ASSESSMENT ADMINISTRATION MANUAL FOR ASSESSMENT CENTERS

 


ACRONYMS

AC Assessment Center

AT Assessment Tool

CoC Center of Competence CC Certificate of Competence FTA Federal TVET Agency MoE Ministry of Education

NTQF National TVET Qualifications Framework

NQC National Qualification Certificate

OS Occupational Standards

QMS Quality Management System

RCC Recognition of Current Competency

RPL Recognition of Prior Learning

TVET Technical and Vocational Education and Training


1. Introduction

The overall objective of the new national TVET strategy is to create a competent, motivated, adaptable and innovative workforce that plays pivotal roles in the poverty reduction and socio-economic development efforts of the country. This is achieved through facilitating demand-driven, self-employment oriented, relevant and outcome-based TVET at all levels. That is why the Ethiopian TVET system is reorganized into an outcome-based system. This means that identified competences of the labour market that are described in the occupational standards are the final benchmarks not only for training and learning activities but also for the assessment of competences and certification as well. Moreover, building an outcome-based TVET system creates access for equal recognition of competences  acquire through  whatever  the  means  and  way of  being competent.

This Manual is therefore developed to serve accredited Assessment Centers as a basic reference and tool in accomplishing their activities expected from them as frontline implementers of the assessment and certification system.

2. Definitions of Terms

2.1 Accreditation In relation to assessment and certification, it is the process of recognizing and/or empowering a person and/or an entity/organization to perform certain roles or responsibilities on behalf of the Federal TVET Agency (CoC), in assessing the competence of candidates.

2.2 Assessment - The means of determining if a candidate possesses the required competencies of an occupational qualification as stated in the Occupational Standard (OS). It is a process of collecting evidence/s and making judgment on whether competence has been achieved

2.3 Assessor - A technical expert from Industry who is accredited by the CoC, whose responsibility is to determine whether a person seeking certification in a qualification level or on certain specific competencies has possessed the required knowledge, skills and attitude as indicated in the OS.

2.4 Assessors’ Panel is an occupation-specific body created by the Regional Industry or Professional Association, whose members are accredited assessors.

2.5 Assessment Center - An establishment officially accredited by the CoC in collaboration with industry to manage assessment on certain specific competencies or qualification.

2.6 Assessment venue – This refers to a workplace or work station whether in a company or a TVET institution that has been identified and coordinated by the Assessors Panel / Regional Industry and the CoC to house assessment activities, for lack of available Assessment Centers.

2.7 Assessment Method– This is the means that an assessor applies to gather evidences in order to make decision whether the candidate is competent or not.

2.8 Assessment Tool -This refers to the nature of the assessment task given to a candidate, which will provide the assessor evidence of competence, to support his judgment on whether the candidate has possessed the competencies being assessed.

2.9 Candidate - An individual who applies for assessment and fulfills all the requirements for seeking recognition of his/her competencies.

2.10 Center of Competence - A government organization established by the regional government administration and delegated by the Federal TVET Agency to properly and effectively implement assessment for certification.

2.11 Certification– A formal process of recognizing an individual's competence measured against occupational standards.

2.12 Certifying Body- The organization responsible for issuing certification to a person who exhibited competence during assessment

2.13 Competence The possession and application of knowledge, skills and attitude required to perform the job of an occupation as indicated in the occupational standard.

2.14 Competence Certificate – A document issued to individuals who were assessed and found competent in a single unit or cluster of units of competence, but do not cover all that are required for a qualification.

2.15 Compliance Audit – A systematic and documented process of obtaining evidence on whether implementation of the occupational assessment and certification is compliant to the provisions of this directive

2.16 Moderation - is the process of bringing assessment judgments and standards into alignment. It is a process that ensures the same standards are applied to all assessment results within the same Unit(s) of Competency. It is an active process in the sense that adjustments to assessor judgments are made to overcome differences in the difficulty of the tool and/or the severity of judgments.

2.17 National Qualification Certification – A certification issued to individuals who are found competent in all units of competence of an occupational qualification level defined in the Occupational Standards.

2.18 National TVET Qualifications Framework (NTQF) - An outline of the system of TVET qualifications defining qualification levels and rules for assigning levels to a qualification or part of a qualification

2.19 Occupational Standard – A standard defined by experts of an industry sector indicating the competencies and their respective performance criteria that are required, for a worker to perform the various tasks of the occupation in industry.

2.20 On-Site Assessment - An assessment process where the candidate is being assessed for unit/units of competence which is/are actually performed at the industry workplace.

