OUR VISION

To ensure the global human

resource competitiveness of the
Caribbean through the provision of
quality assurance in education and
comprehensive certification.

OUR MISSON

To provide the region with: syllabuses

of the highest quality; valid and
reliable examinations and certificates
of international repute for students
of all ages, abilities and interests;
services to educational institutions
in the development of syllabuses,
examinations and examinations’
administration, in the most
cost effective way.
Requirements and guidelines for school administrators and principals

Organisation and Layout of the Handbook 2

Introduction 4
The CBETA Approach 6
Role of the Teacher 6
Integrating Theory and Practice 7
Links to other products in the CXC® Suite 8

Assessing Readiness for CVQ* Implementation 9

Administrative arrangements for the CVQ* 16

Staffing 17
Training Programme 18
Training Facilities 18
Assessment 19
Audit Evidences 19

CVQ* Quality Control Procedures 20

Training Delivery and Approval of Assessment Centres 20
Assessment 21
Internal and External Verification 21
Certification 22

CVQ* Audit Procedure 22

Notification of Territories 22
Audit Procedures 22

CVQ* Audit Instrument 24

Head of Institution Audit 25

Teachers’ Audit 28

Candidates’ Audit 30

CVQ* Audit Compliance Rating Scale 31

Institutions’ Compliance Rating 31

Reporting Institutions’ Compliance Rating 31

Schedule of Appendices 32

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 Requirements and Guidelines for School Administrators and Principals

ORGANISATION AND
LAYOUT OF THE HANDBOOK
The Caribbean Vocational Qualification (CVQ*)1 Handbook published by the CXC® is
a step by step approach for the implementation of Caribbean Examinations Council
CVQ* programmes within secondary schools. The handbook also provides supporting
information on the instructional, quality assurance and certification model.

Within the handbook the process is divided into four main action categories which are
further broken down into critical activities. They are as follows:
1. Before you start, which has seven critical activities;
2. Ready to start, which has two critical activities;
3. Start, which has three critical activities; and,
4. Certification, which has three critical activities.

You will find a pictorial representation of each action category in this section. These are
further explained for you within the handbook.

BEFORE YOU START

This section provides details on all the preparatory activities in which a territory must
be engaged as you take the decision to implement CVQ* programmes within your
secondary school system.

FAMILIARIZE SUBMIT COUNTRY

YOURSELF WITH THE DATA FORM FOR ENGAGE CXC®
CVQ* FRAMEWORK CVQ*

EXPRESS YOUR CONDUCT YOUR

INTEREST SELF-ASSESSMENT

REVIEW THE CVQ*

PACKAGE

1
CVQ* is a registered trademark of the Caribbean Association of National Training Authorities (CANTA).

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Requirements and Guidelines for School Administrators and Principals

READY TO START

This section specifies the milestone activities that indicate you are ready to implement
CVQ* programmes within your secondary school system.

CONFIRMATION
OF READINESS

CENTRE
REGISTRATION

START

This section provides administrators and teachers of CVQ* programmes within your
secondary school system with guidelines for the:
1. training and assessment of students for certification by CXC®, and
2. quality assurance system that will be used by CXC® to arrive at decisions for
certification.

COMMENCE TRAINING

IN TRAINING AUDIT
PREVIOUSLY KNOWN AS THE CERTIFICATION
DURING PRODUCTION AUDIT ARRANGEMENTS
(OPTIONAL)

CERTIFICATION

This section details the activities involved in processing candidates’ results through to
the point where CXC® dispatches the official certificates and transcripts for distribution.

FINAL CERTIFICATION
AUDIT/EVALUATION

PRELIMINARY ISSUING
RESULTS CERTIFICATES AND
TRANSCRIPTS

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 Requirements and Guidelines for School Administrators and Principals

INTRODUCTION
Under the CARICOM Heads of Government Agreements, 2008, the Caribbean
Examinations Council (CXC®) was mandated to facilitate the issuing of the Caribbean
Vocational Qualification (CVQ*) within secondary schools across the region. The CVQ*
seeks to:

1. facilitate free movement of skilled certified workers within the Caribbean Single
Market Economy (CSME);
2. develop in students the attributes of the ideal Caribbean worker;
3. enhance the profile and attractiveness of CARICOM labour force; and,
4. harmonize TVET systems across the region.

Within this framework schools participate through the offering of programmes using
the approved Regional Occupational Standards (ROS). These programmes are
delivered using the Competency Based Education Training and Assessment (CBETA)
methodologies. Candidates who are desirous of being recognised through certification
are expected to demonstrate competence in all the mandatory/core units specified in
Regional Occupational Standards (ROS) for the programme of choice.

The ROS are approved by CARICOM through a process led by the Caribbean Association
of National Training Authorities (CANTA). The standards are derived from industry
requirements for the particular occupation or job in consultation with industry experts
and have their genesis in the National Vocational Qualification (NVQ) of the various
territories within CARICOM.

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As one of the bodies empowered to issue CVQ* certificates; CXC® will issue certificates
at Levels 1 and 2 to candidates who have completed all the mandatory units for the
occupational area and statements to candidates who have completed only some of the
units. CXC® is committed to providing the schools within the territories served with:

1. risk management strategies;

2. clear lines for governance and accountability;
3. suggestions for workable organizational structures;
4. assessment and awarding service that is fit for purpose;
5. quality customer experience;
6. strategies for promoting diversity and inclusion in the design and development of
programmes; and,
7. a culture of continuous improvement.

This handbook is designed to provide educational leaders and practitioners across the
region with the requirements and guidelines for implementing CVQ* programmes both
at Levels 1 and 2 towards certification. Additional information/resources relating to the
CVQ* to include forms and templates may be found on the website (www.cxc.org).

