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Terms and conditions
Embellished Nail Academy is committed to ensuring a safe and healthy workplace for all employees, students, parents, contractors, and visitors, by eliminating or minimising the risk of injury to people and the risk of damage to nails environment and equipment.
Where possible all students are taught health and safety and how to take responsibility for themselves and those around them.
We will achieve this by adopting a strategy of:
identifying hazards in the workplace on an ongoing basis.
assessing the risk to employees, students and others at all times.
deciding on a control measure to prevent any risks from occurring.
implementing these controls and ensuring all staff and students are taught to do so.
monitoring that the controls are effective and keeping an on going log of safety measures needing to be taken.
We are committed to providing:
a safe, inclusive and professional work and learning environment
safe systems of work for our employees and students
suitable and safe equipment
information, instruction, training and supervision to ensure workers are competent and working safely
staff who will take care of their safety and those around them.
We will also ensure that:
equipment is maintained on a regular basis.
chemicals are used and stored safely
employees take reasonable precautions and exercise proper diligence to comply with safety obligations
Where appropriate protective clothing is advised to ensure safety of all present.
Where appropriate outside advice will be sought to ensure air quality etc is maintained.
Training rooms are planned and organised to ensure minimum risks are present whilst completing nail services.
This organisation promotes the shared responsibility of employees, contractors, students and visitors, as defined in this our colleges Safety Management System. We will ensure this document is updated and reviewed annually to ensure it remains current and effective to all.
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Complaint Procedure Flow Chart- Complaint By parent or student To Office/ Reception/ Teacher /Deputy Principal/ Chair of Board/ Independent Arbiter.
Complaints occur from time to time and Young nails New Zealand is committed to achieving an effective resolution in a positive atmosphere for all parties.
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This policy sets out the process by which complaints can be addressed in a confidential, quick and sensitive way.
A positive solution will most often arise where there is clear communication, an opportunity for all parties to express their views and be heard.
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As such, the training school encourages parties to agree upon a method of resolution upon early discussions.
Embellished Nail Academy considers that accurate record-keeping during the process of hearing a complaint and respect for confidentiality of those involved are important elements in the complaints handling process.
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The Training School expects that complaints will be handled in a respectful manner in the best interests of students of the School as a whole.
In particular, the School seeks to: act in partnership with parents ,students and staff to deliver education in a positive manner and the same is to be taken into account during resolution of a complaint.
All parties should participate fully in the resolution process to achieve an outcome that is realistic and reasonable;
A person who is the subject of a complaint should be informed of the circumstances thereof and given a full opportunity to present their perspective and evidence.
All parties have a right to seek advice and support
All investigations and proceedings must be conducted fairly, thoroughly and without bias or undue delay.
All parties should provide all relevant material, complete and factual information, documents or other evidence relating to the complaint document.
This Process starts with arranging a meeting with the complainant
At least two members of the School staff should be present at the meeting.
Discuss the complaint in a private office or like location within the School.
Allow the complainant to tell the whole story without interruptions except to clarify a point.
Reaffirm the right to complain and how to proceed in what time frame.
Take notes of each key point made by the complainant and seek the complainant’s confirmation that the noted points represent an accurate record of the complaint.
The complainant will be asked what he or she wishes to achieve in terms of resolution.
Discuss who might and/or should be informed about the complaint.
Focus on what is in the best interests of students of the School as a whole, having regard to any particular student(s) involved in the subject of the complaint.
Investigation into the complaint will then take place in an agreed time frame usually two weeks.
A further meeting will be arranged to discuss findings and attempt to resolve the matter in a civilised manner
Any member of the School and its community is entitled to lodge a complaint.
We will endeavour to take all complaints seriously and to consider them promptly.
The School will affirm a complainant’s right to complain and will not be discourage a person from making a complaint.
The School will make every reasonable effort to ensure a person lodging a complaint or a member of their family will not be treated unfairly or victimised because of the complaint they have made.
All resolution policies and processes acknowledge and value everyone involved in this process at all times.
If this policy does not result in a resolution it does not remove your right to proceed to an external body or authority.
All complaints are to be dealt with on their particular circumstances and merits and any settlements reached will not necessarily constitute any binding precedent for future or similar cases.
In responding to a complaint, informally or formally, every reasonable effort shall be made to ensure that natural justice be afforded to all parties.
This Training School aims to
Provide a working and learning environment that is safe, fair and just;
• It actively promote the development of positive and respectful relationships no matter of race age sexuality.
• It supports the right of every person to have his or her complaint lodged, listened to, addressed fairly and dealt with as soon as possible.
