Foundation For Professional Development

Students enrolling for FPD courses, should take note of the Policies and Procedures that apply to learner records, marks and certification.

POLICY AND PROCEDURE ON LEARNER RECORDS, MARKS AND CERTIFICATION

1. PROCESSING OF STUDENT MARKS

Receipt of assignments is noted in the course database. All assignments are accompanied by assessor comment forms on which the assessor enters the final mark as well as his comments. S/he must also keep a register with the marks of all the assignments. The marked assignments are sent back to the FPD with the assessor comment forms. The marks are entered into the course database. Copies are made of the assessor comment forms and the copies are sent back to the students with the marked assignments. The original tutor comment form is kept on the student’s file.

Assessment: Short Courses

Receipt of assessment questionnaires is noted in the course database. When the assessment questionnaires are sent to the assessors the date is entered onto the assessment control sheet. A deadline for collection of the assessment questionnaires is also entered onto the control sheet. The assessor receives the assessment questionnaires with a list of all the students who submitted assessment questionnaires. On receipt of the marked assessment questionnaires the marks are entered into the course database, the marked assessment questionnaires are filed in the student files and the course and CPD certificates are issued and posted to the students.

1.2 Central processing place

1.3 Security system

All computers have personal passwords to which only the course administrators and coordinators have access. All files are on the FPD network. Backups are made on a daily basis and kept in a safe. Master backups are made weekly and kept off-site.

Access to the FPD offices is controlled through an electronic access card control system and the premises are secured by an alarm system.

1.4 Person who controls processing of student mark

There is a dedicated person that controls the processing of the student marks on each course.

1.5 System on which students marks are captured

1.6 Safeguard of marks

All computers have personal passwords to which only the course administrators and coordinators have access. All files are on the FPD network. Backups are made daily and stored off-site.

Access to the FPD offices is controlled through an electronic access card control system and the premises are secured by an alarm system.

2. CERTIFICATION PROCESS

2.1 On receipt of marked assignments from assessors, marks are entered into database. Before filing of marked assignments in student files the certificates are issued from the marked assessment questionnaires or assignments. The whole process is the responsibility of the course coordinator / administrator to whom the course has been allocated. The printer on which the certificates are printed is in sight of all the administrators.

2.2 On receipt of marked assignments from assessors, marks are entered into database. Before filing of marked assignments in student files the certificates are issued from the marked assessment questionnaires or assignments. The whole process is the responsibility of the course coordinator / administrator to whom the course has been allocated. The printer on which the certificates are printed is in sight of all the administrators.

2.4 On receipt of marked assignments from assessors, marks are entered into database. Before filing of marked assignments in student files the certificates are issued from the marked assessment questionnaires or assignments. The whole process is the responsibility of the course coordinator / administrator to whom the course has been allocated. The printer on which the certificates are printed is in sight of all the administrators.

2.5 For each registered student a student record exists in the course database. Before certificates can be issued, student records are checked as marks are entered into database. Issuing of certificates is also noted on the data base.

2.7 Certificates on completion of courses (where both the workshop has been attended and the self-study completed) are issued with a red seal embossed with the FPD logo. Certificates of attendance (where there are only a workshop and no self-study) are issued without a red seal.

2.8 Certificates are kept in the Programme Director office in a locked cupboard.

2.9 Registered Higher Education Learning Programmes’ diplomas & certificates are issued with unique numbers and the student names and certificate or diploma numbers are entered into a diploma or certificate register.

2.10 On some business courses certificates are issued to students on graduation ceremonies. Where students cannot attend or where funding is not available for graduation ceremonies the certificates are sent to the students by registered post.

Information on certificate: Student name, Course name, course date, “completed” or “attended”, signatures executive director and programme director.

GENERAL RULES AND REGULATIONS

1. ADMISSION

1.1 In order to register for any programme offered by the Foundation for Professional Development (FPD), a prospective learner should

1.1.2 In the case of matriculation without exemption, demonstrate relevant experience in the health sector field and

1.1.3 Comply with the specific requirements set by any particular programme (refer to the registration requirements prescribed in the admission procedures to particular programmes and short courses), including, but not limited to a relevant degree in the health sciences or allied health sciences, and/or considerable and relevant experience in the health sector industry.

1.2 The FPD may, from time to time place limitations on the number of learners admitted to any programme, including but not limited to cases where limitations are placed on the maximum number of learners that may be accommodated, or where a limited number of learner support grants is available.

1.3 The FPD may, if a minimum number of learners are not registered by any given deadline for course registrations, cancel such course and will, in such cases refund any registration fees to prospective learners.

1.4 A prospective learner will only be admitted to postgraduate degrees, diplomas and certificates if in possession of a relevant undergraduate degree and/or relevant experience in the health care sector.

