2.2 Basic activities of a QMS within a VET institution

Tasks of an internal quality assurance system can be described as follows:

  1. description of processes: this is one of the most prominent requirements for all kinds of external recognition of quality in a VET organisation. The internal quality assurance system sets up and describes the operational processes and their quality objectives together with the individual responsibilities for the management and control of each operation, giving a whole picture of the organisation;
  2. (self-)assessment: the internal quality assurance system develops and/or provides the necessary instruments and tools for collecting information and assessing results from staff, students and external stakeholders. As a horizontal task the quality assurance system is based on consistent principles for collection and evaluation of information in different units and departments of the VET organisation and for different operations;
  3. monitoring and change management: the quality assurance system puts into effect the institutionally-agreed quality assurance processes through continuous monitoring, regular assessment, evaluation and proposals for adaptation, improvement and change;
  4. documentation: this is another basic requirement for any type of external recognition of the institution. The internal quality assurance system has to ensure the documentation and storage of all documents guiding operations of the VET institution both internal and those addressed to its external stakeholders;

A fully-fledged documentation system in a VET institution should store under safe conditions at least the following records:

  1. mission statement and quality policy of the VET institution;
  2. descriptions of the main processes and definitions of related (personal) responsibilities;
  3. tools and instruments used for assessment and evaluation;
  4. records of assessments and evaluations undertaken;
  5. records of all suggestions, complaints and subsequent investigations made;
  6. minutes and results of discussions to improve quality of organisational processes and programme and service delivery;
  1. communication: as a cross-cutting function, a quality assurance system within a VET institution should ensure internal communication with staff, teachers/trainers and students as well as communication with relevant stakeholders from outside, such as general schools, employers and employment agencies.


Figure 3. Basic tasks of an internal quality assurance system

Source: CEDEFOP.



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2.2 Basic activities of a QMS within a VET institution

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