The QUALTRACK assessment process is designed to be rigorous, objective and developmental, providing educational institutions with a comprehensive framework for assessing and improving their quality practices. By participating in the QUALTRACK assessment, institutions demonstrate their commitment to providing high-quality adult learning experiences and their dedication to continuous improvement and excellence.
When an institution decides to get a rating, it files an application. The application is registered in the online system. The administrator confirms the application and launches the evaluation procedure and sets a timetable. It will also make available this methodology and assessment questions to the applicant institution.
The process has the following steps:
An institution does a self-assessment through an online questionnaire, where the educational institution describes the state or processes in the given educational institution. It is important that the institution can prove that it fulfills the basic set of criteria and meets the standard quality requirements and some of the special criteria to earn a badge.
External evaluators will review the evaluation by institution. On-site assessment will be carried out by a trained external evaluator who will visit the evaluated institution and check the veracity of all statements made in the self-evaluation questionnaire
Customer evaluation will be taken into consideration and the evaluator will verify the key statements from the self-evaluation questionnaire among the customers of the given educational institution
Final evaluation. After receiving the report from the Evaluator, the rating institution will have collected all the data and findings necessary for making the final conclusion, ie whether the evaluated institution has met all the criteria and if it receives any special badge
The evaluation process is completed with awarding a certificate. The certificate is valid for 3 years. It can be published on the website, always with the year of issue. The reassessment will be conducted under lighter conditions (to be specified). There will be national registries of certified/rated institutions. The registries will be published also on the Qualtrack website.
Institutions
The QUALTRACK assessment process is designed to be rigorous, objective and developmental, providing educational institutions with a comprehensive framework for assessing and improving their quality practices. By participating in the QUALTRACK assessment, institutions demonstrate their commitment to providing high-quality adult learning experiences and their dedication to continuous improvement and excellence.
When an institution decides to get a rating, it files an application. The application is registered in the online system. The administrator confirms the application and launches the evaluation procedure and sets a timetable. It will also make available this methodology and assessment questions to the applicant institution.
The process has the following steps:
An institution does a self-assessment through an online questionnaire, where the educational institution describes the state or processes in the given educational institution. It is important that the institution can prove that it fulfills the basic set of criteria and meets the standard quality requirements and some of the special criteria to earn a badge.
External evaluators will review the evaluation by institution. On-site assessment will be carried out by a trained external evaluator who will visit the evaluated institution and check the veracity of all statements made in the self-evaluation questionnaire
Customer evaluation will be taken into consideration and the evaluator will verify the key statements from the self-evaluation questionnaire among the customers of the given educational institution
Final evaluation. After receiving the report from the Evaluator, the rating institution will have collected all the data and findings necessary for making the final conclusion, ie whether the evaluated institution has met all the criteria and if it receives any special badge
The evaluation process is completed with awarding a certificate. The certificate is valid for 3 years. It can be published on the website, always with the year of issue. The reassessment will be conducted under lighter conditions (to be specified). There will be national registries of certified/rated institutions. The registries will be published also on the Qualtrack website.
One of the basic goals of the rating is to separate high-quality educational institutions from those with insufficient quality. The pilot showed that the rating is also a motivational element for the institutions to improve their processes and standards. Therefore, it is necessary to support the educational role of the rating towards educational institutions, which will ultimately lead to an improvement in the quality of services provided to the customer.
In order to run these processes correctly and in a standardized form, training for the institutions and the assessors will be provided.
The first step in the QUALTRACK assessment process is the enrollment of the educational institution. This decision requires a strong commitment from the organization’s leadership to engage in the quality assessment and improvement journey. To make an informed decision, the institution can familiarize itself with the entire QUALTRACK framework, assessment criteria and process beforehand. All relevant documents, including the self-assessment questionnaire, assessment methodology and other materials, are available online on the QUALTRACK website
Evaluators
External assessors play a crucial role in the QUALTRACK quality assessment process, providing an objective and impartial evaluation of educational institutions’ performance against the QUALTRACK quality standards. Given the importance of their role, QUALTRACK has established a rigorous set of requirements and procedures for selecting, training and managing external assessors.