AIMS OF THE CVQ*

DEVELOP THE IDEAL CARIBBEAN WORKER

FACILITATE THE MOVEMENT OF SKILLED

CERTIFIED WORKERS WITHIN THE CSME

ENHANCE THE QUALITY PROFILE AND ATTRACTIVENESS

OF CARICOM LABOUR FORCE

HARMONIZE TVET SYSTEMS ACROSS THE REGION

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 Requirements and Guidelines for School Administrators and Principals

COMPETENCY BASED
EDUCATION TRAINING AND
ASSESSMENT (CBETA)
Competency Based Education Training and Assessment (CBETA) is built on the
philosophy that “almost all learners can learn equally well if they receive the kind of
instructions they need”. CBETA calls for changes in the development and administration
of the modularised/unit-based Technical Vocational Education and Training (TVET)
programmes. TVET has over the years focused on the practical demonstration of the
skill whereas CBETA now places the emphasis on this underpinning philosophy.

The CBETA Approach

In this approach, the development and implementation of training programmes is
guided by five essential elements:
1. Tasks are identified by the occupational and industry experts.
2. Each student has the opportunity to develop and to be evaluated on the
competencies achieved.
3. Assessment of competency is based on knowledge, demonstration of the
competency and attitude.
4. Students are aware of the Occupational Standards used as the basis for assessing
achievement and determining competency.
5. Students’ progress by demonstrating the attainment of competencies.

It is at the start of the training programme that students are made aware of the key
elements of CBETA. Emphasis is placed on how the programme operates, the role
of the teacher, the responsibility of the student, the qualification and units within the
programme, the standards that are to be attained and how and when competencies will
be assessed.

Role of the Teacher

CBETA also dictates a change in the role of the teacher from the conventional
information-giver to that of a resource person who motivates, facilitates, coaches,
monitors and provides feedback. Hence, the students will have more responsibility for
their own learning and progress. Student involvement is critical to CBETA.
This may raise questions about the structure of the delivery, the nature of learning
activities, the location and content of learning and the role of teachers where different
disciplines may combine under the umbrella of competence.

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Integrating Theory and Practice

One of the challenges schools face with competency-based training is effectively
integrating theory and practice. Competence is not just the performance of tasks but
the application of skills to new and different contexts. For this to occur, students must
be able to apply and transform knowledge in specified workplace situations. In theory,
embedding underpinning knowledge within a particular qualification sounds relatively
easy. The challenge for teachers and schools, however, lies in the practicalities.
Although the units describe the underpinning knowledge required to develop
competence, teachers should consider where and how such material will be delivered.
The following are examples of general questions and options you may consider in
determining the delivery of underpinning knowledge.

1. Do learners need this information before they begin studying specified modules or
units? If yes, is it possible to:
(a) provide supportive learning materials with background information?
(b) develop a bridging programme?

2. Do learners need this information as they proceed through the qualification?

If yes, is it possible to:
(a) cluster information for competencies that are related?
(b) address these issues through the use of discrete units or resources?
(c) merge a number of competencies to prevent duplication, without
inadvertently overlooking information? or
(d) link underpinning knowledge to one competency?

3. Do learners need underpinning knowledge as a theory or can it be developed

through a learning experience? If yes, is it possible to:
(a) create activities to enable students to acquire the required knowledge and
skills?
(b) adopt alternative subject specific strategies to ensure learners cover the
underpinning material?

Underpinning knowledge can be delivered in a multitude of ways. Your strategy will be

influenced by the competencies, student’s needs, resources, timetabling practices, and
teaching approaches.

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 Requirements and Guidelines for School Administrators and Principals

Links to other products in the CXC® Suite

Prior to 2008 CXC® provided validation of learning for students who demonstrated
acceptable performance in technical offerings both at the Caribbean Secondary
Education Certificate (CSEC®), and Caribbean Advanced Proficiency Examination
(CAPE®) levels. With the addition of the CVQ*, teachers and industry experts are
now encouraged to guide students in preparing evidences for the topics within the
Caribbean Certificate of Secondary Level Competence (CCSLC®), CSEC®, and CAPE®
syllabuses that are similar to the competencies in the CVQ* qualification as these
evidences may contribute towards their CVQ* certification.

Students may present these evidences in their portfolio to supplement or support

their claim of competence. This will help them to gain credit or exemptions from
equivalent units thereby fast tracking certification. For example, holders of CSEC®
Technical Drawing may use this to gain credit for related units on the Construction and
Mechanical Maintenance, CVQ* qualifications. Also, pieces of course work done for
CCSLC® Social Studies, may be included as evidence for Early Childhood Development
or Allied Health - Health Care Assistance (Patient Care).

Additionally, on the CXC® Qualification Structure the:

1. Level 1 Certificate qualifications, CAPE® Units Grade IV, CCSLC® Group

Certificates and CSEC® Grades I to III are mapped to the same level; while,

2. Level 2 Certificate qualifications, CAPE® Units Grade I to V, CSEC® and CVQ*

Group Certificates which are issued to candidates who attain acceptable scores in
five or more subjects are mapped to the same level.

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ASSESSING READINESS FOR

CVQ* IMPLEMENTATION
The Caribbean Examinations Council (CXC®), in keeping with the mandate to facilitate
CVQ* certification for secondary schools at Levels 1 and 2, has developed a Quality
Management System/Strategy that guides the process for CVQ* certification. Refer to
Appendix 1, The Caribbean Vocational Qualifications (CVQ*s) PROCESS MAP (2014) for a
summary of the process.

BEFORE YOU START

1. Familiarise yourself with the CVQ* Framework

Become familiar with the Regional Qualifications Framework (RQF), the
certification levels and interpretations, the Regional Occupational Standards
(ROS), the Facilities Standards and the Curriculum Guides (where they exist). The
approved Regional Occupational Standards (ROS) (some are listed on Appendix 2)
are accessible electronically from the websites of the:
(a) Caribbean Examinations Council – www.cxc.org;
(b) Caribbean Association of National Training Authorities (CANTA) –
www.cantaonline.org; and,
(c) Website of your local training authority (NTA or TVET Council).

