Individual and Company Registration Procedure
FSMQC verifies eligibility, accepted terms, payment and course readiness before confirming individual or sponsored registrations. This procedure covers enquiry through closure, including private and government contracts. The Training Manager owns the process; the HR and Administration Manager controls records.
| Stage and responsible role | Action and evidence to retain |
|---|---|
| 1 Enquiry and course selection The Sales and Marketing Manager and the Sales Officer and Customer Relations | Record the learner’s goal, course/route, dates and sponsor. Provide current course information, entry criteria and quotation. The Training Manager confirms permitted scope and availability before an offer. Retain the enquiry and information version. |
| 2 Application and documents The HR and Administration Manager | Assign a unique reference; collect the signed application, contacts and evidence under FSMQC-REQ-001. Check accepted photo ID and certificate-name spelling. Log receipt dates, missing items, owner and submission deadline. |
| 3 Eligibility assessment The Training Manager and a competent assessor | Apply FSMQC-POL-004 and the exact course specification. Check age, education, experience, delivery/assessment language, practical suitability and any required screening. Retain the criteria and revision, evidence, assessor, date, findings and permitted adjustments. Resolve unclear requirements before confirmation. |
| 4 Written admission decision The Training Manager authorises and the HR and Administration Manager notifies | Record Accepted, Conditional, Deferred or Not accepted, with reasons. For conditions, state the missing item, owner and deadline. Explain alternatives and appeal rights. The Academic Director approves permitted exceptions; mandatory course or licence requirements cannot be waived. |
| 5 Terms and payment The Deputy General Manager and Accounting Manager and the Accountant | Retain the accepted quotation or contract and issue the invoice. Full payment is due one week before training under 1.1.2.1. The Deputy General Manager and Accounting Manager reviews authorised financial variations; the Accountant verifies payment and the receipt. The HR and Administration Manager links the records to registration. |
| 6 Enrolment confirmation The Training Manager verifies and the HR and Administration Manager confirms | Clear mandatory eligibility conditions and confirm payment or authorised credit. Verify the trainer, timetable, venue, capacity, equipment and support. Send the learner and authorised sponsor the registration reference, course details, attendance/assessment rules, preparation instructions and contact arrangements. |
| 7 Briefing and course handover Assigned trainer under the Training Manager | Recheck identity on arrival, explain policies and safety instructions, resolve questions and complete signed Acknowledgment 1.1.4.3 before training. Use Attendance Sheet 1.1.1.2. The Training Manager verifies the final cohort; the HR and Administration Manager files the briefing and hands the trainer the roster and necessary support information. |
For an individual booking, the applicant accepts the quotation and registration terms directly; record a separate payer where applicable. For sponsored learners, complete the company steps on page 2 as well. Nomination, payment and a conditional offer do not establish eligibility to start training.
Collect certificates, experience evidence, photographs, residency or medical documents only where the course or an identified requirement justifies them. Distinguish recommendations from mandatory criteria. For permitted learners under 18, obtain parent/legal representative consent and safeguarding arrangements. Keep sensitive evidence restricted.
Late applications and substitute nominees follow the same checks; defer if mandatory conditions cannot be met. Apply changes, cancellations and refunds through 1.1.2.1 and Form 1.1.2.3, with written acceptance of revised terms. If FSMQC cancels or materially changes the schedule so the learner cannot attend, offer a full refund or an accepted replacement.
After delivery, the Training Manager verifies attendance and assessment outcomes before certificate release. The HR and Administration Manager links completion, results, certificate status and authorised sponsor reports to the registration record. Track pending results, refunds or appeals separately; retain proof of final notification and closure. Payment does not guarantee a certificate.
Company contracts and service levels
The Sales and Marketing Manager coordinates enquiries and needs assessment with the Sales Officer and Customer Relations. Record the client contact and training needs. The Training Manager checks delivery feasibility; the Deputy General Manager and Accounting Manager checks commercial terms. Obtain both parties’ authorised signatures before commitment. The contract must state:
• Scope and delivery: Course/route, objectives, numbers, hours, dates, venue, trainer, equipment and responsibilities.
• Fees and payment: Price, tax, inclusions, assessment/certificate charges, payer, invoice, due dates and variations.
• Nominations: Criteria, evidence deadlines, FSMQC eligibility checks, final-list approval, substitutions and unmet conditions.
• Service and reporting: Contacts, reporting milestones/content, recipients, data handling, acceptance, follow-up and remedies.
• Terms and authority: Changes, cancellations, refunds, disputes and signatory authority. The Academic Director approves non-standard commitments and coordinates legal review where needed.
Retain government award/purchase-order references and official nominations, or private-company authorised nominations and acceptance. The HR and Administration Manager opens each learner’s file; the Training Manager verifies eligibility and the final list; the client confirms selections. Record Accepted, Conditional, Deferred or Not accepted with reasons. Agree alternatives for ineligible nominees or capacity shortfalls.
Apply course class/equipment limits; groups below five require written Academic Director approval. Customisation must preserve approved outcomes, hours and assessment rules and obtain required awarding-body agreement. Document approved extra costs, credit and remedies.
| Milestone | Internal target and evidence |
|---|---|
| Enquiry or application receipt | Acknowledge within one working day; identify the contact and next step. The HR and Administration Manager records the receipt and response dates. |
| Routine eligibility decision | Within three working days of a complete file under FSMQC-POL-004. Record when the file became complete and the decision date. |
| Registration confirmation | Within one working day after all required conditions and payment arrangements are verified; always before training starts. |
| Corporate planning and reporting | Use dated milestones agreed in the contract for proposals, nominations, materials, reports and follow-up. Record delivery and client acceptance. |
Working days exclude weekends and UAE public holidays. Targets are internal unless agreed in the contract. Before a deadline is missed, the HR and Administration Manager records the cause, owner and revised date and notifies the learner/client. Escalate to the Training Manager, financial matters to the Deputy General Manager and Accounting Manager and policy/contract exceptions to the Academic Director. Preserve original dates and apply approved remedies.
Complaints and appeals follow 1.1.3.1–2. Normally submit an appeal within five working days of receiving the written decision; ensure independent review. Handle urgent safety concerns immediately under the incident procedure. Contract dispute terms do not limit learner complaint or appeal rights.
The HR and Administration Manager keeps a controlled register linked to learner/contract files, with the evidence, criteria revisions, reviews, approvals and dates required above. Include payments, receipts, confirmation, acknowledgment, outcomes and closure. Restrict access, preserve dated corrections and back up securely. Retain admissions records at least five years from course completion or application closure; apply longer linked complaint/appeal and certificate schedules.
The Training Manager checks cohorts; the Deputy General Manager and Accounting Manager reviews overdue cases monthly, samples completeness, eligibility and actual processing times quarterly and tracks corrective actions. Review annually or after material changes.