DATA MANAGEMENT PROCEDURE FOR SQA QUALIFICATIONS

INTRODUCTION

FDE Training Ltd, known as ‘The Company’ within this document, is fully aware of the Awarding Organisations requirement to have a functioning Data Management system.  This system will ensure that data received, stored and processed will be kept secure and will be stored in accordance with the relevant Data Protection Act.

PROCESS

Administration staff will ensure the Trainers/Assessors operating on behalf of The Company will collect all the necessary data required by the Awarding Organisation to properly register and manage each individual’s qualifications.

The form used to hold this information is the Learner Registration/Achievement Details Form, these are included in the Learner Induction Pack given to Learners at the commencement of their course.

At start of the programme the forms are given to Administration staff by the Trainer/Assessor in order that the Learners can be registered for the appropriate qualification/s, once registered the Administrator will record the registration number on the Learner form and return the forms to the Trainer/Assessor in order that the Learners number can be recorded on the Assessment documentation.

The Administrator will use the company address to register the Learner; this will ensure all Certificates are sent to The Company where the Certificates will then be sent to the Learner. In some instances, the Certificates are sent to the Company address that has requested and paid for the training. All certificates are sent with a covering letter and a return section asking for confirmation of the receipt of Certificates which should be returned to The Company.

At the point where Certificates are received by The Company, the Administrator will access the SQA Connect portal and reinstate the Learners home address, the information will be taken from the original Learner Registration/Achievement Details Form.

For Learners not continuing with their qualifications, on confirmation of leaving the programme the Administrator will withdraw the Learners from the SQA Connect portal.

Data Cleansing – ensure that the candidates who are registered through the sqa connect system details are correct and check completion dates of the qualification they are registered for are in date, Update information where necessary – to be checked over 12 weeks or when necessary.

STORAGE OF PERSONAL DETAILS

The personal details of all learners are kept on the secure company shared area which is password protected.  Only authorised Company staff will have access to this area.

Hard copies of any paperwork containing personal details will be scanned and uploaded to a learner folder on the shared area.  The hard copy will then be shredded.

All records will be retained and stored to meet the legal requirements of the Data Protection Act 1998 and the SQA.

MANAGEMENT OF LEARNER EVIDENCE RECORDS

Below are the SQA requirements for retention of learner assessment and verification records.

EVIDENCE RETENTION REQUIREMENTS

Table 1: Centres NOT selected for external verification  Table 2: Centres NOTIFIED of selection for external verification
Type of qualificationRetention timeBulky evidenceEphemeral evidenceRetention timeBulky evidenceEphemeral evidence
Higher National Units   Professional Development Award Units3 weeks after candidate Unit completion date3 weeks after candidate Unit completion date3 weeks after candidate Unit completion dateRetain for EV visitRetain physical evidence of identified Unit sample for EV visit, keep *records of other evidence but dispose of other physical evidenceKeep * record of evidence of Unit sample if visit not scheduled for date of assessment
Higher National Graded Units3 weeks after candidate Unit completion date3 weeks after candidate Unit completion date3 weeks after candidate Unit completion dateRetain project evidence for EV visit/examination evidence for central verification eventRetain physical evidence of identified Unit sample for EV visit, keep *records of other evidence but dispose of other physical evidenceKeep* record of evidence of Unit sample if visit not scheduled for date of assessment
SVQ/NVQs   Skills for Work Courses3 weeks after candidate Group Award completion date  3 weeks after candidate Group Award completion date3 weeks after candidate Group Award completion dateRetain for EV visitRetain physical evidence of identified Unit sample for EV visit, keep *records of other evidence but dispose of other physical evidenceKeep* record of evidence of Unit sample if visit not scheduled for date of assessment
NQ Units belonging to National Courses and Awards, even if taken as stand-alone Units.   NQ CourseworkEnd of academic year in which Unit resulted — 31 JulyKeep records of evidence to end of academic year in which Unit resulted — 31 JulyKeep records of evidence to end of academic year in which Unit resulted — 31 JulyEnd of academic year in which Unit resulted — 31 JulyRetain physical evidence of identified Unit sample for EV visit, keep *records of other evidence record but dispose of other physical evidenceKeep * record of evidence of Unit sample if visit not scheduled for date of assessment
SQA Awards** National Certificates National Progression Awards3 weeks after candidate Unit completion date3 weeks after candidate Unit completion date3 weeks after candidate Unit completion date3 weeks after qualification completion dateRetain physical evidence of identified Unit sample for EV visit, keep *records of other evidence but dispose of other physical evidenceKeep * record of evidence of Unit sample if visit not scheduled for date of assessment
Construction short duration qualifications: Street Work qualifications Health and Safety in a Construction Environment Level 1 and National Workplace AwardsEnd of academic year in which qualification resulted — 31 JulyKeep records of evidence to end of academic year in which qualification resulted
— 31 July
Keep records of evidence to end of academic year in which qualification resulted
— 31 July
Retain for EV visitRetain physical evidence of identified Unit sample for EV visit, keep *records of other evidence but dispose of other physical evidenceKeep * record of evidence of Unit sample if visit not scheduled for date of assessment

*records of evidence may be in electronic, paper, visual or audio formats

**SQA Awards — Customer Service; Cycling; Internet Safety; Personal Finance; Safe Road User; Wider Achievement

Stephen Forde

Managing Director

Issue Date: 05/01/2020                                           Review Date: 31/05/2023                                               Ref: FDE-POL-009