2. Express Your Interest

Communicate your interest to have students certified to the Caribbean
Examinations Council (CXC®). Correspondences are to be sent to:

THE PRO-REGISTRAR
CARIBBEAN EXAMINATIONS COUNCIL
Western Zone Office
37 Arnold Road, Kingston 5, Jamaica
T: 876 630 5200
F: 876 967 4972
E: [email protected]

3. Review the CVQ* Package

In response to your expression of interest CXC® will send you the CVQ* Checklist
for Readiness (Appendix 3), the Country Data Form for CVQ* (Appendix 4), and
other pertinent information relating to the CVQ*. Upon receipt, review, share the
information and seek clarification if you deem it necessary.

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 Requirements and Guidelines for School Administrators and Principals

4. Conduct your Self-Assessment

You are encouraged to use the CVQ* Checklist Readiness to do a self-assessment.
This will help you to determine if the CVQ* supporting structures and resources for
effective implementation are in place. Countries who respond in the affirmative to
the following questions are ready to implement the CVQ*:

(a) Do you have a National Training Agency (NTA)/TVET Council?

(b) Do your (administrators and teachers) have access to all the Regional
Occupational Standards and the Facility Standards?

(c) Have you identified the

(i) programmes
(ii) schools/institutions

(d) Have you completed training for the

(i) Assessors
(ii) Internal Verifiers (Appendix 5)
(iii) External Verifiers (Appendix 5)

(e) Do your institutions have the

(i) trained teachers
(ii) required resources (tools, equipment, workspace)
(iii) Curriculum Guides
(iv) Assessment tools

When evaluating your existing training facilities and learning resources, use the
Facility Standard for the programmes you intend to implement within your school
as your benchmark. Facility standards outline the equipment and infrastructural
requirements for the effective delivery and assessment of a programme. The
school also should have adequate teaching and learning resources to include
a library or Learning Centre and Information Technology facilities with internet
connectivity.

(f) Have you identified contact persons?

(i) Ministry of Education
(ii) Persons responsible for Technical Vocational Education and Training (TVET)
(iii) Persons responsible for Information Technology (IT)

(g) Do you have arrangements in place to expose students to the world of work
and to gain competence with industry standards?

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Requirements and Guidelines for School Administrators and Principals

5. Submit Country Data Form for CVQ*

The completed Country Data Form for CVQ* (Appendix 4) with contact details
and a forecast of the list of Schools/Centres, the programmes/qualifications, the
number of students is to be returned to the Office of the Pro-Registrar for CXC®.

This data is used by CXC® to calculate the cost for the services that CXC® will
provide once the country engages CXC® in a contract for CVQ* certification.

6. XC®
(a) Orientation of Stakeholders
You have the option of asking CXC® to facilitate orientation/training sessions
with key stakeholders so that the concerns regarding the process may be
clarified.

While optional, this is an important activity in the process as the stakeholders

engaged in the partnership for issuing Caribbean Vocational Qualifications
(CVQ*) awards have interdependent roles. As such, it is important that all
partners have a clear understanding of the Roles of the Partners (Appendix 6).

(b) Request Pre-Readiness Audit

The Pre-Readiness Audit request is to be sent to the Office of the Pro-
Registrar for CXC®. The Pre-readiness Audit provides information on the
extent of the readiness of the institution to commence the CVQ*.

This is carried out before commencement of the CVQ* programme. It is

through this audit that CXC® assesses the availability of adequate and quality
resources and processes as outlined by the Regional Occupational Standards
and Quality Assurance criteria.

(c) Audit Preparation

® assigns an officer from the Syllabus and Curriculum Development
(SCD) Unit or the Examination Development and Production Division (EDPD)
to conduct Pre-readiness Audit. You will be required to confirm the audit
dates and schedule and to send copies of the Facilities Audit Reports for the
institutions and programmes for certification to CXC®.

Facility Audits are conducted by the National Training Agency (NTA)/TVET

Council. CXC® may be asked to facilitate the audits in territories that do not
have an NTA/ TVET Council.

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 Requirements and Guidelines for School Administrators and Principals

(d) Mandatory Pre-Readiness Audit Conducted (Appendix 10)

The CXC® selects a sample of no less than 25 per cent of the institutions and
programmes to be implemented in any given year. These are then audited
using a pre-determined criteria as detailed on pages 31 to 33.

READY TO START

Confirmation of Readiness.
® will issue you with notification of institutional readiness. This confirmation
of readiness is also sent to the Examinations Administration and Security (EAS)
Division, CXC®. EAS will send an advisory with Centre registration information to
your Local Registrar (LR).

Centre Registration.

REGISTER ADD UNITS TO

LOG ON TO
CANDIDATE CANDIDATES’
www.cxc.org/ors
(NEW OR FORMER) PROFILE

Your Local Registrar will facilitate centre registration using the Online Registration
System (ORS). The registration procedure on the ORS has three simple steps
and mirrors the procedures used for CSEC® and CAPE®; so the Examination
Coordinators within your school should be able to do so with ease. Registration will
be completed via the Online Registration System (ORS) by 31 January of each year
or as advised by the Council.

Please note that:

1. territories are invoiced based on the activities of the contract;

2. amendments on the ORS will attract penalty fees;

3. Facility Audit Reports for programmes with candidates for certification are to
be submitted by the 15 December that precedes the certification date; and,

4. the Facility Audit Report and the registration data are used internally to guide
the preparations for the mandatory Training and Assessment Audits which are
conducted annually between 1 March and the 15 May.

