COMPLETE GUIDE: Assessor and Moderator registrations with the SETA

GUIDELINES WHEN REGISTERING  ASSESSORS AND MODERATORS  WITH THE DIFFERENT SETAs

Or download the PDF copy below:

Assessors and Moderators SETA Registrations Help Document

ABOUT US:

TRAINYOUCAN SETA Accredited Training Network is an accredited training provider through the ETDP SETA with level 4 BEE Status and provides both accredited courses and customised learning training programmes to organisations looking to maximise their investment in developing their staff in Durban, Cape Town and Johannesburg. We leaders in courses such as Train the Trainer also known as Facilitator Training, Assessor, Moderator and SDF or Skills Development Facilitator Training Courses.

ABOUT THIS DOCUMENT:

This document was created by TRAINYOUCAN SETA Accredited Training Network, to assist learners who completed courses with the network to registering with the different SETAs. This was compiled with the general intention of registering with the most common or popular SETAs. Some may have change depending on the specific SETAs requirements.

Copyright © TRAINYOUCAN

All rights reserved. No part of this document shall be reproduced, photocopying, recording, or otherwise, without written permission from the TRAINYOUCAN. No patent liability is assumed with respect to the use of the information contained herein. Although every precaution has been taken in the preparation of this guide, TRAINYOUCAN assume no responsibility for errors or omissions. Nor is any liability assumed for damages resulting form the use of the information contained herein.

1. What does it mean to be a qualified trainer?

Currently there is no stipulation/guidelines on any SAQA policy to become a certified/accredited trainer, also knows as facilitator. The industry norm is that all trainers must have at least obtained an OBE or Outcome Based Education certificate in Adult Education and Training on a NQF level 5 or higher. Currently the more acceptable choice or preferred will be unit standard 117871, previously 9957, also completed through the ETDP SETA - Education, Training and Development Practices Sector Education and Training Authority, that is ultimately responsible for Education and Training nationally in South Africa between the SETAs.

Most SETAs added these requirements to their policies and request that you must have this before allowing you to facilitate any of their programmes. There is no need to register with the SETA as a trainer on the moment. This will be checked during programme approval or during the verification of learner results by the SETA with the training provider.

What is the benefit of becoming a certified/accredited trainer through this unit standard?

1. Your certificate is based on OBE or Outcome Based Education, not only an attendance certificate that does not have any weight.
2. You were assessed, found competent and certified by a national recognised body and appear in the NRLD or National Record Learner Database, together with all your other qualifications.

3. Becoming the minimum industry norm for contracted or employment with training providers or corporate companies.
4. Give you a detailed background of the different SETAs and processes followed to assess learners with the best possible learning opportunities.
5. Nationally accepted in South Africa, however most of the international countries and employers also accept this, due to the fact that this was delivered on OBE principles. (This could also be verified by the relevant foreign qualifications board of the particular country.)

2. What does it mean to be a qualified assessor?

All assessors and moderators must be (a) qualified and (b) register with the different SETA. To become a qualified assessor or moderator the candidate must first be trained on unit standard 115753 (previously 9927 or 7978).

During training the candidate must produce a portfolio of evidence and must be assessed as competent by the ETDP SETA - Education, Training and Development Practices Sector Education and Training Authority. This generic assessor unit standard is for those who assess people for their achievement of learning outcomes in terms of specified criteria using pre-designed assessment instruments, and will be able to conduct assessments within their fields of expertise.

Any SOR - Statement of Results from anyone else is not valid, for example the SERVICES SETA. No SETA will accept Assessor Certificates, but instead a valid SOR (Valid printout from the SETAs database to confirm you appear in the system). At this stage it only means the candidate is qualified as an Assessor and it does not give the newly qualified assessor the right to start assessing any learners on SAQA Unit Standards or Qualifications.

New learners will have to complete the unit standard 115753 to become qualified assessors. Learners who have completed the assessors course in the past on either 9927 or 7978 will automatically qualify for this, as the previous unit standards is linked to the new one.

Process summary:

1. Enrol for the “official” assessors course 115753 (previously 9927 or 7978) that is registered with the ETDP SETA.
2. Attend training, and submit a portfolio of evidence on completion.
3. Your Portfolio is assessed, moderated and eventually certified by the ETDP SETA. Any provider who issue certificates at the end of the class did not follow the process and issued “FALSE” certificates. We recommend that you skills to section 4 of this document to verify your results.
4. The ETDP SETA issue your updated SOR and only now the Training Provider is allows to issue your Certificate.

