OPITO Guide for Training Providers to

Achieve and Maintain OPITO Approval

AMENDMENTS

AMENDMENT PAGES CHANGES CHECKED APPROVED BY:

MADE BY: BY:

Amended criteria 1.4 to state all internal 11 & 19 G. Clark G. Clark J. Cameron
audits must be conducted by appropriately
trained personnel – Rev 15 – 25/04/2011.
Complete revision of document –– Rev 16 - All Melissa Foo Peter Peter Lammiman
09/01/2012 Crowther
The following criteria were amended based
on audit experience to ensure better
clarity:

Amended criteria 1.3 to state “Organisation

11, 20
chart, roles and responsibilities and
authority for the management and delivery
of the OPITO approved standard.”

Amended criteria 1.4 to state “Ensure

frequent internal audits are conducted by
11, 21
appropriately trained personnel with no
conflicting interest in the area(s) being
audited (i.e. auditors should not audit their
own work) of all system activities and
procedures relative to the OPITO standard
and Approval Criteria.”

Removed criteria 4.3.3 “A timetable/

programme” and amended criteria 4.4 to
state “A Timetable/Programme to cover
course delivery and enable sufficient time
for effective administration of the 15, 27
programme in line with the OPITO
Standard.”

Included additional information on

evidence required for criteria 1.13 and 4.3
to provide more clarity to Training 23,27-28
Providers.

Changed Revision Number of document Footer Standards & Standards & Standards &
back to 0 – for internal purposes (content (all Approvals Approvals Approvals
remains unchanged) pages)
Amended wording in sections 2.1 and 3.1 of 25, 27 Melissa Foo Graham Gall Peter Lammiman
the Guidance Matrix under the ‘Explanation
of Evidence Required’ column – for better
clarity.
Revised statement regarding joint 7
application to align with current Terms &
Conditions.
Revised definition of ‘formally documented 5
procedure’ in Glossary section for better
clarity.
8
Amended wording in ‘Costs of the OPITO
Initial Approval Process’ – revised new
payment schedule for initial approval.
Rev 1 – 7/3/2013
Removed ‘key learning outcomes’ from
16, 29 Melissa Foo Standards & Peter Lammiman
Approval Criteria 4.3.2 – for better clarity.
Approvals
Removed the term ‘equivalent’ in Approval
Criteria 1.11.5 – for better clarity.
13, 24
Rev 2 – 14/8/2013
Added definitions for audit
5 Melissa Foo Standards & Peter Lammiman
Recommendations in Glossary section
Approvals
Clarified requirements for initial site audit
8, 19
to be delivered in English, without the use
of an interpreter or translator.

Added information under ‘Initial Approval’

section regarding the mandatory one-day 7
OPITO workshop for new applicants.

Rev 3 – 30/5/2014
Added requirement for client to attend 10 Melissa Foo Standards & Peter Lammiman
mandatory one day OPITO Workshop in Approvals
Schematic/Diagram.
Added requirement for theory lesson plan
to cover all the elements of the OPITO 28
Standard, as a minimum in the ‘Explanation
of Evidence Required’ column.
Rev 4 – 2/10/2014
Amended application form to include GPS 17 Melissa Foo Standards & Peter Lammiman
coordinates in Centre’s address Approvals
Rev 5 – 25/11/2014
A number of amendments were made All Melissa Foo Industry and Peter Lammiman
following industry engagement. OPITO
Approvals
Refer to ‘Amendments Document – Guide
Department
to Achieve and Maintain OPITO Approval
(Rev 6, January 2016) for full details of all
the amendments.
Rev 6 (January 2016)
Amended Contact Addresses for OPITO 18 Melissa Foo Approvals David Doig
Dubai office Department
Rev 7 - 03/05/2016
Amended note re: English translations 19 Melissa Foo Approvals David Doig
Department
Rev 8 – 17/10/2016

FORMOPITO004.04 Rev 15 (6/9/2019)

Added contact details for OPITO Americas 19 Quality UK & UK &
office on page 19. Assurance
International International
Added reference to delegated authority MDs MDs
9 & 11
throughout document.
(Rev 9 – 27/1/2017)
Glossary – updated definition of ‘Approval 6 Operations Operations
Outright’ Quality Director Director
Assurance
Site Audit – updated internal process for
9
acceptance of audit recommendation
(Rev 10 – 20/10/2017)
Updated OPITO Dubai office’s address 19 Director Operations
Quality Director
(QA &
Assurance
Standards)
(Rev 11 – 21/02/2018)
Updated OPITO Americas contact details 19 Quality Director Operations
Assurance Director
Rev 12 – 12/06/2018) (QA &
Standards)
Updated OPITO office’s operational regions 19 Quality Director Operations
in ‘Application for OPITO Approval’ Assurance Director
(QA &
Rev 13 – 18/1/2019) Standards)
Updated OPITO Americas address & contact 19 Quality Director Director
details Assurance
(QA & (QA & Standards)
Updated OPITO MEA contact details Standards)
19
Rev 14 – 26/7/2019)

Changed Operations Director to Director 9,11 Quality Director Director

(Approvals) Assurance
(QA & (QA & Standards)
Updated OPITO Approval Application form Standards)
18
Rev 15 – 6/9/2019

FORMOPITO004.04 Rev 15 (6/9/2019)

TABLE OF CONTENTS

GLOSSARY OF TERMS .......................................................................................................................... 6