• The training school will attempt to resolve complaints in a respectful and supportive way to all concerned with this process
• The training school will meet its moral and legal obligations in the complaints handling process.
• The training school will maintain clear and timely communications and accurate record keeping.
• The training school will provide appropriate support for relevant staff students or any other parties involved in this process.
Complaints from an unnamed source should be handled in the same manner.
A complaint can be withdrawn at any times.
Where a resolution cannot be found internally it can be taken outside the college to an independent authority.
This document can be found in the student hand book, company web page and college notice board.
All students staff and customers of young nails will have easy access to this document should they so wish.
This document will be reviewed on an annual basis and any upgrades needed made at this time.
Responsibilities of all parties as part of the appeals process.
The Learner is responsible for initiating the appeals procedure, in the required format, within a defined time frame, when s/he has a reason to question an assessment decision made by her tutor.
The Assessor is responsible for providing clear and constructive feedback to learners. If assessment decisions are considered unclear by the learner, the assessor is responsible for processing the learner’s appeal within the agreed time.
The Internal verifier or manager is responsible for judging whether assessment decisions are valid, fair and unbiased on case by case basis.
The Head of Centre or manager is responsible for submitting an appeal in writing, to an exam board if the learner remains dissatisfied with the outcome of the centre’s internal appeals procedures.
Aim of this process
To enable the learner to enquire, question or appeal against an assessment decision.
To attempt to reach agreement between the learner and the assessor at the earliest opportunity.
To standardise and record any appeal to ensure openness and fairness.
To facilitate a learner’s ultimate right of appeal to the awarding body, where appropriate.
To protect the interests of all learners and the integrity of the qualification.
To expediate this the centre should
1. inform the learner at induction, of the Appeals Policy and procedure.
2. record, track and validate any appeal as requested by any learner.
3. Sent the appeal to the awarding body when a learner considers that a decision continues to disadvantage her/him after the internal appeals process has been exhausted.
4. keep appeals records for inspection by the awarding body for a minimum of 18 months.
5. have a staged appeals procedure clearly stated.
6. will take appropriate action to protect the interests of other learners and the integrity of the qualification, when the outcome of an appeal questions the validity of other results .
7. monitor appeals to inform quality improvement for all staff and students
Appeals procedure
Step 1 – An informal discussion with a member of staff assessing. If a resolution is found, the member of staff should record the discussion for reference only, as part of best practice. If a resolution is not achieved, the discussion should be formally recorded and passed on to the programme leader, unless the decision under review is that of the programme leader. If this is the case, the Senior Management or Line Manager for the subject area should be approached.
Step 2 – formal review. A Programme leader and or Internal verifier review the assessment decision. A written reply will be given to the learner within 2 college weeks.
Unless circumstances dictate otherwise.
Step 3 – Appeal hearing. The learner must apply to the Head of the college in writing within 4 college weeks of the initiation of the stage 2 formal review. An appeal panel, appointed by the Head of the college will meet and review the evidence. A formal response will be given to the learner.
Step 4 – External appeal: The grounds for appeal and any supporting documentation must be submitted by the centre to ITEC within 14 days.
Appeals Procedure
• Students will be informed about the appeals procedure and have access to a copy of the written procedure .
This will be seen on the college walls and in the student’s contract.
• The colleges Exams Officer will be responsible for the management of internal appeals.
• The Head of the Centre will be provided with any appeals and their outcome.
• Appeals will be considered by at least 3 people as internal and external staff members (at least one of whom should not have been involved with the assessment decision).
• A clear timescale in terms of the student getting a response to the appeal is laid out on the appeals form.
• Students will be allowed representation by a parent/guardian/friend if requested.
• Written records of all appeals will be kept by the school including the outcome of the appeal and reasons for the outcome.
• A copy of the appeals record will be given to the student.
• ITEC will be informed by the college if any outcome of an appeal has implications for the examination board.
Full details of any appeal must be made available to ITEC upon request.
• Students can only appeal on the following grounds:-
• If they feel the grading criteria is being met and can show evidence to support this.
• If they feel that they have not been supported during the assessment of the unit by any staff member as appropriate.
• If the teacher is not willing to accept alternative evidence as meeting the evidence requirement.
This policy sets out to define the procedures to be followed in the event of any dispute or allegation regarding staff malpractice in the assessment of internally or externally marked qualifications
EXAMPLES OF MALPRACTICE
Attempted or actual malpractice activity will not be tolerated. The following are examples of malpractice by staff with regards to portfolio-based qualifications. This list is not exhaustive:
. Tampering with candidates work prior to external moderation and or verification . Assisting candidates with the production of work outside of the awarding body guidance . Fabricating assessment and/or internal verification records or authentication statements
The following are examples of malpractice by staff with regard to examinations
. Assisting candidates with exam questions outside of the awarding body guidance . Allowing candidates to talk, use a mobile phone or go to the toilet unsupervised . Tampering with scripts prior to external marking taking place.
