Quality Management Systems for Private Training Establishments

A quality management system (QMS) for a private training establishment (PTE) shows how the PTE operates. The QMS must include all the PTE's policies and procedures.

The policies and procedures should be complete, applied, understandable and consistent with actual practice.

The purpose of a QMS

The QMS should be used daily as a management tool. It needs to accurately reflect the organisational structure, culture, and the way education and training is delivered in the PTE.

During an external evaluation and review, the PTE should be able to demonstrate that the systems in the QMS contribute to better learning outcomes for learners.

The development of a QMS

The organisation may choose how it designs the QMS. It should be appropriate to the size, nature, complexity, and where relevant, to the tikanga and kawa of the organisation.

Over time, as the QMS is reviewed and the organisation matures, the design may change.

A QMS can be one or more documents

A QMS may be spread across a number of related documents. If the system is made up of several documents, they should cross-reference each other, with robust document control systems in place.

For example, there may be a charter document, a health and safety manual, a tutor manual, administration manual, etc. Each document may contain various policies and procedures that cover different aspects of the organisation.

A QMS needs to cover all relevant requirements

A QMS should cover all relevant aspects of any applicable legislation, rules and regulations.

Some of these requirements are described in the Guidelines for PTE registration (PDF, 630KB).

A QMS needs to reflect actual practice

A QMS might meet all requirements but is not put into practice. On the other hand, an organisation may have very good informal systems that are not documented.

The review of a QMS

The QMS must be regularly reviewed to ensure that it remains current. It is important that there is a plan for review, that it is done regularly, and that the QMS is also updated outside of formal review cycles. See the example below.

A smaller organisation might have one copy of the QMS in circulation, which is amended manually and updated every six months. A larger organisation may decide to review its full QMS over a number of years. Some parts may be reviewed more frequently and in more depth. New procedures may have a shorter review cycle initially to ensure any initial problems can be fixed.

Accessibility and usability of a QMS

The QMS is the document that anyone should be able to refer to for information on procedures. It must be usable and accessible, either electronically or physically.

Staff should have a way to provide feedback if they find an error or have suggestions to improve a process.

Further information

If you have any questions or require further information, contact the Approvals and Accreditation team.

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