First Aid Course Administration and Certification Control Policy

1. Purpose

This policy defines the administrative control procedures for all regulated First Aid qualifications delivered by DTMK Training Services through Qualsafe Awards.

Its purpose is to:

Ensure accurate and fair assessment recording
Prevent administrative error
Maintain compliance with awarding organisation requirements
Protect the integrity of certification claims
Provide clear internal quality assurance controls

This policy applies to all trainers, assessors, IQA personnel and the Responsible Officer.

2. Scope

This policy governs:

Preparation of course administration materials
Controlled issue of paperwork and learner documentation
Completion and verification of assessment records
Marking accuracy procedures
Desk based review prior to certification claim
Monitoring of learner assessment trends

Operational training equipment is governed separately and is not covered within this policy.

3. Course Administration Box System

DTMK Limited operates a controlled Course Administration Box system.

All required administrative paperwork, learner issue materials and assessment documentation must be organised into designated folders and placed inside a clearly labelled Course Administration Box prior to departure from DTMK premises.

The full contents required are defined in Appendix A.

No regulated course may commence unless the Course Administration Box is complete.

This system ensures that when materials leave DTMK Limited, all required administrative controls leave with them.

4. Pre-Delivery Controls

Before any course:

The correct qualification paperwork must be downloaded from the Qualsafe centre portal.
The most current version must be confirmed.
Multiple choice assessment papers must be printed at 100 percent scale.
Laminated marking overlays must be tested for compatibility against a printed answer sheet.
Automatic print scaling must not be used.

A Pre Departure Verification Checklist must be completed and signed.

Where trainers are becoming familiar with qualification specific paperwork, enhanced verification controls may be temporarily applied.

5. During Course Administrative Controls

To prevent omission or incomplete documentation:

Registers must be completed in real time.
Practical assessment record sheets must be completed at the point competence is observed.
All required tick boxes must be completed before learners leave the venue.

Prior to learner dismissal, the Lead Trainer must review:

Register completeness
Practical assessment documentation
MCQ marking completion

Learners must not leave until administrative checks are complete.

6. Marking Accuracy Control

To safeguard assessment integrity:

MCQ papers must be marked using a verified overlay.
A secondary visual re check must be conducted.
Where any doubt exists, answers must be manually cross referenced with the official answer matrix.

If a marking discrepancy is identified:

The correction must be documented clearly.
The IQA must be informed.

Certification claims must not be submitted until marking accuracy is confirmed.

7. Post Course Desk Based Review

All completed course paperwork must undergo a desk-based review by an IQA prior to certification claim.

This review must:

Be conducted off site from the training environment
Take place in a quiet, distraction free setting
Confirm completeness and accuracy of all documentation

Certification may only be claimed following documented IQA approval.

8. Certification Claims

Certification claims must:

Accurately reflect learner outcomes
Be supported by complete documentation
Be submitted only after IQA sign off

If an administrative error is identified after submission:

Qualsafe Awards must be notified promptly
A corrective action record must be completed

9. Monitoring and Continuous Improvement

DTMK Limited will maintain a Question Error Log for each qualification.

After each course:

Frequently missed questions will be recorded.
Trends will be reviewed quarterly.
Findings will inform trainer standardisation and CPD.

This process is developmental and supports reflective practice.

10. Temporary Enhanced Controls

Where new qualifications or revised paperwork are introduced, DTMK Limited may implement temporary enhanced verification measures until consistent compliance is demonstrated.

These measures reflect a proactive commitment to quality and regulatory compliance.

11. Accountability

The Responsible Officer holds overall accountability for compliance.

All trainers and IQA staff are required to adhere strictly to this policy.

Failure to follow this policy may result in internal corrective action or retraining.

12. Review

Last reviewed: February 2026
Next review due: 28th February 2027

Director: Christopher Cook
Contact: christopher@dtmk.co.uk

Appendix A

Course Administration Box Issue List

This appendix forms part of the DTMK Limited Course Administration and Certification Control Policy.

It defines the full administrative paperwork and learner issue materials that must accompany every regulated first aid course delivered by DTMK Training Services.

This list relates only to administration, assessment and learner documentation. Operational training equipment is governed separately under the Training Equipment Control Procedure and is not included within this appendix.

1. Course Administration Box System

All course administration materials must be stored within designated folders.

These folders must be placed inside a clearly labelled Course Administration Box prior to departure from DTMK Limited premises.

The box must contain:

All required course paperwork folders
Learner issue materials
Administrative consumables

No course may commence unless the Course Administration Box is complete.

When the box leaves DTMK Limited, it must contain every item listed in this appendix.

2. Folder Structure

A. Reasonable Adjustment Folder

Qualsafe Access to Assessment Policy
Qualsafe Reasonable Adjustment Form
Qualsafe Special Consideration Form

This folder must be available on every course.

B. Course Paperwork Folder

DTMK Limited Booking Form and Course Details
Training Commitment Forms, laminated
Learner Register
Practical Assessment Record Sheet
Laminated Practical Assessment Criteria
Learner Feedback Form

C. Multiple Choice Question Paper Folder

Qualsafe Multiple Choice Question Paper Guidelines
Allocated Assessment Papers
Allocated Course Answer Papers
Laminated Answer Sheet Overlay

The laminated overlay must be checked against a printed answer paper at 100 percent scale prior to issue. Automatic print scaling must not be used.

Verification of compatibility must be recorded before course delivery.

D. Quality Assurance Folder

Qualsafe Desk Based Review Form
Qualsafe Conflict of Interest Forms
Conflict of Interest Centre Guidance
Qualsafe IQA Trainer Observation Forms
Qualsafe Appeals Form

3. Learner Issue and Administrative Materials

The Course Administration Box must also contain:

Current course reference books
Student training packs
Black pens for learners
Folding clipboards where tables are not available

These items form part of the controlled learner issue materials for the course.

4. Pre Departure Verification

Before the Course Administration Box leaves DTMK Limited:

The Lead Trainer must verify that all required folders are present.
Correct qualification paperwork version must be confirmed.
Print scale compatibility must be checked for assessment materials.
Sufficient learner materials must be available for expected numbers.

A Pre Departure Checklist must be completed and signed.

5. Return and Reconciliation

On return to DTMK Limited premises:

All completed paperwork must be removed and secured.
Remaining unused assessment materials must be reconciled.
The Course Administration Box must be reset for future use.

No certification claim may be submitted until IQA desk-based review has been completed.