fet private providers site visit and verification report - Umalusi

are divided into structured questions to enable the evaluator to elicit the information, linkedto observation and inspection of various forms of evidence. The categories cover thefollowing aspects of provision:o Leadership, governance and strategic planningo Policies, procedures, internal monitoring and reviewo Financial resourceso Management information system and reportingo Staff establishmento Qualifi cations and learning programmeso Instruction and deliveryo Assessmento Premises and facilitieso Learner access and supporto Marketingo Client satisfactionThe verifi cation report includes sections for general comments and observations on trends andinconsistencies, challenges, examples of good practice and recommendations. The evaluatormakes a general rating according to weighting guidelines for individual categories, andindicates the correlation between the portfolio of evidence and the verifi cation process. Finally,the evaluator either confi rms full compliance or not, indicating areas in which compliance hasnot been achieved.• The site visit booklet: This has been structured in relation to the verifi cation report, and is therecording instrument for the evaluator’s own use. Evaluators take notes during the questioning,observation and inspection processes, and during the interviews and focus groups, as the basisfor submission of the verifi cation report. In addition, there is a feedback template to complete,including a self-evaluation form, an incident report form, and an opportunity to make commentsand recommendations on the process and the instruments for future refi nement.• The database: This was developed through a commission to an independent contractor to carryout the quantitative analysis of the data collected through the site visits. It is linked to a templateto be completed by the monitors for processing by contractor.3.3.2 PERSONNEL AND TRAININGThere are two categories of site visit verifi cation personnel, monitors and evaluators, with onemonitor to every three evaluators. The monitor has two main roles. The fi rst is to coach and supportthe evaluators who undertake the site visits; this includes an initial meeting with his/her evaluators toensure a common understanding of the instruments, accompanying evaluators on at least one sitevisit, and serving as the resource person through ongoing communication regarding any diffi cultiesor problems encountered. The second role is to quality assure submitted reports, checking forinconsistencies between comments and gradings, and ensuring that motivations are adequatelygiven. The evaluator’s main role is to carry out his/her allocated site visits effectively and effi ciently,to submit verifi cation reports to monitors, and amend or extend these in the light of feedback fromthe monitors. All reports are moderated by Umalusi before fi nalisation.A total of 32 monitors and evaluators from all provinces were trained in a three-day workshop heldfrom 22 to 24 June 2007. The workshop dealt with familiarisation with the instruments, coverage ofthe site visit programme, a briefi ng on the Umalusi presentation to providers, and discussions on howto interact with the various participants in the site visits, especially in relation to the focus groups. Inaddition, procedures for submitting reports and fi lling in the contractor forms were given.During the process two workshops were held with the monitors, Umalusi staff and the appointedfi nal report writers. The debriefi ng workshop on 8 August 2007 gave monitors an opportunity toreport back on the process so far, and to highlight areas or procedures that might need review. The10