Requirements for External Assessors
To be eligible to serve as an external assessor for QUALTRACK, candidates must meet the following requirements:
Have at least five years of professional experience in adult education, training or quality management
Preferably hold a relevant academic degree (at least a master’s degree) in education, social sciences or a related field
Demonstrate strong analytical, communication and interpersonal skills
Be proficient in the language(s) used by the institutions they will assess
Have no conflict of interest with the institutions they will assess (e.g., not currently or recently employed by the institution, not involved in direct competition with the institution)
Agree to adhere to the QUALTRACK assessor code of ethics and confidentiality requirements
Recruitment of External Assessors
QUALTRACK recruits external assessors through a competitive selection process, which includes the following steps:
Public call for applications: QUALTRACK announces the opportunity to become an external assessor through its website, social media channels and relevant professional networks.
Application submission: Interested candidates submit their application, including their CV, motivation letter and references, through the QUALTRACK online application system.
Application review: The QUALTRACK selection committee reviews the applications and shortlists the most qualified candidates based on the established requirements.
Interviews: Shortlisted candidates are invited for an interview (either in-person or online) with the QUALTRACK selection committee, to assess their suitability for the role and their alignment with QUALTRACK’s values and approach.
Selection and onboarding: Successful candidates are informed of their selection and provided with further information about the onboarding process, including the signing of the assessor contract and the mandatory training.
Assessor Contract and Remuneration
Each external assessor signs a contract with the QUALTRACK organization, which outlines the terms and conditions of their engagement, including:
The scope and duration of their assignment as an external assessor
The remuneration they will receive for each completed assessment (a fixed fee per assessment, covering their time and expenses)
Their obligations and responsibilities as an external assessor, including adherence to the QUALTRACK assessment methodology, code of ethics and confidentiality requirements
The intellectual property rights related to the assessment materials and reports they produce
The termination conditions for the contract
Mandatory Training for External Assessors
Before conducting any assessments, all external assessors must complete a mandatory training program provided by QUALTRACK. The training covers the following topics:
The QUALTRACK quality framework and assessment methodology
The QUALTRACK self-assessment questionnaire and external assessment tools
The QUALTRACK assessor code of ethics and confidentiality requirements
Best practices for conducting interviews, observations and document reviews
Techniques for providing constructive feedback and writing assessment reports
Case studies and simulations of assessment situations
The training is delivered through a blended learning approach, combining online modules, webinars and face-to-face workshops. At the end of the training, assessors must be able to demonstrate (test, interview) their understanding of the QUALTRACK model and their readiness to conduct assessments.
Compliance Requirements for External Assessors
External assessors are expected to maintain the highest standards of professionalism, integrity and confidentiality in their role. By establishing and enforcing these compliance requirements, QUALTRACK aims to ensure the credibility, reliability and integrity of its quality assessment process and to maintain the trust and confidence of the institutions and stakeholders it serves.
The following compliance requirements apply to all QUALTRACK external assessors:
Confidentiality: External assessors must sign a confidentiality agreement, committing to keep all information related to the institutions they assess strictly confidential. They may not disclose any information about the institution’s performance, practices or results to any third party without the express written consent of the QUALTRACK organization and the institution.
Conflict of Interest: External assessors must declare any potential conflicts of interest related to the institutions they are assigned to assess. They must not accept any assignments where there is a real or perceived conflict of interest, such as previous or current employment, consulting or financial relationships with the institution. If a conflict of interest arises during an assessment, the assessor must immediately inform the QUALTRACK organization and withdraw from the assignment.
Objectivity and Impartiality: External assessors must conduct their assessments in an objective and impartial manner, basing their evaluations solely on the evidence and observations gathered during the assessment process. They must not allow any personal biases, preferences or opinions to influence their judgments or recommendations.
Accuracy and Truthfulness: External assessors must ensure that all information they collect and report during the assessment process is accurate, truthful and verifiable. They must not misrepresent or falsify any information in their assessment reports or communications with the QUALTRACK organization or the assessed institution.
Ethical Conduct: External assessors must adhere to the QUALTRACK assessor code of ethics, which includes principles such as respect for the rights and dignity of the individuals involved in the assessment process, fairness and non-discrimination in their evaluations and accountability for their actions and decisions as assessors.
Continuous Improvement: External assessors are expected to continuously develop their skills and knowledge related to quality assessment in adult education. They must participate in regular training and calibration sessions organized by QUALTRACK to ensure consistency and reliability in their assessments across different institutions and contexts.
Compliance Monitoring: The QUALTRACK organization monitors the compliance of external assessors with these requirements through various means, such as regular performance reviews, feedback from assessed institutions and random checks of assessment reports and documentation. Any breaches of compliance may result in the termination of the assessor’s contract and their removal from the QUALTRACK assessor pool.