SECTION 1: OPITO APPROVALS PROCESS ........................................................................................... 8
INTRODUCTION ................................................................................................................................... 8
INITIAL APPROVAL............................................................................................................................... 8
Desktop Review ............................................................................................................................... 8
Site Audit .......................................................................................................................................... 9
Costs of the OPITO Initial Approval Process .................................................................................... 9
MAINTAINING OPITO APPROVAL ..................................................................................................... 10
Validity Period ................................................................................................................................ 10
Ongoing Monitoring ....................................................................................................................... 10
Registration of OPITO Delegates ................................................................................................... 10
Schematic of OPITO Approval Process........................................................................................... 11
SECTION 2: OPITO APPROVAL CRITERIA........................................................................................... 12
1. Management Systems ......................................................................................................... 12
2. Physical Resources .............................................................................................................. 14
3. Staff Resources .................................................................................................................... 15
4. Training and Assessment..................................................................................................... 16
SECTION 3: APPLICATION FORM AND GUIDANCE MATRIX ............................................................. 17
APPLICATION FOR OPITO APPROVAL ............................................................................................... 18
OPITO DESKTOP AUDIT APPROVAL - GUIDANCE MATRIX ............................................................... 19
GLOSSARY OF TERMS

OPITO Policy: This document forms the foundation for all systems and must provide an
outline of the organisation’s overall philosophy towards OPITO training and
assessment. This requires to be explicit, promoted, implemented and signed by
senior management.

Formally A document which identifies; the steps to be taken in order to carry out a
Documented particular process, the scope/limit of the process and the person(s) responsible.
Procedure: It must be part of a controlled system. The document may take the form of
written instructions and/or be of a flowchart type. A formally documented
procedure must contain purpose, scope, responsibilities, defined steps,
control/revision status.

OPITO A document which details training and/or assessment requirements for

Standard: personnel employed in the offshore oil & gas Industry. The content of OPITO
standards is defined and agreed by employer and employee associations. The
standards are owned by the Industry and OPITO is the custodian of them.

Customer A documented statement which indicates the standards of training, assessment

Service and service which delegates can expect from an OPITO approved provider. The
Statement: statement is normally displayed in prominent locations and included in
presentation material.

Internal Audit: An audit conducted by the OPITO approved provider in order to measure their
ongoing compliance with OPITO approval requirements.

The definition of each approval Recommendation is as follows:

Approval The team has identified that there are no non-compliances at the time of the
Outright: audit hence no corrective actions required. When approval is formally ratified,
OPITO Approval will be awarded to the Training and/or Assessment centre for
the relevant OPITO standard(s).

Approval with Areas of non-compliance have been identified which require corrective actions.

FORMOPITO004.04 Page 6 of 33 Rev 15 (6/9/2019)

Corrective This recommendation means that the requirements have not been achieved in
Actions: their entirety.

Approval will be awarded when the corrective actions have been implemented
and verified by OPITO. Verification must be conclusive and submitted to OPITO.
This can be by submission of documents, photographic or any other appropriate
evidence. OPITO will not carry out a further audit to verify compliance,
however, the following annual monitoring audit will review the areas
concerned.

Non-Approval: This means that there are a large number of areas requiring improvement
within the system. This recommendation means that approval requirements
have clearly not been achieved.

Once actions to correct the system have been submitted, OPITO will conduct a
further site audit to ensure the effectiveness of the actions. The client will be
charged for this repeat audit at the standard OPITO day rate (the initial approval
fee is not repeated).

FORMOPITO004.04 Page 7 of 33 Rev 15 (6/9/2019)

 SECTION 1: OPITO APPROVALS PROCESS

INTRODUCTION

The purpose of this document is to provide information and guidance on fulfilling the
requirements for the achievement of OPITO Approval. It is intended for use by organisations
coming forward for approval for the first time as well as organisations currently in possession of
OPITO approval status.

The OPITO approval process is continually reviewed in parallel with the continuous improvement
philosophy adopted by the OPITO organisation. This guide to the OPITO approvals process has
been specifically designed to provide an enhanced focus on the specific details required for the
achievement and maintenance of OPITO approval and to facilitate the desktop audit process.

INITIAL APPROVAL

To obtain OPITO approval, OPITO have experienced the need to provide as much information as
practical and to clearly set out OPITO’s expectations for all new applicants. Therefore, each new
applicant must first attend a mandatory one day OPITO workshop. The workshop is provided free
of charge and covers the OPITO approval process and standard/s the applicant is seeking to
deliver. The OPITO workshop will be tailored to the needs and requirements of the individual
applicant. Please contact your regional OPITO office for further details and to arrange the
workshop. Further guidance can be found here.

Applicants are subject to a robust audit process. The purpose of this process is to verify that the
organisation can consistently deliver training and/or assessment to the relevant OPITO Standard
and the OPITO Approval Criteria as set forth in this document. In the event that a third party is
involved in the delivery of training and/or assessment, a joint application must be submitted. The
audit process is conducted in two stages:

Desktop Review

The first stage, carried out by OPITO, is a desktop review of the applicant’s management system
documentation and training materials.

The objectives of the desktop review are to:

 Verify that the applicant has the resources in place to deliver training and/or assessment to
the OPITO Standard.
 Verify that the applicant has management systems in place that comply with the OPITO
Approval Criteria. These criteria are designed to assure quality delivery of OPITO
Standards and a copy is contained within this document.

FORMOPITO004.04 Page 8 of 33 Rev 15 (6/9/2019)

The findings of the desktop review are provided in a report to the applicant. This report will also
contain a decision as to whether the application should proceed to the next stage or whether
further action by the applicant is required.

