If you’re planning to offer accredited occupational qualifications in South Africa, then understanding the QCTO (Quality Council for Trades and Occupations) accreditation process is essential. This article breaks down each stage of the journey. You can also check out our comprehensive YouTube video series to guide you clearly and confidently through the process.
Understanding the QCTO Accreditation Journey
Accreditation is not a once-off administrative task. It’s a structured, document-heavy process that evaluates whether your institution is capable of delivering occupational qualifications. Institutional accountability is of the upmost importance. While consultants can guide you, submission and communication with QCTO is your responsibility.
Institutional Compliance: Your First Hurdle
Before you can do anything else, your institution must comply with baseline operational and legal requirements. You will need a CIPC registration certificate, a valid tax pin, proof of financial stability (your latest financial statements or a solid business plan), an Occupational Health and Safety audit report, proof of ownership or a lease agreement for your training premises and recently certified copies of the CV’s ID’s and qualifications of your facilitators and assessors. If workplace training is required, you will also be required to submit a signed Memorandum of Understanding with a workplace partner and a sworn affidavit confirming sufficient learner exposure.
This foundation ensures QCTO that your institution is legitimate and has a stable operating structure.
Program Delivery Readiness: Being Truly Ready
A major misconception is that materials can be prepared after you apply. That’s incorrect. When you submit your application, you must already have your learning materials, delivery strategy (Annexture E), learning material matrix (Annexture G), institutional policies (Annexture H) and a signed legal declaration (Annexture J) in place and ready for submission.
Annexure E: Implementation Plan & Delivery Strategy
Annexure E is your blueprint for how the qualification will be delivered. It must include which facilitator delivers which module along with their qualifications and experience, what physical resources are needed (for example, CPR dummies, hard hats, welding kits or textbooks), your Internal Quality Assurance (IQA) processes that explain how you will maintain and monitor delivery standards and, lastly, whether the module is knowledge, practical, or workplace-based.
This document shows QCTO you are fully equipped to begin teaching from day one.
Annexure G: Learning Material Matrix
This annexure maps every learning outcome to the qualification to specific content in your materials. It includes the curriculum code per module, where each topic appears in the learner guide, where additional resources like textbooks or online tools can be located, and the physical resources needed for delivery. Annexure G is often prepared by the learning material developer and serves as a quality-check tool to ensure curriculum alignment.
Annexure H: Institutional Policies and Learning Matters
Annexure H covers the institutional policies QCTO expects to see in place. These include the Teaching and Learning policy, the Assessment Policy, the Appeals Policy, and the Quality Assurance Policy, if applicable.
You must also submit evidence of annual policy reviews (meeting minutes or revision logs) and your prospectus and marketing material. These documents demonstrate the operational maturity of your institution.
Annexure J: Final Legal Declaration
This is a legally binding declaration where you confirm that all submitted documents are accurate, up-to-date, and reflect your current institutional status and that you understand the legal weight of submission. QCTO takes this declaration very seriously. Triple-check everything before signing.
After Submission: What Happens Next?
Once you’ve submitted, all correspondence is between you and QCTO, not your consultant. Thus, you need to be fully aware of what has been submitted and how to respond to QCTO follow-ups. QCTO will schedule a site visit, which may be virtual or in person. They will verify your premises, check your documents on-site, and may even inspect your workplace partner’s facility. Preparation is key. If your documentation and facilities aren’t in order, it could delay or derail your accreditation.
The Role of Consultants: What They Can and Can’t Do
As a QCTO accreditation consultant, Training Portal offers templates, expert policy guidance, learning material development and document reviews. However, we do not submit applications for you, correspond with QCTO on your behalf or guarantee accreditation.
The role of a consultant is to equip you, not to replace your institution’s responsibility. Accreditation is about long-term sustainability, which only comes through true internal ownership.
Final Thoughts: Your QCTO Accreditation Journey
Navigating QCTO accreditation can feel overwhelming, but when broken down into manageable steps, as this article and video series do, it becomes entirely achievable. However, you do not have to take this journey by yourself. Training Portal can act as your consultant. Get in touch with us to discuss your specific needs and receive a customised quote.
Be prepared. Be thorough. Be proactive.
For more step-by-step insights, expert guidance, and updates on everything related to QCTO accreditation, professional development, and workplace training compliance, subscribe to the Training Portal Podcast on YouTube and Spotify.
Whether you’re an institution applying for the first time or refining your current offerings, our goal is to equip you with tools that are practical, current, and compliant.