Completing your Qualification Sampling Plan

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 a Qualification Sampling 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 Qualification Sampling 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 Plan:

Once you have completed your Qualification Sampling Plan, please upload it to the Centre Monitoring activity report. The following video will show you how to upload your documents to the form, and how to complete the form:

Step-by-step for the above instructions can be found below:

Where to find the Qualification Sampling Plan

The Qualification Sampling Plan can be found in MyQuartz, under Resources and Reports section.

Select ”Qualification Sampling 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”:

When you have downloaded and opened the Qualification Sampling 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 Plan

  1. The Qualification Sampling Plan must be completed by the most appropriate person at the Centre. This could be:
      • Head of Centre
      • Head of Department
      • Quality Assurance Contact
  2. 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 Plan:

Where to upload the Qualification Sampling Plan

Once you have completed all required fields, please upload your completed Qualification Sampling Plan to the Centre Monitoring form in Prism.

  1. When you have the form open, select the “Centre Details” tab
  2. Select “Attach a new document”
  3. Click on the “Select files” button
  4. Locate and select your saved document
    1. Complete the details with the following information:
      • Document reference – Completed Qualification Sampling Plan 2026/27
      • 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
      • Select “Upload selected files”

The EQA will then review your Qualification Sampling Plan, and arrange sampling activity dat4es that are suitable for both your Centre and EQA.

Your completed Qualification Sampling 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 Qualification Sampling Plan no later than Friday 16th October 2026.