QCTO Feedback Log Template

1. General Information

• Programme Name:
• Qualification Code:
• Submission Date:
• Version Number:
• Compiled By:
• Date of Feedback Received:

2. Feedback Details

Feedback ID	Section/Unit Standard	Feedback from QCTO	Recommended Changes	Action Taken	Date Completed	Responsible Person
001	Example: Curriculum Structure	Clarify learning outcomes in Module 3	Revised learning outcomes for clarity	Updated in curriculum document	2025-02-25	John Doe
002	Assessment Criteria	Provide more practical assessment examples	Added case studies for real-world application	Updated in assessment guide	2025-02-28	Jane Smith

3. Status Overview

• Pending Changes: [Yes/No]
• Completed Changes: [Yes/No]
• Resubmission Required: [Yes/No]
• Final Submission Date:

SayPro Course Submission Template for QCTO Approval

1. Course Information

• Course Title:
• NQF Level:
• Credits:
• SAQA ID (if applicable):
• Duration (Hours/Weeks/Months):
• Mode of Delivery (Online, In-person, Blended):
• Target Audience (Who is this course for?):
• Entry Requirements (Prerequisites):

2. Course Objectives & Learning Outcomes

• Overall Course Objectives:
  • Clearly state the goals of the course.
• Specific Learning Outcomes:
  • List key knowledge, skills, and competencies learners will gain.

3. Course Structure & Content

• Modules & Units Breakdown:
  • Module 1: [Title] – [Description]
  • Module 2: [Title] – [Description]
  • … (Continue for all modules)
• Assessment Criteria per Module:
  • Explain how learners will be assessed in each module.

4. Assessment Strategy

• Types of Assessments (Formative & Summative):
  • Assignments
  • Practical tasks
  • Examinations
  • Workplace-based assessments (if applicable)
• Minimum Pass Mark:
• Reassessment Policy:

5. Learning Materials & Resources

• Textbooks, e-learning materials, software, or other resources used.

6. Accreditation & Compliance

• Alignments to QCTO Guidelines:
  • Explain how the course meets QCTO requirements.
• Occupational Certificate Alignment (if applicable):
• Partnerships with Accredited Institutions (if applicable):

7. Trainer & Assessor Details

• Trainers’ Qualifications & Experience:
• Assessors’ Qualifications & Accreditation:

8. Work-Based Learning (If Required)

• Duration of Workplace Component:
• Workplace Supervision Requirements:

9. Quality Assurance & Monitoring

• Methods for Continuous Improvement:
• Learner Feedback Mechanisms:

10. Submission Checklist

✅ Completed Course Submission Form
✅ Course Syllabus & Content Outline
✅ Assessment Plan & Rubrics
✅ Trainer & Assessor CVs
✅ Workplace-Based Learning Agreement (if applicable)
✅ Compliance Documentation

Feedback Handling

• Review feedback received from QCTO.
• Make necessary revisions to courses as per QCTO requirements.
• Document and track all feedback and responses.

Course Upload Management

• Ensure all new courses are correctly formatted for upload.
• Upload courses to the QCTO system according to guidelines.
• Verify successful uploads and troubleshoot any errors.

Compliance and Quality Assurance

• Check that all uploaded courses meet QCTO compliance standards.
• Perform quality checks to ensure accuracy and completeness.

Reporting and Documentation

• Compile a detailed report of uploaded courses.
• Include feedback received, actions taken, and upload confirmations.
• Submit the report to relevant stakeholders.

Follow-ups and Communication

• Liaise with QCTO representatives for any clarifications.
• Keep internal teams updated on progress and any challenges faced.
• Schedule any necessary follow-ups to address pending issues.

Feedback Handling

• Review feedback received from QCTO.
• Make necessary revisions to courses as per QCTO requirements.
• Document and track all feedback and responses.

Course Upload Management

• Ensure all new courses are correctly formatted for upload.
• Upload courses to the QCTO system according to guidelines.
• Verify successful uploads and troubleshoot any errors.

Compliance and Quality Assurance

• Check that all uploaded courses meet QCTO compliance standards.
• Perform quality checks to ensure accuracy and completeness.

Reporting and Documentation

• Compile a detailed report of uploaded courses.
• Include feedback received, actions taken, and upload confirmations.
• Submit the report to relevant stakeholders.

Follow-ups and Communication

• Liaise with QCTO representatives for any clarifications.
• Keep internal teams updated on progress and any challenges faced.
• Schedule any necessary follow-ups to address pending issues.

Follow-up with QCTO

• Check the status of course approvals.
• Address any feedback provided by QCTO.
• Make necessary revisions to ensure compliance.

Course Upload & Documentation

• Upload new courses to the QCTO system.
• Ensure all required documents are complete and properly formatted.
• Verify that submissions meet QCTO guidelines.

Internal Review & Quality Assurance

• Conduct an internal review of uploaded courses.
• Ensure that all materials align with SayPro’s standards and QCTO requirements.

Stakeholder Communication

• Inform relevant teams of updates on course approvals.
• Address any queries or concerns from internal stakeholders.

Reporting & Record-Keeping

• Compile and submit the SayPro Monthly April QCTO New Course Upload Report.
• Maintain records of approvals, revisions, and communications with QCTO.

