Application For Online Courses, ITEFLAC

FOR ONLINE COURSES ONLY

Application for Accreditation

Thank you for your interest in applying for accreditation through the International TEFL Accreditation Council. This application form is for institutions that only offer online courses. If your institution offers face-to-face courses as well, then this is not the correct application form! If any of the fields do not apply to your institution, then insert N/A. Below are the steps an institution needs to undertake in order to complete the application process:

● An institution needs to complete the Stage 1 Application Form and submit this to the ITEFLAC. Please note at this stage no other documentation is required.

● On its receipt, the application form will be checked by one of our assessors. ITEFLAC will then make a request to the institution for the Stage 2 documents which can be found below in the section titled ‘Checklist of documents to be sent at Stage 2’.

● ITEFLAC will then contact the institution to either discuss the Stage 2 documentation, request further supporting documentation or request clarification in certain areas.

Details of operation(s) to be accredited. *Note that this application form is for institutions that offer online courses. If your institution only offers Face-to-Face or Hybrid courses, then this is not the correct application form!

SECTION 1

1. Institution Details

Name of Institution *

Website Address *

Email address *

Head of Institution (name and title) *

Email Address of Head of Institution *

Name & Email Address of person to whom all correspondence regarding the accreditation process should be addressed *

Name & Email Address of Finance Manager/Account Manager *

Addresses of any other places the Institution operates from *

Where did you hear about ITEFLAC? *

SECTION 2

2. Legal & Financial Details *

Date of formation of the Institution *

Details and dates of any recent (last 5 years) major re-structuring, such as change of ownership, change of Institution name, change of premises *

Is the Institution publicly or privately owned? *

Yes
No

If a private company, please list the names of the Owners, Directors, Governors, Trustees and Officers of the company

Is the Institution a subsidiary company of another organisation? *

Yes
No

If so, give full details, including name, legal status, the country in which the organisation was founded/incorporated etc

Is the Institution a Limited Company? *

Yes
No

Company name

Registration number

Date of registration

Is the company limited by shares or by guarantee?

Yes
No

If the Institution is not a limited company, please state the terms on which the business operates

NOTE: The relevant documents from the list below authenticating the legal status of the Institution must be available for inspection at Stage 2 of the Accreditation Process:

● If a Charity - the Charity Commission Registration Index.

● If a Limited Company – the Certificate of Incorporation.

● If a Partnership – the Partnership Agreement.

● If a subsidiary of another organisation – such documentation of the parent organisation as may be applicable to its legal status.

Name & address of the Institution bankers *

Name & address of the Institution accountants *

SECTION 3

3. Area of Operation A: Premises

Are the premises owned or leased by the Institution or a virtual office? *

Owned
Leased
Virtual Office

If leased, please give expiry date(s) for the lease

Please give details (if applicable) of resources and equipment to support teaching e.g. LCD projectors, overhead projectors, IT equipment, interactive whiteboards, practice-related equipment etc.

Please give details of resources available to students for independent study and research, either in the Institution or elsewhere. Please state any link with local libraries and/or on-line library support, research centres.

Please give details of social/sporting facilities (if applicable) provided for students e.g. common rooms or access to social/sporting facilities.

SECTION 4

4. Health & Safety

Do you have a letter of assurance or certificate from a relevant local body showing compliance with health/sanitary regulations or satisfactory reports by the Environmental Health Department or local equivalent (if food is prepared on the premises)? *(In *

Yes
No

Name of the person responsible for health and safety

Number of staff trained as first-aiders

Please ensure that you complete and enclose the following:

● Appendix 3 – Health and Safety declaration

● Appendix 4 – Fire Precautions declaration (unless you have a Fire Certificate).

SECTION 5

5. Insurance

Do you have Employer’s Liability Compulsory Insurance? *

Yes
No

SECTION 6

6. Area of Operation B: Staff

CEO/Director/Principal’s name and title *

Years in post *

State the numbers of staff in the following categories

Teaching staff: Full-time

Teaching staff: Temporary/Occasional part-time

Support staff: Administrative

Support staff: Technical

Support staff: Other

SECTION 7

7. Students

Indicate the numbers of students attending the Institute in the last two years (full-time/part-time/online) *

Indicate the numbers of students attending the Institution currently (full-time/part-time/online) *

SECTION 8

8. Copyright & Data Protection

New field *

Do you adhere to copyright regulations? *

Yes
No

SECTION 9

9. Area of Operation D: Academic Progress

How do you monitor and record students’ progress? *

Do you monitor student completion rates? *

Yes
No

SECTION 10

10. Area of Operation E: Student Welfare

Do you have a student grievance procedure? *

Yes
No

Please identify services provided for students and whether they are included within overall fees:

Other Services? Please specify

Do you issue pre-arrival guidance to students advising on living in the campus? *

Yes
No
N/A

SECTION 11

11. Students under the age of 18

Current number of students under the age of 18? *

Describe the accommodation arrangements for these students *

Do you have a Child Protection Policy? *

Yes
No
N/A

Number of staff police checked *

SECTION 12

12. Special Needs

Do you have a Disability Strategy? *

Yes
No

SECTION 13

13. Area of Operation F: Academic Program

Please list all internal courses leading to awards of the institution *

Please list all courses leading to awards of awards of Professional Bodies or other Organisations *

Documents confirming the status of courses must be available at Stage 2

New field *

SECTION 14

14. Area of Operation G: Marketing

Name of Marketing Officer

Tick if you have the following: *

Do you have an Ethics Policy?
Do you have agents?
Do your agents/staff receive training on marketing?

