MINISTRY OF EDUCATION

TVET INTERNAL QUALITY ASSURANCE

MONITORING TOOL
IQA MONITORING TOOL

  Audit Area What to check/ Means of Verification (Observation) Recommendations

1. Leadership, Management and Governance
- Availability and Validity - -
- Vision and mission clearly stated. - -
1.
Strategic plan - Clarity of objectives. - -
0
- Clear and functional organogram - -
- Evidence of implementation. - -
- Availability of a QA committee (appointment - -
letters)
1. Internal quality - Meetings (minutes and frequency)
1 assurance - Schedule of activities ( Approved)
- Quality Management System (as per the TVETA
Quality Assurance Framework)
- Student Management Records E.g. - -
- Admission Register, departmental trainee records,
- Transcripts, Result slips,
1. Administrative - Leaving/ completion certificates,
3 support documents - Land Ownership Documents ( Title deed, Lease - -
agreement. Allotment Letter)
- Valid public health report ( Renewed annually) - -
- Sessional Paper No 1 of 2019 - -
- TVET Act 2013 - -
- Basic Education Act, 2012 - -
Legal documents
1. - Universities Act, 2012 - -
4
(Availability &
Access) - KNEC Act 2012 - -
- Occupation Safety & Health Act (OSHA) 2007 - -
- National Industrial Training Act, 2012 - -
- Work Injuries and Benefits Act (WIBA)2007 - -
2
 - Labour Relations Act of 2007 - -
- Employment Act, 2007 - -
- KICD Act 2013 - -
- Accountants Act No 15 of 2008 - -
- Public Procurement and Asset Disposal Act 2015 - -
- Public Financial Management Act 2015 - -
- Level of dissemination - -
2. Physical Resources/Facilities

- Firefighting equipment ( Types) - -

- First aid kit - -
- Emergency exit (Signage) - -
- Fire assembly point - -
1.
3
Safety measures - Fire drills - -
- Personal protective equipment - -
- Fence and gate - -
- Safety policy - -
- Occupational Safety and Health Committee - -
- Availability of washrooms/urinals (Separate for - -
Trainers, trainees: Male and Female)
- Labelled for Trainers, trainees: Male and Female - -
1. - Adequacy (male, female, Trainers, trainee) - -
4
Sanitation facilities
- Availability of Sanitary bins in female toilets - -
- Condition (Cleanliness, Lighting) - -
- Waste disposal (solid and liquid) - -
- Provision for special needs - -
1. Utilities - Power and backup system - -
5 - Renewable energy(availability) - -
- Water (Source, adequate, safe and reliable) - -
- Sports facility (availability/MoU, adequacy) - -

3
 - Lawns (maintenance) - -
- Proper signage for direction to and within - -
- Availability - -
- Reading space versus enrollment - -
1. - Adequacy of reference materials (relevant to - -
Library services
6 programmes offered)
- Qualified librarian - -
- Provision of E-resources - -
3. Quality audit performance criteria for Human Resources
- Trainers’ qualifications (availability of records) - -
- Trainer Deployment - -
- Personal files and Bio data - -
- Continuous Professional Development Plan - -
1.
7
Trainers - Trainers Workload (Sufficient workload) - -
- Availability of Documented staff establishment - -
- Existence of performance management system - -
(Appraisals)
- Relevant Industry experience - -
- Availability - -
- Qualifications - -
1. - Deployment - -
Technicians
8 - Personal files - -
- Availability of job descriptions - -
- Continuous Professional Development plans - -
4. Training Delivery and Programme Evaluation

-Availability (Master, departmental and individual - -

course)
1. -Trainee friendly (well balanced-breaks and lesson - -
Timetable
9 duration)
- Reflects curriculum requirements (practical, - -

4
 theory)
- Lessons are attended as timetabled - -
2. Classrooms
0
- Mechanism for training supervision (evidence of - -
Attendance
class attendance for trainee and trainer)
- Simulations - -
- Study tours - -
- Collaborative training arrangement - -
(industry/institution)
- Exchange programmes - -
2. Appropriate - Demonstrations - -
1 methodology - Blended, - -
- Discovery, - -
- Discussions, - -
- Case studies, - -
- Projects - -
- Models /prototype - -
- Smart boards - -
- Audio/visuals (Educational DVDs, power point, - -
television educational series, YouTube,
photographs, films, radio)
2. Appropriate training - White boards - -
2 aids - Projectors - -
- Exhibits - -
- Charts/diagrams - -
- Models - -
- Handouts - -
- Course outline - -
- Schemes of work - -
2. Updated professional - Record of work - -
3 documents
- Updated Training notes/handouts/e-resources - -
- Progress records - -

5
 - Availability of assessment policy - -
- Availability of assessment guideline - -
- Examination moderation ( Notices & minutes) - -
- Continuous assessments are regular - -
- Mechanism for setting and moderation in place - -
- Table of specifications (Level of Knowledge & - -
2. content covered)
Assessment
4 - Analysis of assessment results - -
- Supervision of assessment ( Exam timetable) - -
- Assessment guide (Marking scheme) - -
- Assessment verification mechanism - -
- Trainee portfolios of evidence are valid, authentic, - -
current and sufficient
- Award system - -
- Industrial attachment policy available - -
- Industrial Liaison Officer (ILO) and office in - -
place
- Industrial attachment carried out - -
Industrial - Sourcing for placement of trainees - -
2. attachments as part - Developed structured competencies to be achieved - -
5 of the learning in various trade areas
process - Records maintained (Logbooks, placement list) - -
- Trainees supervised (Supervision schedules) - -
- Insurance for trainees (Group insurance policy) - -
- Feedback from industry - -
- Evidence of use of industrial attachment feedback - -
5. Trainee Welfare