STAFF MALPRACTICE PROCEDURE
Investigations into allegations will be coordinated by the malpractice coordinator.......Katey l who will ensure the initial investigation is carried out within ten working days. The person responsible for coordinating the investigation will depend on the qualification being investigated. The investigation will involve establishing the full facts and circumstances of any alleged malpractice. It should not be assumed that because an allegation has been made, it is true. Where appropriate, the staff member concerned and any potential witnesses will be interviewed and their version of events recorded on paper.
The member of staff will be:
. informed in writing of the allegation made against him or her . informed what evidence there is to support the allegation . informed of the possible consequences, should malpractice be proven . given the opportunity to consider their response to the allegations . given the opportunity to submit a written statement . given the opportunity to seek advice (as necessary) and to provide a supplementary statement (if required) . informed of the applicable appeals procedure, should a decision be made against him/her . informed of the possibility that information relating to a serious case of malpractice will be shared with the relevant awarding body and may be shared with other awarding bodies, the regulators Ofqual, the police and/or professional bodies including ITEC.
If work is submitted for moderation/verification or for marking, which is not the candidateÃs own work, the awarding body may not be able to give that candidate a result.
STAFF MALPRACTICE SANCTIONS
Where a member of staff is found guilty of malpractice, Young nails may impose the following sanctions:
1) Written warning: Issue the member of staff with a written warning stating that if the offence is repeated within a set period of time, further specified sanctions will be applied 2) Training: Require the member of staff, as a condition of future involvement in both internal and external assessments, to undertake specific training or mentoring, within a particular period of time, including a review process at the end of the training 3) Special conditions: Impose special conditions on the future involvement in assessments by the member of staff 4) Suspension: Bar the member of staff in all involvement in the administration of assessments for a set period of time 5) Dismissal: Should the degree of malpractice be deemed gross professional misconduct, the member of staff could face dismissal from his/her post
Appeals
The member of staff may appeal against sanctions imposed on them. Appeals will be conducted in line with the organisationÃs Appeals section of the Exams Policy.
CANDIDATE MALPRACTICE
INTRODUCTION
This policy sets out to define the procedures to be followed in the event of any dispute or allegation regarding candidate malpractice in the assessment of internally marked qualifications and also regarding examinations marked externally.
EXAMPLES OF MALPRACTICE
Attempted or actual malpractice activity will not be tolerated. The following are examples of malpractice by candidates with regards to portfolio-based qualifications. This list is not exhaustive:
. Plagiarism: the copying and passing of as the candidateÃs own work, the whole or part of another personÃs work whether this be case studies or assignments. . Collusion: working collaboratively with other learners to produce work that is submitted as the candidateÃs only. Joint student work cannot be used as it is hard to definatly state which students produced which work. . Failing to abide by the instructions of an assessor ñ This may refer to the use of resources which the candidate has been specifically told not to use. . The alteration of any results document.
If a teacher suspects a candidate of malpractice, the candidate will be informed and the allegations will be explained. The candidate will have the opportunity to give their side of the story before any final decision is made. If the candidate accepts that malpractice has occurred, he/she
will be given the opportunity to repeat the assignment. If found guilty of malpractice following an investigation, the teacher may decide to re-mark previous assignments and these could also be rejected if similar concerns are identified.
The following are examples of malpractice by candidates with regards to examinations. This list is not exhaustive:
. Talking during an examination . Taking a mobile phone into an examination . Taking any item other than those accepted by the Awarding Body into the examination, such as a book or notes . Leaving the examination room without permission . Passing notes or papers or accepting notes to, or accepting notes or papers from another candidate
If a teacher suspects a candidate of malpractice during an examination, the candidate will be informed and the allegations will be explained. The candidate will have the opportunity to give their side of the story before any final decision is made. If the candidate is found guilty of malpractice, the Awarding Body will be informed and the candidateÃs examination paper be withdrawn. It is unlikely that the candidate will have the opportunity to repeat the examination.
APPEALS
In the event that a malpractice decision is made, which the candidate feels is unfair, the candidate has the right to appeal in line the Appeals section of the Exams Policy.
MONITORING & REVIEW
We will review this Policy at least once every two years, or earlier, if incidents occur that suggest the need for review. The school uses the guidance set out by ITEC and local goverenment to inform its action planning to prevent malpractise occuring.