Associate Trainers and Subcontractors (IVOSA Model Policy, draft v1.0)

Use where delivery is carried out by associates, subcontractors or partner organisations
Provider: [Provider name]
Responsible person: [Name or role]
Review date: [Date]

OUR COMMITMENT
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Work delivered in our name must meet the same standard whether it is delivered by an employee, associate trainer or subcontractor.

APPROVAL BEFORE WORK STARTS
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Before appointing an associate or subcontractor, we check the information relevant to their role. This may include:

  - identity and contact details;
  - trainer and assessor qualifications;
  - relevant experience;
  - insurance;
  - continuing professional development;
  - safeguarding checks where required;
  - conflicts of interest;
  - ability to follow our course and record requirements.

Approval is recorded before independent delivery begins.

WRITTEN EXPECTATIONS
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We provide a clear written agreement or instruction covering:

  - the work to be delivered;
  - the standards and policies that apply;
  - course materials and certificate arrangements;
  - learner and course records;
  - confidentiality and data protection;
  - use of our name, brand and IVOSA registration;
  - payment and cancellation arrangements;
  - reporting of incidents, complaints and concerns;
  - when the arrangement may be paused or ended.

DELIVERY AND RECORDS
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Associates and subcontractors use approved course materials or agreed equivalent materials.
They return complete and accurate course, attendance and assessment records within the agreed timescale.
They must not issue certificates or make claims outside the authority given to them.

QUALITY CHECKS
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We monitor delivery in proportion to risk and experience. Checks may include observation, feedback review, record sampling or discussion with the trainer.
New associates normally receive closer checking until confidence is established.

PROBLEMS AND CONCERNS
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Concerns are discussed promptly. We may require improvement, further support, increased monitoring or a pause in delivery.
Serious misconduct, false records or repeated failure may lead to the arrangement ending and may be reported to IVOSA where relevant.

RESPONSIBILITY
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The registered provider remains responsible for work delivered under its name and within its declared scope.

REVIEW
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We review each active arrangement periodically and this policy at least once a year.

This is a draft IVOSA model document (v1.0), for design and governance/legal review.
It is not yet approved for live use. Edit this file directly to adapt the wording for your organisation.