DOCUMENTS REQUIRED TO BE PREPARED FOR OPITO APPROVAL

AMET UNIVERSITY

INTRODUCTION

To obtain OPITO approval, we are subject to an audit process. The purpose of this process is to
verify that the AMET can consistently deliver training and/or assessment to the relevant OPITO Standard.
The audit process is conducted in two stages:

Desktop Review

The first stage, carried out by OPITO, is a desktop review of the AMET management system
documentation and training materials. The objectives of the desktop review are to:

Verify that the AMET has the resources in place to deliver training and / or
assessment to the OPITO Standards .

Verify that the AMET has management systems in place that comply with the OPITO
Approval Criteria . These criteria are designed to assure quality delivery of OPITO
Standards and a copy is contained within this document.

The findings of the desktop review are provided in a report to AMET. This report will also contain a
decision as to whether the we should proceed to the next stage or whether further action by AMET
is required. The review is divided into four categories and for each categories , the types of
document and their purpose and what each document should contain is appended below-


1. Management Systems

Management Systems are required to include the following:

1.1 An explicit policy for implementing and maintaining OPITO Standards (signed by Senior Management).

(This document should reflect the AMETs overall philosophy towards complying with OPITOs training and
assessment requirements. It should be explicit to OPITO approval and be signed by senior management.)

1.2 A Customer Service Statement which clearly defines the standards of service which delegates can expect from
the OPITO approved centre.

(This statement should be brought to the attention of delegates by inclusion in course materials and/or being
displayed in training areas.)

1.3 Organisation chart, roles and responsibilities and authority for the management and delivery of the OPITO
approved standard.

(The organisation chart must show roles and responsibilities as well as reporting authority for the
management and delivery of the OPITO approved standard (training provider management and staff) and
indicate the roles and responsibilities of any third parties related to the delivery of the OPITO standard e.g.
facilities and equipment)

Formally documented procedures are required which:

1.4 Ensure frequent internal audits are conducted by appropriately trained personnel with no conflicting interest in
the area(s) being audited (i.e. auditors should not audit their own work) of all system activities and procedures relative
to the OPITO standard and Approval Criteria.


(This documented procedure should be specific to auditing of OPITO approval requirements. All the criteria of
management systems, staff and physical resources must be subject to internal audit. This is in addition to
actual delivery of training and/or assessment standards which also need to be audited. Evidence should
include an indicative audit plan)

1.5 Ensure regular review by Senior Management of AMET s delivery of OPITO courses and OPITO approval
requirements.

(This documented procedure should show the process for Management review of the delivery of OPITO
training via internal/external audit findings, customer/delegate feedback, assessment results, accident
statistics, complaints, appeals etc. Evidence should include management review meeting agenda and
minutes of previous meetings.)

1.6 Support delegate complaints

(A documented procedure which shows all steps in dealing with delegate complaints, the person(s)
responsible, how delegates are made aware of the procedure, what records are kept etc.)

1.7 Control the maintenance, updating and back-up of databases (IT and/or manual)

(This may be a single documented procedure which identifies relevant databases or controls may be included in
other procedures e.g. maintenance, administration etc.)

1.8 Ensure accurate records of candidates assessment are maintained and securely stored.

(The documented procedure requires to indicate how is this undertaken, how and where the records are
stored, who is responsible for maintaining the records, what security provisions are in place, etc. This
information may be included in the general assessment procedure(s).)

1.9 Ensure appropriate maintenance activities for all facilities and equipment to be used during delivery of the OPITO
Standard

(A documented procedure which shows that a system is in place for planned and unplanned maintenance of
facilities and equipment .)

1.10 Ensure effective liaison and communication between all sites where training and/or assessment is conducted.

(A documented procedure which applies only to centres having remote sites where training is conducted e.g.
TEMPSC Fire ground areas etc. Procedures are required to demonstrate that systems accommodate these.
E.g. administration, maintenance, document control procedures etc.)

1.11 Ensure that OPITO following administrative requirements are fulfilled.

1.11.1 Delegate registration and forwarding of delegate registration details to OPITO on a weekly basis

1.11.2 Verification of delegate pre-requisites (where required)

1.11.3 Dispensation for expired certificates A formally documented procedure which shows the
administration process from booking through to certification is required.

1.11.4 Certificate issue

1.11.5 Ensure verification of delegate identity by means of government issued photographic identification
e.g. Passport, Driving Licence, etc.


1.12 Facilitate the identification of resources required by candidates with individual training and assessment
requirements and ensure availability.

(A documented procedure is required. Examples of individual training and assessment requirements include)
- English not first language
- Literacy
- Religious considerations
- Disability

1.13 Ensure all training is conducted safely and delegate well-being is maintained at all times.

(Evidence of delegates safety may be provided from a variety of documented procedures, but must include
as a minimum)
- Safety Procedures
- Emergency Procedures
- JSA/Risk Assessments
- Medical Screening Procedures
- Accident Reporting and investigation procedure .Photographic evidence of delegates wellbeing must include
as a minimum:
- Changing rooms, toilets, showers, washing facilities and canteen appropriate to training provided band the
number of delegates

2. Physical Resources

2.1 Resource needs are identified in relation to the specific OPITO Standard and are available. For all Facilities and
Equipment where training is conducted, the resource needs are identified as per relevant sections of the OPITO
Standard. Evidence of compliance with this criterion should be in the form of an accurate inventory of all facilities,
equipment and personal protective equipment to be used for the delivery of the OPITO Standard. The actual
numbers/quantities available require to be listed. All items listed in inventory must be supported by photographic
evidence. Details of any & all media and reference documentation used during the delivery of the course should also
be included.