Note: All documentation must be in English for the desktop review.

Site Audit

The second stage of the process is an audit, carried out at the applicant’s premises and will include
the observation of training and/or assessment being delivered which will be assessed against the
relevant OPITO Standard and the OPITO Approval Criteria as set forth in this document.

The second stage audit will be carried out by an Auditor or team of OPITO Auditors depending on
the type and scope of the audit. If a team is used, then one member of the team will be
nominated Team Leader and this person will be responsible for the conduct of the audit and the
reporting of audit findings. OPITO may nominate SMEs from their industry partners to support
these audit activities.

The findings of the site audit will be recorded in a report, a copy of which will be given to the
applicant on completion of the site audit. The report will also contain a recommendation from the
Auditor who conducted the audit, to the Regional Manager then on to the Director (Approvals)
who takes the decision as to whether the applicant is to be awarded OPITO approval or not.

Note: Training and/or assessment must be delivered in English during the initial site audit, without
the use of an interpreter or translator. Following the initial approval, course delivery in other
languages is permitted.

Costs of the OPITO Initial Approval Process

The costs associated with OPITO initial approval are:

 An initial approval fee per standard (50% of the initial approval fee is required at the time
of desktop audit application).
 The costs incurred by the Auditor/Audit Team, namely travel expenses, accommodation
and subsistence.

Further information regarding the fee structure for the various OPITO Standards may be obtained
from the regional Approvals Co-Ordinator. Contact details can be found on the OPITO website
www.opito.com.

FORMOPITO004.04 Page 9 of 33 Rev 15 (6/9/2019)

MAINTAINING OPITO APPROVAL

Validity Period

Once gained, OPITO approval is valid for a period of three years and is subject to OPITO being
satisfied that compliance with the criteria under which approval was initially awarded is being
maintained.

Ongoing Monitoring

OPITO monitors compliance through review of the approved centre’s internal audit reports and by
conducting an annual onsite audit during the three-year approval period. OPITO may also carry
out unannounced visits. OPITO may nominate SMEs from their industry partners to support these
audit activities.

Note: All management systems documentation related to OPITO approval must be maintained in
English for monitoring audit purposes.

Registration of OPITO Delegates

Delegates successfully completing OPITO approved training and/or assessment events are
registered by OPITO into the Vantage database. This database is Industry owned and is used by Oil
and Gas industry employers to track and manage the movement and transportation of personnel
to and from worksites. Employers and others can verify the training and competence records of
personnel via the Vantage system which is Internet based and globally accessible.

Delegates attending any OPITO approved course must complete a central register form. The
registration details must be returned electronically by the training establishment to OPITO on a
weekly basis.

Further information regarding the Vantage system and the OPITO registration process may be
obtained from the Central Register Co-Ordinator. Contact details can be found on the OPITO
website www.opito.com.

OPITO approved Centres are required to charge a fee to delegates attending OPITO Approved
training and/or Assessment courses, which includes registration, the costs of the ongoing
monitoring process, the development of new standards and review of existing standards.

FORMOPITO004.04 Page 10 of 33 Rev 15 (6/9/2019)

Schematic of OPITO Approval Process
Actions by Applicants Actions by OPITO

Request for information Advice and Assistance

or application form - The Client must attend a mandatory one
day OPITO workshop
Submission of
* Application form “Desk top” Audit
and supporting material

No
Take actions to meet
Approval requirements Satisfactory?
Yes

Visit arranged
Agree visit requirements Audit team set up

Visit Audit team visits site(s) and conducts audit

Audit Team’s
Receive copy of report Report & Recommendation (cc applicant)

Non Approval

Recommendation

Approval
Either;
 Await OPITO Director (Approvals)’s
decision or, Approval by the Director (Approvals)
 Take remedial actions to meet
approval criteria as appropriate

No
Recommendation

Yes
Award accepted
Delegate information to Central Register

Approval of
application

Yes

Approval awarded
Ongoing approval by review of
centres internal audit reports and annual Training Centre/Award logged onto
monitoring audit Central Register

FORMOPITO004.04 Page 11 of 33 Rev 15 (6/9/2019)

SECTION 2: OPITO APPROVAL CRITERIA

Centres seeking approval by OPITO will be required to demonstrate compliance with the following
criteria and supporting Guidance Matrix. Existing OPITO Approved Training/Assessment Centres
must continue to demonstrate ongoing compliance with the OPITO Approval Criteria in order to
maintain OPITO approval. An annual onsite monitoring audit at the approved centre’s premises is
carried out by OPITO to ensure ongoing compliance with the OPITO criteria including supporting
Guidance Matrix, standards and relevant OPITO documentation.

1. Management Systems

The centre has a formally documented, effective system for assuring the quality and content of
training and assessment and compliance with the OPITO approval criteria.

Management systems are required to include the following:

1.1 An explicit policy demonstrating commitment by senior management to safely implement

and maintain OPITO standards. (signed by Senior Management)

1.2 A Customer Service Statement which clearly defines the standards of service delegates can
expect from the OPITO approved centre.

1.3 Organisation chart, roles and responsibilities and authority for the management and
delivery of the OPITO approved standard.

Formally documented procedures are required which:

1.4 Ensure frequent internal audits are conducted by appropriately trained personnel with no
conflicting interest in the area(s) being audited (i.e. auditors must not audit their own
work) of all system activities and procedures relative to the OPITO standard and Approval
Criteria.