In order to commence assessing the newly qualified assessor must apply to one or more of the SETAs to register as a constituent assessor. (Register to get on their SETAs database.) The choice of programmes for which the new assessor applies for registration will be dependent on the education and/or experience of the new qualified assessor. Should the SETA deem the applicant to be qualified then they will register the applicant as a constituent assessor with a list of the programmes and will issue a letter of registration that is valid for a period of 3 years. This letter of registration will indicate the qualifications and/or unit standards against which the new assessor may carry out assessments for that particular SETA.

3. What is the process from assessor to moderator?

The newly qualified assessor may continue with his/her studies and decide to qualify as a moderator. The candidate would then complete training on the moderator unit standard 115759 (previously 9929 or 7977) and would follow the exact same process as outlined above - certification by the ETDP SETA. This unit standard is intended to cover any situation in which moderation occurs, whether this be internally, i.e. within the ambit of the provider-assessor, or externally through cooperating providers, or externally through professional bodies and quality assurance bodies.

It is “recommended” in some cases that candidates should also complete unit standard 115755, but is not a final requirement as this do not have real value and add additional cost to the course.

Registering with the SETA as an Assessor or Moderator.

By this stage you should be a qualified (accredited) assessor and/or moderator on unit standard 115759 (previously 9929 or 7977) and received your valid SOR from the ETDP SETA. (Not the certificate).

4. How to I register with the SETAs as a Assessor or Moderator?

Process that will be followed:

1. Obtain a copy of the SETAs assessor or moderator registration document, or visit:
   1. trainyoucan.co.za/setas
   2. etqa.co.za for additional resources.
   3. TRAINYOUCAN members can request additional support on trainyoucanforum.co.za.
2. Certified copy of your ID document, not older than 3 months.
3. Certified copy of your SOR, not older than 3 months.
4. Updated personal portfolio. (Also known as your CV) that should include (a) personal detail, (b) detailed list of all your qualifications – not only a summary, (c) detailed list of all your workplace experience with reference to where you obtained this and from or the duration.
5. Certified copies of all your certificates to validate the detail on your personal portfolio.
6. List of all the unit standards or qualifications you request scope for (in that particular SETA), with cross reference between this and your personal portfolio to indicate that you have a minimum of 2 to 3 years experience in each request. You can download this directly from SAQA on this link here http://regqs.saqa.org.za/ or download the SAQA Help document from trainyoucan.co.za/saqa.

5. Scam warning with these certificates and SOR documents.

There were already cases where Training Providers issues “false” or “invalid” SOR documents in the past. (Documents were edited/photo-shopped/tampered with.) Most of the SETA will now verify your SOR also known as Statement of Results details with the ETDP SETA before registering you on their database as an additional security measure. Learners can also verify their achievements and results directly from SAQA on the NRLD or National Record Learner Database by following the criteria on this link: www.trainyoucan.co.za/verify.

Learners who completed any course with the TRAINYOUCAN Network can request for a copy of their SOR - Statement of Results or Certificate at no cost through our helpdesk. We do however require your full details to ensure we dealing with the correct person for verification purposes. Note that results are only uploaded on Feb + Aug each ear on the NRLD (SAQA) database.

Alternatively you can also e-mail your National ID number and full names to verifications@saqa.org.za. You will receive a transcript of all the information on your learning enrolments and achievements that is on the NLRD.

For verifications concerning a third party, an agreement needs to be signed first. E-mail: verifications@saqa.org.za for a copy of the agreement.

These “hard copies” must be completed in detail and handed in with your closest SETA office. Reminder that there are currently 21 SETAs in South Africa.

Without the SOR and SETA letter that is not older than 3 years, may the assessor not carry out assessments on any learner or SETA. The registration of constituent assessors normally falls away after a period of three years and a new application must be submitted to renew their details in the SETAs database. (Simple process to update your details)

6. What is the duration and cost involved:

There is no direct SETA cost involved in the registration process, but some people/agencies might ask you a fee to assist in compiling this pack of paperwork as part of the administration procedure. Most learner complete this themselves as the process is fairly simple to follow.

The registration duration process is totally dependant on the SETAs staff and processes. Some SETAs you can simply walk-in and walk-out within 15min time with all your documentation, dependant that this they all correct. Other SETAs may take several months to respond, and again, is totally dependant on the staff and processes followed.

Anyone making use of an assessor should request both documents (SOR and SETA Letter) and should keep these on file as the moderator and verifier will want to verify this during site visits or verification.

