Multi-Campus Accreditation

Summary

Providers that deliver across multiple sites must show exactly which campus is covered by which accreditation. This guide shows you how to register campuses, manage QCTO accreditations, and link each accreditation to the campuses it covers — including designating a primary campus — so your multi-site accreditation footprint is always clear and audit-ready.

Who This Guide Is For

• SDP administrators managing more than one training site
• Quality assurance managers tracking accreditation coverage
• Operations staff onboarding new campuses

Prerequisites

Before you begin, ensure you have:

• An SDP Admin role on your tenant
• The physical address and capacity details for each site
• Your QCTO accreditation numbers, SDL numbers, and provider codes
• Accreditation validity dates (effective from and expiry)

Step 1: Register Your Campuses

Navigate to Settings → Campuses.

1. Click Add Campus.
2. Enter the campus Name and Code, Physical Address, Province, and Capacity.
3. Add contact Email and Phone.
4. Tick Head Office for your main site.
5. Save.

The summary cards show Total Campuses, Active, Accredited, and Total Learners. Use the search box and status filter to manage a large estate.

Tip: Use short, consistent campus codes — they appear wherever a campus is referenced, including accreditation assignments.

Step 2: Review the Campus List

Each campus card shows its name, code, location, capacity, and status (Active or Inactive), plus a Head Office badge where applicable. Use Edit to update details or change a campus’s status when a site opens or closes.

Tip: Mark a site Inactive rather than deleting it so historical learner and accreditation links remain intact.

Step 3: Open Accreditation Management

Navigate to Settings → Accreditations.

This page lists every QCTO accreditation with its accreditation number, status (Active, Expired, Suspended, or Pending), SDL number, provider code, validity dates, and the campuses it is assigned to (with the primary campus indicated).

Step 4: Add an Accreditation

1. Click Add Accreditation.
2. Enter the Accreditation Number and set the Status.
3. Enter the SDL Number and Provider Code.
4. Set Effective From and Expiry Date.
5. In Campus Assignments, tick each campus this accreditation covers.
6. Select the Primary campus for the accreditation.
7. Save.

Tip: Every accreditation should have exactly one primary campus — this is the site QCTO treats as the lead location.

Step 5: Maintain Accreditation Coverage

As your provider grows, keep accreditation-to-campus links current:

• When you open a new campus, register it first, then add it to the relevant accreditations.
• When an accreditation is renewed, update the validity dates rather than creating a duplicate.
• When an accreditation lapses, set its status to Expired so reports reflect reality.

Common Mistakes to Avoid

1. No primary campus — leaving an accreditation without a designated primary site.
2. Deleting campuses — this breaks historical links; mark them Inactive instead.
3. Duplicate accreditations — update validity dates on renewal instead of re-adding.
4. Unlinked campuses — a site delivering a qualification with no linked accreditation is an audit risk.
5. Stale statuses — expired or suspended accreditations left marked Active.

Verification Checklist

Before an audit, verify:

• All active delivery sites registered as campuses
• Head Office correctly designated
• Every accreditation has accurate validity dates
• Each accreditation is linked to the campuses it covers
• Each accreditation has exactly one primary campus
• Expired or suspended accreditations marked accordingly

Next Steps

• Audit Trail & Compliance Enforcement — Keep accreditation evidence intact
• CHE Accreditation & Programme Design — Manage higher-education accreditation
• DHET Reporting & HEMIS — Report by site
• Audit Readiness Checklist (QCTO) — Prepare for inspections