1.5 Ensure regular review by senior management of the organisation’s effective and safe
delivery of OPITO courses and compliance with OPITO approval requirements.

1.6 Support delegate complaints.

1.7 Control the maintenance, updating and backup of databases (IT and/or manual)

1.8 Ensure accurate records of candidate assessment are maintained and securely stored.

1.9 Ensure appropriate inspection and maintenance activities for all facilities and equipment to
be used during delivery of the relevant OPITO Standard.

FORMOPITO004.04 Page 12 of 33 Rev 15 (6/9/2019)

1.10 Ensure effective liaison and communication between all sites where OPITO training and/or
assessment is conducted.

1.11 Ensure that OPITO administrative requirements are fulfilled. These are required to include
the following:

1.11.1 Delegate registration and forwarding of delegate registration details to OPITO on a

weekly basis

1.11.2 Verification of delegate pre-requisites (where required)

1.11.3 Dispensation for expired certificates, including three month allowance window for
delegates to retake not yet competent (NYC) outcomes (where applicable)

1.11.4 Certificate issue

1.11.5 Ensure verification of delegate identity by means of government issued

photographic identification e.g. Passport, Driving Licence, etc.

1.11.6 To ask for current contact information for next of kin and/or sponsor for delegates in
case of an emergency

1.12 Facilitate the identification of resources required by candidates with individual training and
assessment requirements and ensure availability.

1.13 Ensure all training is conducted safely and delegate well-being is maintained at all times.
Procedures are required to cover the following:

1.13.1 Safety Procedures

1.13.2 Emergency Procedures including external interfaces and exercises

1.13.3 Job Safety Analysis/Risk Assessments

1.13.4 Medical Screening Procedures (where applicable)

1.13.5 Accident/Incident Reporting and Investigation Procedure

1.13.6 Toolbox Talks (prior to specific practical training)

FORMOPITO004.04 Page 13 of 33 Rev 15 (6/9/2019)

OPITO APPROVAL CRITERIA

2. Physical Resources

The centre can clearly demonstrate that there are adequate resources to ensure that the
training and assessment can be consistently and safely delivered to the OPITO Standard.

2.1 Resource needs are identified in relation to the specific OPITO standard and are available.

2.2 There are sufficient and appropriate inspection, maintenance and testing activities to
ensure that all training and emergency response equipment and facilities are safe and fit
for purpose. The system of maintenance must include:

2.2.1 A current and accurate inventory of all facilities and equipment used for the safe
delivery of OPITO approved training and/or assessment plus facilities and
equipment available to respond to emergency situations.

2.2.2 Facility and equipment inspection and maintenance plans/contingency plans

(computer or paper-based).

2.2.3 Third party certification of facilities and equipment where appropriate (e.g. for
lifting equipment, medical response equipment, etc).

2.2.4 Accurate recording of inspection and maintenance activities conducted on facilities

and equipment used in the delivery of OPITO approved training and/or assessment
plus facilities and equipment available to respond to emergency situations.

FORMOPITO004.04 Page 14 of 33 Rev 15 (6/9/2019)

 OPITO APPROVAL CRITERIA

3. Staff Resources

Staffing and resources are sufficient to deliver training and/or assessment that is current,
reliable and in compliance with the specific OPITO Standard.

3.1 There are sufficient staff with the appropriate qualifications and experience as defined
within the OPITO Standard to deliver effective and safe training and to operate effectively
risk based emergency and medical response protocols.

3.2 There are formal job descriptions/specifications for all job roles involved in the delivery
and support of the OPITO Standard.

3.3 There are sufficient assessors and internal verifiers with the appropriate training and
competencies to ensure quality and objective assessment of staff and delegate
performance.

Formally documented procedures are required which:

3.4 Ensure that staff training and development needs are regularly reviewed and a programme
is put in place to meet any requirements which are identified.

3.5 Ensure that regular confirmation of staff competency is undertaken.

FORMOPITO004.04 Page 15 of 33 Rev 15 (6/9/2019)

 OPITO APPROVAL CRITERIA

4. Training and Assessment

The centre has a formally documented system to ensure that reliable training and assessment to
the required OPITO standard is maintained.

4.1 Course Joining Instructions containing information, advice and guidance on training,
assessment and safety aspects will include course learning outcomes to ensure delegates
have information about what they’re required to know and do, and (where applicable) that
the course is of a stressful and/or physical nature.

4.2 Delegates are informed of OPITO’s role within the oil & gas industry and contact points
within OPITO. This may be achieved by a prominently displayed notice and inclusion in
training materials.

4.3 There is documentary evidence to confirm that training and assessment is carried out as
specified within the relevant OPITO Standard. This documentation must include:

4.3.1 Assessment checklists including assessment methods, clearly referenced against the
relevant OPITO Standard.

4.3.2 Detailed lesson/exercise plans, clearly referenced against the relevant OPITO
Standard (including toolbox talks, delivery methods
(explanation/demonstration/practice), instructor/delegate ratios, resources to be
used, time allocation, location of training, staff roles, etc.).

4.4 A Timetable/Programme to cover course delivery and enable sufficient time for effective
administration of the programme in line with the OPITO Standard.

Formally documented procedures are required which:

4.5 Ensure candidate assessment is conducted in alignment with OPITO Standard

requirements.

