Approved Trainers Certification

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1 Approved Trainers Certification The APM Group Limited QMS Related Documents Eligibility Requirements Training Certification Overview Application forms Training Organisation Certification Certification Decision Appeals The OGC logo is a Registered Trade Mark of the Office of Government Commerce in the United Kingdom PRINCE2 is a Registered Trade Mark of the Office of Government Commerce in the United Kingdom and other countries MSP is a Trade Mark of the Office of Government Commerce M_o_R is a Registered Trade Mark of the Office of Government Commerce in the United Kingdom and other countries ITIL is a Registered Trade Mark of the Office of Government Commerce in the United Kingdom and other countries P3M3 is a Trade Mark of the Office of Government Commerce P3O is a Registered Trade Mark of the Office of Government Commerce Version 2.1 (Status -Live) Page Owner Accreditation Manager

2 Table of Contents 1. Introduction Standard Eligibility Assessors Assessment Process Application Application Review Pre-Assessment Assessment Process Assessment Report Assessor Feedback Follow-up Post-Assessment Certification Surveillance Examination Statistics Away Day Feedback Additional Trainer Requirements Suspension following Reg-Registration Exam Lead Trainers Responsibility Lead Trainer Away Day Attendance Associate Trainers Freelance ITIL Trainers Termination of Trainer Sponsorship Transfer of Trainer Sponsorship Re-Assessment Suspension of Trainer Certification Extension of Trainer Certification Withdrawal of Trainer Certification Extension of Scope of Trainer Accreditation Appeals Version 2.1 (Status -Live) Page Owner Accreditation Manager

3 Approved Trainers Certification 1. Introduction This section describes the procedures used by APMG to assess Trainers as competent to provide a highly professional level of service in the product as an approved trainer to their clients. 2. Standard The certification of services provided by Approved Trainers is conducted in accordance with ISO and to APMG ATO Trainer Assessment standards. 3. Eligibility To be eligible for certification as an Approved Trainer, a trainer must be sponsored by an ATO and will need to demonstrate the eligibility requirements as set out in the Eligibility Requirements Training procedure. 4. Assessors APMG will nominate an Assessor(s), with the expertise to cover the full scope of certification required; to be responsible for all assessment activities through to final recommendation and must be checked to ensure there are no conflicts of interest. 5. Assessment Process Assessment of individual trainers is normally conducted as part of the assessment process for ATOs. Subsequently an ATO may request the assessment of additional Trainers. The assessment process has five stages:- Application Application review Pre-assessment Assessment process Post assessment 5.1 Application If an ATO applies for approval of a new trainer, or an existing Trainer wishes to extend their scope of certification, an APMG Trainer Application form should be used. It is the responsibility of the ATO to ensure that each trainer s CV is verified and validated prior to it being submitted to APMG. The receipt of all documentation will be acknowledged. 5.2 Application Review On receipt of a completed and signed application form and verified CV, APMG will confirm the following:- Documentation is counter signed by the Lead Trainer (as appropriate) Applicant meets the required eligibility criteria Application forms not fully completed or meeting requirements will be referred back to the ATO. Version 2.1 (Status -Live) Page Owner Accreditation Manager

4 If no dates are provided for assessment within three months of application, the Trainer application will be withdrawn. A new application would then need to be submitted. Any fees which have been paid will be returned less an administration charge. Where network access has been given to an applicant this is to be withdrawn after one month if the application fee has not been paid. 5.3 Pre-Assessment In order to meet the eligibility criteria, applicant Trainers are required to have successfully achieved the required mark in all the relevant examinations, as detailed in the Eligibility Requirements Training document. This will be verified as part of the trainer preassessment. APMG will confirm with the ATO that the eligibility criteria have been met and arrange a venue, date and time for Trainer assessment with the ATO. If the required eligibility has not been achieved the application will be withdrawn. 5.4 Assessment Process At the assessment the Assessor will:- Observe the applicant presenting a number of training sessions, including workshop and case study elements (in the product that the applicant wishes to be assessed) to students, preferably as part of a normal training course. This will be matched to the ATO material for those sessions and the product syllabus. APMG are reluctant to assess trainers on artificial courses, i.e. a course designed to replicate a live course, with employees from the training organisation posing as delegates, and will only consider this option under exceptional cases and with prior written agreement. Conduct an interview assessment of the applicant s understanding of the product and applicability, in particular of those areas not covered by the presentation sessions above APMG also receive requests for Trainer assessments in countries where APMG does not have an assessor located. Where this would involve substantial logistical costs, APMG can also conduct trainer assessments via the following process:- The ATO submit a recording of the applicant Trainer delivering training. Where possible, this should be training in the product for which approval is sought. The recording should show a full day of delivery which includes training and workshop elements. The recording should be of high quality, fully audible, and should be recorded in such a way that enables the assessor to determine the trainer s level of delegate interaction (i.e. with views showing the delegates as well as the trainer), and use of equipment (e.g. projector). As poor quality recordings inhibit the assessor s ability to accurately assess the Trainer, the assessment may not take place until the ATO can provide a better recording. The Assessor will view this recording to establish the individual s ability as a Trainer. The Assessor will then conduct an interview by telephone (or alternative facility as available) to establish the applicant s understanding of the product and applicability, in particular of those areas not covered by the presentation sessions in the recording. On completion of the assessment, the Assessor will evaluate their findings and conduct a closing meeting with the applicant to:- Present objective overview of assessment results Discuss issues or non-conformance findings Discuss observations raised Version 2.1 (Status -Live) Page Owner Accreditation Manager

