The British Institute of Cleaning Science Founded 1961 with over 10,000 members Largest independent body within the cleaning industry
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Fri 24 Apr 2015 05:55:00 PM EEST
This Bulletin has been written in conjunction with and lends support to the BICSc Regulations found in each of the BICSc Assessment Kits. It is the responsibility of each and every Assessor to read and apply the BICSc Regulations.
Your Verification Support Coordinator (VSC) will have been guiding individuals in the ways to remain compliant with the BICSc Regulations; however to complement their instruction, this Bulletin will focus on the Roles and Responsibilities of an Assessor and Lead Assessor. By knowing, understanding and implementing the role(s) correctly, will result in a compliant and an effective Assessment Centre.
As in the majority of cases a BICSc Licenced Assessor is required by their organisation to facilitate the training of BICSc Skills, thus preparing them for a BICSc Assessment. It would be considered an advantage to the Assessor (or the person delivering the training), to receive some type of ‘Train the Trainer’ training, such as the BICSc Train the Trainer course. However this is not a minimum requirement for a BICSc Licenced Assessor that is linked to an Accredited Training Organisation or Accredited Training Establishment.
A Licenced BICSc Assessor is required to carry out a sufficient number of assessments in a 12 month Audit period that will lead to five accredited outcomes, i.e. a BICSc Licence to Practice or BICSc Certificate. If in the event the organisation has reached a point where there is no one in the business that requires training and assessment, then there would be an expectation that every assessor carry out the same number of simulated assessments (For more detail on simulated Assessments, please refer to the Lead Assessor Section of this Bulletin). The request is made because Assessment skills become weak if not used over a prolonged period. Historically Assessors that have not assessed in a 12 month period, typically struggle during the Annual Audit.
Only BICSc Licenced Assessors can conduct a BICSc Assessment. If you believe your Licence is expired, please contact the BICSc Customer Services department or your VSC.
When conducting an Assessment, the BICSc Licenced Assessor is responsible for the safety and welfare of the individual.
Before an Assessment can take place, the Assessor is required to check that there is a suitable and safe area, with sufficient access to safe equipment and materials, which would allow the candidate to carry out the Assessment safely and correctly. The candidate MUST not be supplied with faulty equipment for the Assessment.
When locating an area for the Assessment to be conducted, the Assessor should ensure the area enables the candidate to demonstrate their competency to a maximum level and that it meets the ‘Minimum Requirements’ as laid out on the Assessment Criteria Card. This could also include an area which is free from distractions and interruptions.At the end of the Assessment, Assessors can and should ask questions that will help satisfy the criteria; however the Assessor should not be asking questions for items that should have occurred naturally, or the situation required the candidate to take action. For example, a Candidate who does not site warning signs whilst Single Solution Mopping should fail. However an Assessor cannot ask a question to assist the Candidate to pass; similar to “what must you use to alert people of potential danger?” Although the candidate might be able to give the correct answer (warning signs), it does not substitute the candidate from carry out the correct action during the Assessment.
As Candidates are not required to provide a running commentary, therefore it would be appropriate for the Assessor to ask questions to qualify a point(s) of criteria. This can only be done at the end of the practical demonstration and when the candidate has indicated that he/she has finished.
Assessors can only ask a question on point of criteria which the candidate could not demonstrate competency on, because the situation did not allow it to happen naturally. For example: During Single Solution Mopping, the candidate may not need to change the solution. Although at the time it wasn’t required during the assessment, it is a point of criteria and the Assessor is required to make a decision whether candidate passed or failed on that point of criteria. Unless the candidate stated they would change the solution, the Assessor would be required to ask a question, such as: “If the area were larger or more soiled, what do you think you would have done differently?” If the Candidate cannot provide an adequate answer to a non-leading question, then the Candidate would fail on that assessment point.
Where an Assessor asks a question to the Candidate, the Assessor is required to indicate this on the BICSc Marking Sheet.
A BICSc Licenced Assessor with ‘Roaming’ status must complete a new Site Inspection Form on the day of any Assessment(s) carried out. BICSc Licenced Assessors with a ‘Static’ status are not required to complete the form.
During the Assessment, a candidate who does not take all safety precautions or work unsafely MUST not be passed as competent in any skill. If this does occur, it is the responsibility of the Assessor to immediately stop the Assessment at that time. This rule must be followed even when carrying out a Simulated/Peer Assessment or at the Annual Audit with the VSC.