4.6 Support candidate appeals against assessment decisions relating to treatment within the
assessment process.

4.7 Ensure the consistency, quality and objectivity of assessments.

FORMOPITO004.04 Page 16 of 33 Rev 15 (6/9/2019)

 SECTION 3: APPLICATION FORM AND GUIDANCE MATRIX

In support of your application, please complete the OPITO Application Form and the Approval
Criteria Guidance Matrix, then submit the form to OPITO in paper format along with all
supporting evidence and documentation.

Note: OPITO will not progress the desk top audit until in receipt of a completed and correctly
referenced Approval Criteria Guidance Matrix.

The following documentation are specimens only. You will find the originals on www.opito.com in
the Document Library.

FORMOPITO004.04 Page 17 of 33 Rev 15 (6/9/2019)

 APPLICATION FOR OPITO APPROVAL:
1) TRAINING/ASSESSMENT STANDARDS (TP)
2) COMPETENCE MANAGEMENT SYSTEMS (CMS)
3) WORKPLACE ASSESSMENT STANDARDS (WA)

Company Information
Name of Company:
Company Address:
GPS Coordinates: Latitude: Longitude:
Telephone Number:
Company Website:
Email Address:
Senior Contact: Position:
(Senior Management e.g. CEO/MD/Director)
Coordinator Contact: Position:
(for operational business)
Accounts Contact: Position:
(for financial business)

OPITO Application Information

Type of OPITO Approval: ☐TP
(tick where applicable) ☐CMS
☐WA
Date of Application:
Scope of Application (TP/WA)
Standard Title & Code:
(Title of Initial/Further Training and Standard Code
must be clearly indicated)
For Existing OPITO Approved Training
Providers - *I/We currently hold OPITO
Approval for the delivery of the following
OPITO Standards:
(Please complete if applicable)
Scope of Application (CMS)
Job Roles:
All Location(s) of workplace where CMS
will be applied:

Note: Proof of non-refundable initial payment of 50% covering the standard titles in this application will be required prior to
any desktop audit work being undertaken. The remaining costs associated with the initial audit we aim to invoice 30 days
before the scheduled initial site audit and this payment should be received 10 days prior to site audits. Further audit, if
required, will be subject to a separate quotation. For instances where no further updates are received from the applicant
th
by the 11 month of an on-going desktop, the applicant may be required to submit further evidence within a month from
last contact, failing which the application may be rejected and resubmission of entire desktop submission is required.

In support of your application, please complete this OPITO Application Form and the Approval Criteria Guidance
Matrix then submit them to OPITO with all supporting evidence and documentation clearly referenced and
indexed.

Please complete and return to OPITO (one award application per form):
Europe: Lisa Donald (lisa.donald@opito.com)
Middle East & Africa: Llewie Atienza (MEA.Submissions@opito.com)
Asia Pacific: Punitha Sannasy (punitha.sannasy@opito.com)
Americas: Melissa McLeod (melissa.mcleod@opito.com

FOR OFFICE USE ONLY:

Date of Receipt

FORMOPITO004.04 Page 18 of 33 Rev 15 (6/9/2019)

 OPITO DESKTOP AUDIT & ONGOING APPROVAL– GUIDANCE MATRIX
For desktop/initial audits, the Guidance Matrix is to be submitted with the application form
The purpose of this document is to enable an applicant to map their evidence of compliance against the OPITO requirements. Applicants who currently hold
OPITO Approval status do not require to submit evidence for those sections marked with an asterisk (*), unless new systems/procedures have been developed
in support of an application. If so, these must be included in the submission for the Desktop Audit. For multiple applications in a single desktop submission,
evidence of compliance for section 1 (Management Systems) only needs to be submitted once.

Note: All material submitted by the Applicant as evidence of compliance against the OPITO approval requirements must be in English. Upon close-out of the
OPITO Desktop Audit, the Applicant must also ensure that the course delivery will be in English (without the use of an interpreter or translator) during the
initial site audit. Following OPITO approval, all material must be updated and maintained in English. All supporting records (e.g. certifications of qualifications
or inspections) which are not in English must also be appropriately translated. Kindly contact the relevant regional OPITO office for further clarifications on
translation requirements.

Columns in Guidance Matrix titled ‘OPITO Requirement’ and ‘Explanation of evidence required’ contains the OPITO approval and minimum amount of
evidence required to meet the approval criteria, respectively. OPITO will audit against both the ‘OPITO Requirement’ and ‘Explanation of evidence
required’ column during both initial and ongoing monitoring audits.
Reference to sections indicating a formally documented procedure: is defined as being a written description of a prescribed course of action or process.

To Be Completed By Applicant

Applicant:

Contact Point:

Scope of Application (Title of OPITO Standard):

Applicant currently holds OPITO Approval for the delivery of the following OPITO Standards: (complete if applicable)

Title(s) …………………………………………………………………………………………………………………………………………........................................................................................

……………………………………………………………………………………………………………………………………………………..........................................................................................

For Office Use Only

Date Received by OPITO:

FORMOPITO004.04 Page 19 of 33 Rev 15 (6/9/2019)

 OPITO DESKTOP AUDIT & ONGOING APPROVAL – GUIDANCE MATRIX
For desktop/initial audits, a procedure must be submitted for the items identified in bold text

Explanation of minimum evidence Reference where Evidence Of Compliance can be

OPITO Requirement
required found in submission

1.Management Systems

Management Systems are required to include the following:

1.1 An explicit policy demonstrating commitment by
senior management to safely implement and maintain
OPITO standards. (signed by Senior Management)*
This document is to reflect the organisation’s
overall philosophy and commitment towards
complying with OPITO’s training and
assessment requirements. It must be explicit
to OPITO approval and be signed by senior
management.