5 5.5 Assessment Report The oral report will be followed by a full written report by the Assessor to APMG usually within one week of the assessment. The report will make recommendations as to the Trainers suitability for certification as follows:- Recommendation for immediate certification Recommendation for certification following satisfactory resolution of nonconformances Rejection Non-conformances and observations will be recorded on the Issues Form, within the ATO Trainer Assessment standards. APMG will normally forward a copy of the Trainer Assessment report to the ATO concerned. ATOs are requested not to schedule training courses for applicant Trainers until after they have received formal confirmation of the certification decision. APMG will check the contents of the Assessors report. If more information is required, APMG will refer the report back to the Assessor. 5.6 Assessor Feedback Trainers are requested to complete the Assessor Feedback Form available from the Assessor or via the APMG-Network and return to APMG. 5.7 Follow-up When issues have been raised, APMG will consider the reasons for failure to meet the standards and take action in accordance with the following: - Borderline If the trainer is judged by the Assessor to be borderline in their competence, the trainer may be awarded provisional certification with the proviso that they must act only as the second lecturer for a suggested number of courses with an Approved Trainer in continuous attendance. The ATO should advise APMG what corrective action has been taken within the specific priority timescales following receipt of the assessment report, after which point the provisional trainer will be re-assessed by the Assessor. This can be carried out as a telephone interview to test adequate knowledge or alternatively an assessment visit to assess improved training ability. Failure to satisfy the Assessor this time will result in withdrawal of the trainer from the approval process. For existing Trainers a borderline result will initiate suspension proceedings removing authorisation for the Trainer to train any subsequent courses (during the suspension period) without supervision of an approved Trainer. Failure to satisfy the assessor on the subsequent assessment will result in withdrawal of certification. Clear Failure APMG will deny certification and a copy of the completed report will be retained for use in any future re-application for the approval of that Trainer. The ATO will be notified in writing of the Trainers result. A new application will need to be submitted if the applicant Trainer would like to be reassessed. Version 2.1 (Status -Live) Page Owner Accreditation Manager

6 If a borderline or failure grading is recommended during delivery of a live course, APMG will notify the ATO concerned upon notification of the result. APMG will not insist on the Trainer being replaced for the remainder of the course, although the notification will serve as an opportunity for the ATO to do so. 5.8 Post-Assessment In making the decision on certification, the authorised decision maker will consider the recommendations of the Assessor and any other relevant information. APMG will notify the applicant Trainer s sponsoring ATO of the decision. For information only, APMG will provide the relevant Examination Board (if applicable) with a copy of the Assessor s assessment report. 6. Certification A successful applicant Trainer will be awarded an APMG Certificate, which makes clear the scope and period of approval. The certificate awarded usually has a validity of three years and is subject to contractual agreements and successful annual surveillance. All certificates remain the property of APMG and must be returned upon request. APMG reserves the right to suspend, curtail or withdraw certification of an Approved Trainer at any time. 7. Surveillance APMG will conduct surveillance on approved Trainers twice within the certification cycle, which covers the full scope of the Trainers certification. This will involve two different types of surveillance within the three year accreditation period:- Witnessing trainer delivery on a live course (this may involve an interview, at the assessor s discretion); this will confirm that the Trainer is still performing to the required standard. Telephone interview to assess that the Trainer s level of knowledge is up-to-date at the appropriate depth within the relevant subject area. If the surveillance is not completed within the required timescale due to client issues, the certificate will be suspended. If during the suspension period, the relevant surveillance activity has not been completed the certificate will be withdrawn. A new application and assessment will be required to reinstate certification. 7.1 Examination Statistics In addition APMG review examination statistics four times a year. If Trainer statistics are below a certain grade (usually less than 50% passes) for two consecutive courses, APMG may ask an Assessor to review the course material and/or make an unannounced visit to assess the Trainer. If, in the opinion of the Assessor, the Trainer no longer meets the APMG standards, their status as an approved trainer may be suspended or withdrawn. 7.2 Away Day Feedback Feedback from discussions at Away Days, which might reflect adversely on the performance of Approved Trainers, is to be brought to the attention of the Examination and Executive Boards. Version 2.1 (Status -Live) Page Owner Accreditation Manager

