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 we will combine your sampling into manageable timeframes which align with your certification expectations.
Step-by-step instructions can be found below or by following through this video:
Where to find the Annual Plan
The Annual Plan can be found in Prism under the documents library.
Select search documents – here you will find an Excel document called Annual Plan.
When you have opened the plan you will see that the information has been pre-populated with:
- Centre name
- Centre number
- Anticipated Centre monitoring activity date
- Activity type for centre monitoring
- 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 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
- Once you have completed this information please select each month when you anticipate claims will be made for each qualification by selecting yes in the dropdown menu
- This could be every month, termly or just once a year, depending on the way your centre delivers and submits learner achievements
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”
We will then review and confirm the sampling arrangements by uploading a confirmed annual plan to Prism that will detail who your allocated EQA will be for the qualifications and the timeframes for which sampling activities can be arranged. These timeframes are to be discussed between you and the EQA to agree a suitable date.
To help ensure we are able to carry out sampling activities at a time that is convenient for you, please ensure you return your completed Annual Plan by 4th November. Please note that we cannot guarantee sampling activities in peak periods if your plan is returned after this date.