2. REGISTRATION

2.1 A learner may register, upon payment of the prescribed fees, from time to time at the FPD for its programmes and courses and, in doing so:

2.1.1 Subjects him or herself to all the rules and regulations of the FPD and the specific programme or course s/he is registered for, including attendance to classes, as scheduled as compulsory in particular programmes.

2.1.2 Bears the responsibility of ensuring compliance with the requirements of the programme or course, in order to receive the relevant qualification.

2.1.3 Bears the responsibility of ensuring compliance with requirements et by relevant professional bodies, including but not limited to the Health Professions Council of South Africa, Nursing Council of South Africa, Pharmacy Council of South Africa, etc.

2.2 Should a learner fail to complete any particular programme or, after registration but before a programme or course commences, to commence with such programme, no fees will be refunded, unless programme- or course specific regulations apply that entitle such learner to such refund under the particular circumstances thus stipulated.

2.3 Learners may not register for two or more post-graduate programmes at any given time at the FPD unless the FPD provides specific consent to such particular registration for two or more post-graduate programmes.

2.4 The relevant Advisory Committee may decide to terminate the registration of any learner who fails to comply with the requirements set by a particular programme or course, and such learner has the right to appeal to an ad hoc Committee constituted by the Academic Programme Director, after consultation with the Executive Director of the FPD.

3. LEARNING PERIODS

3.1 A learner has to, apart from other requirements set by a programme or course, complete a particular programme or course within the time limits stipulated by such particular programme or course regulations and a failure to do so, may lead to no qualification being awarded to such learner.

3.2 A learner must comply with the requirements set within a particular programme or course, such as submission dates for assessments, or requirements set for a second assessment and a failure to do so, may lead to no qualification being awarded to such learner.

4. RECOGNITION OF PRIOR LEARNING (INCLUDING MODULES AND/OR COURSES PREVIOUSLY COMPLETED)

4.1 The CPM and CAM may be achieved in part through the recognition of prior learning. Individual students will be assessed against the exit level outcomes of the qualification on a case-by-case basis. Learners who have previously successfully completed modules, courses or programmes at the FPD or another institution and who wishes to have such modules, courses or programmes recognized by the FPD, should apply in the prescribed form for recognition of such prior learning, to the Academic Programme Director. (Prescribed form is available from the Programme Director – contact details under “Enquiries”).

4.2 The Academic Programme Director will present the application to the Foundation for Professional Development relevant Education Programme Advisory and Quality Committee who may decline or accept such application after taking into account the outcomes associated with the modules, course or programme for which recognition of prior learning has been requested and may request of any learner additional materials or information, so as to inform their decision.

4.3 Where a substantial period of time has expired since a learner has completed such modules, courses or programmes, the said committee may, considering developments in the particular field since such period, determine that a learner should re-register and complete such module(s) or (parts of) such course or programme.

4.4 A learner who is not satisfied with the outcome of an application for recognition of prior learning, may appeal to the relevant examination committee, which may confirm or overturn such decision, after considering the merits of the particular application and the motivation of the Education Programme Advisory and Quality Committee.

5. EVALUATION/ASSESSMENT OPPORTUNITIES

5.1 The FPD may from time to time set specific requirements applicable to admission to any particular assessment or evaluation opportunity on the recommendation of the Academic Programme Director, after consultation with a particular Programme Advisory Committee, provided that such requirement must be relevant to the particular programme or course.

5.2 Learners have to abide by the particular rules set by any course or programme, and have to take cognisance of the FPD Rules on Assessment and Moderation, as updated from time to time.

6. QUALIFICATION

6.1 A qualification will only be conferred on a learner if s/he has fulfilled all the requirements set for such a qualification.

6.2 The FPD reserves the right not to confer any qualification, should the learner be found not to be competent in the particular outcomes as described in the particular learning programme.

7. CODE OF CONDUCT AND GENERAL RULES APPLICABLE TO LEARNERS

7.1 A learner will comply with the FPD Code of Conduct, which includes the following, and which includes general rules pertaining to conduct expected from learners at institutions of higher learning:

7.1.1 The FPD endorses the principles of non-racialism, non-sexism and non-discrimination. It believes that education should be accessible, affordable and relevant to the South African- and African contexts.

7.1.2 Learners of the FPD are expected to treat fellow learners, faculty and administrative staff with dignity and respect. As the FPD offers quality educational products, it believes that its learners should, as counter-performance, act with integrity and honesty in participating in- and completing programmes and courses offered by the FPD.

7.1.3 By registering for any FPD course or programme, a learner subscribes to this Code of Conduct.

7.2 A learner has to adhere to the strictest standards of privacy and confidentiality and undertake to respect the intellectual property rights and copyright of others, including, but not limited to that found in prescribed works, study materials and the work of fellow-learners and faculty members.

