Build an evidence file that a responsible team can navigate and maintain. IESG helps institutions organise relevant documents and operating records around the provision being prepared for an ICEQC application.
The applicable ICEQC documents are the source for certification requirements. Record the edition and scope used by the institution's preparation team and check for changes before relying on an earlier working file.
IESG working tools help organise preparation. They do not replace a controlled standard or create additional certification requirements.
A document may describe the organisation as a whole while the application concerns a specific school, site or programme. The evidence file should explain that relationship so that a reader can see which activities the record actually covers.
Where several teams contribute, agree a common description of the provision and the relevant period. This reduces the risk of assembling individually valid documents that describe different versions of the institution's operations.
Record who owns each item, where the original is maintained and who can explain its use. An operating record should retain the dates, context and approvals necessary to understand what happened.
Preparation may identify an incomplete record or an inconsistency. The institution should address it honestly and distinguish a correction from the original entry. Recreating past activity merely to make a file appear complete undermines the purpose of the evidence.
The evidence index records the requirement or topic, evidence title, source location, owner, date, version and review status. Where one item supports several questions, references connect it to the maintained source.
Separate material being drafted, material under internal review and material confirmed for submission. The person confirming a package should be able to identify exactly which versions it contains.
Check the official application materials guide for current language, translation, document-form and supporting-record requirements. Plan this work early if original documents are in another language or need preparation by an appropriately qualified provider.
Keep originals and associated translations clearly linked. A translation should not silently change an entity name, approval date, scope or limitation in the source.
An initial enquiry needs an institutional outline, not student files or an unrestricted archive. When documents are required, agree the channel, permitted users and purpose of the transfer.
Review material for unnecessary personal, confidential or security-sensitive information. If redaction is appropriate, preserve the meaning needed for the stated purpose and keep a record of the source. Ask before removing information that may be necessary to understand the evidence.
The coordination record distinguishes institutional confirmation, formal transmission and official receipt.
Our evidence-register and self-review action-plan tools provide a starting structure for institutional use. Adapt the fields to the work and retain only the records needed to manage it effectively.
Access the practical resources · Preparing a school evidence file
Identify the scope, current stage and the material your institution already holds. Describe the main difficulty: locating records, maintaining versions, coordinating owners or responding to a particular request. That helps define useful support.