World Rugby Passport. User information for Union Training Managers and Admistrators

Further information on the Course Administration System User Guide specific to your role.

Access

Member union Training Managers can request access to the Course Administration System (IRIS) by contacting their Regional Training Manager (RTM). Only one person per member union can have Union Training Manager Access.

Roles

The system has a number of different roles which can be assigned to users from our member unions. Each role has different permissions and functions available. These are as follows:

Union Training Manager

Union Training Managers can:

• view a dashboard for their union including actions required by them
• approve courses that educators request to host on behalf of their union
• view course attendees that are awaiting certification approval within their union
• view scheduled courses, filtering by date, status, level, strand and location
• view course details, attendees, course materials,history and educators involved
• schedule courses and allocate educators to deliver
• modify details of an approved course such as venue and start date
• allocate the role(s) of Union Administrator(s) to users within their union
• search by course type and certifications status (i.e. L2ICIR Active) within their Union
• add courses with a start date in the past (note. Invite emails are not sent to attendees for courses which have a start date in the past). Go through Menu on Left Hand Side, select Courses/Course Administration to then schedule a past course.

Union Administrator

Union Administrators can:

• view a dashboard for their union including actions required by them
• approve courses that educators request to host on behalf of their union
• view course attendees that are awaiting certification approval within their union
• view scheduled courses, filtering by date, status, level, strand and location
• view course details, attendees, course materials,history and educators involved
• schedule courses and allocate educators to deliver
• modify details of an approved course such as venue and start date
• search by course type and certifications status (i.e. L2ICIR Active) within their Union.
• add courses with a start date in the past (note. Invite emails are not sent to attendees for courses which have a start date in the past). Go through Menu on Left Hand Side, select Courses/Course Administration to then schedule a past course.

IRIS Backend User

IRIS Backend Users can:

• Access the Course Adminsitration System.By default, all licenced Trainers and Educators are allocated this role. This means they can host face-to-face courses within their strand and at the level indicated by their Licence. For example, someone with a L1 Coach Educator licence is only permitted to deliver up to Level 1 courses.
• Educators and Trainers can add additional Educators or Trainers to assist on delivery of a course before and after the course has been approved.

Licences

Union Training Managers and Administrators are also able to view details of Licenced Educators and Trainers within their union, flitering by status, Quality Assurance (QA) stuatus, strand, level and time to expiry. Union Training Managers should liaise with their Regional Training Manager and Medical Education Manager on a monthly basis to review licences up for renewal. Once agreed, and subject to the Educator/Trainer meeting the criteria, the Regional Training Manager and / or Medical Education Managers will renew their licence. Should Educators or Trainers not meet the relicening criteria then their licence will not be renewed.

Quality Assurance (QA)

Quality Assurance is an important tool to maintain the quality of the training and education workforce.

All Educators should be quality assured at least once in the duration of their licence (every two years) by a Trainer from the same strand, a Master Trainer, or an RTM (or Medical Education Manager).

All Trainers should be quality assured at least once in the duration of their licence (every two years) by a Master Trainer, an RTM (or Medical Education Manager).

Quality Assurance Is a criterion for relicensing.

Unions are responsible for ensuring their workforce of Educators and Trainers are quality assured. This is part of the condition of delivering World Rugby Courses.

Union Training Managers must liaise with the Regional Training Managers (RTM) and Medical Education Managers (MEM) as part of the re-licensing process to arrange the Quality Assurance of their workforce.

Why do we conduct Quality Assurance?

• To ensure course is being delivered as per World Rugby Guidelines (outcome-based learning, format and content)
• To reinforce good practice
• To identify areas for development
• To develop effective self-reflection
• To establish appropriate action plans for future delivery
• To reinforce the relationship between Trainers and Educators
• To satisfy relicensing requirements
• To make recommendations regarding future assignments and potential progression
• To support the relicensing process
• To revoke licences / remove licences where applicable.

This new system has been developed to enable more rigorous completion of the Quality Assurance process. The licence(s) of your Union's Training and Education workforce will show one of the current QA statuses below:

QA complete	QA for this license period is completed
Awaiting QA	QA for this license period has not been done but there is sufficient time to get it completed
QA Due	QA needs to be completed within a year
QA Due Imminently	QA needs to be completed within the next 6 months
Below Standard	If below standard, then this will be taken into account for relicensing and your Trainer will arrange a follow-up sesson. Note: If you receive Below Standard twice, your licence will be revoked.

Please ensure you liaise with your RTM on a monthly basis to effect the QA process.

Quality Assurance (QA) process

• Only RTMs, Master Trainers & Trainers can conduct QA’s.
• As part of the Trainer / Educator relicensing process, RTMs will arrange for QA’s to be conducted once every two years.
• Union Training Managers/ Master Trainers/Trainers may also submit a written request to their RTM for QA’s to be conducted for Trainers / Educators prior to the relicensing date.

Steps to requesting for a QA - Master Trainer and Trainers (Auditors)

1. The course where the QA is to be generated from will need to be registered in the system the first instance.
2. The recipient of the QA (Auditee) must be added as course deliverer.
3. Once the above is completed, please contact your RTM via email and list the individual/s (Auditee/s) who will be receiving the QA.
4. RTM will then create the QA on passport.

Steps to saving and publishing a QA

1. Once the RTM has created the QA, the Master Trainer/Trainer (Auditor) conducting the QA, and the recipient (Auditee) of the QA will then be informed via email.
2. Auditor to click on the link provided in the email and click on “My Assigned QAs”
3. Input information as required, and click on “Submit for Auditee feedback” Note:

   • Auditor has the option to enter the auditee's feedback/self-reflections (if available).

   • Once Auditor clicks “PUBLISH”, no further changes can be made.

   • Auditor can click on “SAVE” to remain in draft mode.
     

4. Upon clicking “Submit to Auditee for feedback”, the auditee receiving the QA will be sent an automated email with the heading “Educator audit self-reflection required”. This will be with a link to complete the self-reflection component of the QA. Once done, the auditor effecting to feedback will be informed via email.

5. Once the auditor is satisfied that all the required information (Self-reflection & action plan) have been entered, and there are no more edits to be made, please click on “PUBLISH”.

6. Upon auditor clicking “PUBLISH”, the RTM, auditor and auditee will then receive email links to the completed QA, and auditees license will then be extended for another two years subject to the continued support of their union.