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OPITO DESKTOP AUDIT APPROVAL - GUIDANCE MATRIX
The purpose of this document is to enable the applicant to map their evidence of compliance against the OPITO approval
requirements. Items required to be submitted for desktop review are identified in bold text. Applicants who currently
hold OPITO Approval status do not require to submit evidence for those sections marked with an asterisk (*), unless
new systems/procedures have been devised in support of this application. If so, these should be included in the
submission for Desktop Audit Review.
To Be Completed By Applicant
Applicant:
Contact Point:
Scope of Application (Title of OPITO Standard):
Applicant currently holds OPITO Approval for the delivery of the following OPITO Standards: (complete if applicable)
Title(s) …………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………………
For Office Use Only
Date Received by OPITO:
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OPITO DESKTOP AUDIT APPROVAL - GUIDANCE MATRIX
OPITO Requirement Explanation/Examples Evidence Of Compliance
1.Management Systems
Management Systems are required to include the following:
1.1 An explicit policy for implementing and This document should reflect the
maintaining OPITO Standards (signed by organisation’s overall philosophy towards
Senior Management).* complying with OPITO’s training and
assessment requirements. It should be
explicit to OPITO approval and be signed
by senior management.
1.2 A Customer Service Statement which clearly This statement should be brought to the
defines the standards of service which delegates attention of delegates by inclusion in
can expect from the OPITO approved centre.* course materials and/or being displayed
in training areas.
A pro forma statement is available from
OPITO.
1.3 Clearly defined and documented staff roles, This may be illustrated in:
responsibilities and authority for the Organisation Charts
management and delivery of the OPITO Job descriptions/Specifications
approved standard. Procedures
Work Instructions, etc.
Formally documented procedures are required which:
1.4 Ensure frequent internal audits are This procedure should be specific to
conducted by appropriately trained auditing of OPITO approval requirements.
personnel with no conflicting interest in Management systems, staff and physical
the area(s) being audited, of all system resources must all be subject to self audit
activities and procedures relative to the in addition to actual delivery of training
OPITO standard and Approval Criteria.* and/or assessment.
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OPITO Requirement Explanation/Examples Evidence Of Compliance
1.Management Systems (continued)
1.5 Ensure regular review by Senior This procedure should show the process
Management of the organisation’s for Management review of OPITO
delivery of OPITO courses and OPITO performance via internal/external audit
approval requirements. * findings, customer/delegate feedback,
assessment results, accident statistics,
complaints, appeals etc.
1.6 Support delegate complaints.* A documented procedure which shows all
steps in dealing with delegate complaints,
the person(s) responsible, how delegates
are made aware of the procedure, what
records are kept etc.
1.7 Control the maintenance, updating and This may be a single procedure which
back-up of databases (IT and/or identifies relevant databases or controls
manual).* may be included in other procedures e.g.
maintenance, administration etc.
1.8 Ensure accurate records of candidate The procedure requires to indicate how is
assessment are maintained and securely this undertaken, how and where the
stored.* records are stored, who is responsible for
maintaining the records, what security
provisions are in place, etc. This
information may be included in the general
assessment procedure(s).
1.9 Ensure appropriate maintenance activities A documented procedure which shows
for all facilities and equipment to be used that a system is in place for planned and
during delivery of the OPITO Standard.* unplanned maintenance of facilities and
equipment.
1.10 Ensure effective liaison and Applies only to centres having remote sites
communication between all sites where where training is conducted e.g. TEMPSC /
training and/or assessment is fireground areas etc. Procedures are
conducted.* required to demonstrate that systems
accommodate these. E.g. administration,
maintenance, document control
procedures etc.
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OPITO Requirement Explanation/Examples Evidence Of Compliance
1.Management Systems (continued)
1.11 Ensure that OPITO administrative The administration process from booking
requirements are fulfilled.* through to certification requires to be
documented. This must include:
- delegate registration and
forwarding of delegate registration
details to OPITO on a weekly basis
- verification of delegate pre-
requisites (where required)
- dispensation for expired
certificates
- certificate issue
- verification of delegate identity by
means of government issued
photographic identification or
equivalent e.g. Passport, Driving
Licence, etc.
OPITO will assist in putting an electronic
registration system in place.
1.12 Facilitate the identification of resources Examples of individual training and
required by candidates with individual assessment requirements include:
training and assessment requirements - English not first language
and ensure availability.* - Literacy
- Religious considerations
- Disability
1.13 Ensure all training is conducted safely and Evidence may be provided from a variety
delegate well-being is maintained at all of sources, eg:
times.* - Safety Procedures
- Emergency Procedures
- Risk Assessments
- Transport Procedures
Medical Screening Procedures, etc
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OPITO Requirement Explanation/Examples Evidence Of Compliance
2.Physical Resources
2.1 Resource needs are identified in relation to the The resource needs are identified in the
specific OPITO Standard and are available. relevant OPITO Standard.