At the commencement of the Assessment, the Assessor is required to carry out a pre-brief introduction which explains:
- precisely what assessment they are about to undertake
- any special instructions
- that they cannot receive any verbal assistance
- that the assessment will be stopped if they put themselves or others at risk
- the area in which to work in
- the 5 principle points of criteria; found in the Assessment Guidance Notes of the BICSc Assessment Kit.
The assessor should, if at all possible, try to keep the candidate calm. Although there are specific points to mention during the pre-brief introduction, it would be appropriate to include comments which could calm the nerves of the candidate. Your VSC can provide suggested pre-brief scripts, which can be adapted to suit the style of the Assessor, but must include the above points.
During the Assessment, the Assessor is required to use and score during the Assessment and not afterward. It is recommended that the Assessor request the candidate’s signature immediately after or during the pre-brief introduction. The signature is to confirm the candidate was present, not that they agree with the result of the assessment. If the Candidate disagrees with the score or result, then the candidate should be advised to follow the Appeal Process.
All sections of the BICSc Marking Sheet should be completed at the time of the Assessment using a pen. A printed or photocopied signature on a BICSc Marking Sheet doesn’t evidence who was the Assessor at the time of the Assessment.
At the end of the Assessment, whether it has reached its natural end, or the Assessor has stopped the Assessment, the Assessor should provide feedback to the candidate. It is recommended to use the assessment criteria to form part of the discussion, discussing both positive and negative (if any) points that occurred during the Assessment.
Once the Assessment is complete, the Assessor is required to insert the score and result on the BICSc Marking Sheet and record the result on the BICSc Candidate Record Card. The BICSc paperwork generated as a result of the Assessment taking place, should be kept together, made available for the BICSc Annual Audit and stored for a minimum of 3 years.
If in the event that a BICSc Licenced Assessor leaves the organisation, it is the responsibility of the Assessor and Lead Assessor to inform the BICSc Customer Service Department at their earliest convenience of the change. If in the event the Assessor is moving to another Licenced Centre, then a VSC will be asked to approve the Assessor. Once the Licenced Assessor is no longer employed by the Centre, the Assessor’s Licence is suspended and will prevent BICSc processing any request for Licences and or Certification.
It is the responsibility of each BICSc Licenced Assessor to conduct them professionally when conducting any BICSc activity, remembering they are representing the Institute at that time. BICSc may be required to take further action if it is found that a Licenced Assessor is not conducting them in a professional manner.
The Lead Assessor’s primary function is to ensure that any Assessment which is conducted under the jurisdiction of the Centre Licence’s remit is conducted safely, correctly and consistently. The Lead Assessor is also assumed to be the main point of contact for BICSc communication purposes.
The Lead Assessor must comply with the BICSc Regulations (located in the BICSc Assessment Kit) and the Roles and Responsibilities of an Assessor as outlined above in this Bulletin.
The Lead Assessor must ensure that Risk Assessments and COSHH Assessments are available to other Assessors (and candidates) within the Centre (if there is more than one Assessor). The Lead Assessor may need to liaise with other people from their organisation to have these documents provided and regularly reviewed.
A future Bulletin will cover Peer Assessments in more detail; however the Lead Assessor is required to ensure each Assessor linked to their Licence Centre has been Peer Assessed twice in a 12 month Audit period. This is a minimum requirement.
If in the event the Lead Assessor has a serious concern about the conduct or actions of an Assessor in their Assessment Team, then these concerns must be raised with a VSC and by the way of a discussion decide what the appropriate action is to take.
The Lead Assessor must ensure that all the Assessment paperwork and records is completed in full and correctly. The Lead Assessor may want to consider conducting periodic self-audits to ensure accuracy.
The Lead Assessor is required to communicate with all of the members of the Assessment Team and discuss operational procedures on a regular basis. Evidence will be required at the BICSc Annual Audit. This may be the way of a Standardisation Meeting whereby meeting minutes should be taken. Suggested Agenda Items and the outcome of such meeting/discussions will be covered in a future Assessor Bulletin. There meetings/discussions will help with Assessment consistency/standardisation.
The Lead Assessor has responsibility to ensure that the Annual Audit is conducted in a timely manner. Failure to do so may impede the issuing of Licences and Certificates in a timely manner. Once the organisation’s Centre Licence had expired, the Centre and all Assessor Licences will be suspended, until they have been renewed by the way of a BICSc Annual Audit.