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Requirements and Guidelines for School Administrators and Principals

START

9. Commence Training.
® welcomes you as one of the proud partners in the CVQ* certification process.
Please continue to build and maintain the systems that will guarantee quality
learning experience for students pursuing CVQ* programmes.

School administrators must be aware of and ensure that the requirements for
a successful competency-based programme are in place within schools. These
requirements are the foundation of good practice in the delivery and assessment
of the Caribbean Vocational Qualification. These are listed below:

(a) Teachers have access to all the Regional Occupational Standards and the
Facility Standards.
(b) Teachers have access to all the instructional delivery material, space, tools
and equipment.
(c) Teachers hold appropriate teacher and industry qualification and experiences.
(d) Teachers are certified in CBETA, internal quality assurance methodologies.
(e) Teachers understand the quality assurance requirements of the certifying
body.
(f) Teachers use a variety of teaching methods and aids.
(g) Teachers operate in an environment that simulate work place and work
experience opportunities.
(h) Teachers give continuous and detailed feedback to students/trainees on their
progress.
(i) Students are informed about criteria and attitudes important to the
occupation.
(j) Students’ training programmes are individualised and self-paced.
(k) Students are allowed to repeat learning activities until competence is
achieved.
(l) Students’ records are maintained and show the students’ progress.
(m) Students’ rating reflects the level of competency achieved.
(n) Industries are in the local area with which the school can make arrangements
to expose teachers and students to current industry standards.
(o) Programme completion is based on satisfactory achievement of all specified
competencies.

It is recommended that schools pursue only those areas where facilities are in place to
undertake skills training, or there are facilities (e.g. Industries) in close proximity where
students will have the opportunity to have significant exposure to industry standards.

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 Requirements and Guidelines for School Administrators and Principals

10. In Training Audit previously known as the During Production Audit (Optional).
This audit is conducted by CXC® Quality Assurance Auditors from the Syllabus
and Curriculum Development (SCD) Division or the Examination Development and
Production Division (EDPD) upon request. It is recommended that institutions
complete 25 – 50 per cent of the CVQ* programmes before requesting this audit.

As the certifying body, CXC® reserves the right to request that this audit be
conducted through the self-administration of the audit instrument. Guided by the
results of the Pre-Readiness Audit this will be conducted as is deemed necessary.

11. Certification Arrangements

(a) Request for Awards

Update Candidates’ Export records Submit documents

LOG ON TO
Record with to Ministry of listed at item (iii)
www.cxc.org/ors
completed units Education below to CXC

To facilitate the electronic submission or updating of records for the

candidates who have completed or have been deemed competent in the
various units within their programme of choice, the ORS is reopened 1 May.
This will allow you to update the candidate’s records and export it to your
Ministry of Education. The electronic and physical requests for awards should
be submitted to CXC® by 30 June annually.

(b) Training and Assessment Audit formerly the End of Production Audit
(Mandatory) (Appendix 11)
This audit is conducted by Quality Assurance Auditors from the Syllabus and
Curriculum Development (SCD) Unit or the Examination Development and
Production Division (EDPD) to determine the extent to which the requirements
of the Regional Occupational Standards and Quality Assurance (QA) criteria
that CXC® uses are implemented. These audits are executed from 1 March
through to the 15 May each year. The QA criteria are explained on pages 27 to
32.

(c) Submission of Documents to CXC®

The Local Registrar will advise institutions requesting CVQ*® certification
of the submission deadlines for the documents they are required to submit.
They are the:

a. External Verification Reports prepared by NTA, TVET Council.

b. Candidates’ Achievement Sheet (data entered on the CXC® Online
Registration System (ORS) (Appendix 8),
c. Facilities Audit Reports by 15 December of the year preceding the year of
certification. This report is prepared by NTA/TVET Council.
d. Candidates’ Portfolio Completion form which is prepared by the trainer/
teacher (Appendix 9).

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Requirements and Guidelines for School Administrators and Principals

(e) Request for Reviews

Requests for Reviews are to be submitted to CXC® annually by 15 September.

CERTIFICATION

12. Certification
(a) Final Certification Audit/Evaluation
The CVQ* Committee of CXC® conducts a Final Certification Audit/Evaluation
(mandatory) to finalise the decisions for the CVQ* award. This involves a
comprehensive assessment of the:
(i) Training and Assessment Audit previously known as the End of
Production/Training Audit Report;
(ii) External Verifiers’ Report (Appendix 7);
(iii) Facilities Audit Reports/Facilities Standards;
(iv) Candidates’ Achievement Sheets (Appendix 8); and,
(v) Portfolio Completion Records (Appendix 9).

(b) Preliminary Results

At the end of the audit a recommendation for the awards to be issued is sent
to the approval committee at CXC®. Once the approval is ascertained from
the approval committee, the preliminary results/statements of competence
for CVQ* awardees are printed and dispatched to the Local Registrar for
distribution in August.

(c) Issuing Certificates and Transcripts

Candidates, upon receiving the preliminary results, will then have until 15
September to table queries and make amendments. The CVQ* Committee of
CXC® reviews all queries and makes decisions for certification. Subsequently,
official transcripts/statements of competences and certificates for CVQ*
awardees are printed and dispatched to the Local Registrar for distribution in
November.

CVQ* certificates will be issued to candidates who complete all the

mandatory units for the occupational area. Candidates who complete only
some of the mandatory units will be issued with Statements of Competence.

(d) Replacement of Certificates

In the event that a candidate’s certificate is lost or damaged, the candidate
may apply for a replacement on the Replacement for Certificate Form
(Appendix 13) with the appropriate fee through the office of the relevant Local
Registrar, directly to the Registrar or online at www.cxc.org. CXC® reserves the
right to refuse to issue a replacement certificate without stating any reason
for its decision.

