The Institute will ensure that all learners are issued with a Certificate of Attendance when they have completed a programme. For learners who complete a programme that is SAQA aligned – these learners will be assessed and moderated. The AQP will issue a certificate of achievement after successful verification.
A computerised record keeping system will be kept. This information will be recorded on a Certificate Register (Refer to Form 46).
- The record keeping system will include the following learner information:
- Full name(s) and surname of learner
- ID number of learner
- Contact details
- Demographic information (age, race, gender, geographical location, occupation where applicable, disability status where applicable)
- Education and training background and experience (prior qualifications, prior and previous learning experiences, learning skills, language skills and preference)
- Special learning needs (relevant disabilities or learning difficulties)
- Additional learning needs (necessary experience and knowledge of relevant technology)
- Resource factors (place and time of learning, access to resources including electricity and technology, financial resources for additional learning or support materials)
- Motivation for entering a programme of learning
- Programme/s for which the learner is registered
- Performance during the programme (internal and continuous assessment)
- Achievement during and at the end of the programme (internal and external assessment, final assessment, award achieved)
- Once a learner has completed a short skills programme, they will be issued with an Attendance Certificate. The certificate number is the next number available. Once the learners’ details are captured on the certificate the learner details will then be updated in the Learner Certificate Register. The same procedures are followed for learners who have been formally declared competent, whereby learners are issued a certificate of achievement from the AQP after successful verification.
- When capturing on the PC/Laptop, the password option is always set. This stops people from creating their own Certificates.
- One person is responsible for the signing of Certificates
- One person is responsible for the issuing and printing of Certificates
- Duplicate certificates will be produced if requested and the learner will supply proof of ID to obtain this, this will be our strategy to prevent the issue of fraudulent certificates;
- When a learner phones in for a duplicate certificate, they will need to provide their surname to locate their folder. Take this folder out; ensure there is a copy of the certificate. Re-type the certificate and go into the Learner Register File and make a note that you have given a copy of the Certificate to the Learner. Ensure the Learner brings a copy of their ID and check the original id against the one presented. The Learner will be responsible for any additional costs that occur because of the re-printing of a duplicate Certificate.
- Once a month, The Institute print the Learner Certificate Register. Information that will appear on certificates:
- Registered name of the Company;
- Name of learner
- ID number of learner
- Name of learning programme/qualification/unit standards
- NLRD registration number
- NQF Level
- NQF credits
- Date Issued
- Directors Signature
- Certificate Number
- All certificates are electronically generated with a watermark. Any certificates issued without the watermark are deemed null and void by the Company. Certificates will be printed and signed by the Director of Kenosis Beauty Institute (Pty) Ltd..
- Once the certificate is signed, contact the learner and arrange to post/deliver or the learner to collect. The learner will sign the Learner Pack form which is found on each learner folder.
- Once Statement of Results and Certificates of Achievements are received from the AQP, the administrator will take a copy of these and place copies in the learner file. The administrator will then contact the learner either telephonically, SMS or email to collect their Statement of Result and Certificate of Achievement. Learners are required to bring their ID Books and sign the Register of Certificates.
6.1.1 Certification Process Flow
QCTO Certification Policy
The Institute will implement the following QCTO Certification procedure when needed:
The Quality Council for Trades and Occupations (QCTO) was established in 2010 in terms of section 26G of the Skills Development Act, of 1998 as a juristic person. It was listed as a public entity in Government Gazette No. 33900 of 31 December 2010 -effective from 1 April 2010 – to establish the sub-Framework for Trades and Occupations. The QCTO is responsible for the development, maintenance and quality assurance of qualifications within its sub-Framework.
An integral and critical component of the QCTO’s quality assurance system is the issuing of certificates to learners who have demonstrated competence against occupational qualifications and part qualifications registered on the National Qualifications Framework (NQF).
The QCTO will work closely with Assessment Quality Partners (AQPs) who will recommend certification of learners to the QCTO.
This policy outlines the criteria applied by the QCTO for the issuing of certificates, the uploading of learner data to the National Learners’ Records Database (NLRD) and the re-issue of certificates.
Legislative and regulatory framework
In terms of the Skills Development Act, 1998 (Act 97 of 1998), the QCTO may certificate learners for the achievement of occupational qualifications.
This policy and criteria is based on the QCTO Policy on Delegation of Qualification Design and Assessment to Development Quality Partners (DQPs) and Assessment Quality Partners (AQPs).
Audience and applicability
This policy applies to delegated AQPs and covers the issuing of certificates for learners who have been found competent through an external integrated summative assessment. QCTO CERT – 001/13 QCTO Certification Policy Page 7
QCTO Certification Procedures
- AQPs will recommend to the QCTO the certification of learners for occupational qualifications or part qualifications within their scope. The QCTO will forward the issued certificates to the relevant AQP for distribution to the learners.
- Responsibility of the AQP
- a) request certification for competent learners within 14 days after receiving the assessment results;
- b) verify learner information and details;
- c) verify qualification or part qualification information;
- d) submit information electronically to the QCTO in the prescribed format;
- e) distribute issued certificates to learners;
- f) keep records of all assessment results; and
- g) establish processes for requesting the re-issue of certificates.
- The AQP for the Foundational Learning Competence (FLC) will issue statements of results to competent learners.
- The National Artisan Moderation Body (NAMB) will recommend the certification of all trades currently recorded on the NLRD but without associated occupational qualifications.
- Responsibility of the QCTO
The QCTO will:
- a) issue certificates within 21 days after receipt of verified learner achievement information from the relevant AQP;
- b) distribute certificates to the relevant AQP once certificates have been issued;
- c) upload learner achievement data to the NLRD according to the NLRD load specifications; and
- d) re-issue certificates on request of the relevant AQP.
- The QCTO will not issue certificates for the FLC.
- The QCTO may verify learner results and information. QCTO CERT – 001/13 QCTO Certification Policy Page 8
The QCTO will issue two types of certificates:
- a) Occupational Certificates: for learners who have proven competence against occupational qualifications or part qualifications but excluding occupational qualifications for listed trades.
- b) Trade Certificates: for trades recorded on the NLRD but without associated occupational qualifications.
- The QCTO will investigate complaints about fraudulent certificates.
- Quality assurance and monitoring of policy implementation
- The QCTO will monitor the AQP in terms of this policy.
- The QCTO will review the Certification Policy at least every three years.
QCTO Certification Process Flow