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1. Introduction

This document sets out our guidance on how to become an approved KPA centre and to support the development and maintenance of a strong service relationship between Kaplan Professional Awards (“KPA”) and its recognised centres.

To deliver the training of KPA qualifications and, where applicable, its assessments the prospective centres must go through a robust centre approval process, the parameters for which are set out in this document.

KPA is regulated by Ofqual, and this policy is aligned to Condition C2 from Ofqual’s Handbook on General Conditions of Recognition.

1.1 Purpose and scope

We understand that the process of approval can be quite daunting and this document is designed to provide guidance on the criteria against which we approve our recognised centres as well as providing examples of the types of documents and processes that can be used as evidence to support your application.

1.2 Review of this policy

This policy will be monitored by Kaplan Professional Awards (KPA) and any necessary amendments will be made and implemented at the earliest opportunity. As a minimum, KPA will review this and all associated policies on an annual basis as part of its ongoing quality assurance procedures.

2. Approval criteria

KPA centre approval is granted when a centre wishing to offer our qualifications (or assessments) is confirmed as being able to demonstrate that they have the potential to deliver our qualifications and, where relevant, its assessments, effectively. We therefore assess your potential to comply with KPA requirements across the following areas:

  • Governance
  • Resources
  • Candidate Support and experience
  • Assessment and delivery arrangements
  • External Assessment Arrangements
  • Quality assurance arrangements

Our centre approval process covers three types of centre recognition:

  1. a training centre delivering a KPA qualification(s) where its assessment is administered by KPA
  2. a training centre delivering a KPA qualification(s) where the assessment is administered internally by the centre
  3. a test centre looking to deliver KPA exams only.

2.1 Fee for centre approval

The initial fee is charged for processing a centre approval request, if subsequent follow-up visits are required as part of the approval process then a further fee will be payable for each additional visit.

2.2 Application

Organisations seeking approval must complete the centre approval application form, which is available from our website or by emailing

The form must be completed in full, providing relevant, current and accurate information. KPA’s assessment of the information provided will be based upon the type of centre approval request and the qualification(s) being offered. During the application review process, KPA may request additional information as part of its approval process.

Centres may be subject to additional evidence requirements following their application by means of an action plan. The actions must be fully completed before approval is granted. Should an applying centre fail to complete these actions within the specified period following agreement of the action plan, the application will be rejected and a new full application (with its applicable fees) will need to be completed.

2.3 Approval and Centre Agreement

Once centres have met all of KPA’s application requirements the centre is required to sign an Centre Agreement that will allow KPA to meet the regulatory requirements for the secure delivery of its qualifications.

Organisations must be approved by KPA as an approved centre before they are permitted to deliver our qualifications.

3. Areas of approval and evidence requirements

Area for approvalSuggested evidence
Governance arrangements
  • Internal procedures to clearly show how the approved centre will operate
  • Organisation chart and job roles/descriptions
  • Named point of contact with overall accountability (Head of Centre)
  • Documented agreements where partner organisations are used
  • Minutes of team meetings
  • Monitoring of internal Conflicts of Interest in line with a centre Conflict of Interest policy
  • Candidate registration, tracking and certification request arrangements, including processes for confirmation of learner identity
  • Detail of satellite sites and evidence to show how these are monitored
  • Complaints and appeals policies
  • Equal Opportunities and access to assessment policies
  • Conflict of Interest policy and log/s
  • Reasonable adjustment policy
  • Special consideration policy
  • Malpractice and maladministration policy, along with arrangements to prevent and investigate
  • Data Protection/Privacy Policy
  • Health and safety.
  • Staff profiles for assessors, invigilators, trainers and internal quality assurers, and student to profile ratio.
  • Training & stimulus materials for the qualification/s the centre wishes to offer
  • Evidence of appropriate and suitable equipment and accommodation at the main centre and any satellite centres
  • IT systems and security arrangements.
Candidate support and experience
  • Candidate induction process and how they’ll be given access to the complaints and appeals policies
  • Details of how the centre provides access to assessment including reasonable adjustments / specials considerations
  • RPL policies and procedures
Assessment and delivery arrangements
  • Staff profiles for assessment setters, assessors and internal quality assurers
  • Details of any potential applications for centre devised assessment
  • Security arrangements for assessment materials
  • Processes to create exam materials that are are free from barriers that restrict access and progression, are attainable and are free from discriminatory practice and stereotypes
  • Evidence to show that the centre plans to deliver the qualification(s) in accordance with the published Guided Learning Hours and Total Qualification Time values outlined in the qualification specification(s).
External Assessment Arrangements
  • Staff profiles for assessors and invigilators
  • Exam venue has safeguarding process in place
  • Exam venue provides safe and secure environment for candidates, e.g meeting, waiting and exam rooms
  • Exam materials are saved, shared and destroyed in a safe and secure manner in accordance with your processes and in keeping with the integrity of the exam
  • Pre-exam arrangements that you have in place with the centre are followed
  • Exam delivery arrangements comply with your instructions and maintain the integrity of the exams.
Quality Assurance arrangements
  • Staff profiles for assessors and internal quality assurers
  • Internal quality assurance strategy in place
  • Internal quality assurance plans in place that include assessment, invigilation and standardisation
  • Where applicable, internal quality assurance plans that include satellite centres.