State when your prospectus and website were last updated *

Please note your website will be critically assessed during the Stage 2 process

SECTION 15

15. Selection & Admission of Students

Please describe how the Institution initially assesses students’ English Language and Study skills *

Please state provision made for Teaching English as a Second/Foreign language (non-native English speakers) *

SECTION 16

16. Area of Operation H: Monitoring Students

This section is only for institutions that offer face-to-face/hybrid courses.

SECTION 17

Checklist of Documents

The checklist below shows those documents which will need to be sent to ITEFLAC in order to help complete the Stage 2 process. Please mark the boxes with an “X” to show which documents you have available. Those items that cannot be marked (N/A), are considered essential.

A. Premises and Health & Safety

A1. Copy of the Company’s registration *

Yes
No

A2. Sketch of floor plans *

Yes
No
N/A

A3. Health & Safety Declaration (Appendix 3) *

Yes
No

A4. Health and Safety policy *

Yes
No
N/A

A5. List of Qualified First Aiders *

Yes
No
N/A

A6. Records of testing of fire detection equipment *

Yes
No
N/A

A7. List of fire marshals *

Yes
No
N/A

A8. Records of timed fire drills *

Yes
No
N/A

A9. Fire Precautions Declaration (Appendix 4) *

Yes
No

B. Management & Staff Resources

B10. Membership and documented role of the governing body *

Yes
No
N/A

B11. Diagram of staffing structure *

Yes
No

B12. Appropriate vision and mission statements *

Yes
No

B13. Sample of minutes of staff meetings *

Yes
No
N/A

B14. List of names and designations of all staff *

Yes
No

B15. Copy of employers and public liability insurance (if required) *

Yes
No
N/A

B16. CVs of management, academic and senior administrative staff *

Yes
No

B17. Staff appointment procedures *

Yes
No

B18. Sample staff contract *

Yes
No

B19. Procedures for staff discipline and complaints/grievance *

Yes
No

B20. Equal Opportunities Policy *

Yes
No

B21. Staff Handbook *

Yes
No

B22. Procedures for recording students’ attendance *

Yes
No
N/A

B23. Procedures for the conduct of examinations/tests *

Yes
No
N/A

B24. Procedures for the production of examination/test papers *

Yes
No
N/A

B25. Arrangements for secure storage of examination papers/scripts *

Yes
No
N/A

B26. Procedures for data protection (copy of privacy policy/url) *

Yes
No

C. Learning and Teaching; Course Delivery

C27. Student application form (if online – provide url) *

Yes
No

C28. Pre-enrolment information for students detailing course entry requirements, fees payable, documents to be presented at enrolment (if online – provide url) *

Yes
No

C29. Student Handbook / Sample Course Handbook *

Yes
No

C30. CVs of all teaching staff *

Yes
No

C31. Procedures for teachers of providing student feedback. *

Yes
No

C32. Sample of marked student work and relevant mark scheme. *

Yes
No

D. Quality Assurance and Enhancement

D33. Procedure for conducting academic review *

Yes
No

D34. Sample of student examination/assignment result *

Yes
No

D35. Example of completed student feedback questionnaire (if online – provide url) *