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ADMINISTRATIVE
ARRANGEMENTS
FOR THE CVQ*
School principals, managers and teachers have a significant role to play in Competency
Based Education Training and Assessment. In schools where a good transition is made,
the:

1. Senior Staff has:

(a) an accurate understanding of the nature of CBETA and the value of the CVQ*
(b) allotted adequate time to explore and discuss the programmes and the
Regional Qualification Framework (RQF)
(c) organised the staff to think creatively and holistically about the core delivery
issues:
(i) the student group;
(ii) the organisation of classes;
(iii) the need to acquire or develop resources;
(iv) the need to plan appropriate methodologies and systems of delivery;
(v) the need to build relationships with relevant employers/industry partners
and/or create suitable work simulation environments; and,
(vi) the need to ensure supportive administrative processes and structures
are in place (e.g. records storage and retrieval).

2. School or Assessment Centre has:

(a) a vision and mission that enables CBETA;

(b) an administration that is committed to the objectives of CBETA;
(c) a culture of teamwork integrated into its programme delivery;
(d) a commitment to equal opportunity;
(e) a national TVET mechanism for the coordination of CVQ* programme;
(f) a senior member of staff who co-ordinates the CVQ* programme;
(g) knowledge of, and commitment to relevant occupational health and safety
(OHS) standards for the various programmes of choice; and,
(h) various methods in place to ensure that staff and students have a clear
understanding of the value of the CVQ*.

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Staffing
Administrators are to ensure that the staff:

1. are trained at the appropriate levels and have technical qualifications to

support the requirements for the CVQ*;
2. have training and certification that allows them to effectively conduct
assessment and quality assure CVQ* programmes;
3. have relevant industry experience; and,
4. have a clear understanding of the value of the CVQ*.

In many respects, the staff is the key to the successful implementation of the curricula.
If they understand and support the changes, and possess the knowledge and skills to
manage the learning programme, then the transition should flow relatively smoothly.
In some instances, it is important to consider a mix of permanent staff supplemented
by part-time industry-based staff who will deliver specific aspects of the programme.
This will ensure that there is a theoretical/academic background, and recent industry
experience.

Although there is no correct staffing formula, administrators must ensure that staff
has the appropriate industry and teacher qualifications to impact significantly on the
preparation of students for the workforce. Staff members should also be engaged in
ongoing staff development activities to ensure they have:

(a) Industry currency: Are all staff familiar with current industry practices? This
should be ensured through regular industry involvement, attachments or furloughs.

(b) Relationships with employers. Are teaching staff required to organize work
placements and monitor learner performance, or do industry liaison officers or
workplace/placement coordinators fulfill this role? If this is to be part of a teacher’s
responsibility, have they established and maintained contact with local firms and
organizations in the past, or is time required to develop appropriate networks?

(c) Relevant attitudes and values. Are teaching staff prepared for the shift to
competency-based education or is intervention required in order to enable the
shift?

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 Requirements and Guidelines for School Administrators and Principals

Training Programme
Administrators and teachers must ensure that the school or assessment centre:

1. communicates in writing to students at the start of the CVQ* programmes the

training, assessment and certification requirements and processes. This may be
done through a handbook or course plan;
2. gives students feedback on their progress;
3. authenticates and dates portfolio evidences;
4. integrates in the training programme the progressive development of core skills;
(a) Employability skills (ES) (problem-solving, team work),
(b) Communication skills (English-written and oral); and,
(c) Numeric application skills (Math-basic numeracy, arithmetic operations, and
application of formulae).
5. has made the Regional Occupational Standards (ROS), curricula and assessment
materials for the programmes being offered accessible to teachers and students;
6. uses a range of training methods to ensure that technical skills are developed/
acquired in accordance with the requirements of the competency standards;
7. has an active, collaborative relationship with the private sector community to
create opportunities for industry exposure within the programme;
8. provides for industry exposure/on-the-job training;
9. provides for the systematic monitoring of the industry exposure /on-the–job
training component of the programme; and,
10. provides for related simulated job training to be carried out at the school/training
institution in the instances where the industry exposure/on-the–job training
component of the programme cannot be facilitated.

Training Facilities
Administrators and teachers must ensure that the school or assessment centre has
access to required physical resources to support the training and assessment as
outlined in the Facilities Standards for the programme. These may include and are not
limited to:

1. A learning resource centre or library;

2. Information Technology facilities with Internet connections;
3. Relevant books, periodicals and software;
4. Relevant occupation-specific equipment/tools;
5. Workplace Health and Safety facilities with first aid kits; safety lanes,
assembly/muster points and fire extinguishers;
6. Workshop/Training Laboratories with workstation, lighting, ventilation; and,
7. Prescribed tools and equipment.

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Requirements and Guidelines for School Administrators and Principals

Assessment
It is expected that on completion of training, schools will facilitate the assessment leading
to, at minimum, a Level 1 vocational qualification. Administrators and teachers must ensure
that the school or assessment centre provides an adequate system for:

1. written assessment (testing);

2. competency based assessment both at school and during industry exposure/on the job
training if necessary;
3. interacting with the local Ministry of Education, National Training Agency, National
TVET Council or TVET Apex Body to make acceptable provisions for conducting and
monitoring assessments;
4. the verification and moderation of assessment outcomes;
5. effective creation, maintenance, safe storage and retrieval of candidates’ and related
assessment records; and,
6. candidates to appeal assessment decisions.

Audit Evidences
Administrators and teachers must ensure that the school or assessment centre has
an adequate system preparing and storing records which will become audit evidences.
Records of assessment should:
1. be simple and efficient;
2. specify the evidence collected, dates collected and the method of assessment used;
3. reflect all areas of performance, that is, knowledge, skills and attitude; and,
4. specify clearly the competencies assessed and the assessment outcome, that is, if the
candidate was competent or not yet competent.