2.2 There are sufficient maintenance activities to ensure that all training equipment and facilities are safe and fit for
purpose. To include:
2.2.1 A current and accurate inventory of all facilities and equipment used for the delivery of OPITO
approved training and/or assessment. (as per 2.1 above)
2.2.2 Facility and equipment maintenance plans/contingency plans (computer or paper based).
2.2.3 Third party certification of facilities and equipment where appropriate (e.g. for lifting equipment
etc. )
2.2.4 Accurate recording of maintenance activities conducted on facilities and equipment used in the
Delivery of OPITO approved training and/or assessment.

3 Staff Resources

3.1 There are sufficient staff with the appropriate qualifications and experience as defined within the OPITO
Standard. The relevant section of the OPITO Standard clearly indicates the required skills, experience and
qualifications for training delivery and competency assessment. Evidence to be sufficient, valid and must include;
CVs/Rsums, copies of certificates, staff training and competency records to cover the staff roles. A Competence
Matrix for all staff involved in the delivery of the standard.

(Note: In situations where an OPITO standard requires staff to hold an OPITO certificate as evidence of
competence, and this initially cannot be achieved; training providers could be approved to deliver the
standard provided the relevant staff meet the evidence indicated in this section 3.1 Thereafter the relevant
staff must achieve certification within a 12 month period)

3.2 There are formal job descriptions/specifications for all job roles involved in the delivery and support of the
OPITO Standard. Job descriptions for all job roles specific to the delivery and support of OPITO Standards. To include
instructors, assessors, support staff, administrative staff, maintenance staff, etc.

3.3 There are sufficient assessors and internal verifiers with the appropriate training and competencies to ensure
quality and objective assessments.

Formally documented procedures are required which:

3.4 Ensure that staff training and development needs are regularly reviewed and a programme is put in place to meet
any requirements which are identified.

(This procedure relates to all staff involved in the training and/or assessment of OPITO Standards i.e. fulltime,
part-time, sub-contracted, etc.)



3.5 Ensure that regular confirmation of staff competency is undertaken.
(This may be a stand alone procedure or be part of the training & development process/procedure. To
include instructors, support staff, maintenance staff etc.)

4.Training & Assessment

4.1 Information, advice and guidance on training and assessment is provided to potential delegates, delegates and
their representatives. This process would normally be included in administrative procedures. Additional documentation
may include:

- Course Joining Instructions
- Course Information sent to delegates/delegates representatives
- Sample of completion certificate

4.2 Delegates are informed of OPITOs role within the oil & gas industry and contact points within OPITO.

(This may be achieved by a prominently displayed notice and/or inclusion in training materials)

4.3 There is documentary evidence to confirm that training and assessment is carried out as specified within the
relevant OPITO Standard. This documentation should include:

4.3.1 Assessment checklists including assessment methods, clearly referenced against the relevant
OPITO Standard.
4.3.2 Detailed lesson/exercise plans, clearly referenced against the relevant OPITO Standard
(including delivery methods (explanation/demons ration/practice), instructor/delegate ratios,
resources to be used, time allocation, location of training, staff roles etc). Assessment checklists
referenced against the learning outcomes contained withi the standard. Lesson plans (theory and
practical) ,referenced against the training programme and learning outcome contained within the
standard, plans need to be sufficiently detailed to ensure that training is consistently delivered. The
Theoretical lesson plan sets out what information is going to be delivered and the sequence of
delivery to enable a competent instructor to deliver the lesson plan consistently. The theoretical
lesson plan should also contain facility and equipment required. The Practical Exercise Plan should
contain:
A description of the scenario and staff roles, with supporting drawings/plans so it is clear what the
delegates will be expected to practice and demonstrate.
A list of PPE required by the delegates
Planned timing of exercises
Facilities, equipment & props to be used
Safety points to be covered in tool box tal
References which may include, e.g. supporting Instructor guidance, relevant operational procedures,
J SAs,lift plans in the case of Rigger Training

4.4 A Timetable/Programme to cover course delivery and enable sufficient time for effective administration of the
programme in line with the OPITO Standard. Examples of documentation which should reflect the optimum time
allocations set out in the OPITO Standards may include:

- Course Programme Timetable
- Administration and break times
Formally documented procedures are required which:

4.5 Ensure candidate assessment is conducted in alignment with OPITO Standard requirements.
(A documented procedure which outlines all steps of the candidate assessment process, to include
addressing the needs of delegates who are deemed not yet competent. This may be combined with the
appeals procedure (4.6).)

4.6 Support candidate appeals against assessment decisions relating to treatment within the assessment process.

(A documented procedure which outlines the process involved in a candidate appealing against an
assessment decision. This is a separate issue from a delegate who wishes to complain about service
etc.)
4.7 Ensure consistency, quality and objectivity of assessments
( A documented procedure which outlines all steps required for quality assurance of the assessment
process. This may Include - Meetings with Assessors where support and advice to assessors is provided)