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Home > Education > Approval and monitoring of programmes > Annual monitoring process

Annual monitoring process

Annual monitoring is a retrospective documentary process to consider whether a programme continues to meet our education standards and that individuals who successfully complete the programme are able to meet the relevant proficiency standards.


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Submissions

Electronic documentary submission for annual monitoring

Education providers are divided into two groups for annual monitoring. Each autumn, we will write to education providers with information on the annual monitoring process over the forthcoming academic year. We will tell you what you need to submit, and by when. Each year, we require one of two types of monitoring submissions:

A declaration asks you to confirm that the programme continues to meet our education standards, and that recent and future changes have been reported to us. We expect you to complete a declaration form after you have completed your internal annual monitoring process for the year.

An audit asks you to submit a completed form and mapping document with several key pieces of your internal quality monitoring documentation, including external examiners' reports and your responses to these reports.

How do I find out which group I am in?

You can check if your education provider is in group A or B, by clicking on the links in the table below:

Academic Year

Doc iconGroup A

Doc iconGroup B

2018-19

Audit

Declaration

2019-20

Declaration

Audit

2020-21

Audit

Declaration

When is my submission due?

Your submission date will usually be just after your own internal annual monitoring process. You must complete the relevant form and submit it to us, along with the requested documentation, by the deadline stated in our initial correspondence to you.

I've recently had an approval visit. Do I need to make an annual monitoring submission?

Programmes visited by us in the previous academic year, or which are currently going through the approval process, will not normally be subject to annual monitoring in the following year.

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How we will assess that programmes meet the revised SETs

Since September 2017, all pre-registration programmes we visited were assessed against the revised Standards of education and training (SETs). From September 2018 all existing pre-registration programmes will need to demonstrate they meet the revised SETs when engaging with our monitoring processes.

In academic years 2018-19 and 2019-20, we will assess whether pre-registration programmes meet the revised SETs via the annual monitoring process. We will contact the education providers to notify them of our monitoring requirements in Autumn 2018. We will provide specific information about what they will need to provide regarding the revised SETs and our new annual monitoring audit requirements.

For more information please read the revised standards of education and training: guidance and resources.

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Changes to annual monitoring audit requirements

There are two key changes to our annual monitoring requirements. Firstly, we require electronic documentation via email or on a USB stick rather than hard copies. Secondly, from the 2018-19 academic year, education providers will be required to submit additional information as part of the annual monitoring process.

In September 2017, our Education and Training Committee agreed that we should expand the standard evidence base education providers are required to submit through the annual monitoring audit process. Read the proposal.

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Requirements for your next audit submission

From the 2018-19 academic year, education providers submitting audits are required to submit the following additional information:

Area for further evidence

Information you must provide

Monitoring of practice based learning for the last two academic years

  • Information regarding ongoing practice-based learning capacity
  • Information regarding the outcomes of practice-based learning quality monitoring activity
  • Feedback from stakeholders, areas identified for development and any information regarding action plans

Monitoring of service user and carer involvement for the last two academic years

  • Information regarding where on the programme service user and carer involvement has taken place, and its effectiveness
  • Feedback from stakeholders regarding service user and carer involvement, areas for further development and any information regarding action plans

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Please note, this information must be included in addition to our standard annual monitoring audit requirements. More information regarding our annual monitoring requirements is available under 'Electronic documentary submission for annual monitoring' above.

We do not specify the form in which education providers must submit evidence through the audit to address these new areas. However, education providers should consider how any evidence submitted relates to how they continue to meet our standards.

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Our changes explained

Monitoring of practice-based learning

As part of meeting the practice-based learning standards, education providers must continue to meet the following standards.

  • There must be an effective process in place to ensure the availability and capacity of practice-based learning for all learners.
  • Practice-based learning must be integral to the programme.
  • The structure, duration and range of practice-based learning must support the achievement of the learning outcomes and the standards of proficiency.
  • The education provider must maintain a thorough and effective system for approving and ensuring the quality of practice-based learning.


In maintaining adherence to these standards, education providers should already be well placed to provide further evidence around their ongoing management of practice-based learning. Such evidence should be based on information already routinely gathered and considered for the internal management of an approved programme.

In relation to these areas of the programme, education providers must now provide the following information in their next audit submission:

  • Information regarding ongoing practice-based learning capacity
  • Information regarding the outcomes of practice-based learning quality monitoring activity
  • Feedback from stakeholders, areas identified for development and any information regarding action plans

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Monitoring of service user and carer involvement

In the area of service user and carer involvement, education providers must ensure the following standards continue to be met.

  • Service users and carers must be involved in the programme.
  • The programme must have regular and effective monitoring and evaluation systems in place.


In maintaining adherence to these standards, education providers should already be routinely reviewing their service user and carer involvement to ensure it is effective, and to allow for its development over time.

In relation to these areas of the programme, education providers must now provide the following information in their next audit submission:

  • Information regarding where on the programme service user and carer involvement has taken place and its effectiveness

Feedback from stakeholders regarding service user and carer involvement, areas for further development and any information regarding action plans

For the 2018-19 academic year we will require all education providers to make a declaration that any changes; implemented to ensure those who successfully complete the programme understand the implications of the revised version of the standards of conduct, performance and ethics, have previously been reported to us or are being reported through the current annual monitoring.

We will also, in line with the requirements to ensure that all approved education and training programmes have integrated the revised SOPs for their profession into their teaching and learning, require all programmes from the following professions to make a declaration through annual monitoring in 2018-19:

  • practitioner psychologists

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For more information:

Please read through the Annual monitoring - supplementary information for education providers publication which provides detailed information about the annual monitoring process.

Further information about individual programmes' requirements for annual monitoring 2018-19, along with audit and declaration forms, will have been sent to all education providers in August 2017. If you have not received a form or require any advice or guidance please contact us at annualmonitoring@hcpc-uk.org.



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