2.21 Portfolio - A collection of different types of evidence relating to the work being assessed.

2.22 Recognition of Prior Learning (RPL) – The acknowledgment of a person’s competence acquired through previous training, work or life experience, to award a TVET qualification upon proof of competence through assessment against occupational standard.

2.23 Qualification – A defined set or group of units of competence identified by the industry which meets workplace requirements.

2.24 Qualification Levels – Details the scope and composition of qualifications and degree of responsibility a qualified person can assume in the workplace.

2.25 Regional Industry & Professional Association - is a sector-specific industry body that shall be composed of technical experts from the Regional agencies of the Ministry in-charge of the sector, and technical personnel from leading industrial firms operating in the region, including professional associations

2.26 Validation - A quality review process. It involves checking that the assessment tool produced is valid, reliable, sufficient, current and authentic evidence to enable reasonable judgments to be made as to whether the requirements of the relevant aspects of the Training Package or accredited course had been met. It includes reviewing and making recommendations for future improvements to the assessment tool, process and/or Outcomes.

3. .General Background and Principles

3.1 -The partnership of the leading agencies of government and the private industries is one important factor that will assure the relevance of the Occupational Assessment and Certification system to the manpower requirements of the private enterprises as well.

3.2 Assessment shall be the means of determining the ability of Ethiopian Technical and Vocational Education and Training system to supply the industry with competent workforce.

3.3 The Assessment and Certification system does not discriminate a person from being served, whether he/she acquires the competencies inside or outside the TVET institutions.

3.4 Assessment by qualification level shall be implemented in all occupations for those candidates, who applied for qualification-based assessment; the assessment starts from the lowest qualification level and proceeds to the level of the occupation applied for.

3.5 Assessment by unit/s of competence shall be implemented in all occupations for Candidates, who applied for assessments by unit/s of competence.

3.6 Assessment shall be conducted only in accredited assessment centers and by accredited assessors

3.7 The system provides recognition for both prior learning and current competences (RPL and RCC). This means any person who believes that s/he is competent enough in a specific level of an occupational qualification, (either for the whole qualification or set of competencies) resulting from work experience or relevant education and training, may apply for an assessment

3.8 The Assessment tools developed by the Assessors’ Panel shall undergo proper validation by the Regional Industry/ Associations to ensure that the tool will provide the correct evidence for the assessor to judge whether the candidate is competent in performing the job according to standards or present accepted practices of industry.

3.9 Validated assessment tools shall undergo proper moderation procedures by FTA to ensure that the tools used by the different CoCs / assessment centers shall be able to provide the same evidence for similar competencies assessed.

3.10 The same assessment tool shall be used for all candidates (industry experts, Trainers, TVET trainees & unemployed)

3.11 The Certification issued to candidates, whether NQC or CC is valid in all regions in the country, and shall serve the purpose at which such certification is required.

4. Accreditation of an Assessment Center

4.1 An establishment/ facility in industry may be accredited as an assessment center, when it meets the requirements stated below, and upon inspection and recommendation of the representatives from industry..

4.1.1 The requirements for accreditation of an Assessment Center may include the following:

· Personnel of the establishment who is assigned to manage Assessment activities.

· Coordinator, to facilitate the flow of communication between the CoC, the Assessors, and the management of the Center;

· Assessment Clerk, Cashier, and Supply officer, to handle administrative responsibilities in the Center; such as Processing of applications for assessments, procurement of materials for assessments, coordination of preparations of workshops, financial transactions, reports preparations and records keeping.

· Technical personnel trained and accredited as an Assessors with occupational qualification/ competencies

· Shop-in-charge and/or shop assistant, who will prepare workshop facilities equipment, tools and materials, safety provisions, supply of power and water as well as maintain machineries for assessments.

· Availability of resources required for assessments: Sufficient size of workshop that can accommodate specified number of candidates, equipped with the required ventilation and lighting facilities, OHS facility and easily accessible entrance and exit points.

· Sufficient number of functional equipment, tools, instruments, and materials for the practical projects included in the assessment activities.

· Sufficient supply of Electric power and water (if necessary)

4.1.2 Training Institutions can be appointed as assessment venues by the CoC in consultation with the Industry, to respond to the needs of assessment.

The requirement for an Assessment venue designation is similar to that of an assessment center accreditation, with the exception, that if does not have resident assessors (or pool of assessors which are working in the establishment, like trainers of TVET Institutions)

4.1.3 Assessment Centers are accredited by unit/s of Competence or by Qualification level of one or more sectors involved. Thus, an assessment center may be accredited for various occupations.