7 7.3 Additional Trainer Requirements Approved Trainers must deliver training in the product/s for which they are approved on a regular basis. Trainers, who have not delivered an accredited course for any APMG product for a period of 18 months or more, will no longer be recognised as an Approved Trainer for the product/s in which they have not trained for the prolonged period described. In order to maintain approved status, such Trainers will have to reapply, and undergo a full Trainer assessment. In addition APMG reserve the right to request a detailed statement of how a Trainer has kept his/her knowledge up to date after a period inactivity. Where re-registration examinations apply, all Trainers must successfully complete a re-registration examination achieving an elevated score (upon expiry of their initial/previous registered status) to demonstrate their on-going knowledge of the product, and thus maintaining their approved trainer status. Approved Trainers have a period of three months from expiry of their initial/previous registered practitioner status to comply. If a Trainer fails a re-registration examination, they will be granted a one month period or any other period which may be agreed in which to complete another re-registration examination. If the subsequent examination is failed, this will result in the loss of approved Trainer status Suspension following Reg-Registration Exam If existing Accredited Trainers fail to meet the requisite mark on the re-registration examination within two attempts they will be suspended. To lift suspension, the trainer s sponsoring ATO will need to submit a detailed plan of how the trainer will update his/her knowledge of the applicable products. The plan will be reviewed by an assessor and discussed until the proposed plan has been agreed. Once the trainer has completed the planned actions and this has been confirmed by the sponsoring ATO s Lead Trainer, the trainer will be permitted one final re-sit of the examination. If the trainer achieves the required score s/he will also need to successfully complete an in-depth knowledge interview with an APMG nominated assessor. This process must be complete within six months. If the trainer s sponsoring ATO fails to submit a detailed plan, the trainer fails the examination for the third time or is not successfully interviewed by assessor; the trainer s accreditation will be withdrawn. Trainers are not authorised to train during the suspension period. 8. Lead Trainers Lead Trainers are restricted to representing one ATO only. 8.1 Responsibility A Lead Trainer is responsible for keeping all Trainers employed/sponsored by, or associated with their ATO, informed of all developments relevant to either training material or the examination process. Version 2.1 (Status -Live) Page Owner Accreditation Manager

8 The Lead Trainer should be notified by the ATO of any comments on training material following any assessment or regular review. They should also be notified by the ATO of any issues noted by an Assessor during a classroom assessment. PRINCE2, MSP, M_o_R and P3O Lead Trainers are invited to attend a series of workshops involving other Lead trainers and the Chief Examiner. Due to the flexible arrangement that exists within the training community a Lead Trainer need not be a full time or permanent employee. Lead Trainers are expected to brief other trainers within their ATO following their attendance at any Lead Trainer Away Day. 8.2 Lead Trainer Away Day Attendance Away Days will be chaired by the Chief Examiner or Senior Examiner if the Chief Examiner is unavailable, who will share questions and supporting documentation with all Lead Trainers present. The Away Day will enable the Lead Trainers to engage in debate with the Chief Examiner on the following issues:- The range of topics that are considered in examinations The quality of questions in the supporting documentation The quality of the papers, i.e. the way questions are combined to create an examination paper The Chief Examiner will consider the views put forward by Lead Trainers as part of the overall development of the examination process but there is no guarantee that every change will be incorporated. A Lead Trainer is requested to attend, on behalf of the ATO, at least one Away Day per calendar year, as part of their contribution to the ongoing development of examination questions. Any Lead Trainer who does not personally attend may lose their status as the Lead Trainer. If the Lead Trainer is unable to attend the ATO may appoint another accredited Trainer to represent them. Representation is restricted to one attendee per ATO. 9. Associate Trainers If a Trainer is sponsored by an ATO this does not preclude the Trainer from working for other ATOs as an Associate Trainer. ATOs contracting an Associate Trainer have a responsibility to ensure that this arrangement is not in breach of any existing contractual agreements and the Approved Trainer is familiar with the ATO material, including all workshop sessions and Case Studies. It is not sufficient that the Approved Trainer has been accredited on another ATO s material. Where an associate or occasional Approved Trainer is to be used by an ATO, the Confirmation of Material Familiarisation form should be completed and counter signed by the Lead Trainer to confirm sufficient familiarisation with the course materials. Notification to the sponsoring ATO of the associate registration is confirmed to APMG though the countersignature on the familiarisation form of the Trainer s sponsoring ATO. Should such an association breach any existing agreement the existing sponsoring ATO should resolve this directly with the trainer. If an ATO does not submit the required documentation, APMG will be unable to register associate trainers working for the ATO which will affect the ATOs ability to book examinations. Version 2.1 (Status -Live) Page Owner Accreditation Manager

