Academy Policies

Appeals

Purpose: To ensure all learners at the beauty training academy can challenge assessment decisions fairly and transparently.

Scope: This procedure applies to:

• Learners enrolled on courses
• Employers sponsoring learners
• Staff or volunteers (in relevant situations)

It covers appeals related to:

• Assessment decisions
• Awarding body decisions
• Internal administrative decisions affecting learners

Learners have the right to appeal any assessment decision they believe is unfair, inconsistant or incorrect.

Procedure:

1. Informal Discussion:

– The learner must speak with the assessor within 10 working days.

– The assessor reviews evidence and explains the rationale.

2. Formal Appeal:

– The learner submits the Academy Appeals Form to the centre manager or IQA in the case of ofqual qualifications.

– They review the assessment plan, evidence, and assessor feedback.

– A written outcome is provided within 10–15 working days.

3. Senior Review Panel:

– If unresolved, the appeal is further reviewed by the Centre Manager.

– A panel decision is provided in writing.

4. External Appeal:

– Learners may escalate to ofqual appeals to the relevant awarding body.

Records

All appeals are recorded and logged, documents are stored securely for 3 years.

Appointments and Public Events 

Purpose: To ensure understanding of the terms of engagement.

Scope: This procedure applies to:

• Clients and members  of the public attending academy for public events or as models.

It covers circumstances related to:

• Student treatments
• Potential allergy or irritation
• Damage or loss of personal items

Clients and models please note-

1. Student treatments and model slots

Treatment times are approximate and may vary since this is a training environment. Please notify us of non-attendance at least 48 hours before your appointment, and arrive on time as sessions may be part of an assessment where the student is completing a practical exam.

2. Potential allergy or irritation

A client record will be completed at each visit. This is your chance to disclose any medical history, medications, or allergies to ensure we can provide a safe service. The academy cannot be held responsible for unexpected irritation or allergic reactions following the service and reserves the right to refuse services deemed unsuitable.

3. Damage or loss of personal items

We kindly request that you do not bring valuable, sentimental, or fragile items to the academy. We cannot accept responsibility for damage to or loss of personal belongings.

Staff and learners are responsible for reminding clients of these points when booking or attending the academy.

For any concerns, please refer to our complaints policy.

Cancellation and Refund Terms

Course , Training and Event Cancellations

• Cancellations made 48 hours or more before the scheduled start date will be eligible for a full refund of any fees paid.
• Cancellations made less than 48 hours before the scheduled start date will receive a 50% refund.
• No refunds will be issued for non-attendance, failure to attend, or cancellations made on the day of the course or event.
• Where appropriate, the academy may offer a transfer to an alternative date at its discretion.
• Requests for refunds outside of this policy due to exceptional circumstances (such as serious illness or bereavement) will be considered on a case-by-case basis at the discretion of academy management. Supporting evidence may be requested
• Student treatments

• Appointments cancelled or rescheduled with at least 48 hours’ notice will receive a full refund or may transfer their booking to another available appointment.
• Appointments cancelled with less than 48 hours’ notice will receive a 50% refund.
• No refunds will be issued for missed appointments or same-day cancellations.

Academy Cancellations

If The Academy cancels a course, event, or treatment due to unforeseen circumstances, clients will be offered either:

• A full refund; or
• The opportunity to transfer to an alternative date.
  
  

Centre Contingency & Continuity Policy

Purpose: To ensure the academy has robust procedures in place to maintain teaching, assessment, and administrative functions during periods of disruption, safeguarding learners’ progress and ensuring compliance with awarding organisation and regulatory requirements.

 Possible disruptions

• Natural disasters or extreme weather events
• Power failures, IT system outages, or technical failures
• Staff illness, shortages or key staff unavailability
• Health and safety emergencies
• Any other event that may significantly impact the centre’s operations

 Objectives

• Ensure continuity of teaching, learning, and assessment activities.
• Protect the health, safety, and welfare of learners and staff.
• Maintain the integrity, security, and accessibility of assessment materials and records.
• Ensure timely communication with learners, staff, awarding organisations, and stakeholders.
• Minimise disruption to the achievement of learners’ qualifications.

