SayProApp Courses Partner Invest Corporate Charity Divisions

SayPro Staff

SayPro Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407

SayPro Human Capital Assessment Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP037

Document Code: SayProP037
Approved by: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 28 May 2025
Next Review Date: 28 November 2025

  1. Purpose

The purpose of this policy is to define the standards, responsibilities, and processes related to assessment practices across all SayPro programmes and qualifications, in compliance with QCTO and SETA requirements. It ensures fair, valid, reliable, and consistent assessment of learner performance.

  1. Scope

This policy applies to:

  • SayPro Human Capital (learners, candidates, interns, trainees)
  • All accredited SayPro training programmes and learning pathways
  • SayPro Facilitators, Assessors, Moderators, Royal Directors and Officers
  • SayPro units delivering training under QCTO and SETA-recognised programmes
  1. Definitions
  • Assessment: The process used to evaluate a learner’s competence against pre-set unit standards or occupational outcomes
  • Assessor: A registered and certified person responsible for conducting learner assessments
  • Moderator: A registered and certified individual who validates the assessment process
  • PoE: Portfolio of Evidence – documents and materials submitted by the learner to prove competence
  • Competence: The demonstrated ability to apply knowledge, skills, and attitudes to perform tasks to expected standards
  • QCTO: Quality Council for Trades and Occupations
  • SETA: Sector Education and Training Authority
  • SAQA: South African Qualifications Authority
  1. Policy Objectives
  • Ensure that all assessments are conducted in line with national legislation and QCTO/SETA frameworks
  • Promote consistent, fair, and quality-assured assessment practices
  • Establish responsibilities and procedures for assessment, moderation, appeals, and certification
  • Protect the rights of learners and maintain the integrity of the assessment process
  1. Legislative & Regulatory Framework

This policy aligns with the following:

  • Skills Development Act (No. 97 of 1998)
  • National Qualifications Framework Act (No. 67 of 2008)
  • QCTO Assessment Policy
  • SETA Accreditation Regulations
  • SAQA Criteria and Guidelines for Assessors and Moderators
  1. Roles and Responsibilities

6.1 SayPro Chief Human Capital Officer (CHCO)

  • Ensures strategic compliance with QCTO and SETA standards
  • Oversees the implementation and monitoring of assessment policies

6.2 Royal Directors

  • Supervise learning and assessment delivery in their divisions
  • Approve assessors, moderators, and programme plans

6.3 SayPro Assessors

  • Conduct learner assessments in line with unit standards or curriculum specifications
  • Provide clear feedback, record outcomes, and support learners in PoE completion

6.4 SayPro Moderators

  • Validate assessment decisions for consistency and fairness
  • Submit moderation reports and flag non-compliance

6.5 SayPro Officers

  • Provide logistical and administrative support for assessments
  • Maintain records and assist with portfolio tracking

6.6 Human Capital (Learners)

  • Participate in assessments, submit PoEs, and receive feedback
  • Have the right to request re-assessment or lodge appeals
  1. Assessment Procedures

7.1 Pre-Assessment Preparation

  • Learners receive a detailed Assessment Brief and PoE Guidelines
  • Diagnostic assessments conducted to determine learner readiness
  • Unit standards or curriculum outcomes are reviewed with learners

7.2 Conducting Assessments

  • Assessors follow SayPro and QCTO-aligned Assessment Tools and Checklists
  • Assessment types may include: practical demonstrations, written tests, oral interviews, role plays, and simulations
  • Assessment decisions: Competent (C) / Not Yet Competent (NYC)

7.3 Recording Results

  • Results recorded using SayPro Assessment Outcome Form (SayProF037-01)
  • Copies of the PoE retained for at least 5 years
  • Results submitted to the relevant SETA/QCTO or ETQA

7.4 Feedback and Remediation

  • Learners receive written feedback within 7 working days
  • Learners deemed NYC are provided an opportunity for remedial training and re-assessment
  1. Moderation Procedures
  • Moderation must be conducted on 25% of assessments per SETA/QCTO guidelines
  • Moderation Report Template (SayProF037-02) used for documentation
  • Moderators report directly to Royal Directors and CHCO
  1. Assessment Appeals
  • Learners may appeal within 10 working days of receiving results
  • Appeals submitted using Appeal Form (SayProF028-01)
  • Appeals are reviewed by an independent panel within 7 working days
  1. Certification
  • Upon successful assessment and moderation, results are verified by the SETA/QCTO
  • Certificates of Competence issued within 30 working days
  • Records updated in SayPro’s Learner Management System (LMS) and reported to the relevant ETQA
  1. Assessment Integrity
  • Plagiarism, collusion, or dishonest practices will lead to disciplinary measures
  • Confidentiality of learner information and assessment data will be maintained
  • SayPro follows an internal code of conduct for Assessors and Moderators
  1. Templates and Supporting Documents
  • Assessment Plan Template (SayProF037-03)
  • Learner PoE Guide (SayProF037-04)
  • Observation Checklist (SayProF037-05)
  • Oral/Written Assessment Script Template (SayProF037-06)
  • Re-Assessment Request Form (SayProF037-07)
  • Learner Declaration of Authenticity (SayProF037-08)
  • Assessment Summary Report (SayProF037-09)
  1. Review and Monitoring
  • Policy reviewed annually or upon changes in QCTO/SETA regulations
  • Quarterly assessment audits conducted by SayPro’s Quality Assurance Officer
  • Annual moderation review reports submitted to the CHCO and the CEO
  1. Frequently Asked Questions (FAQs)

Q1: Can I appeal my assessment outcome?
A: Yes. You may appeal within 10 working days by completing an Appeal Form and submitting it to your Officer or Royal Director.

Q2: Who conducts assessments at SayPro?
A: Registered and SETA/QCTO-accredited Assessors assigned by SayPro.

Q3: How do I receive my certificate?
A: Certificates are issued upon successful assessment, moderation, and external verification. Processing may take up to 30 working days.

Q4: Is reassessment possible if I am found Not Yet Competent?
A: Yes. You will receive feedback and support for reassessment within a specified period.

Approved by:
Neftaly Malatjie
Chief Executive Officer