The audits are evidence based. As such, auditors will require for review accountability
records to include:
1. budgets and purchase requisitions;
2. facility audits reports and action sheets;
3. equipment and tool inventory and distribution logs/registers;
4. staff training plans and reports;
5. staff certification records;
6. lessons plans and lesson plan logs;
7. assessment instruments;
8. internal verifiers report (Appendix 12);
9. moderation reports;
10. students’ portfolios;
11. students’ projects;
12. record of feedback given to students;
13. industry collaboration/work experience reports for staff and students;
14. attendance registers;
15. grade sheets or mark books;
16. maintenance plans and logs for tools and equipment to include fire extinguishers; and,
17. workplace health and safety records (drills and training reports)

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CVQ* QUALITY CONTROL

PROCEDURES
(Adapted from CANTA Quality Assurance Criteria and Guidelines for the CVQ* – March
2009)

It is important that the quality assurance system which is implemented is of a

consistently high standard, transparent and can withstand rigorous audit. As such,
the principles of quality assurance involved in implementing the Caribbean Vocational
Qualification (CVQ*) are applied throughout the entire process of training, assessment
and certification. The areas under consideration are:

1. The development of training outcomes that reflect workplace requirements

(Approved Regional Occupational Standards).
2. Training delivery.
3. Assessment.
4. Certification.

The adherence to best practice by the awarding body is central to the quality assurance
process.

Training Delivery and Approval of Assessment Centres

One major area of quality assurance is in the delivery of training. This can be work-
based, institutional-based, distance or a mix of training modalities. In each case,
standards are defined for the delivery of training and assessment and providers are
required to be approved. Approval covers:

1. Statutory compliance.
2. Staff resources.
3. Physical resources.
4. Learning resources.
5. Assessors.
6. Internal verification procedures.
7. External verification procedures.
8. Management of information (record management, security and storage).

All assessment centres must satisfy the minimum requirements for competence-based
training, assessment and certification.

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Assessment
Assessment within the framework is defined as the process of collecting evidence
and making judgements about whether or not competence has been achieved when
measured against the occupational standards. The assessment system promotes
authentic assessment and ensures a valid, reliable, and fair process. Assessment
instruments are validated and assessors who conduct assessments are trained and
certified in competency-based assessment methodology.

Internal and External Verification

In order to ensure there is reliability in assessors’ judgements, internal and external
verification (audits) are done periodically. The verification report and results are
documented as part of the quality assurance strategy.

In the context of the CVQ*, internal verification of the assessment of candidates is a

quality assurance process carried out by a school or education institution offering CVQ*.
The purpose is to ensure the quality and consistency of assessment of candidates for
CVQ* awards.

External Verification (EV) can be defined as a quality assurance process undertaken

by the awarding body to ensure that a school or education institution maintains
established quality standards.

Verification is to be scheduled to coincide with major training and assessment

activities. This will guarantee that the:

1. Internal Verifier can monitor training and assessment activities to ensure they are
planned and conducted compliant to accepted quality practice and policy; and,

2. External Verifier as the content specialist is able to make judgements on the

quality of the assessment and the assessment outcomes.

The following monitoring arrangements for the delivery of CVQ*s are stipulated:

1. Assessments are conducted by trained assessors;

2. Assessments are conducted within approved centres (Schools or Education
Institutions);
3. Verification of assessments is regularly conducted with the involvement of trained
verifiers and occupational experts; and,
4. Moderation of assessment results is conducted to maintain consistency.

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Certification
Candidates are issued a CVQ* on the basis of having met the requirements for
certification. This is done on the basis that the training/assessment centre:

1. subscribes to the regional qualifications framework;

2. has adhered to the standards-driven, competence-based approach to training and
assessment;
3. has adhered to the quality assurance principles; and,
4. submits sufficient, valid candidates’ assessment records to the awarding body to
enable certification.

CVQ* AUDIT PROCEDURE

Notification of Territories
Notification detailing the proposed date for the audit and the schools selected to be a
part of the audit sample is sent to the Permanent Secretary in the Ministry of Education
(MOE). The MOE is responsible for notifying the selected schools and making the final
arrangements within the territory to accommodate the audit meetings and site visits.

Audit Procedures
Two types of procedures are proposed for administration of the audit instruments,
namely:

1. Self-administration of the Quality Assurance instruments (required annually as of

2015).
2. Auditor’s administration of the Quality Assurance instrument.

The auditor may at his or her discretion use one or a combination of both when
conducting the audit. Regardless of the method used, the auditor will sample
evidences for areas of compliance. Preliminary observations, findings and
recommendations are discussed with the institution. Institutions are encouraged
to use the summary of the findings to develop an action plan for resolution of non-
compliances and continual improvement. Action plans are to be retained in the records
for presentation upon request.

Audit reports are submitted to the Permanent Secretary in the Ministry of Education for
corporate review action and dissemination to the relevant institutions.

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Quality Assurance Audits follow the following sequence:

1. Stakeholders Pre-Meeting. The audits commence with a meeting of the key

stakeholders (Ministry of Education (MOE), National Training Agency (NTA)/TVET
Council and Industry Representatives). During the meeting the auditors and
stakeholders will discuss and have matters related to the Caribbean Vocational
Qualification (CVQ*) clarified. The audit objectives will be presented and the audit
schedule confirmed.

2. The audit at the school or institution has five main features:

(a) Opening Meeting. At each school/institution the audit commences with an
opening meeting. In this meeting a register is taken of the individuals present,
audit schedules are presented and the objectives and procedure clarified.

(b) The Head of Institution Self-Audit. The Head of Institution and/or an internal
committee judges the compliance status to the audit criteria, indicating the
sources of evidence used to arrive at the judgment with a view to determining
the institutions’ compliance rate from his/her perspective. This is followed by
an audit sampling of the evidence to include budgets, internal and external
verification reports, lesson plan observation logs, teacher qualifications,
maintenance plans and assessment records. This data may be subsequently
compared with the auditor’s findings, having assessed the evidences
presented against CXC®’s standards.

