Reference Guide for EAQUALS inspections - Support

Preparing for an EAQUALS inspectionapplication Dates and application form sent to the Secretariat at least 12 weeksbefore the inspection Applications should include all activities eligible for EAQUALSaccreditation, including all teaching sites, branches and satellites Seasonal activities, e.g. teacher training courses, junior summer courses,in-company teaching, etc, are inspected at least every second inspection.If the inspection dates are specified so that some of the seasonalactivities are not possible to observe, a follow-up visit will be arranged toinspect these areasconfirmation After arrangements with both institutions and inspectors have beenfinalised, institutions receive an official confirmation of the inspection,which is a written statement of the institution’s acceptance of the datesand the inspector team.payment The invoice of the inspection fee is sent to the institution soon after thisconfirmation. Payment should reach the EAQUALS Secretariat at least 14days before the inspection starts. If payment terms are notrespected the inspection will be suspended.cancellation If an inspection is cancelled after the official confirmation has been sentto the institution an administration fee should be paid by the institution. Any expenses (e.g. related to airfare bookings) incurred between theissue date of the confirmation and the cancellation will be borne by theinstitution If an inspection is cancelled due to unexpected illness of the inspectorsor any other hindering factors, another date for the inspection will befixed by EAQUALS, preferably with the same inspector teamdocuments /information to besent to inspectorsdocuments to bemade available forinspectors on site Advance info is to be sent to the Inspectors directly, not later than 2weeks before the inspection as specified in the Advance Information Sheet Materials Sheet (both documents sent to institution withconfirmation of inspection) Please check directly with the inspectors how they would like toreceive these documents: electronically by e-mail or in hardcopies sent by post. Appoint a member of the management staff as inspection co-ordinator,and send her/his daytime phone number and email address and workinghours to inspectors at least two weeks before the inspection The inspections co-ordinator should be responsible for arrangingaccommodation for the inspectors (minimum 3* hotel located near theinstitution) and informing them of this The inspection co-ordinator should collect and prepare confidentialdocuments needed during the inspection and make sure that these areeasily available S/he should allocate a room with a lock that can be used by inspectorsduring their visitPlease note that institutions should feel free to make relevant parts of the EAQUALS InspectionScheme Manual as well as this Reference Guide or translations of them available to staff.Photocopying for this purpose is authorised by EAQUALS.12Reference Guide to the Inspection Scheme for Institutionsversion 6.2© EAQUALS 2011