Course File Documents

Below you'll find example course file and guidance documentation which can be used when planning, delivering and assessing NCFE qualifications.

When you deliver an NCFE qualification you’ll be supported by an External Quality Assurer (EQA). When you register learners you’ll be allocated an EQA who will visit you to provide support and guidance.  Your EQA will complete a report on their visit which will have feedback on your delivery and assessment processes. The report has a number of questions relating to the delivery of NCFE qualifications. Your EQA may recommend that you create a course file to contain all the relevant documentation and evidence you’ll need when they visit. The documents and guidance on this page will show you what kinds of things you could include in a course file.

Please be aware that this is for guidance only; it isn’t mandatory that you include everything here. You may wish to adapt the documents to fit with your centre’s own way of working. This is intended to demonstrate what basic documents could be included in the course file and what NCFE EQAs will look for to ensure you have appropriate arrangements in place to deliver and assess our qualifications. It may be that you have other documents depending on the internal processes in your centre and the qualifications you’re delivering.

If you need any advice on how to use any of these documents, please contact your EQA or speak to the External Quality Assurance team at NCFE.

1. Course Management File Documentation

These documents will support with course management and set up. This file contains the following documents:

  1. Quality File Contents
  2. Annual Quality Plan
  3. Policies, Procedures and Further Info
  4. Guidance Notes Key Processess
  5. Organisational Chart
  6. Staff induction Checklist
  7. CPD Log
  8. Reasonable Adjustment Tracker
  9. Appeals Tracking Sheet
  10. Team Meeting Minutes
  11. Risk

2. Course Delivery File Documentation

These documents will support with course delivery. This file contains the following documents:

  1. Programme Outline Guidance
  2. Scheme of Work
  3. Timetable
  4. Attendance Record
  5. Learner Induction Checklist
  6. Learner Statement
  7. End of Course Questionaire

3. Assessor Documentation

These documents will support Assessors with their role. This file contains the following documents:

  1. Centre Guidance on Assessment and IQA
  2. The Role of the Assessor
  3. Learners Evidence Tracking Log
  4. Assessment Tracking Sheet
  5. Evidence and Grading Tracker (Example with grading)
  6. Record of Learner Observation
  7. Record of Professional Discussion
  8. Question and Answer Form
  9. Witness Testimony
  10. Assessor Feedback to Learner

4. Internal Quality Assurance Documentation

These documents will support Internal Quality Assurers (IQAs) in their role. This file contains the following documents:

  1. Centre Guidance on Assessment and IQA
  2. The Role of the Internal Quality Assurer
  3. IQA Sampling Strategy Guidance
  4. IQA Sampling Plan
  5. IQA Feedback to Assessor Example 1
  6. IQA Feedback report Example 2