(c) Site Inspection. The school grounds are inspected with specific emphasis
on the workspaces used to train and assess the candidates for certification.
The site inspection/walk-through of the facilities allows the auditor to
have first-hand exposure to the work spaces assigned to the occupational
areas that were completed at the school. The walk-through is intended to
ensure that the institution has remained compliant and/or to determine if
recommendations to improve compliance tabled by the Facilities Auditor and
the CXC® Quality Assurance Auditor were implemented. Criteria given specific
attention during the walk-through include occupational health and safety
provision, adequacy of equipment, adequacy and layout of work space and
signage.

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(d) Candidates’ and Teachers’ Audit. The Portfolio management processes

for both teachers and students are examined. Portfolios are sampled and
candidates asked to present their portfolio. Auditors also cross-reference
evidences in candidates’ portfolios with the teachers’ portfolio which is a
collection of records presented by the teacher to include registers, grade
sheets/mark books, lesson plans, delivery and assessment schedules,
assessment instruments and answer keys and practical rating sheets. Other
pieces of evidence that are critical to this process are current maintenance
and inventory records.

Both candidates and teachers are interviewed. The criteria on the audit
instrument for the candidates’ and teachers’ audit are used to guide the
interviewing process. Interviews may be conducted with individuals or
groups.

(e) Closing Meeting. The audit ends with a closing meeting during which a
register is taken of the individuals present and the general observations,
preliminary findings and recommendations shared with representatives of the
Institution, Ministry of Education and National Training Agency who may be
present.

3. Stakeholders Post-Audit Meeting. The audit period ends with a Stakeholders

Post Meeting where an overview of the observations, preliminary findings and
recommendations are presented to the key stakeholders and clarified.

4. Finalisation of Report. The report is then collated and submitted to the

Permanent Secretary in the Ministry of Education for corporate review action and
dissemination to the relevant institutions.

CVQ* AUDIT INSTRUMENT

All three Quality Assurance Audits are conducted using the same audit criteria in order
to determine the level of compliance when measured against the requirements for
training and assessment towards CVQ* certification. With the exception of the Pre-
Readiness Audit (Appendix 10) which is also called the ‘Head of Institution Audit’, three
distinct groups are audited:

1. The Head of Institution;

2. The Teacher; and
3. The Candidate

The average compliance rate is then calculated and reported.

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HEAD OF INSTITUTION AUDIT

The HEAD OF INSTITUTION AUDIT has four sections:
1. CVQ*® Supporting Structures;
2. Training Facilities;
3. Administrative Systems; and,
4. Training and Assessment Systems.

Table 1.1 details the 34 criteria against which compliance is measured.

Table 1.1
HEAD OF INSTITUTION AUDIT INSTRUMENT/CRITERIA
# AUDIT CRITERIA NON COMPLIANT NON COMPLIANT N/A

SECTION ONE:
CVQ* SUPPORTING STRUCTURES

1 Facilities standards for all programmes

are available to the institution

2 Facilities audits conducted and

recommendations implemented

3 Approved standards for the CVQ* are

in place and operational

4 Internal verifiers trained and in place

5 External verifiers are in place

6 Delivery and assessment plans are

aligned to CVQ* standards

7 Trainers are trained in CBET

methodology and processes

8 Trainers’ qualifications and experience

are current and relevant

9 Comprehension and implementation

of the requirements for the award of
the CVQ*

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# AUDIT CRITERIA NON COMPLIANT NON COMPLIANT N/A

SECTION TWO: TRAINING FACILITIES

10 Equipment, materials and tools are

adequate

11 Workshop layout is in accordance with

shop organizational plan

12 Work stations are adequate

13 Safety lanes are correctly marked and

visible (where relevant)

14 Storage facilities are properly

organised and sufficient

15 Workshop, classrooms and outdoor

work sites meet OHS requirements
(OHS provisions - including personal
protective equipment, posting of
safety charts, organisation, ventilation,
lighting, spacing and cleanliness of the
environment, tools and equipment)

16 Internal environment (staff and

administrative offices, public areas,
stores) meets OHS requirements

17 External environment (buildings,

grounds) meets safety and OHS
requirements

SECTION THREE:
ADMINISTRATIVE SYSTEMS

18 Department budgets are prepared and

approved

19 Requisition processes are in place and

operational

20 Inventory listing of equipment,

materials and tools are available and
current

21 Safety and maintenance plans are

prepared and operational

22 Internal arrangements for staff

training, including staff furloughs,
industry attachment and re-
certification, are in place and
operational

23 Evidence of staff accountability

records is available and sufficient

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# AUDIT CRITERIA NON COMPLIANT NON COMPLIANT N/A

SECTION FOUR: TRAINING AND

ASSESSMENT SYSTEMS

24 Lesson plans are approved prior to use

and evaluated after delivery

25 Internal assessment records are

properly maintained (current, reliable,
retrievable and sufficient )

26 External assessment records are

properly maintained (current, reliable,
retrievable and sufficient )

27 Internal assessments are validated

prior to use

28 Assessments are moderated in

accordance with requirements

29 Internal assessment results

are used to effectively create
continuous improvements in training
and assessment (interventions,
improvements in lesson delivery and
trainee performance)

30 External assessment results are used

to create improvements in training and
assessment

31 Portfolio assessment processes are

in place and operational (guidelines
documented, implementation
strategies follow guidelines)

32 Portfolio feedback systems are

in place (students given written
feedback on the entries that are in the
portfolio)

33 Evidence of co-curricular activities

(industry collaboration, work
experience for students) is available

34 Evidence is authenticated

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TEACHERS’ AUDIT
The teachers’ portfolio which is a collection of the records/documents that were used
by the teacher during training and assessment process features heavily in this audit.
It is expected that these records include registers, grade/achievement/mark sheets/
books, approved and evaluated lesson plans, audio visual resources, course outlines/
training and assessment plans will be presented as evidences during the audit. Table
1.2 details the 20 criteria against which compliance is measured.