 Roles and Responsibilities

• Centre Manager/Head of Centre: Overall responsibility for implementing this policy and making contingency decisions.
• Assessment Coordinator/Quality Manager: Ensures assessment recording and continuity during disruptions.
• IT/Administration Staff: Maintain backup systems, data protection, and support remote learning platforms.
• All Staff: Follow emergency procedures, support learners, and report incidents promptly.

 Risk Assessment and Preparedness

• Regular risk assessments will be conducted to identify potential threats to centre operations.
• Contingency plans will be maintained for critical functions, including teaching, assessment, learner communication, and record keeping.
• Staff will be trained on emergency procedures and contingency measures.

 Business Continuity Measures

To maintain continuity during disruptions, the centre will:

1. Remote Learning and Assessment:
   • Ensure that learning materials and assessments can be delivered online where possible.
   • Provide learners with guidance on accessing remote learning platforms.
   • Review possible second locations for assessment in cases of long term disruption.
2. Communication Plan:
   • Inform learners, staff, and awarding organisations promptly about any disruption and contingency measures.
   • Maintain up-to-date contact information for all stakeholders.
3. Assessment Integrity:
   • Ensure secure storage and backup of assessment materials and learner records.
   • Adjust assessment methods as approved by awarding organisations if practical assessments cannot take place.
4. Staff and Resource Management:
   • Identify key staff and provide cross-training to cover critical roles.
   • Maintain access to alternative facilities if the primary training centre is unavailable.
5. IT and Data Security:
   • Regularly back up any digital records, portfolios, and learner data.
   • Ensure IT systems are resilient and have contingency access in case of failure.

 Recovery and Review

• After any disruption, the centre will review the effectiveness of the contingency measures.
• Any lessons learned will be used to update the policy and procedures.
• Staff and learners will be debriefed as necessary to ensure smooth resumption of normal operations.

Complaints Policy

 Purpose: The academy works hard to ensure everyone receives a positive interaction, however we also recognise that sometimes things can go wrong. We are committed to providing high-quality training, assessment, and support services. We welcome feedback and take complaints seriously, using them to improve our services and maintain high standards. This policy highlights the complaints procedure to allow learners, staff, and visitors to raise concerns safely.

 A complaint is any expression of dissatisfaction about:

• The quality of training or assessment
• The behaviour or actions of staff or learners
• Administrative processes or communication
• Facilities, equipment, or resources
• Any aspect of the service you receive

 Procedure:

If you do wish to contact to convey dissatisfaction, please contact the centre manager directly by emailing or writing to the centre. The following action will be taken

Step 1. Informal resolution:

– Make the complaint to a relevant member of staff; for example trainer, administrator.

– Most issues are resolved quickly at this stage

– If unsatisfied with the outcome please progress to a formal complaint

Step 2. Formal Complaint:

-Make the complaint in writing to include dates, persons involved, details and what outcome you are seeking

– The centre manager conducts an investigation which may include reviewing records, speaking to staff or learners involved, requesting additional information from you.

– An action plan for resolution will be proposed to the complainant within 15 days.

Step 3. Final Review:

   – If still unresolved, you have an opportunity to make a final complaint in writing to the centre manager within 10 days, this will be referred for further investigation or where relevant to external awarding body if relevant, for example, the complaint relates to a qualification issue.

 Possible outcomes

• An apology
• Explanation of what happened
• Steps taken to resolve the issue
• Staff training or development
• Changes to policies or procedures
• Assessment review (if relevant)

 – If you are dissatisfied, we ask that you please raise concerns with us in a polite and respectful manner, we will always take care to handle complaints professionally and sensitively. 

– For safety we cannot interact with complaints made with the tone of online slander, harassment and bulling behaviors, these will be reported to the police.

– Anonymous complaints cannot be verified; however, we will still consider any issues raised and include in reviews.

Conflict of Interest Policy

Purpose: To ensure assessments are fair and impartial, to protect the integrity of qualifications awarded by the academy.

 A conflict of interest exists when a person’s personal interests, relationships, or financial incentives could improperly influence, or appear to influence when observed, their professional decisions, actions, or judgement within the academy.