4.1.4 Accreditation of an AC shall be valid for three years subject to renewal or cancellation at any time based on the results of the compliance audit done by the CoC and the Regional Industry/Association.

4.1.5 Renewal or revocation of accreditation shall be decided upon by the CoC with the recommendation of the Regional Industry /associations after annual conduct of compliance audit.

4.1.6 Accreditation procedure for Assessment center/venue:

4.1.6.1 The applying establishment shall submit to the CoC a letter of intent specifying interest for accreditation for specified occupations or unit/s of competence. Attached to the letter are evidences for fulfilling the requirements:

· Proof of ownership of the campus, facilities, machinery, etc or a copy of the rental agreement for a specified time signed by an authorized body for the approval of the agreement;

· Location map, building layout and workshop plan description;

· List of assessment facilities, equipment, tools, materials and storage area for the occupation or competence/s on which assessment is to be carried out;

· List of human resource employed to run the entire assessment activity signed by an authorized body for the approval of the employment agreement;

4.1.6.2 The CoC in cooperation with the Regional Industry/ Associations processes and deliberates the submitted documents. If the documents are found to be complete and authentic, a technical team shall visit the center and submit a report on its compliance with the requirements;

4.1.6.3 A fee of ETB 500 shall be paid to the CoC for the issuance of the Accreditation Certificate;

4.1.6.4 If the center does not comply with the requirements, it shall be notified with the corresponding evaluation results and recommendations.

4.1.6.5 The center is allowed to start with registration of candidates only after it received the certificate of accreditation.

4.2 Legal agreement from the management for the use of Centers facility for the purpose of competence assessment shall be prepared.

4.2.1 A Memorandum of Agreement between the Center and the CoC detailing their responsibilities in the implementation of Assessments is signed by the parties involved.

4.3 Accreditation Certificate Code

The Accreditation code placed in the Certificate of accreditation shall contain the following:


AC = Assessment Center

AC

AAA

BBB

IV

2011

2013

02

1234

Serial number (4 digits)

Region Code (2 digits)

Year Expiry (4 digits)

Year issued (4 digits)

NTQF Level (I -V)

Occupation Code (XXX)

Sector Code (XXX)

5. Revocation of assessment center accreditation

5.1 The accreditation of Assessment Centers will be revoked for any of the following reasons:

a. Failure to sustain compliance with accreditation requirements.

b. Connivance with the candidate regarding the fulfillment of assessment requirements.

c. Illegal exaction of fees other than those approved by the COC Board.

6. Renewal of Assessment Center Accreditation

The Accreditation Certificate of an Assessment Center/venue that has already reached the expiry date may be renewed with the following conditions:

a) The Performance rating of the Center/venue from the evaluation instrument installed by the CoC reveals very satisfactory.

b) The Assessment Center willingly applies to the CoC for renewal of its Accreditation.

c) No complains have been made from the candidates, Assessors or CoC

d) The Assessment Center still complies with the requirements for accreditation as stated in 4.1.1.

7. Duties & Responsibilities of an Assessment Center.

7.1 Provides the applicant with self-assessment guide for the occupation applied for to help him decide the assessment to be undertaken, whether Qualification-based or, assessment by unit/s of competence (The filled-up self-assessment guide, will be submitted by the candidate to his/her assessor during assessment day.)

7.2 Accepts and process applications for assessment, and receive with proper receipts the payments for assessment

7.3 .Registers candidates and  provides them admission slip for assessment during the schedule agreed with the CoC.

7.4 Recommends assessment schedule to the CoC, corresponding to the number of applicants to be assessed. This schedule shall be finalized by the CoC.

7.5 Orients the registered candidates on the assessment procedure as well as the rules and regulations of the Center.

7.6 Makes sure that the required equipment, tools and materials and other necessary facilities are prepared at least 5 days before the conduct of actual  assessment, and ready for inspection by CoC officials and appointed assessors

7.7 Facilitates the conduct of assessment activities, making available all the resources needed, including shop-in-charge and shop assistants

7.8 Assigns technically competent person from assessment center to supervise the conduct of assessment and assure compliance to the rules, regulations and procedures of assessments

7.9 Provides the assessors with the agreed fee based on rates agreed upon with the CoC, following the confirmation of the CoC representative on the completion of administrative requirements of assessments (Report of Results, return of assessment packages, etc)

7.10 Remits to the CoC their share from the assessment fee according to the agreed rates.

7.11 Designates and recommends assessment venues to augment the Center capability in the conduct of assessments, especially for highly specialized competencies and/or for greater number of candidates.

