Quality control
SCOPE AND PURPOSE
This document was created to clarify and establish the process of training administration, registration, accounting and management of data obtained during or before the training.
DOCUMENTS FOR LINKS
ISO 9001:2008 Quality Management System. Requirements
DEFINITIONS AND ABBREVIATIONS
Company | Samruk Safety Education LLP |
Administrator | The person responsible in the Company for the administration of input and source data obtained or required for the learning process. |
Management Training (MT) | Training aimed at developing managerial abilities and developing managerial growth of participants (psychology, project management, problem solving, organization of work in a group). |
Vocational and technical training (VTT) | Training and certification of participants in professional courses (forklift operator, gas station operator, etc.). |
Safety Training (ST) | Training that provides important knowledge about how to perform work as safely as possible according to Kazakh and International standards. |
Compulsory education | Training and certification of participants in the courses required by the legislation of the Republic of Kazakhstan. |
Distance education | Training and certification of participants in MT, VTT, ST, compulsory education in real time, using distance learning tools. |
Client | A legal entity or individual intending to use the Company‘s services. |
Contract | A written agreement between the Company and the Client for the provision of training services for a specified period, indicating the prices to be calculated, confirmed by the seals and signatures of the top officials of both parties. |
Application | A form containing the signature and seal of the Client, which serves as the basis for planning the training and admission of the participants indicated in it. |
The instructor | The person responsible in the Company for conducting quality training and managing the data necessary for training or resulting from training. |
Workbook | A document containing the necessary course materials and fields for notes. |
4.1. Administrator
The main duties of the Administrator include:
make sure that all necessary documents, forms and applications are available
keep records of all incoming and outgoing correspondence (applications, letters, contracts, etc.)
registration of knowledge verification protocols, certificates, registration, accounting and storage of issued protocols, certificates and certificates
prepare and maintain a schedule of classes in coordination with the training instructor
4.2. The instructor
The main duties of the Instructor include:
keep records of student attendance;
maintain a training schedule in coordination with the administrator;
prepare training programs, thematic training plans, exam tickets, and coordinate them with the territorial Department of Emergency Situations or Labor;
Create multimedia slide presentations based on agreed training programs, including in English.;
preparation of the handout;
monitor changes in the legislation of the Republic of Kazakhstan on industrial safety, safety and labor protection;
if necessary, notify the territorial authorities of the Department of Emergency Situations of the upcoming knowledge test in accordance with the procedure established by law.;
create your own personal training plan, curriculum development, slide presentation development, and coordinate it with management;
4.3. Director
The main duties of the Director include:
agree on a training plan for the week
review and sign documents drawn up accordingly
5.1. Contract
Before processing or accepting an application from a Client, the Administrator makes sure that there is a properly executed service agreement.
The Administrator makes sure that the service requested by the Client is properly executed in the Contract.
If there is no Agreement, the Administrator sends a copy of the standard agreement to the Client for review and signing (SAMRUK–FORMS–AGREEMENT–02, SAMRUK–FORMS–AGREEMENT–03).
After signing by both parties, the Administrator registers the Contract in the Contract Log (SAMRUK–FORMS–AGREG–04), places it in a folder.
If there are not many listeners (up to 2 people) and if the Customer has a complex system for approving and signing contracts, it is allowed to accept the application without a contract, while the application must be signed by an authorized person of the Customer and confirmed with the seal of the organization.
5.2. Acceptance of the Application
After confirming the availability of a properly executed Contract, the Administrator sends the Application form to the Client to fill out (SAMRUK–FORMS–REQUEST–05).
Acceptance of the Application implies the presence of:
Full name of the participants
The position of the participants
Name of the requested course
Photos of participants in 3*4 format (if necessary)
In case of receiving an Application from a Client by e–mail, the Administrator immediately responds to the Client:
“Thank you, your application has been accepted. Information on the schedule and venue of the course will be sent in the near future.“
If some of the information is missing, the Administrator immediately sends a request to the Client for the missing information.
The Administrator registers the Request received from the Client in the Incoming Mail Log (SAMRUK–FORMS–INBREG–06).
The Administrator coordinates the dates and location of the training with the Instructor and the Director and sends the agreed schedule to the Client.
5.3. Training
5.3.1. Preparation for training
1-2 days before the training, the instructor makes sure that there are handouts for Participants on the training topic.
Handouts include:
Workbook
A common business card of the established pattern (SAMRUK–FORMS–CARD–08)
Feedback form (SAMRUK–FORMS–FEEDBACK–07)
As well as the Attendance List (SAMRUK–FORMS–ATTENDANCE–09)
The instructor makes sure that the necessary equipment is available 1-2 days before the training:
Presentation materials
Computer
The projector
Flipchart
Board
The instructor, according to the Application (if necessary), prepares a notification letter to the territorial division of the authorized body about the upcoming knowledge test, registers the notification letter in the journal of Outgoing correspondence (SAMRUK—FORMS—OUTBREG–10).
5.3.2. Conducting training
The instructor distributes handouts, makes sure that the Attendance Sheet is signed by each participant, and begins training.
After signing the Attendance Sheet, the Instructor provides the attendance sheet to the Administrator for registration.
The administrator, based on the Attendance Sheet (if it does not contradict the Application), prepares a Protocol with the appropriate registration number and provides the Protocol to the Instructor.
In case of a conflict between the stated number of participants or the course of study and the actual topic of the training or the number of participants, the Administrator contacts the Client‘s representatives to clarify the circumstances.
If the Administrator has not received photos of the participants at the time of the start of the training, the Instructor takes photos of the Participants one at a time and writes down the names.
For 8–hour training, the Instructor provides 1 break before lunch for a coffee break and 1 break after lunch for a coffee break.
During the training, the Instructor uses his presentation skills, necessary equipment, and answers questions from participants.
5.3.4. Completion of training and data collection
Upon completion of the training, Participants fill out feedback forms, which are distributed to them by the Administrator (when studying in Samruk Safety Education classrooms) or an Instructor when studying on the Client‘s premises.
The instructor passes the feedback forms to the Administrator.
The administrator collects data in one file/folder for one training session:
Client‘s Request
Signed Attendance List
Registered letter to the relevant department – notification of a planned knowledge test (if relevant)
Feedback forms