TAACMQ501A Develop training and/or assessment organisational policies & procedures

Policy review and continuous improvement processes

The final stage of the 'Policy Cycle' is to review the system for continuing relevance, operational effectiveness and identification of any gaps through the implementation process and ongoing operations.

The time taken to determine whether a policy or procedure is operating correctly will depend on the purpose of the guidelines. For example, if a certificate system has been altered and is not working correctly, problems may appear with the very first certificates produced.

A timeline needs to be determined with which to establish whether the policy is working, and dates set for review. The procedure should also establish the acceptable standard of work and how it is to be measured, as well as the actual process of monitoring this.

Monitoring the initial and ongoing implementation of policies and procedures can be achieved using a range of strategies, including:

Observing people while they are actually working;
Asking those involved in the system for feedback;
Reviewing written reports about the system;
Carrying out spot checks or audits of the operation of the procedure.

A questionnaire or survey completed by those involved in the operation of the procedures can be used to discover whether the goals, objectives and outcomes of the policy are being met, and the purpose has been achieved. Any problems or difficulties identified in such a review process should automatically lead to a repeat of the process of policy analysis, redesign and implementation. This process therefore follows the cyclical model outlined.

The policy and/or associated procedures developed may not be quite right and need modification (fine-tuning). With input and assistance from the people actually involved in the process it will be easy to adjust them. Any changes or modifications to the policy require further notification to all stakeholders, and new version control information may need to be added.

It is important to note that the AQTF standards require regular internal auditing of all policies, procedures and systems within registered training organisations, and the process of policy review may be incorporated into the wider audit schedules and system of the organisation.

Activity 6

Identify an existing policy/procedure document within your organisation and plan a review/audit process of its effective operation.

In planning your review, you should consider the following:

Personnel to be consulted through the review;
Reports or documents that may be analysed for effectiveness/accuracy of the procedures;
Processes that may be observed or checked for consistency of policy implementation;
Audit documentation of the organisation that may be used to conduct the review.

Conduct the review of the policy document as you have outlined and prepare a short report on the outcomes of the review, including recommendations for modification or improvement.

Assessment Project

Develop training and assessment policies and procedures

Due date:

Length: 2,500-4,000 words, including policy documents

This assessment project involves developing and implementing policies and procedures for at least two distinct areas within a training and assessment organisation. A minimum of one of the policy documents developed must be linked directly to AQTF standard requirements.

Your project should provide draft and final policy and procedure documents, style guide/presentation standards that were followed, and the implementation plan developed and employed to implement the appropriate policy documents.
A report submitted with project documentation should also provide a description of information sources consulted and the research process undertaken for policy development, explanation of and/or records of consultation and communication activities undertaken in developing, implementing and reviewing the documents and description of review processes, feedback received and modifications made to the policy documents.

Your completed documents may follow the example formats provided through the course, or any other organisational format relevant to the task.

Alternative projects relevant to your organisation may be negotiated with your facilitator.