Kopanyo Investments t/a Adam Kok Institute

Assessment Policy

Document Name
Assessment Policy
Document Number
AKI-POL-301
Approved Date
01 April 2025
Next Revision Date
01 April 2028

1. Purpose

This Assessment Policy sets out the principles, procedures, and timelines for the design, administration, moderation, verification, and reporting of assessments conducted by Kopanyo Investments t/a Adam Kok Institute ("the Institute") as a Skills Development Provider (SDP) accredited under the Quality Council for Trades and Occupations (QCTO).

The policy ensures that assessment practices are valid, reliable, fair, consistent, transparent and compliant with the requirements of the QCTO, Assessment Quality Partners (AQPs), and other relevant authorities. It provides a structured framework for ensuring the credibility of learner assessment outcomes leading to certification.

2. Scope

This policy applies to:

  • All learners, assessors, moderators, and internal quality assurance personnel of Kopanyo Investments t/a Adam Kok Institute.
  • All occupational qualifications, part-qualifications, and skills programmes registered with the QCTO.
  • All internal and external assessments, including the External Integrated Summative Assessment (EISA), conducted or coordinated by the Institute as an accredited SDP.

It covers:

  • Internal formative and summative assessments;
  • External integrated summative assessments (EISA);
  • Moderation and verification of assessments; and
  • Assessment records management and reporting to the QCTO or relevant AQP.

3. Definitions

Assessment:
The systematic process of collecting evidence to determine the learner's competence against occupational standards.
Skills Development Provider (SDP):
An organisation accredited by the QCTO to deliver training and conduct internal assessments towards occupational qualifications.
External Integrated Summative Assessment (EISA):
The final assessment conducted under the control of the AQP or QCTO to confirm learner competence.
Assessment Centre (AC):
A QCTO-accredited centre authorised to conduct external assessments.
Assessment Quality Partner (AQP):
A body delegated by the QCTO to manage external assessments and certification processes.
Moderator:
A competent person who ensures that assessment decisions are consistent and aligned with required standards.
Qualification Assessment Specification (QAS):
The official document defining the assessment requirements for a qualification.

4. Principles

  1. Assessment will be valid, fair, reliable, authentic, and sufficient, ensuring credible decisions.
  2. The Institute, as an SDP, will ensure alignment with QCTO and AQP requirements at all stages.
  3. All assessors and moderators will be registered, qualified, and competent as per QCTO standards.
  4. Assessment instruments and methods will be inclusive, providing reasonable accommodation for learners with special needs.
  5. Assessment outcomes and results will be verified, moderated, and quality assured before submission to the AQP or QCTO.
  6. Assessment integrity and security will be upheld at all times.
  7. Assessment processes will support continuous quality improvement and compliance monitoring.

5. Assessment Design and Instruments

  1. Assessment instruments will be designed in alignment with the QAS, QCTO guidelines, and the Institute's internal quality system.
  2. Instruments will address the three learning components: Knowledge, Practical Skills, and Work Experience.
  3. All instruments will include:
    • Assessment criteria and evidence requirements;
    • Clear instructions for assessors and learners;
    • Standardised marking guides or rubrics;
    • Version control and approval records by the Quality Assurance Officer.
  4. Instruments will be reviewed and updated as required by QCTO changes or after each assessment cycle.

6. Assessment Planning and Duration Standards (Aligned to QCTO Timeframes)

Process Responsible Party Duration / Timeframe Reference
Learner Enrolment on QCTO Database Institute (SDP) Within 21 working days of learner start date QCTO Learner Management Guidelines
Internal Assessments Completion Assessor / Learner Minimum of 3 months before EISA registration closing date Institute Standard
EISA Registration Institute (SDP) 3 calendar months before EISA date QCTO EISA Policy
Internal Moderation Moderator Within 10 working days after assessment submission Institute Standard
External Moderation by AQP AQP / Assessment Centre Within 21 working days after EISA QCTO External Moderation Guidelines
Certification by QCTO QCTO Within 21 working days after approval of results QCTO Certification Policy
Re-assessment / Re-sit Institute (SDP) Within 1–3 months after result release Institute Standard

7. Internal Assessment Procedures

  1. The Institute will conduct internal assessments using qualified assessors and registered instruments.
  2. All assessment evidence (assignments, workplace reports, observations, and PoEs) will be retained securely.
  3. Learners will be informed of assessment schedules, requirements, and outcomes in writing.
  4. Assessors will provide feedback within 10 working days of assessment submission.
  5. Learners who are deemed "Not Yet Competent" will be allowed one reassessment opportunity within the next scheduled cycle.

8. Moderation and Verification Requirements

  1. Internal moderation will be conducted on a sample of 10–25% of all assessments per batch.
  2. Moderators will ensure that all instruments, judgments, and evidence meet QCTO and AQP standards.
  3. External moderation (by AQP or QCTO) will verify a minimum 25% sample or as prescribed by the AQP.
  4. Moderation findings will be recorded and used for continuous improvement and staff feedback.

9. Security, Integrity, and Irregularities

  1. Assessment instruments and results are confidential and stored securely in locked cabinets or secure digital platforms.
  2. The Institute will implement version control and restrict access to authorised personnel only.
  3. Any irregularities (plagiarism, cheating, collusion, or misconduct) must be reported to the Quality Assurance Officer immediately.
  4. Investigations will be handled in line with the Institute's disciplinary code and QCTO protocols.

10. Record Keeping and Reporting

  1. Assessment records (PoEs, instruments, moderation reports, learner marks) will be retained for a minimum of five years after certification.
  2. All results and supporting documents will be uploaded to QCTO/AQP systems within the prescribed timeframes.
  3. Data integrity will be maintained through version control and secure digital backup.

11. Reasonable Accommodation

  1. The Institute will provide reasonable accommodation for learners with documented special needs.
  2. Applications for accommodation must be submitted at least 20 working days before assessment.
  3. Adjustments will maintain the validity of assessment decisions while ensuring inclusivity.

12. Appeals and Disputes

  1. Learners may appeal any assessment decision in line with the Institute's Appeals Policy.
  2. Appeals must be submitted in writing within 10 working days of receiving the decision.
  3. Where necessary, the Institute will assist learners in escalating unresolved appeals to the AQP or QCTO as per the QCTO Appeals Policy.

13. Roles and Responsibilities

Role Responsibility
Learner Participate in assessments, maintain integrity, and comply with deadlines.
Assessor Conduct valid assessments and provide feedback.
Moderator Ensure consistency and fairness across assessments.
Quality Assurance Officer Maintain compliance, track records, and submit data to QCTO/AQP.
Programme Manager Oversee scheduling, staff competence, and assessment readiness.
Chief Executive Officer Approve the policy, allocate resources, and ensure institutional compliance.

14. Continuous Improvement

The Institute will review assessment data, moderation reports, and AQP/QCTO feedback to identify trends and implement corrective or preventive actions. Findings will inform assessor training and policy updates.

15. Communication of Policy

This policy will be accessible to all stakeholders via:

  • The Institute's website;
  • The Learner Handbook; and
  • Staff induction and training manuals.

16. Policy Review

This policy will be reviewed every 03 years, or earlier if required by changes in QCTO, AQP or legislative requirements.

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