1. Report Generation

• Compile data on all new course uploads for April.
• Document the status of each course submission, including pending, approved, or rejected statuses.
• Include details of any feedback received from QCTO regarding submissions.
• Track and summarize any revisions made based on feedback.

2. Data Collection & Verification

• Gather all necessary course information, including course titles, descriptions, and submission dates.
• Verify the accuracy and completeness of uploaded courses.
• Ensure compliance with QCTO submission requirements.

3. Submission Monitoring

• Track the progress of each course submission.
• Follow up on pending approvals or requested revisions.
• Identify and document any delays or issues in the upload process.

4. Feedback Management

• Review feedback from QCTO and document key points.
• Ensure necessary revisions are implemented based on feedback.
• Maintain a record of all communication with QCTO regarding course submissions.

5. Report Submission

• Organize the final report with structured sections, including summary, course list, feedback received, and actions taken.
• Submit the final SayPro Monthly April QCTO New Course Upload Report to relevant stakeholders.
• Address any queries or clarifications needed post-submission.

1. Course Preparation & Finalization

• Review and finalize course materials, ensuring alignment with QCTO requirements.
• Format documents according to QCTO submission guidelines.
• Gather all necessary supporting documents (qualification frameworks, assessments, facilitator guides, etc.).

2. Submission of Courses to QCTO

• Submit the final course materials and documentation to QCTO for accreditation review.
• Ensure that all forms and checklists required by QCTO are correctly completed and included.
• Track submission status and confirm receipt with QCTO.

3. Compliance & Quality Assurance

• Conduct an internal compliance check to ensure the courses meet QCTO standards.
• Address any gaps or missing elements before submission.
• Implement necessary corrections based on pre-submission evaluations.

4. Follow-Up & Communication

• Maintain communication with QCTO to monitor the progress of accreditation.
• Respond to any queries or requests for additional documentation.
• Keep stakeholders informed about submission status and expected feedback timelines.

5. Reporting & Documentation

• Document the submission process for record-keeping and future reference.
• Prepare a report summarizing the courses submitted, status updates, and next steps.
• Submit the SayPro Monthly April QCTO New Course Upload Report to relevant stakeholders.

1. Preparation of Documentation

• Collect and organize all required course materials, including syllabi, assessment plans, and learning outcomes.
• Ensure that instructor qualifications and CVs are up-to-date and meet QCTO requirements.
• Compile supporting documents such as workplace experience templates, practical assessment criteria, and moderation reports.

2. Course Content Review & Finalization

• Verify that all course materials align with QCTO standards and framework.
• Make necessary revisions based on feedback from curriculum developers or accreditation bodies.
• Ensure course outlines are structured to meet regulatory requirements.

3. System Upload & Compliance Check

• Access the QCTO portal for new course uploads.
• Upload all finalized course documents to the designated system or platform.
• Conduct a compliance check to ensure all required fields and attachments are correctly uploaded.

4. Verification & Approval Process

• Coordinate with internal teams for final document verification.
• Submit the uploaded courses for internal approval before sending them to QCTO.
• Address any feedback or corrections required by internal or external reviewers.

5. Reporting & Submission

• Generate a monthly report detailing the courses uploaded, documents submitted, and any challenges encountered.
• Ensure timely submission of the report to relevant stakeholders within SayPro and QCTO.
• Keep records of all uploaded materials for future reference and

Course Finalization and Review

• Review all course materials for accuracy and completeness.
• Ensure alignment with QCTO accreditation standards.
• Make necessary adjustments based on feedback and compliance requirements.

Content Upload & System Integration

• Upload finalized course content to the designated platform.
• Test functionality and accessibility of all course modules.
• Verify proper integration with SayPro’s LMS (Learning Management System).

Quality Assurance & Compliance Check

• Conduct a final quality assurance check for errors, inconsistencies, or missing information.
• Ensure compliance with QCTO guidelines for course accreditation.
• Address any required modifications before submission.

Documentation & Reporting

• Compile a report detailing newly uploaded courses.
• Include key information such as course title, accreditation status, and upload date.
• Submit the report to relevant stakeholders for review.

Stakeholder Communication & Approval

• Notify relevant teams (QA, Compliance, Management) about the newly uploaded courses.
• Obtain approvals and sign-offs from necessary departments.
• Address any feedback or additional requirements.

Follow-Up & Post-Upload Review

• Monitor course performance and user feedback post-upload.
• Ensure that all learner access and engagement issues are resolved.
• Make necessary updates based on initial user interactions.

1. Learning Outcomes
   • Clearly defined learning outcomes for each course.
   • Ensure alignment with industry expectations and QCTO guidelines.
2. Course Curriculum
   • A detailed outline of the course structure, including modules and topics.
3. Assessment Criteria
   • Methods and rubrics for evaluating learner progress.
4. Industry Alignment Report
   • A brief report showcasing how the course meets current industry demands.
5. Accreditation Compliance Checklist
   • A checklist confirming adherence to QCTO accreditation requirements.
6. Trainer Credentials (if applicable)
   • Updated qualifications and experience details of course trainers.

All documents should be submitted by [submission deadline] to ensure timely processing and approval.

For any queries, please contact [relevant contact person].

SayPro Team