POLICIES & PROCEDURES: OTLA:
OBSERVATION OF TRAINING,
LEARNING & ASSESSMENT
POLICY
1. The purpose of the OTLA process is to ensure, promote and enhance the quality of the learning experience for our customers and to identify the professional development needs of our delivery staff.
Our aim is that:
1.1 The OTLA complies with the standards laid down in the Education Inspection Framework (EIF).
1.2 The Quality manager is responsible for the monitoring of all aspects of provision to ensure continuous improvement, including random observations of sessions.
1.3 The sessions of all delivery tutors will be formally observed by the Internal Verifier or Quality Assurance Manager in line with the IQA strategy as a minimum or when requested by programme managers.
1.4 Following each formal observation, an action plan will be agreed and records will be kept to demonstrate monitoring and completion of these action plans. Where issues are identified as causing concern, an action plan will be prepared and shared with appropriate members of staff and monitored by the senior management team. Beyond this, the process and related documentation remains completely confidential and will be securely stored.
1.5 The feedback from the observed session relates to the quality of the learners’ experience and not specifically to the tutor’s performance, although feedback to tutors will clearly indicate the quality of the teaching observed in the session.
1.6 In the event of disagreement on any points relating to the observation report, tutors will have the right to a second observation by a different observer at a mutually agreed time and as soon as is practicable.
1.7 In the event of a session being considered ‘inadequate’ , actions will be taken to safeguard the best interests of the learners. The tutor will receive individual support and a second observation according to the agreed action plan. Another member of the senior management team will carry out the second observation and if necessary, CPD issues logged for attention.
PROCEDURES
2.1 A Schedule of OTLA is drawn up at the beginning of each new contract year
2.2 An OTLA Schedule is confirmed with Centre Manager and the quality team.
2.3 7 days before a scheduled observation, a confirmation email is sent to tutors with a copy of Observation Policy, Education Inspection Framework (EIF) and the Quality Assurance OTLA documents if requested by the tutor.
2.4 The OTL documents are used to record the observation of the training session and record the quality of the learning experience of the customers.
2.5 Initial verbal feedback should be given on strengths and areas for improvement and a date agreed for full verbal and written feedback within 3 days of the observation. If a tutor wishes to appeal against the written feedback a member of senior management will carry out a second observation.
2.6 The observer forwards to the quality assurance team the completed and signed Quality Assurance Observation docs, agreed action plan and observation summary sheet within 3 days of the tutor receiving a full verbal feedback.
2.7 If the observation is considered inadequate the observer will alert the Quality Manager and appropriate actions will be considered in line with this Policy.
2.8 A copy of the written feedback and if relevant, the Action Plan, is forwarded to the tutor and Centre manager.
2.9 The observation document, the summary sheet and Action Plan is tracked and monitored by the senior management team with CPD issues logged for action.
Policy Docs: OTLA Policy and Procedures: V2022 Review date Jan 2026