7.12 Responsible in upholding and safeguarding the assessment process

8. Rules for the conduct of Assessments

8.1. Assessment must only be conducted if the Assessment Center and the Assessors are prepared and ready to undertake the activity at least one week before schedule.

8.2. The CoC shall make sure that the Assessment package designed and approved by the FTA for the Qualification level is secured and strictly followed by the assessor

8.3. Only candidates who are registered with valid admission slip are admitted for assessment and only allowed to proceed with the assessment process if he/she submits the filled-up Self-assessment guide and signs the Competency Assessment Agreement. (The self-assessment guide, will guide the assessor on the type of assessment to be given, whether qualification-based or competence-based)

8.4. The maximum number of candidates to be handled by one assessor in one assessment session is 10 (ten)

8.5 The whole package containing all the assessment tools for the qualification, (project exercises or simulation or role plays, including oral or written tests) shall be given in only one schedule. to the candidates involved in this schedule.

8.6 For qualification-based assessment, the candidate shall perform all the projects/ tools included in the package for the qualification.

For competence-based assessment, the candidate will choose the project/s he will perform, that contain/s the competencies applied for.

8.7 All the assessment reports made by the Assessor, including the assessment packages shall be handed over to the CoC after the assessment activities conducted on a given schedule.

8.8 The results of the assessment activities conducted shall be included in the report of the CoC to the FTA in the earliest designated reporting schedule.

8.9 Reassessment of candidates shall cover the whole assessment package of the assessment being applied for, either Qualification-based or competence-based.

8.9.1. Reassessment can be applied by a candidate at any time of

his/her convenience

8.9.2. The candidates seeking reassessment shall undergo the same

application process.

 

Annex I

Documents required for Accreditation of Assessment Centers:

AAssessment Center Profile

Name of Center: _ _ _ _ _ _

Location: _ _ _

Services/ Production engaged with: _ _ _ _

Head/ Manager of the Center: _

Assessment Coordinator: _ _ _ _ _ _ _

Other Personnel for Assessment:

Supplies -in- charge _ _ _ _ _

Workshop-in-charge _


Occupation & Qualification level applied for:

1. _ _ _ _ _ _

2. _ _ _ _ _ _

3. _ _ _ _ _ _

4. _ _ _ _ _ _

5. _ _ _ _ _ _

Approving Head / Manager of applying Center:

:     

Full Name Signature                                        Date


B, Checklist of Assessment Center Requirements:

1. Is the lighting facility of workshop sufficient?

2. Does the workshop have an acceptable ventilation?

3. Can the workshop space accommodate at least 5 candidates?

4. Are equipment for assessment enough for the number of candidates?

5. Are tools for the assessment project available & in good condition?

6. Can the materials for the assessment project be procured on time?

7. Is electric power readily available during the assessment?

8. Is PPE available for the candidates during assessment?

9. Is Fire hydrant or Fire extinguisher available in the workshop?

10. Is toilet facility accessible from the workshop?

11. Is water for drinking available near the workshop?


Recommendation:


(Please check space)

For Accreditation:        ;   For further improvement


Date of Accreditation ;       Valid until: _ _

Approved

CoC Director

Annex II

COMPETENCE  ASSESSMENT  APPLICATION  FORM

ID Picture

Date : _____________________

Gender: ____(Male)   ____(Female)

Marital Status: ____(S) ____(M) ____(W) ____(D)

Name:      ____________________  ____________________  __________________

First                                                  Father                                         Grandfather

Address : _________________________________________________________

Education/ Training:   ____ Formal TVET    _____ Non-Formal    _____ Degree

Name of School/ Institution ________________________________________________________

Address : ______________________________________________________________________

Program Title / Occupation & level: __________________________________________________

Category of candidate:

A. Trainer : _____ Public, _____ Private

_____ A Level, ____  B level, _____ C level

Occupation & level handled: ____________________________________________

B. TVET Completer: _____ Public TVET,  _____ Private TVET

C. Employee:               _____ MSE,  ______ Medium & large industry

D. Others:                    _____ Unemployed ,  _____ ( TVET drop-out) ______ self-employed

TYPE OF ASSESSMENT APPLIED:

_____ Qualification-based:

Occupation & Level __________________________________________________

_____ Competence-based:

Occupation & Level : _________________________________________________

Signature of Applicant: ________________________________________________




 

Last Updated (Friday, 06 January 2017 12:43)