Evidence of compliance with this criterion
should be in the form of an accurate
inventory of all facilities, equipment
and personal protective equipment to
be used for the delivery of the OPITO
Standard. The actual
numbers/quantities available require
to be listed
2.2 There are sufficient maintenance activities to Evidence may be procured via:
ensure that all training equipment and facilities - Equipment/facilities checklists
are safe and fit for purpose. - Equipment maintenance plans/
schedules
- Contingency plans are also
Please note that Sections 2.2.1, 2.2.2, 2.2.3 and 2.2.4 required in the event of equipment
can be audited during initial and ongoing monitoring breakdown/failure
audits
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OPITO Requirement Explanation/Examples Evidence Of Compliance
3.Staff Resources
3.1 There are sufficient staff with the appropriate The relevant section of the OPITO
qualifications and experience as defined within Standard clearly indicates the required
the OPITO Standard. skills, experience and qualifications for
training delivery and competency
assessment. Evidence of compliance may
be in the form of CVs/Résumés, copies
of certificates, staff training and
competency records etc which
demonstrate compliance with OPITO
requirements.
3.2 There are formal job descriptions/specifications Job descriptions for all job roles
for all job roles involved in the delivery and specific to the delivery and support
support of the OPITO Standard. of OPITO Standards e.g. instructors,
assessors, support staff, administrative
staff, maintenance staff, etc.
3.3 There are sufficient assessors and internal As for 3.1
verifiers with the appropriate training and
competencies to ensure quality and objective
assessments.
Formally documented procedures are required which:
3.4 Ensure that staff training and development This criterion relates to all staff involved
needs are regularly reviewed and a in the training and/or assessment of
programme is put in place to meet any OPITO Standards i.e. full-time, part-time,
requirements which are identified.* sub-contracted, etc.
3.5 Ensure that regular verification of This may be a “stand alone” procedure or
instructor/assessor competency is be part of the training & development
undertaken.* process/procedure.
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OPITO Requirement Explanation/Examples Evidence Of Compliance
4.Training & Assessment
4.1 Information, advice and guidance on training and This process would normally be included
assessment is provided to potential delegates, in administrative procedures.
delegates and their representatives. Additional documentation may include:
- Course Joining Instructions
- Course Information sent to
delegates/delegates’
representatives
- Appeals/Complaints procedure
4.2 Delegates are informed of OPITO’s role within This may be achieved by a prominently
the oil & gas industry and contact points within displayed notice and/or inclusion in
OPITO. training materials.
A suitable notice is available from OPITO.
4.3 There is documentary evidence to confirm that The documents listed i.e. assessment
training and assessment is carried out as checklists, lesson plans & timetable
specified within the relevant OPITO should be sufficiently detailed to ensure
Standard/Training Programme. that training and assessment can be
consistently and reliably delivered. The
documents must reflect the requirements
of the OPITO standard and be clearly
referenced against it.
4.4 Sufficient time is made available to ensure Examples of documentation which should
effective administration of the programme in line reflect the optimum time allocations set
with the OPITO Standard. out in the OPITO Standards may include:
- Course Timetable/Programme
- Lesson Plans
Formally documented procedures are required which:
4.5 Ensure candidate assessment is conducted A documented procedure which outlines
in alignment with OPITO Standard all steps of the candidate assessment
requirements.* process. This may be combined with the
appeals procedure (4.6).
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OPITO Requirement Explanation/Examples Evidence Of Compliance
4.Training & Assessment (continued)
4.6 Support candidate appeals against A documented procedure which outlines
assessment decisions relating to treatment the process involved in a candidate
within the assessment process.* appealing against an assessment
decision. This is a separate issue from a
delegate who wishes to complain about
service etc.
4.7 Ensure consistency, quality and objectivity A documented procedure which outlines:
of assessments across all sites where all steps required for internal verification
assessment is being conducted, through of the assessment process. This may
internal verification* include:
- IV meetings with Assessors
where support and advice to
assessors is provided
- Sampling of assessment
evidence to verify assessor’s
decisions and assessment
- Record keeping
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In addition to the above, OPITO will require the following information which relates to the specific OPITO-Approved
Standard that your organisation wishes to deliver:
OPITO Requirement Explanation/Examples Evidence Of Compliance
5. Additional Requirements
5.1 Lists of equipment and training aids specific This would include photographs of all
to the OPITO Standard to be delivered. equipment and personal protective
equipment, plus details of quantities
available.
5.2 Details of Videos/CDs/DVDs etc. and Details of any & all media and reference
reference documents, if applicable, which documentation used during the delivery
will be utilised during course delivery. of the course
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