1.2 A Customer Service Statement which clearly defines
the standards of service which delegates can expect
from the OPITO approved centre.*
1.3 Organisation chart, roles and responsibilities and
authority for the management and delivery of the
OPITO approved standard.
This statement must be brought to the
attention of delegates by inclusion in course
materials and displayed in training areas.
A pro forma statement is available at
www.OPITO.com in the information for
training providers section
The organisation chart must show roles and
responsibilities as well as reporting authority
for the management and delivery of the
OPITO approved standard (training provider
management and staff) and indicate the roles
and responsibilities of any third parties related
to the delivery of the OPITO standard e.g.
facilities and equipment.

FORMOPITO004.04 Page 20 of 33 Rev 15 (6/9/2019)


OPITO Requirement
Formally documented procedures are required which:
1.4 Ensure frequent internal audits are conducted by
appropriately trained personnel with no conflicting
interest in the area(s) being audited (i.e. auditors
must not audit their own work) of all system
activities and procedures relative to the OPITO
standard and Approval Criteria.
1.5 Ensure regular review by Senior Management of the
organisation’s effective and safe delivery of OPITO
courses and compliance with OPITO approval
requirements.
1.6 Support delegate complaints.*
FORMOPITO004.04 Page 21 of 33
Explanation of minimum evidence Reference where Evidence Of Compliance can be
required found in submission
This documented procedure will cover
auditing of OPITO approval requirements. All
the criteria of management systems, staff and
physical resources must be subject to internal
audit. This is in addition to actual delivery of
training and/or assessment standards which
also need to be audited. Evidence must
include an indicative audit plan. The training
provider must ensure that the internal audit
plan captures all existing approved OPITO
standards and include any new standard
applications.
Internal Audit frequency – minimum annual
frequency.
This documented procedure will cover the
process for Management review of the
delivery of OPITO training. The management
review will cover as a minimum the following
fixed agenda: review of safe systems of work
to ensure safety is being maintained,
internal/external audit findings,
customer/delegate feedback, assessment
results, incident reports and statistics,
Emergency Response drill reports, inspection
and maintenance reports, competence matrix,
complaints, appeals. Evidence will include
management review meeting agenda covered
within minutes of meetings.
A documented procedure which shows all
steps in dealing with delegate complaints, the
person(s) responsible, how delegates are
made aware of the procedure, what records
are kept etc.
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1.7 Control the maintenance, updating and back-up of
databases (IT and/or manual).*
1.8 Ensure accurate records of candidate assessment
are maintained and securely stored.*
1.9 Ensure appropriate inspection maintenance
activities for all facilities and equipment to be used
during delivery of the OPITO Standard.*
1.10 Ensure effective liaison and communication
between all sites where training and/or
assessment is conducted.*
1.11 Ensure that OPITO administrative requirements are
fulfilled.
These are required to include the following:
1.11.1 Delegate registration and forwarding of
delegate registration details to OPITO on a weekly
basis
1.11.2 Verification of delegate pre-requisites (where
FORMOPITO004.04
Explanation of minimum evidence Reference where Evidence Of Compliance can be
required found in submission
This may be a single documented procedure
which identifies relevant databases or controls
may be included in other procedures e.g.
maintenance, administration etc.
The documented procedure requires to
indicate how is this undertaken, how and
where the records are stored, who is
responsible for maintaining the records, what
security provisions are in place, etc. This
information may be included in the general
assessment procedure(s).
A documented procedure which shows that a
system is in place for planned and unplanned
maintenance of facilities and equipment.
A documented procedure which applies only
to centres having remote sites where training
is conducted e.g. TEMPSC / fireground areas
etc. Procedures are required to demonstrate
that management systems accommodate
these. E.g. administration, maintenance,
document control procedures and emergency
response procedures including communication
etc.
A formally documented procedure which
shows the administration process from
booking through to certification is required.
Note for 1.11.1: OPITO will assist in putting an
electronic registration system in place once
approval has been granted.
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required found in submission
required)

1.11.3 Dispensation for expired certificates,

including three month allowance window for
delegates to retake not yet competent (NYC)
outcomes (where applicable)

1.11.4 Certificate issue

1.11.5 Ensure verification of delegate identity by

means of government issued photographic
identification e.g. Passport, Driving Licence, etc.

1.11.6 To ask delegates for current contact

information for next of kin and/or sponsor for
delegates in case of an emergency.

1.12 Facilitate the identification of resources required by A documented procedure is required.

candidates with individual training and assessment Examples of individual training and
requirements and ensure availability.* assessment requirements include:
- English not first language
- Literacy
- Religious considerations
- Disability

1.13 Ensure all training is conducted safely and delegate Documented Safety Procedures relevant to
well-being is maintained at all times. Procedures the OPITO Standard(s) being delivered are
are required to include the following: required.