 Examples:

– Assessing a family member or friend

– Financial relationships influencing assessment

– Staff receiving gifts or incentives that may influence their assessment judgments

 Procedure:

– All staff must declare a real, possible or potential conflict of interest within a reasonable time frame and prior to assessment or examinations.

– Any suspected conflict must be reported to Centre Manager for review.

– If a breach of the policy is discovered an investigation will be launched immediately and outcomes reported and relevant actions implemented.

– In the case of possible conflict of interest investigations learners will be reassigned to an alternative assessor/IQA pending outcome.

– Small tokens of appreciation (e.g., under £25) may be accepted, but must be reported.

 Conflict of interest investigations may result in

• Recusal from decision-making
• Reassignment of duties
• Monitoring or supervision
• Prohibition from certain activities
• Disciplinary action

Equality & Diversity Policy

Purpose: To promote a respectful and inclusive learning environment. The academy aims to promote equality, diversity, and inclusion in all aspects of its training, assessment, and workplace practices. This policy ensures that everyone—learners, staff, contractors, and visitors, are treated fairly, respectfully, and without discrimination.

 Legal Reference: Equality Act 2010.

Related policies – Complaints, Health and safety, Safeguarding.

Commitment:

-We will not discriminate on the basis of the following protected characteristics:

• Age
• Disability
• Gender reassignment
• Marriage and civil partnership
• Pregnancy and maternity
• Race, ethnicity, or nationality
• Religion or belief
• Sex
• Sexual orientation

 – Reasonable adjustments provided for learners with additional needs.

– Accessibility- ground floor space provide by request, subject to availability.

– Some treatments , qualifications and insurance cover carry a lower age limit, which must be adhered to.

– A L2 knowledge of english reading, writing and speaking is required to meet the requirement of examination boards and to allow fair assessment, reasonable adjustments apply. 

 Centre Management

• Ensure policies and procedures support equality and diversity
• Promote awareness through training and communication
• Monitor and review practices to prevent discrimination

Staff Responsibilities

• Treat all learners, colleagues, and visitors fairly and respectfully
• Promote inclusive learning and assessment practices
• Report any breaches of this policy or discriminatory behaviour

Learner Responsibilities

• Treat staff, peers, and visitors with respect
• Follow centre policies on equality and diversity
• Report any concerns about discrimination, harassment, or bullying

 Harassment and Bullying

Harassment, bullying, or victimisation of any individual is strictly prohibited.
Anyone experiencing or witnessing such behaviour should report it immediately to centre manager

 Monitoring and Review

• Equality and diversity practices will be monitored through audits, surveys, and feedback
• Records of incidents, complaints, and actions taken will be maintained
• This policy will be reviewed at least annually or when legislation changes

Exams & Controlled Assessment Policy

Purpose: To ensure all examinations and assessments are conducted fairly, securely, and in accordance with awarding organisation regulations. This policy provides guidance for staff and learners on exam conduct, administration, and responsibilities.

 Centre Management

• Ensure compliance with awarding organisation requirements
• Maintain secure storage of exam materials
• Provide appropriate training for staff involved in examinations
• Address and report any malpractice or maladministration

Exams Officer / Administrator

• Allocated Exam Officer, separate from the assessors, iqa team.
• Schedule exams and communicate dates to learners
• Organise rooms, materials, and invigilators
• Ensure learners are aware of exam rules and regulations
• Maintain records of attendance, results, and special considerations

Invigilators / Assessors

• Supervise exams in accordance with awarding organisation guidance
• Ensure exam conditions are fair and consistent
• Report incidents or irregularities promptly
• Maintain the security and integrity of exam materials

Learners

• Attend exams at the scheduled time and location
• Follow all instructions and exam regulations
• Notify the centre in advance of any required adjustments or special considerations

 Exam Registration and Entry

• Learners must be registered with the awarding organisation by the published deadlines
• The centre will provide learners with information about exam dates, locations, and requirements
• Late entries or withdrawals may be subject to awarding organisation fees, which will be communicated to learners