7. Should I register with all SETAs:

No, there is no need for you to register with all the SETAs, but there could be some advantages in registering with as many as you can. The reason for this is simply because:

1. Employers/training providers often looking for freelancers/recruitment of new staff who already meets all the criteria and who has already registered with the relevant SETAs. Most of the recruitment adverts states that you must produce evidence where you have “scope” (where you registered and have a valid letter from the SETA to assess in a specific unit standard or qualification that is still valid – within the 3 years period. This could give you an advantage over other recruitments. There is also no risk involved for the employer or training provider, as you already registered with the particular SETA.
2. Training providers can only register/offer new programmes if they have qualified trainers, assessors or moderators with scope (valid letters from that SETA to assess or moderate in that particular unit standard or qualification). Now where to you think do they get them? They simply contact the SETA and request a copy of the registered assessors and moderators against that particular programme. Alternatively you can also list your details on www.trainingdirect.co.za at no cost to you.

8. How should I compiling my Personal Portfolio or CV.

WHAT IS THIS CV or Portfolio?

Your personal portfolio (sometimes we also refer to it as your CV) is a summary of your workplace and educational experience. (Typical layout of our personal portfolio.)

• PERSONAL INFORMATION
• EMPLOYMENT AND EDUCATIONAL HISTORY
• WORKPLACE EXPERIENCE
• ACHIEVEMENTS

1. PURPOSE?

The purpose of your personal portfolio is to provide evidence to the ETQA department (Education Training Quality Authority) of the relevant SETA that you have the scope (the range of an individual’s knowledge and practical/workplace experience) to either provide training, assess or moderate learners in that field. The rules that normally apply to all SETAs are: a) two years or more workplace experience or b) a qualification/achievement of a higher level.

2. HOW DO THEY CHECK THIS?

The ETQA Managers in the different SETAs will follow the following steps.

1. Identify the unit standards in your application that you require scope for.
2. They then look at the following:
   • They first confirm that the unit standards belong to their SETA by looking at the bottom of the unit standard. (see what qualifications its linked to and what SETAs can approve these qualifications)
     • Look at the range statement and embedded knowledge on the unit standard for specific instructions on facilitation, assessment or moderation options. (most unit standards don’t have any special requirements)
     • Identify the different specific outcomes and the assessment criteria on the unit standard and match this to your personal portfolio to confirm you have the scope for the area. Pay special attention to the different terminology used in different companies and on the unit standard. You may want to make reference or include different terminology or terms used on your application or CV/personal portfolio to illuminate confusion.

3. PROCESS FOLLOWED.

Proof of your competency and scope will be requested during the following processes.

TRAINERS

• Recruitment and appointment of training & educational staff.
• Submission of new skills programmes for approval.
• Training provider accreditation process.
• Site visits conducted by the SETA.
• Form part of the Quality Management Policy for delivery, where the training provider confirm that only qualified and experienced trainers/facilitator will be used to deliver learning material.

ASSESSORS

• Qualified Assessors must register/link themselves to the different SETA with the unit standards and request approval to assess someone on a specific unit standard. This process is also referred to as “scope”.
• The Assessor can only assess a learner on a given unit standard if you already a) completed the registration/linking process of the relevant SETA and b) received confirmation from the SETA that he have the scope to assess learners in that unit standard.
• Assessors must also request to be linked to a specific training provider. This process must be done in writing and the following must be in place before this process can be completed. [ a) letter of employment or b) memorandum of agreement on file + a signed copy of rules of conduct]
  • Any learner who completed the Assessor Moderator course with the TRAINYOUCAN Network can request this letter directly from our ETQA Offices at no cost.
• During the administration process, the learner will be linked to the assessors name in the SETAs database. The assessor will only appear in the database if a) he/she is registered with that SETA, b) have the scope to assess the unit standard and c) is linked to the Training Provider). The training provider will not be able to certify and upload the learners if these processes were not followed.

MODERATORS

• The same process as for Assessor will be followed to registered Moderators.
• As per the requirements for unit standard 115759 must all moderators a) be registered assessors and b) have the scope to moderate in the specific field and c) completed at least 6 assessments for new qualified individuals.

Example:

4. REGISTERING/LINKING WITH SETA’S.

Assessors and moderators can request the required application documents directly from the different SETAs or download templates from the SETAs website. SETAs may also request all application to re-apply or update their documents after a set period. This period is normally 3 years from registration or linking to the SETA. Process to follow:

• First determine the different unit standards you want to register with. http://regqs.saqa.org.za/
• Then determine the SETAs they registered with or the SETA you want to use.
• Request or download the application form from our website and complete all fields as far as possible.
• Include a detailed copy of your CV/personal portfolio.
• Include certified copies of your ID book and copies of your achievements in this pack. (date stamped not older than 3 months).
• Contact the SETA directly and determine the local of the closest ETQA manager.

The following template can be used to compile your Personal Portfolio or CV. TRAINYOUCAN Members who completed the courses with us in the past can also download this document in word format directly from our members forum on www.trainyoucanforum.co.za.