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QCTO audit-readiness checklist

What auditors typically look for on a provider site visit or desk review — grounded in the same operational trail Assessa tracks day to day. Read it here, or download a printable PDF.

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1. Accreditation & programme scope

  • Current QCTO SDP accreditation letter / certificate on file, with expiry date tracked.
  • Qualifications offered match the accredited SAQA IDs — no delivery outside scope.
  • If you host EISA: Assessment Centre accreditation current for those qualifications.

2. Learner records & enrolment

  • Every active learner has a complete enrolment against a registered qualification and intake/session.
  • Identity documents captured and stored with POPIA-aware access controls (encrypted ID numbers where required).
  • Guardian / next-of-kin details recorded for learners under 18.

3. Attendance

  • Session registers exist for facilitated contact time and can be produced as a register PDF.
  • Attendance is attributable to a named session date, not a free-floating spreadsheet column.

4. Assessment & internal moderation

  • Module assessment results captured with assessor identity and assessment date.
  • Internal moderation completed where required — moderator is not the same person as the assessor.
  • Overturned or upheld decisions leave an audit trail (who signed, when, outcome).
  • Internal verification (if your process uses it) is recorded as a distinct stage from moderation.

5. Portfolio of Evidence (POE)

  • POE status visible per enrolment (in progress / outstanding / complete) — not only “files in a folder somewhere”.
  • Knowledge, practical, and work-experience module completion can be evidenced before EISA registration.

6. EISA readiness & LEISA

  • EISA dates for your SAQA IDs are known, including registration close dates.
  • Only learners who are genuinely ready are included in LEISA / registration submissions.
  • Statement of Results / readiness snapshot can be reproduced for the cohort you submitted.

7. Exports & evidence packs

  • Student register, results, attendance, and moderation reports can be exported without rebuilding them from scratch.
  • Staff permissions match roles (admin / assessor / moderator) so sensitive records aren’t wide open.

Turn this checklist into a living audit trail.

Assessa keeps enrolments, assessment, moderation, POE status, and EISA readiness in one place — so the next visit is a pull of records, not a scramble.

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