 Access Arrangements and Special Considerations

• Learners with disabilities, learning difficulties, or temporary conditions may request reasonable adjustments
• Applications for access arrangements must be supported by evidence and submitted to the awarding organisation in advance
• The centre ensures that any adjustments do not compromise the integrity of the assessment

 Exam Conduct and Regulations

Learners must:

• Highlight any additional support required when enrolling so this can be planned for.
• Arrive on time with required materials
• Follow instructions from invigilators
• Not bring unauthorised items into the exam room (e.g., mobile phones, notes, or electronic devices)
• Not communicate with other learners during the exam

Failure to comply may result in disqualification or disciplinary action.

Results and Certificates

• Results will be issued in line with awarding organisation regulations
• Certificates will be securely stored until issued to learners
• Learners can request a review of results or appeal through the Appeals Procedure

Exam Security

• Exam papers, materials, and results are stored securely before, during, and after the assessment
• Access to materials is restricted to authorised staff only
• Any breaches of exam security must be reported immediately
• In the case of remote delivery , we require leaner authentication ID to confirm true, honest and authentic identify of learners. 

Review and Monitoring

• Examination procedures will be regularly reviewed to ensure compliance with awarding organisation requirements
• Feedback from learners and staff will be used to improve exam administration and support
• This policy will be reviewed annually or following regulatory changes

Resits

• Where resits are allowed for failed elements of the qualification we comply with awarding body regulations.
• Please note that resit fees apply for both theory and practical exams, and for review of portfolio examination of evidence as required.
• Information specific to each qualification will be highlighted in the qualification induction.

GDPR / Data Protection Policy

 Purpose: The academy is committed to protecting the personal data of learners, staff, employers, visitors, and other stakeholders. This policy provides detail regarding how we ensure compliance with UK GDPR and the Data Protection Act 2018.

Data Protection Lead: Gillian Jackson

ICO number: 2B 998859

 Please also view privacy policy for the data we collect.

 Principles:

– Data will be collected lawfully and transparently.

– Only necessary data is stored.

– Data is accurate and up to date.

– Data is securely stored and only accessed by authorised staff.

 Data Storage:

– Electronic data is stored on password-protected systems.

– Paper records is held in locked filing cabinets.

 Learner Rights:

– Right to access information

– Right to correct inaccurate data

– Right to request deletion

 Data Breach:

– Any breach will be reported immediately.

– Investigated within 24 hours.

– Serious breaches will be reported to the ICO within 72 hours.

 All staff must comply with this policy and GDPR requirements

 Data access requests should be made by email or in writing directly to the centre manager and should include;

• your name
• date of birth
• quantitation studied
• date of attendance
• contact details
• valid proof of identity.

Health & Safety Policy

Purpose: To ensure the safety of learners, staff, and visitors the academy recognise our legal duties under the Health and Safety at Work Act 1974 and related legislation.

All staff, learners, and visitors have a responsibility to follow this policy to prevent accidents, injuries, and work-related ill health.

 Health & Safety Officer: Gillian Jackson

 Centre Management

• Ensure compliance with health and safety legislation
• Provide adequate resources for safe learning and working
• Carry out risk assessments and implement control measures
• Ensure staff are trained and competent in health and safety matters
• Investigate accidents and take corrective action

 Staff

• Given safety induction
• Take reasonable care for their own health and safety and that of others
• Follow all health and safety procedures and instructions
• Report hazards, incidents, or unsafe practices immediately
• Cooperate with risk assessments and safety audits

 Learners

• Given safety induction
• Follow safety instructions and guidance provided by staff
• Report any hazards or incidents immediately
• Use equipment and facilities safely and responsibly

 Risk Assessment

• Regular risk assessments will be conducted for all training activities and premises, including coshh assessments where relevant.
• Risks will be recorded, and control measures implemented
• Risk assessments will be reviewed annually or when circumstances change

 Accident Reporting and Investigation

• RIDDOR compliance
• All accidents, incidents, near-misses, or dangerous occurrences must be reported immediately
• Staff will complete an Accident/Incident Report Form
• Investigations will be carried out to prevent recurrence
• Serious incidents will be reported to the Health and Safety Executive (HSE) as required