Table 1.2
TEACHERS’ AUDIT INSTRUMENT/CRITERIA
# COMPLIANT COMPLIANT NON COMPLIANT N/A

1 Requisition processes are in place and

operational

2 Equipment, materials and tools are

adequate

3 Current Inventory listing of equipment,

materials and tools is available

4 Safety and Maintenance Plans are

implemented

5 Quality of workshop environment meets

OHS requirements (OHS provisions, safety
charts, order and cleanliness – floors, walls,
roofs, windows, doors, tools, equipment,
protective clothing)

6 Delivery and assessment schedules are

prepared , communicated to students and
implemented

7 Lesson Plans, prepared and approved

ahead of teaching time

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# COMPLIANT COMPLIANT NON COMPLIANT N/A

8 Lessons evaluated after each delivery

and the results used to improve students’
performance

9 A variety of delivery strategies and teaching

aids to effectively develop workplace
competencies, critical thinking, team
work and problem solving skills are used
in accordance to the CVQ* workplace and
curriculum standards

10 Technology is understood and used in the

delivery and assessment of the programme

11 Individualised and self-paced instructional

plans are applied effectively

12 Portfolio is comprised of industry based,

relevant and meaningful evidence

13 Students’ Attendance Records are

maintained

14 Students’ Portfolio development and

assessment procedures are in place and
are operational

15 The prescribed Assessment Package is

used to administer assessment

16 Records of Formative and Summative

Assessments are in place

17 Formative and summative records are used

to improve students’ performance

18 Assessment methods are valid and

sufficient

19 Industry collaboration is incorporated in the

delivery and assessment of the programme

20 Industry work experience plans are

implemented and evaluated

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CANDIDATES’ AUDIT
The candidates’ portfolio which is a collection of evidences that were used to determine
the candidates’ competence in the units for recognition/certification features heavily in
this audit. It is expected that these documents will be authenticated, securely fastened
and presented as evidences during the audit. Table 1.3 details the 14 criteria against
which compliance is measured.

Table 1.3
CANDIDATES’ AUDIT INSTRUMENT/CRITERIA
# COMPLIANT COMPLIANT NON COMPLIANT N/A

1 The requirements of the CVQ* are outlined

and understood by candidates

2 Access to the approved Competency

Standards for the CVQ* qualification is
available to candidates

3 The benefits of the CVQ* qualification are

understood by candidates

4 Candidates are aware of the delivery and

assessment plans

5 Training materials, tools and equipment

are adequate for effective learning and
assessment

6 Candidates’ reflections are prepared and

compiled in their portfolios

7 Candidates are involved in peer and self-

assessment processes

8 Candidates are involved in the tasks and

their projects

9 Candidates’ performance tracking records

are in place and operational

10 Candidates are involved in the safety and

maintenance of tools, equipment and
workshops

11 Appropriate attire is worn by candidates for

practical activities

12 Participation in industry work experience

is adequate

13 Candidates are satisfied with the depth of

the knowledge and experiences gained in
the programmes

14 Provisions for individual instruction are

adequate

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CVQ* AUDIT COMPLIANCE

RATING SCALE
INSTITUTIONS’ COMPLIANCE RATING

The Institution Compliance Rating Scale in Table 1.4 details the five possible levels of
compliance that may be assigned to an audited institution. It shows how institutions
can progressively achieve mastery when measured against the quality assurance
standards used by CXC®

Table 1.4
Five-level COMPLIANCE RATING SCALE
(%) COMPLIANCE LEVEL NARRATIVES

100 – 80 5 High level of compliance to most or all of the

requirements

65 - 79 4 Strong level of compliance to most requirements

50 - 64 3 Minimum level of compliance. Satisfactory

maintenance of requirements

49 - 35 2 Moderate compliance achieved. Developing stage

Below 35 1 Below requirement for CVQ* participation

REPORTING INSTITUTIONS’
COMPLIANCE RATING
Table 1.5 shows how the institution’s results from Quality Assurance Audit will be
reported.

Table 1.5
Reporting Institution’s compliance rate
Head of Teacher’s Candidate Institution Rating
Institution Audit Audit (Average)

Compliance
Achieved (%)

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SCHEDULE OF APPENDICES
The appendices referenced in this document are available on the website www.cxc.org

Schedule Document Weblink

THE CARIBBEAN VOCATIONAL QUALIFICATIONS

Appendix 1
(CVQ*S) PROCESS MAP (2014)

LIST OF APPROVED REGIONAL

Appendix 2
OCCUPATIONAL STANDARDS (ROS)

Appendix 3 CVQ* CHECKLIST FOR READINESS

Appendix 4 COUNTRY DATA FORM FOR CVQ*

Appendix 5 QUALITY ASSURANCE OF ASSESSMENT ACTIVITIES

Appendix 6 ROLES OF THE PARTNERS

Appendix 7 EXTERNAL VERIFIERS’ REPORT - TEMPLATE

Appendix 8 CANDIDATES’ ACHIEVEMENT SHEET - TEMPLATE

Appendix 9 CANDIDATES’ PORTFOLIO COMPLETION

Appendix 10 PRE-READINESS AUDIT INSTRUMENT

Appendix 11 TRAINING AND ASSESSMENT AUDIT INSTRUMENT

Appendix 12 INTERNAL VERIFIERS’ REPORT - TEMPLATE

Appendix 13 REPLACEMENT FOR CERTIFICATE FORM

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