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Assessment methodology
Steps, documents, criteria, decisions, timeframes, appeals and renewal.
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- Assessment methodology
How ILAAPE reviews an application for membership, programme validation or partnership: steps, documents, criteria, decisions, corrections, timeframes, appeals and renewal.
Application steps
Professional membership (individuals), programme validation (training centres) or institutional partnership (institutions).
Contact details, profile or organisation, then document upload. Missing documents can be added later.
A unique file number is assigned on submission and an acknowledgement is sent automatically by e-mail.
Completeness check, document verification, then assessment against the criteria below.
The decision is recorded in the file and notified by e-mail; organisations with an account also find it in “My Space”.
Required documents
Exact list of the documents requested by each form (generated from the online forms, so it is always up to date).
Professional membership
- Identity card or passport Both sides, legibleRequired
- Curriculum vitae (CV) Up to dateRequired
- Diplomas and certificates One or more filesRequired
- ID photo For the professional cardOptional
Programme validation
- Articles of association Signed versionRequired
- Trade register extract Extract less than 3 months oldRequired
- Lease agreement or title deed for the premisesRequired
- Detailed training programme Modules, hours, assessmentRequired
- Trainers' CVs One or more filesRequired
- Sample materials / assessments OptionalOptional
Institutional partnership
- Articles of association of the institution Signed versionRequired
- Trade register extract Extract less than 3 months oldRequired
- Lease agreement or title deed for the premisesRequired
- Accreditation / licence to operate Issued by the competent authorityRequired
- Institution overview Brochure, activity report…Optional
- Institution logo PNG or JPG, used for the directoryOptional
Accepted formats: PDF, JPG, PNG or Word – 5 MB maximum per file.
Assessment criteria
Each criterion is assessed solely on the basis of the information and documents provided. Meeting the criteria allows the file to be reviewed; the decision takes the whole file into account.
Professional membership
- Verifiable identity of the applicant (legible, valid identity document).
- Consistency between the membership type requested and the stated background (profession, field, years of experience).
- Diplomas and certificates consistent with the stated profile.
- Authenticity, legibility and consistency of the documents.
- Acceptance of the membership conditions.
Programme validation
- Legal existence of the organisation (signed articles, trade register extract less than 3 months old).
- Proof of premises (lease or title deed).
- Detailed programme: objectives, modules, number of hours and learner assessment methods.
- Consistency between the target level, number of hours, delivery mode and expected number of learners.
- Trainers' qualifications in relation to the programme (CVs).
- Sample materials and assessments, when provided.
Institutional partnership
- Legal existence of the institution (signed articles, trade register less than 3 months old).
- Accreditation or licence to operate issued by the competent authority of the country.
- Proof of premises (lease or title deed).
- Stated activity, training fields and numbers.
- Compatibility of the stated expectations with the services ILAAPE can provide; the services agreed are set out in a contract.
Review procedure
If a mandatory document is missing, the file moves to “Missing documents” and the applicant receives a secure link to complete it.
Legibility, validity and consistency of the documents; ILAAPE may request an additional document or clarification.
The file moves to “Under review” and is assessed against the criteria published for the offer concerned.
Only team members authorised to review files can record a decision.
Impartiality and traceability safeguards
- A person linked to the organisation concerned, or who submitted the file, cannot decide on that file (automatic block).
- Organisation accounts cannot change the status of their own applications.
- Every decision is recorded with its date and author in an internal audit log.
- Uploaded documents are stored in a protected area that is not publicly accessible.
Possible decisions
Possible statuses of an application file:
File received, awaiting processing.
At least one mandatory document is missing or must be replaced.
The complete file is being reviewed.
The application is accepted; the next steps (documents issued, profile, partnership contract) are communicated to the applicant.
The application is not accepted. A reason must be recorded in the decision; the applicant may ask for it and challenge it.
After acceptance, the public status of an organisation or an issued document may be:
Currently valid.
The validity date has passed (status calculated automatically).
Temporarily suspended by ILAAPE.
Withdrawn by ILAAPE.
Correction requests
- When a document is missing or must be replaced, ILAAPE says so by e-mail with a secure link to add the documents, as long as no decision has been made.
- Organisations with an account also receive the correction request in “My Space” and can reply there with attachments.
- As soon as the documents are added, the file goes back into processing and the team is notified automatically.
- You can report an error in the information you sent at any time by writing to ILAAPE with your file number.
Processing times
Timeframes confirmed by ILAAPE. They run from receipt of a complete file.
| Acknowledgement of an application | Immediate (automatic e-mail) |
|---|---|
| Review of a complete file | 5 to 10 days |
| Sending of the price proposal | 3 to 5 working days |
| Review resumed after documents are added | As soon as documents are added (automatic notification) |
| Acknowledgement of a complaint | Immediate (automatic e-mail) |
| Reply to a complaint | 2 to 5 days |
A timeframe may be extended when an additional document is requested; the applicant is informed.
Complaints
You can request a review of a decision or report a processing issue using the dedicated form. Each complaint receives a number and an acknowledgement, and is reviewed by a person who did not take the original decision.
Renewal
- The end-of-validity date of an ILAAPE accreditation appears on the organisation's certificate and in the public directory.
- During the 90 days before that date, the organisation can request renewal from “My Space”; the request is recorded and followed up by the team.
- Renewal may require updated documents (in particular a trade register extract less than 3 months old) and follows the same review procedure.
- Once the date has passed without renewal, the status automatically becomes “Expired” in the directory and during verification, and the organisation's certificate can no longer be downloaded.
- For documents issued to individuals, any validity date is shown on the document and automatically taken into account by online verification.