We know that there are peak periods in your centre where you need claims to be processed as quickly as possible and you are competing with other centres that have the same challenging timeframes.
To ensure that your sampling needs have been planned for, and can be guaranteed in peak periods, we will ask you to complete an Annual Plan each year. This will allow us to prepare a sampling schedule for your centre for the year ahead.
You are welcome to add all the times throughout the year when you expect to submit a claim, and your EQA(s) will review the completed Annual Plan during both Centre Monitoring and Qualification Sampling activities throughout the year, working with you to combine your sampling into manageable timeframes which align with your certification expectations.
Here is a short video, showing you how to locate, download and complete your Qualification Sampling Annual Plan:
Once you have completed your Qualification Sampling Annual Plan, please upload it to your Documents tab in PRISM. To do this, please watch the following video:
Step-by-step for the above instructions can be found below:
Where to find the Qualification Sampling Annual Plan
The Qualification Sampling Annual Plan can be found in MyQuartz, under Resources and Reports section.
Select ”Qualification Sampling Annual Plan”
You will need to download the report onto an Excel Spreadsheet. You can do this by selecting the “Save” icon at the top of the report, and select “Excel”:
Select search documents – here you will find an Excel document called Annual Plan.
When you have downloaded and opened the Annual Plan, you will see that the information has been pre-populated with:
- Centre name
- Centre number
- Instructions on how to complete the plan
You will also see we have included all the qualifications that your centre is approved to deliver.
How to complete the Qualification Sampling Annual Plan
- The Annual Plan must be completed by the most appropriate person at the centre. This could be:
- Head of centre
- Head of department
- Quality Assurance Contact
- Once you have completed this information, please confirm which month you anticipate claims will be made for each qualification, by writing “Yes”.
- This could be every month, termly or just once a year, depending on the way your centre delivers and submits learner achievements
Here is an example of a completed Qualification Sampling Annual Plan:
- In column A, review the list of qualifications and select either yes or no from the drop-down to confirm if your centre plans to deliver in the year 24/25
- If you select no, we will remove the qualifications from your approved qualification list
- This information must be completed by the most appropriate person at the centre. This could be:
- Head of centre
- Head of department
- Quality Assurance Contact
Where to upload the Qualification Sampling Annual Plan
Once you have completed all required fields, please upload your completed Annual Plan to the documents section in Prism.
- Select “documents”
- On the right-hand side select “add a document” –
- Complete the details with the following details:
- Document reference – Completed Annual Plan 2024/25
- Document version – 1
- Description – please add any information here you would like us to know, if you have nothing, please add N/A
- Document type Quality Assurance
- Upload the file
- Select “upload this document”
The EQA will then review and confirm the sampling arrangements by uploading a confirmed Annual Plan to Prism. Your completed Annual Plan will be reviewed and discussed between you and your EQA(s) throughout the year, during Qualification Sampling activities.
To help ensure we can carry out sampling activities at a time that is convenient for you, please ensure you provide your completed Annual Plan at least 5 working days before the scheduled Centre Monitoring activity date.