7.3 Failure to adhere to the Code of Conduct or any general rule of law or FPD-specific institutional or programme rule, may render a learner liable for disciplinary action, taken in accordance with the principles of natural justice.

RULES: ASSESSMENT AND MODERATION

1. PURPOSE

These rules apply so as to ensure the internal and external validity and quality of all assessments as it pertains to programmes and short courses offered by the Foundation for Professional Development, in accordance with the principles of educational excellence and fairness and transparency towards all learners.

2. GENERAL RULES PERTAINING TO ASSESSMENT AND MODERATION

2.1 The author of course and/or programme materials should ensure that appropriate assessment opportunities accompany such course or programme. This aspect should be included in all author agreements and briefing documents.

2.2 All module-, course and programme materials should include a section on assessment, including:

2.2.1 The form and expected outcome of such evaluation (e.g. “multiple questions based on learning materials” or “assignment consisting of an original business plan including the application of key concepts transferred during learning opportunities and contact sessions”).

2.2.2 The grading of such assessment opportunity (i.e. in the form of marks per question, assignment, etc., and its relative value vis à vis other questions or assignments per assessment opportunity).

2.2.3 The influence grading per assessment opportunity has on the overall assessment of the learner and the allocation of a pass or fail to a particular course or programme.

2.2.4 Deadlines set for submission and/or completion of all assessment opportunities.

2.4 Quality assurance of assessment and moderation, including aspects such as the appropriateness of particular forms of assessment, is part of the responsibility of the Academic Programme Director.

2.5 All procedural and operational aspects pertaining to assessment and moderation, forms part of the responsibility of the Programme Director.

2.6 An Examination (Assessment and Moderation) Committee is established, which takes ultimate responsibility for all assessment and moderation:

2.6.1 The Examination Committee consists of the Executive Director, Academic Programme Director, Subject Expert, the Assessor and the Moderator. The Committee is empowered to co-opt any specialist in any field, as is required from time to time.

2.6.2 Assessment opportunities awarded on all Certificate-, Diploma- and Degree courses are to be evaluated by the Examination Committee before inclusion in any new or existing programme.

2.6.3 The Examination Committee acts as an appeals body, should any dispute or grievance arise in connection with assessment and/or moderation that could not be resolved by an application of the rules set out below.

2.7 Learner requests concerning the assessment method, marks awarded, etc. will be forwarded to the Examination Committee, who will, if, required, refer the issue to a moderator to evaluate and make recommendations.

3. INTERNAL ASSESSMENT

3.1.1 Learners have to submit all four assignments that form part of the assessment opportunities attached to the programme.

3.1.2 Learners have to obtain a pass mark of 50% average for all four assignments (combined) in order to pass the programme, provided that they submit all four assignments.

3.1.3 Learners who fail any particular assignments have a single opportunity to resubmit such assignment within a prescribed period of time and will only be rewarded a pass or fail mark.

3.1.4 Should a learner fail an assignment on the second submission, the assignment will be referred to a moderator or external examiner, depending on the nature and subject field of the assessment.

3.1.5 A learner who fails after being awarded such second opportunity has the right to appeal to the Examination Committee in writing within 14 days of receiving a fail grading.

3.1.6 A learner who passes with an average mark of 80% or above, will be awarded the Certificate in Practice Management with distinction.

3.2.1 Learners have to submit all eight assignments that form the assessment opportunities attached to the programme.

3.2.2 Learners have to obtain a pass mark of 50% on average for all eight assignments (combined), in order to pass the programme, provided that they submit all eight assignments.

3.2.3 Learners who fail any particular assignments have a single opportunity to resubmit such assignment within a prescribed period of time and will only be rewarded a pass or fail mark.

3.2.4 Should a learner fail an assignment on the second submission, the assignment will be referred to a moderator or external examiner, depending on the nature and subject field of the assessment.

3.2.5 A learner who fails after being awarded such second opportunity has the right to appeal to the Examination Committee in writing within 14 days of receiving a fail grading.

3.2.6 A learner who passes with an average mark of 80% or above will be awarded the Certificate in Advanced Management with distinction.

3.3.1 Learners have to submit the required assessment (answers to multiple questions, answers to short and/or essay questions, assignments, etc.) on or before the dates specified as part of such course requirements.

3.3.2 In the case of courses where contact sessions are scheduled, learners who fail to submit before such contact session commences, will be provided with a second assessment questionnaire/assessment paper, which has to be submitted before the date specified as part of such course requirements.

3.3.3 Learners have to obtain a pass mark of 70%, unless course-specific pass marks have been set, relative to the complexity of the particular course and taking into account specifications set by professional regulatory bodies, such as the Health Professions Council, Nursing Council, Pharmacy Council and others.