Yes
No

D36. Procedure for Course/Programme design and curriculum development *

Yes
No

E. Student Welfare

E37. Pre-arrival information for students regarding living in the campus *

Yes
No
N/A

E38. Written student induction programme *

Yes
No
N/A

E39. Student Handbook *

Yes
No

E40. Staff list recording police checks (under 18s) *

Yes
No
N/A

E41. Disability Strategy (for students with special learning/physical needs…) *

Yes
No

E42. Written guidance to homestay students and providers *

Yes
No
N/A

E43. Records of homestay inspections by institutions *

Yes
No
N/A

E44. Procedure for students’ complaints and grievance *

Yes
No

F. Awards and Qualifications

F45. Appendix 2 completed for each course currently running *

Yes
No

F46. Guidance on academic misconduct (if online – provide url) *

Yes
No

F47. Confirmed center status of recognized award bodies (External courses) *

Yes
No
N/A

F48. Example of award certificates for each internal course/programme *

Yes
No

F49. Written guidance for staff on assessment of all courses *

Yes
No

G. Marketing and Student Recruitment

G50. Ethics Policy *

Yes
No

G51. Criteria for the appointment of marketing agents *

Yes
No
N/A

G52. Marketing Agent’s agreement *

Yes
No
N/A

G53. List of active agents and their contact details *

Yes
No
N/A

H. Systems Management and Compliance with Immigration Regulations

H54. Prospectus (if online – provide url) *

Yes
No

H55. Procedures for processing enquiries and applications *

Yes
No

H56. Procedures relating to student admissions and enrolment *

Yes
No

H57. Copy or example of enrolment form (if online – provide url) *

Yes
No

H58. Procedures for monitoring student records *

Yes
No

H59. Procedures for the handling of deposits, fee payments and refunds *

Yes
No

H60. Procedure for dealing with students absences *

Yes
No

H61. Sample warning letter to student regarding unsatisfactory attendance *

Yes
No

H62. Procedure for dealing with unsatisfactory student progress *

Yes
No

H63. Sample warning letter regarding student unsatisfactory progress *

Yes
No

H64. Procedure for dealing with withdraws and deferrals *

Yes
No

H65. Procedure for creating and maintaining staff files *

Yes
No

Appendix 1

Declaration: (To be made by the Principal)

1. I declare that to the best of my knowledge the Institution, of which I am Principal, is financially
stable and that I am able to meet my commitments in terms of both staff salaries and my
advertised programme for the students.
2. I declare that the information provided in this application is correct and all supporting documents
are genuine and accurate.
3. I have taken reasonable steps to confirm the accuracy of the claims made by staff in respect of
qualifications and experience.
4. I am prepared to accept the final decision of ITEFLAC as to the outcome of the accreditation
process. 5. I agree to indemnify ITEFLAC against all claims, demands, expenses and complaints arising from
inaccuracies in the information given by me above.
6. I authorise ITEFLAC to approach the two people I have nominated as referees (as shown on p12)
to gain information relating to this application, on the understanding that this information will be
treated in absolute confidence.
7. I agree to inform ITEFLAC of any changes in the ownership of the Institution or senior
management, or significant variation in the academic programme, which occur more than three
months before the scheduled date for submitting the annual report.
8. I accept that the term "Accredited by the International TEFL Accreditation Council" means that
my Institution has been assessed by ITEFLAC and found to be satisfactory, and I undertake not to
represent my Institution as enjoying this recognition before it has been granted nor after it has been
withdrawn or suspended.
9. I understand that failure of continuing compliance with the accreditation criteria may lead to the
removal of my Institution’s accreditation by ITEFLAC

Name *

Title *

Date *

For and on behalf of (name of Institution) *

Appendix 2

COURSE DETAILS

Complete the Course information below for one course. *If you have additional courses (more than one):

Download the form
Complete the relevant course information for the additional courses (page 14)
Upload the form below

Course title *

Entry qualifications *

Maximum number in class

Average class contact hours per week

Examining body

Academic level (if applicable)

Certificate awarded, and by whom *

Duration of course (or course hours) *

Teacher/Course Leader/Tutor responsible for the course *

Brief outline of the course content and its delivery *

For Additional Courses (upload the form)

Appendix 3

HEALTH AND SAFETY DECLARATION

Declaration to be completed to comply with Health and Safety Executive requirements.

I confirm that the Institution satisfies the ten basic requirements placed upon employers by the Health and
Safety Executive, namely:
1. A risk assessment has been carried out, which has identified any areas of harm and precautions to be
taken.
2. A health and safety policy exists for the Institution. 3. The Institution has current Employer’s Liability Compulsory Insurance on display.
4. Named staff have received health and safety training.
5. The Institution receives competent advice to assist in meeting health and safety requirements.
6. Basic health, safety and welfare needs of staff and students are met ie toilets, washing facilities,
drinking water are provided on the premises.
7. Staff are consulted on health and safety issues.
8. There is a facility for reporting work-related accidents, diseases and dangerous occurrences.

Name *

Date *

Name of Institution *

Addresses of premises to which this declaration applies: *

Appendix 4

FIRE PRECAUTIONS

Declaration to be completed when no Fire Certificate is required

1 I certify that the premises identified below do not require a Fire Certificate in order to comply
with statutory requirements. Instead, a fire risk assessment has been undertaken.
2 I am satisfied that adequate steps have been taken to ensure that:
2.2 The means of escape with which the premises are provided are safe and efficient and that
escape routes are unobstructed and clearly signposted.
2.3 Fire detection equipment, fire extinguishers, fire alarms and emergency lighting within the
premises are maintained in efficient working order.
2.4 All employees and students receive instructions on what to do in the event of fire.
2.5 Fire drills are held at appropriate intervals and that these are recorded.
3 I am satisfied that there is a minimal risk of danger from fire to the students in my care, and I
understand that I am committing an offence if I do not provide the means of escape or the means
for fighting fires.

Name *

Date *

Name of Institution *

Addresses of premises to which this declaratision applies *

Send me a copy

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