1.13.1 Safety Procedures Photographic evidence of delegate’s well-

being must include as a minimum:
- Changing rooms, toilets, showers,
washing facilities and canteen
appropriate to training provided and
the number of delegates

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OPITO Requirement
1.13 Ensure all training is conducted safely and delegate
well-being is maintained at all times. Procedures
are required to include the following:
1.13.2 Emergency Procedures including external
interfaces and exercises
1.13 Ensure all training is conducted safely and delegate
well-being is maintained at all times. Procedures
are required to include the following:
1.13.3 Job Safety Analysis/Risk Assessments
FORMOPITO004.04 Page 24 of 33
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- Emergency escape routes
The Training Provider must demonstrate that
they are capable of responding to an
emergency within the expected timeframes,
have sufficient competent medical emergency
response staff, and necessary medical
equipment and facilities. Refer to OPITO
Medical Emergency Response Audit Criteria
document for further guidance on the
evidence required.
OPITO requires dynamic risk assessments,
which will include tiered response appropriate
to the level of risk, which includes appropriate
mitigations to the risks associated with the
type and location of the activity being
conducted, this will enable the training
provider to adequately prepare for and to take
the appropriate action at the right time based
on prevailing circumstances. Dynamic risk
assessment will replace any historic generic
‘static’ provision or ‘blanket’ mitigations. As an
example of a static mitigation a declaration
that a Training Provider has x number of
medically trained staff or y items of medical
equipment is not sufficient mitigation. The
requirement is to dynamically assess then
associate specific mitigation against specific
activity on the day with a defined set of
prevailing conditions, for example the dynamic
risk assessment would contain, scenario
specific circumstances e.g. specific hazards for
that exercise have been identified, specific
equipment has been verified on location,
equipment is operational, staff are available
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1.13 Ensure all training is conducted safely and delegate
well-being is maintained at all times. Procedures
are required to include the following:
1.13.4 Medical Screening Procedures (where
applicable)
1.13 Ensure all training is conducted safely and delegate
well-being is maintained at all times. Procedures are
required to include the following:
1.13.5 Accident/Incident Reporting and
Investigation Procedure
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with appropriate qualifications (Advanced
Cardiac Life Support (ACLS) or equivalent
qualification) are in date (valid).
The training provider must demonstrate fit for
purpose Emergency Response capable of
responding to the highest risk identified within
section 1.13.3 i.e. within the tiered MER
framework
Documented Medical Screening Procedure
relevant to the OPITO Standard(s) being
delivered.
Refer to OPITO Medical Emergency Response
Audit Criteria document for further guidance
(Appendix E)
Documented Accident/Incident Reporting and
Investigation Procedure. It is an OPITO
requirement for training providers to keep
records of all incidents.
In the event of a Lost Time Incidents, an
incident summary covering the event, type of
injury, initial actions and initial incident
findings, this information is required to be
communicated with the relevant OPITO
Regional Manager as soon as practical, but no
later than 48 hours following the occurrence
of the Lost Time Incident, this requirement is
to be contained within the Accident /Incident
reporting and investigation procedure.
All incidents are to be recorded as defined
using the OPITO Medical Emergency Response
document Appendix F.
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1.13 Ensure all training is conducted safely and delegate
well-being is maintained at all times. Procedures are
required to include the following:
1.13.6 Toolbox Talks (prior to specific practical
training)
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Incident reports and investigation records are
to be maintained and available at the time of
audit and if requested by OPITO.
The responsible course instructor has to
ensure that all course participants for that
particular unit attend the briefing session and
a record of those present is to be maintained.
The following must be covered and recorded
as a minimum during the toolbox talk:
a) Specific task description/practical
exercises to be conducted, including the
individual right of all those involved in the
exercise to intervene and stop exercises if
there are unsafe acts and conditions,
including meaningful engagement to
prevent reoccurrence and the right to
raise the alarm with staff if someone is
thought to be in distress
b) Date and time
c) Conditions at training area i.e. weather
d) Identified and explained the exercise risks
and corresponding emergency responses
e) Medical provisions – location of
equipment and medical staff including
emergency telephone numbers
f) Verification and confirmation of Safety
checks/inspections/pre-use checklists
prior to task commencement
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 OPITO Requirement
2.Physical Resources
2.1 Resource needs are identified in relation to the
specific OPITO Standard and are available.
2.2 There are sufficient and appropriate inspection,
maintenance and testing activities to ensure that all
training and emergency response equipment and
facilities are safe and fit for purpose. The system of
maintenance must include:
2.2.1 A current and accurate inventory of all
facilities and equipment used for the safe
delivery of OPITO approved training and/or
assessment plus facilities and equipment
available to respond to emergency situations.
FORMOPITO004.04
Explanation of evidence required Reference where Evidence Of Compliance can
be found in submission
For all Facilities and Equipment where training
is conducted, the resource needs are
identified as per relevant sections of the
OPITO Standard and associated safety and
health risk assessments.
Evidence of compliance with this criterion will
be in the form of an accurate inventory of all
facilities, equipment and personal protective
equipment to be used for the safe delivery of
the OPITO Standard. The actual
numbers/quantities available require to be
listed. All items listed in inventory must be
supported by photographic evidence. Details
of any & all media and reference
documentation used during the delivery of the
course will be included.
The equipment and facilities necessary to
effectively operate Emergency Response
(including Medical) protocols will be
determined in accordance with the health risk
assessments, tiered response protocol, and
time to nearest adequate emergency medical
facility.
Evidence will be demonstrated via:
- Equipment/facilities checklists
- Equipment inspection and
maintenance plans/ schedules
- Contingency plans are also required
in the event of equipment
breakdown/failure
- Load test certificates
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 (as per 2.1 above)

2.2.2 Facility and equipment inspection and

maintenance plans/contingency plans
(computer or paper- based).

2.2.3 Third party certification of facilities and

equipment where appropriate (e.g. for lifting
equipment, medical response equipment, etc).

2.2.4 Accurate recording of inspection and

maintenance activities conducted on facilities
and equipment used in the delivery of OPITO
approved training and/or assessment plus
facilities and equipment available to respond
to emergency situations.