3.3.4 Learners who fail assessments may, in the case of assignments, resubmit such assignment, and in the case of multiple questions, short and/or essay questions, will be provided with a second assessment set, provided that only a pass or fail mark will be rewarded on resubmission of assignments or for a second questionnaire and that such opportunity only exists once.

3.3.5 Should a participant fail an assessment after such second submission, the case will be reviewed by the Examination Committee.

3.3.6 Apart from the provisions stipulated above, moderators or external assessors, if applicable, will conduct spot-checks from time to time to ensure relevance of evaluation formats, clarity of assessment questions and tasks and consistency in marking and grading.

3.4.1.1 All course materials and all supplementary materials (including teaching materials such as slides, if applicable) provided to learners at or before contact sessions have to be provided to assessors.

3.4.1.2 All background information on the programme, including the outcomes of such programme or course.

3.4.2 An assessor briefing document and agreement have to be signed before any assessment begins and copies of such agreements have to be kept. The Academic Programme Director has to ensure that assessors comply with the substance of such agreements and failure to do so have to be brought to his or her attention by the Programme Director.

3.4.3.4 Models answers, answer sheets, etc., depending on the provisions of rule 3.5.2.

3.5.1 Assessors have to mark all assessment questionnaires and/or questions and/or assignments as stipulated in the assessor briefing document and agreement, within the stipulated timeframes.

3.5.2 Assessors will provide the FPD with a master answer sheet, if none has been received previously by the author of the study materials or author of the assessment opportunity, whichever is applicable.

3.5.3 Assessors have to document receipt and handing over of questionnaires and/or answer sheets and/or assignments on the prescribed form, by means of a full signature and date.

3.5.4 Assessors have to record all marks awarded to each student in a standardized format (e.g. Assessor form), including detailed comments so as to enable learners to learn from such comments.

3.5.5 Assessors have to record the final marks of each student on the ‘Students Marks-List’.

3.5.6 Assessors, or faculty or authors, if applicable, should update all materials relating to assessment opportunities annually in November, or, if applicable, as new information becomes available or as is dictated by the specific learning- and surrounding environments.

4. EXTERNAL ASSESSMENT

4.1.1 No person may be a moderator and assessor for any particular module. In such cases, a second moderator has to be appointed for such particular modules and such moderator has to report his or her findings to the principal moderator of the programme.

4.1.2.1 All course materials and, if applicable all supplementary materials (including teaching materials, such as slides, if applicable) provided to learners at or before contact sessions.

4.1.3 The moderator should receive a briefing document and agreement (including a copy of these rules), which has to be signed before moderation starts. Copies of such agreements have to be kept. The Academic Programme Director has to ensure that moderators comply with the substance of such agreements and failure to do so have to be brought to his or her attention by the Programme Director.

4.1.4.1 A copy of the marking grid/assessor form, the questionnaire and/or questions and/or assignment and the answer sheet and/or model answers.

4.1.4.2 Marked assignments, questionnaires and completed assessment feedback forms, as provided to learners whose work are being moderated.

4.1.4.3 The Students Marks-list with the marks awarded to each learner in the module(s) being moderated.

4.1.5 Moderation should be completed within a deadline set by the agreement referred to in rule 4.1.3.

4.2.1 The moderator visits the FPD main site of delivery to select at random 30 percent of the assessed answer sheets and/or assignments and/or portfolio’s, etc. or may arrange for such random selection to be made in the presence of two members of the Examination Committee.

4.2.2 The random selection must include learners whose marks deviate to a statistically significant degree from those awarded to the rest of the class.

4.2.3 The Moderator has to document the receipt and handing over of questionnaires and/or answers and/or assignments and Students Marks-lists.

4.2.4 The moderator marks at least one third and randomly checks two thirds of the question papers/assignments/questionnaires.

4.2.5.2 If the distribution is normal, but the curve is well below an average pass rate, evaluate whether the standard of assessment has been too strict and/or unrelated to the outcomes, etc.

4.2.6 The moderator has to record the marks/grading awarded to each learner and specifically note discrepancies found in the marks, marking processes or evaluation as completed by the assessor.

4.2.7 The moderator or moderators have to submit a complete report to the Examination Committee on completion of moderation.

4.2.8 Should the moderator feel that any adjustment must be made to the end mark (fail or pass of the specific programme), such adjustment will be referred to the Examination Committee who will take cognizance of the recommendations made by the moderator and take appropriate steps to remedy any deficiency, including, but not limited to the adjustment of marks, the remodelling of assessment opportunities, course materials, etc.

4.2.9 No final fail or pass results will be made known to any learner prior to the completion of moderation.