Brief, including the assessment techniques and assessment(s) submission dates.

Learners are responsible for ensuring that they have made themselves familiar with the WMC assessment procedures and the submission deadline(s) relevant to their programme of study.

WMC repeat assessment regulations apply where learners fail an assessment. A fail grade may occur through:

• Unsatisfactory performance
• Non-submission of required assessment(s)
• Late submission of assessment(s)

Repeat Assessment

WMC communicates results to learners following the results approval process. Learners who attain a grade below 50% in a module may be required to undertake a repeat assessment (excluding cases of pass by compensation where applicable). Learners who do not pass an assessment can seek feedback on their performance (for more information, see section 7.7, Feedback Policy).

Learners who have previously applied for and have been awarded grounds for personal mitigating circumstances are not subject to the above penalties for the following repeat assessment (for more information, see section 8.2, Personal Mitigating Circumstances policy)

Repeat assessments will be scheduled by the Programme Manager.

Learners who do not complete assessments due to unscheduled breaks cannot be accepted for consideration for Personal Mitigating Circumstances. In the event that learners are unable to complete assessment(s) due to unapproved absence, the Centre will attempt to facilitate the learner at a future date where possible (but without any impact on the integrity of the assessment process for other learners).