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OPITO Requirement
3.Staff Resources
3.1 There are sufficient staff with the appropriate
qualifications and experience as defined within the
OPITO Standard to deliver effective and safe training
and to operate effectively risk based emergency and
medical response protocols.
3.2 There are formal job descriptions/specifications for
all job roles involved in the delivery and support of
the OPITO Standard.
3.3 There are sufficient assessors and internal verifiers
with the appropriate training and competencies to
ensure quality and objective assessments of staff and
delegate performance.
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The relevant section of the OPITO Standard
clearly indicates the required skills,
experience and qualifications for training
delivery and competency assessment.
Evidence to be sufficient, valid and must
include; CVs/Résumés, copies of certificates,
staff training and competency records to
cover the staff roles. A Competence Matrix
for all staff involved in the delivery of the
standard.
Note: In situations where an OPITO standard
requires staff to hold an OPITO certificate as
evidence of competence, and this initially
cannot be achieved; training providers could
be approved to deliver the standard provided
the relevant staff meet the evidence
indicated in this section 3.1.
Thereafter the relevant staff must achieve
certification within a 12 month period.
Job descriptions for all job roles specific to
the delivery and support of OPITO Standards.
To include instructors, assessors, support
staff, medical and emergency response
personnel, administrative staff, maintenance
staff, etc.
As for 3.1
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Formally documented procedures are required which:
3.4 Ensure that staff training and development needs
are regularly reviewed and a programme is put in
place to meet any requirements which are
identified.*
3.5 Ensure that regular confirmation of staff
competency is undertaken.*
4.Training & Assessment
4.1 Course Joining Instructions containing information,
advice and guidance on training, assessment and
safety aspects will include course learning outcomes
to ensure delegates have information about what
they’re required to know and do, and (where
applicable) that the course is of a stressful and/or
physical nature.
4.2 Delegates are informed of OPITO’s role within the oil
& gas industry and contact points within OPITO. This
may be achieved by a prominently displayed notice
and inclusion in training materials.
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This procedure relates to all staff involved in
the training and/or assessment of OPITO
Standards i.e. full-time, part-time, sub-
contracted, etc.
This may be a “stand alone” procedure or be
part of the training & development
process/procedure. To include instructors,
support staff, maintenance staff etc.
This process would normally be included in
administrative procedures. Additional
documentation may include:
- Course Information sent to
delegates/delegates’
representatives
- Sample of completion certificate
- Link to course specific OPITO
briefing video materials e.g. OPITO
BOSIET DVD on the OPITO website
or a TP website
This will be achieved by a prominently
displayed notice in the training centre.
This is available from the OPITO website
documents library at www.OPITO.com
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4.3 There is documentary evidence to confirm that
training and assessment is carried out as specified
within the relevant OPITO Standard. This
documentation must include:
4.3.1 Assessment checklists including
assessment methods, clearly referenced
against the relevant OPITO Standard.
4.3.2 Detailed lesson/exercise plans, clearly
referenced against the relevant OPITO
Standard (including toolbox talks, delivery
methods
(explanation/demonstration/practice),
instructor/delegate ratios, resources to
be used, time allocation, location of
training, staff roles etc).
FORMOPITO004.04
Reference where Evidence Of Compliance can be
Explanation of evidence required
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Assessment checklists referenced against the
learning outcomes contained within the
standard.
Lesson plans (theory and practical)
referenced against the training programme
and learning outcomes contained within the
standard, plans need to be sufficiently
detailed to ensure that training is
consistently delivered.
The Theoretical lesson plan sets out what
information is going to be delivered and the
sequence of delivery to enable a competent
instructor to deliver the lesson plan
consistently and must cover all the elements
of the OPITO Standard, as a minimum. The
theoretical lesson plan must also contain
facility and equipment required.
The Practical Exercise Plan must contain:
• A description of the scenario and staff
roles, with supporting drawings/plans so it
is clear what the delegates will be
expected to practice and demonstrate.
• A list of PPE required by the delegates
 Planned timing of exercises
 Facilities, equipment & props to be used
• Safety points, stress aspects and
emergency response to be covered in tool
box talk prior to commencing with the
practical exercise
• Recommended points for preventive
safety verification checks on course
participants and stop training intervention
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OPITO Requirement
4.4 A Timetable/Programme to cover course delivery and
enable sufficient time for effective administration of
the programme in line with the OPITO Standard.
Formally documented procedures are required which:
4.5 Ensure candidate assessment is conducted in
alignment with OPITO Standard requirements.*
4.6 Support candidate appeals against assessment
decisions relating to treatment within the
assessment process.*
4.7 Ensure consistency, quality and objectivity of
assessments*
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principles
• References which may include, e.g.
supporting Instructor guidance, relevant
operational procedures, JSAs, lift plans in
the case of Rigger Training
Examples of documentation which reflect the
optimum time allocations set out in the
OPITO Standards must include:
- Course Programme Timetable
- Administration and break times
A documented procedure which outlines all
steps of the candidate assessment process,
to include addressing the needs of delegates
who are deemed not yet competent. This
may be combined with the appeals
procedure (4.6).
A documented procedure which outlines the
process involved in a candidate appealing
against an assessment decision. This is a
separate issue from a delegate who wishes to
complain about service etc.
A documented procedure which outlines all
steps required for quality assurance of the
assessment process. This may include:
- Meetings with Assessors where
support and advice to assessors is
provided
- Sampling of assessment evidence to
verify assessor’s decisions and
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assessment
- Record keeping

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