The 6 stages of the Qualiopi audit, the essential step towards excellence!
Are you a training provider looking to access public funds? If so, there's no escaping the Qualiopi audit, which is a prerequisite for obtaining the famous Qualiopi certification.
But the assessment can be a bit daunting, especially if you're not familiar with it. One of the best ways to get yourself ready? Knowing exactly what the audit entails.
That's what this article is all about, plus some invaluable advice to help you prepare as well as possible.
What is a Qualiopi audit?
Since 1 January 2022, it has been compulsory for all providers of skills development initiatives to obtain Qualiopi certification if they wish to benefit from public and mutualised funds. This obligation applies to various types of action:
- training
- apprenticeships
- skills assessment
- validation of acquired experience.
But to obtain the precious sesame, you need to pass the audit test ✅.
This audit, carried out by a certifying body accredited or authorised by Cofrac (the French Accreditation Committee) :
- involves examining a set of documents and evidence;
- with the aim of verifying that all Qualiopi indicators are met, in accordance with the Référentiel National de Qualité (RNQ).
💡 Please note: there are two types of Qualiopi audit:
- the initial Qualiopi audit, which is essential in order to receive the certificate ;
- the Qualiopi surveillance audit, which takes place between the 14th and 22nd month following, and is designed to ensure continued compliance.
How does the initial Qualiopi audit work? The 6 stages
Stage 1: Putting together the dossier and scheduling the audit
First and foremost, as a training provider, you need to select your auditor from among the Cofrac-accredited bodies, and then agree the date of the audit with them.
While you are waiting for the big day, you need to prepare yourself as well as possible and gather all the evidence your assessor needs to certify your compliance with the National Quality Standards.
You should also be aware that the auditor often prefers to receive certain documents in advance of the meeting. That way, they have a better idea of who they will be dealing with. These generally include items such as :
- proof of the legal existence of the professional's business,
- a description of the training provided
- the most recent educational and financial report or other accounting document.
💵 B y the way, how much does a Qualiopi audit cost?
The bad news is that you'll have to reach for your wallet!
The price varies according to a number of factors, such as the size of the training organisation, its complexity and above all the duration of the audit. By way of illustration, there are initial audits costing around €1,000, and surveillance audits costing around €500.
Stage 2: The opening meeting
The audit day begins with an opening meeting between all the stakeholders, to remind them of what is at stake and explain the methodology used.
This meeting is also an opportunity to clarify any concerns you may have about the audit. After all, it's best to establish a climate of trust between the auditor and the auditee, despite the formal context.
Stage 3: Examination of the documents
This is followed by a review of the documentation provided by the training provider.
To do this, the auditor samples the file or files provided, then uses this evidence to check that the processes correspond to the quality criteria of the national reference framework. In other words, the aim is to ensure that you offer the expected level for each Qualiopi indicator.
💡 Good to know: as a reminder, Qualiopi certification is based on criteria, describing the general requirements of the RNQ, as well as indicators that specify the concrete and measurable elements needed to assess compliance. These criteria and indicators cover aspects such as training engineering, teaching resources, teaching quality, trainee satisfaction, etc.
Stage 4: Interviews and observations
Qualiopi audits also include interviews between training providers and the examiner.
However, in order to obtain a more objective overview, the auditor may need to :
- conduct interviews with other members of staff, such as trainers or the administrative team ;
- observe training sessions in action in order to assess pedagogical quality as well as the application of procedures.
💡 Note: for each document or item observed, the auditor specifies whether it is:
- compliant
- strong point,
- compliant item to be monitored,
- Non-compliant (major or minor).
Stage 5: The closing meeting
Finally, once all the documents have been studied and discussed, the examiner draws up his Qualiopi audit grid in which he summarises his conclusions.
The day ends with a closing meeting, at which the auditor informs you of the results. The auditor will also explain the procedures and steps to be followed to correct any points of non-compliance.
Stage 6: Dealing with non-conformities
Were any non-conformities identified during the initial audit? You then have 3 to 6 months, depending on their nature, to implement the necessary corrective actions and provide the auditor with proof of these improvements.
And if all is well, hooray! You finally receive the long-awaited certification 🥳!
How does the Qualiopi surveillance audit work?
Have you been awarded Qualiopi? Congratulations, but... you haven't heard the last of this audit!
And with good reason: you need to schedule a surveillance audit, between the 14th and 22nd month following, to keep your certificate.
Often carried out remotely, the purpose of the audit is to check that the training provider continues to comply with the criteria of the National Quality Standards and maintains its commitments.
It therefore focuses on :
- Changes. Any changes or new elements (in the nature of the activities carried out, for example) that have not previously been audited must be reported;
- the review of corrective actions. This is why the auditor pays particular attention to the previous points of non-compliance. This also sometimes involves carrying out certain checks following complaints received by Certifopac, or checking the correct use of the Qualiopi logo on the service provider's various communication media.
💡 Please note: the Qualiopi cycle does not end here! In fact, certification is not definitive, and it is imperative to carry out a Qualiopi renewal audit after 3 years, itself followed by a surveillance audit, and so on... 😵💫
How do you prepare for a Qualiopi audit?
One of the best ways to succeed in the Qualiopi audit? Preparing properly.
First of all, you need to fully understand what the criteria of the National Quality Standard and the indicators specific to your field of activity entail. We recommend that you refer to the Government's Guide to Reading the National Quality Standards, which provides a few details on audit procedures.
We also recommend that you gather together all the relevant documents with the utmost rigour: procedures, teaching aids, trainee satisfaction assessments, etc.
Finally, make sure that the entire organisation is informed about the forthcoming audit, and brief staff on quality requirements if necessary.
💡 Good to know: you can get help from specialists! One example is e-parcours, a software package developed by Axess to assist training organisations in the day-to-day management of their activities (training catalogue, financial, administrative and commercial management, etc.). The solution meets the 7 criteria and 32 indicators set up to help you with your Qualiopi approach. Axess is also able, via a dedicated offer, to support you in obtaining and maintaining certification (analysis of your processes, corrective action plan, etc.).
The Qualiopi audit in a nutshell!
On paper, the Qualiopi audit can be scary. And with good reason: your methods and processes are scrutinised in minute detail 😱 ! More specifically, during the day, the auditor looks at your documents and talks to the various stakeholders, so as to detect any potential points of non-compliance with the National Quality Standards. It is then up to you to take the necessary corrective action.
But with proper preparation, and even the support of a specialist service provider, the Qualiopi audit becomes child's play. And it's best to take the necessary steps to master this exercise, as it will be repeated with surveillance and renewal audits 😉.
Article translated from French