9 10. Freelance ITIL Trainers APMG have a pool of Freelance existing Accredited ITIL Trainers. APMG list the details of any such Trainers on the APMG-Network. To be eligible for entry into the pool, Trainers must meet the criteria documented in the relevant eligibility document. Freelance Trainers have no right to use logos or associated intellectual property. 11. Termination of Trainer Sponsorship All Trainers must be sponsored by an ATO at all times. Should an ATO wish to remove a trainer from their list of Approved Trainers, or an Approved Trainer wishes to leave an ATO, APMG is to be advised in writing. Following notification, APMG will seek the intentions of the Approved Trainer. Should suitable arrangements for an appropriate transfer to another ATO, application for ATO status or other arrangement approved by APMG, including the appropriate fee payment, not be made within one month, APMG will suspend certification and advise the trainer accordingly. In extenuating circumstances, APMG may extend this period. APMG will notify the trainer of any extension. 12. Transfer of Trainer Sponsorship Trainers must be sponsored by an ATO at all times. Trainers may switch sponsoring ATOs if explicitly requested in writing through completion of the appropriate Transfer of Sponsorship form. No re-assessment will be required outside the normal surveillance cycle. Please note:- The transfer form contains a section for signature of a representative from the existing and new sponsoring ATO. This is to confirm to APMG that both the organisations concerned are aware of the transfer. Should such a transfer breach any existing agreement the existing sponsoring ATO should resolve this directly with the trainer. The existing sponsoring ATOs refusal to sign the Transfer form without justifiable grounds will not prevent the transfer. 13. Re-Assessment APMG will carry out a full re-assessment on each approved Trainer within a three year period from their initial or previous approval date. Trainer re-assessment consists of an assessor observing a Trainer on a course and conducting an in-depth knowledge-based interview on the method(s) within the scope of the Trainer s certification. Re-assessments are required to be completed and all issues closed out before the expiry of the current certificate. Failure to complete re-certification in this time will result in expiration of the certificate and therefore automatic withdrawal of certification as it is null and void. If APMG are unable to carry out a re-assessment, due to the ATO s or Trainers actions or non response, the Trainer s certification will be withdrawn, unless an extension has been agreed prior to the expiry of the certificate. 14. Suspension of Trainer Certification Should a Trainer not comply with the requirements of the rules within the certification scheme suspension proceedings can be initiated. Version 2.1 (Status -Live) Page Owner Accreditation Manager

10 If APMG are unable to complete surveillance activities or corrective actions are not completed within the required time, APMG will initiate suspension proceedings. During the suspension period the Trainer will be removed from any training listings and the examination booking system and will not be authorised to deliver an APMG accredited course and/or to invigilate/proctor APMG examinations. Once suspended, if the Trainer wishes to have their certification reinstated, they must be assessed on the next live course they are scheduled to run, provided this is within three months from the commencement of the suspension. The sponsoring ATO must advise APMG of date(s) in which the assessment can be undertaken. If APMG are unable to complete the full process within three months of the date of the suspension letter APMG will withdraw the Trainer s certification. The sponsoring ATO on behalf of the trainer would need to reapply, requiring the Trainer to undergo the full certification process prior to being re-instated. 15. Extension of Trainer Certification In certain extenuating circumstances APMG may grant a three month extension to certification, however re-assessment/surveillance would need to take place within the period granted. Should a second extension be requested and considered appropriate, this can only be granted by the CEO upon the request of the Corporate Accreditation Manager. 16. Withdrawal of Trainer Certification Withdrawal of certification will occur automatically if the current certificate expires and reassessment has not been successfully completed. Furthermore withdrawal notices will be issued at the end of a suspension period, if required corrective action has not been completed. In the event that certification is withdrawn, the Trainers sponsoring ATO will be notified in writing. The Trainer will be required to return any valid certificate to APMG and will be removed from the list of Approved Trainers and no longer authorised to run training course in APMG offered products. To regain certification following withdrawal, the Trainer will need to reapply and undergo a full assessment. 17. Extension of Scope of Trainer Accreditation In the event that a Trainer wishes to extend the scope of their certification they apply as per section 5.1. If the Trainer is within the first two years of their certification cycle for another APMG product, an Assessor will conduct an interview assessment of the applicants understanding of the desired product and its applicability. Where the Trainer is within the last year of their certification cycle, an Assessor will conduct a full reassessment as per section 10. Version 2.1 (Status -Live) Page Owner Accreditation Manager

11 18. Appeals Appeals by applicant or Approved Trainers against certification decisions will be considered in accordance with the Appeals process. Version 2.1 (Status -Live) Page Owner Accreditation Manager

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