 Fire Safety

• Fire risk assessments will be conducted regularly
• Fire alarms, extinguishers, and emergency exits will be maintained and accessible
• Fire drills will be conducted at least annually
• Staff and learners will be instructed on emergency evacuation procedures

 First Aid

• Adequate first aid facilities and trained personnel will be available
• First aid kits will be maintained and regularly checked
• All accidents and treatments will be recorded in the First Aid Log

 Safe Use of Equipment and Premises

• All equipment must be used in accordance with manufacturer instructions and training
• Faulty or damaged equipment must be reported and removed from use
• Premises will be maintained in a safe condition, including lighting, flooring, and access routes

 Training and Communication

• Staff and learners receive relevant health and safety training
• Information on hazards, safety procedures, and emergency arrangements are communicated clearly
• Health and safety updates are be regularly shared

 Monitoring and Review

• Health and safety performance are be monitored through inspections, audits, and risk assessments
• This policy will be reviewed annually or sooner if legislation or circumstances change
• Feedback from staff, learners, and visitors will be used to improve health and safety practices

Internal Quality Assurance Policy

Purpose: To ensure that all assessors involved in the delivery and assessment of qualifications operate with consistency, fairness, and integrity, in line with industry standards and awarding organisation requirements. This policy also ensures that learners are assessed in a safe, supportive, and professional environment.

 Assessor Roles and Responsibilities

• Planning and conducting assessments in accordance with the awarding organisation’s standards and criteria.
• Providing clear guidance and feedback to learners.
• Ensuring assessments are conducted fairly, consistently, and without bias.
• Maintaining accurate and confidential assessment records.
• Participating in internal verification and continuous professional development.
• Reporting any concerns regarding assessment malpractice, learner welfare, or safety.

 Assessor Qualifications and Competence

• Hold a relevant industry qualification in beauty therapy or a related field.
• Possess an assessment qualification, such as:
  • Level 3 Award in Assessing Competence in the Work Environment (or equivalent), or
  • Level 3 Award in Assessing Vocational Achievement.
• Maintain up-to-date knowledge of industry standards and regulatory requirements.
• Undertake regular professional development to ensure competence in assessment practices.

  Assessment Practices

• Use a range of assessment methods (practical observation, professional discussion, written assignments, portfolios, etc.) to ensure fair evaluation of learner competence.
• Ensure assessments are valid, reliable, and evidence-based.
• Provide learners with clear assessment criteria and opportunities to demonstrate their skills.
• Record all assessment decisions accurately and securely.
• Provide constructive feedback to support learner development.

 Internal Quality Assurance

• Internal verifiers will monitor assessors to ensure consistency, accuracy, and fairness in assessment decisions.
• Regular standardisation meetings will be held to ensure assessors are aligned with awarding organisation requirements.
• Assessment records will be audited periodically to maintain compliance and quality assurance.

 IQA Roles and Responsibilities

Internal Quality Assurers are responsible for:

• Monitoring and verifying assessors’ decisions to ensure accuracy, consistency, and compliance with awarding organisation requirements.
• Conducting regular sampling of learners’ work, assessment records, and portfolios.
• Providing feedback, guidance, and support to assessors to improve assessment practice.
• Ensuring that assessment methods are valid, reliable, and fit-for-purpose.
• Maintaining records of all verification activities.
• Reporting any assessment malpractice or quality issues to senior management.
• Supporting assessors in continuous professional development.

 IQA Qualifications and Competence

• Hold a relevant industry qualification in beauty therapy or a related field.
• Hold a recognised IQA qualification, such as:
  • Level 4 Award in the Internal Quality Assurance of Assessment Processes and Practice (or equivalent).
• Demonstrate up-to-date knowledge of assessment requirements and regulatory standards.
• Undertake ongoing professional development to maintain competence in internal verification practices.

 Verification Practices

• IQA’s Regularly sample assessment decisions to ensure consistency and accuracy.
• Review assessor records, learner portfolios, and practical assessments.
• Conduct standardisation meetings with assessors to ensure alignment with awarding organisation requirements.
• Provide clear, actionable feedback to assessors following verification activities.
• Document all verification decisions and actions taken for audit purposes.