2. Trainee support - Admission procedures (Trainee admission - -

6 procedures register)

6
 - Code of conduct (Evidence of use, trainee - -
awareness)
- Discipline procedure (Developed and documented) - -
- Complaints procedure (Documented, suggestion
box)
- Conflict resolution procedure (Documented) - -
- Staff in charge - -
- Scholarships (Beneficiaries documented, - -
- Trainee awareness, MoU) - -
- Trainee representative (Available, mode of - -
appointment, democratic space)
- clubs and sports - -
2.
Trainee welfare - Vulnerable trainee support e.g. expectant mothers, - -
7
orphans, PWDs (Documentation, support
programme)
- Career counselling/orientation (Schedules, staff in - -
charge)
- Guidance and Counselling Services - -
- Mentorship programme - -
- Availability/ Database/ Documentation - -
2.
8
Alumni Networks - Active (activities in institution, meetings) - -
- Planned projects - -
2. Accommodation - Availability - -
9 (where applicable) - Availability of a qualified matron/janitor - -
- Condition (State of maintenance e.g. painting, - -
tidiness, lighting, ventilation)
- Adequacy (standard size) - -
- Organization (well arranged) - -
- Safety provisions (instructions/rules, fire exits and - -
extinguishers, doors opening)

7
 - Accessibility (Ramps, lifts) - -
6. Innovation Research and Co-operation - -

- Innovation Committee in place - -

- Initiated innovation - -
3. - Programmes for patenting - -
0
Innovation
- Promotion plan/in use - -
- Commercialization - -
- Open days organized - -
- Mechanism for obtaining information - -
Labour - Documentation of information - -
3.
1
market/industry - Use of information to improve training (minutes of - -
information meetings to discuss the same, incorporation of
emerging issues in training etc.)
- Research unit/ committee established - -
- Activities planned - -
- Support system/budget - -
3. - Partnering with other organizations in research - -
Research initiative
2 - System for disseminating research findings e.g. - -
journals, conferences, symposium
- Customer satisfaction and employee satisfaction - -
survey
Linkages and - Activities planned - -
collaborations - Participation in benchmarking - -
3. - Skills show, competitions and conferences - -
3 - Exchange programmes for trainers and trainees - -
- Industrial visits - -
- Partnerships (MoUs) - -
3. Participating in - Community needs identified - -
4 community - Activities and plans to respond to community - -

8
 needs
- Greening/ Resource conservation (tree planting, - -
activities/ Corporate
water harvesting, biogas, renewable energy)
Social Responsibility
- Production units initiated - -
Entrepreneurship and - Trainees participating in production units - -
3.
income generating - -
5 - Projects/incubation hubs
activities
- Exhibitions and trade fairs - -

IQA APPEDICES
Quality Audit Performance Criteria on Physical Resources
Administrative offices
Accessibility Availability of
Offices (As labelled) Size (m) Condition Fit for Purpose
No.   (PLWD) suitable Furniture
1.          
2.          
3.        
4.
5.
6.
7.
8.
9.
10.

Theory/ Lecture Rooms

9
 Capacity Accessibility Availability of Fit for the
Lecture Rooms (As labelled) Size (m) Condition Adequacy
per shift (PLWD) suitable Furniture programme
No.
               
2.                
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.

Workshops and Laboratories

Workshops Size Capacity Accessibility Availability of Fit for the programme/ Organization (Workshop
Condition Safety
(as labelled) (m) per shift (PLWD) equipment Adequacy arrangement)
No.
                 
1.

2.

3.

4.

5.

10
6.

7.

Tools and Equipment ( Evidence of Inventory)

Organization properly
Applicable Workshop (e.g. MVM, Relevant for the Condition and Availability of Storage
Adequacy (Arrangement of installed and
Carpentry etc.) programme functionality technician (Inventory)
No. tools/Equipment) labelled

1.                
2.
3.
4.                
5.
6.
7.
8.
9.
10.

Human Resource
No. Trainers Names Qualifications Pedagogical Relevant Registered Remarks
Training courses taught by
TVETA

11
1.
 
2.
 
3.
 
4.
 
5.
 
6.
 
7.
 
8.
 
9.
 
10.            
11.

12.

13.

Overall Recommendations:

Human Resource
No. Technical Staff Names Qualifications Area of Status of Experienc Remarks
deployment deployment e

12
 (in Years )
1.
 
2.
 
3.
 
4.
 
5.
 
6.
 
7.
 
8.
 
9.
 
10.            
11.

Overall Recommendations:

Programmes Evaluation Data Sheet (populate as per the template)

Approved Actual Enrolment

Trainers’
Approved Adequate Enrolment (as  
Courses Per Department Level Exam Body availabilit
Curricula Facilities per TVETA Remarks
y M F Total
License) No
No.

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1.

2.

3.

4.

5.

6.

7.

8.                      
9.

10.

11.

12.

13.

14.

15.
Overall Recommendations:

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Conclusions and Recommendations
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Audit Team Particulars: (Auditors and Institutional)

Name Date Signature
1.
2.
3.
4.
5.
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7.

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