 Frequency of Verification

• Initial verification should take place at the start of a new assessment cycle or when a new assessor is introduced.
• Ongoing verification should occur regularly, with a minimum of [insert % or number] of assessments sampled per assessor per term or as specified by the awarding organisation.
• Additional verification should be conducted if inconsistencies, complaints, or concerns are raised.

 Reporting and Escalation

• Any significant discrepancies, non-compliance, or malpractice identified during verification must be reported immediately to the Head of Centre or Quality Manager.
• Corrective actions must be documented and followed up to ensure continuous improvement.

 Equality and Diversity

• IQA and Assessors must adhere to the centre’s Equality and Diversity Policy.
• Assessment opportunities must be accessible to all learners, and adjustments should be made for learners with additional needs.

 Confidentiality and Data Protection

• IQA and Assessors must maintain the confidentiality of learner records and assessment outcomes.
• Personal data must be handled in line with data protection regulations (e.g., GDPR).

Malpractice & Maladministration Policy

Purpose:  The academy is committed to upholding the integrity, fairness, and quality of all training, assessment, and certification activities. This policy outlines how it prevents, detects, and reports malpractice or maladministration.

 Staff Responsibilities

• Conduct training and assessments in accordance with centre and awarding organisation policies
• Report suspected malpractice or maladministration immediately
• Maintain accurate and complete records
• Ensure security of assessment materials
• Follow robust authentication process; government issued photographic ID combined with in person or live webcam matching.

Learner Responsibilities

• Complete their own work honestly
• Follow all assessment instructions and rules
• Report any observed malpractice

Management Responsibilities

• Investigate all allegations of malpractice or maladministration promptly and fairly
• Maintain records of investigations and actions taken
• Report confirmed cases to relevant awarding organisations and regulators as required
• Implement corrective actions to prevent recurrence
• Put reasonable measure in place to detect plagiarisum

 Initial Report – Any staff, learner, or stakeholder who suspects malpractice or maladministration should report it immediately to Centre Manager

Confidentiality – Reports will be handled confidentially. Individuals reporting in good faith will not face retaliation.

Investigation – The Centre Manager will:

• Review evidence and documentation
• Interview relevant parties
• Determine if malpractice or maladministration occurred

Outcome and Action – Depending on the investigation:

• Confirmed learner malpractice may result in reassessment, disciplinary action, or disqualification
• Staff malpractice may result in disciplinary action, training, or dismissal
• Corrective actions and process improvements will be implemented

 Individuals involved in a malpractice or maladministration investigation may appeal the decision under the centre’s Appeals Procedure.
Appeals must be submitted in writing within 10 working days of receiving the outcome.

Privacy Policy

Purpose; The academy is committed to protecting the privacy and security of all learners, website visitors, staff, and partners. This policy explains how we collect, use, store, and share your personal information when you use our website or engage in our training services.

By using our website or enrolling in our training programmes, you agree to the terms of this Privacy Policy.

 Information

We may collect the following types of personal information:

1. Information You Provide to Us is likely to include

• Name
• Address
• Email address
• Phone number
• Date of birth
• Employment details (if required for funded courses)
• Training records and assessments
• Payment information (if you purchase a course) – this is held externally by Stripe/Paypal , not by the academy.
• 2. Information Automatically Collected Through Our Website

• IP address
• Browser type and device information
• Pages visited and time spent on the website
• Cookies and similar tracking technologies
• 3. Information from Third Parties

• Funding bodies
• Employers (if enrolled through a workplace)
• Awarding organisations

 How We Use Your Information

We use your personal data to:

• Process course applications and provide training services
• Communicate with you about courses, assessments, or updates
• Maintain learner records and certification requirements
• Improve our website and services
• Comply with legal and regulatory obligations
• Process payments for training services
• Provide customer support
• Send relevant marketing communications (only where consent is given)

 Legal Basis for Processing

We process personal data under the following legal bases:

• Performance of a contract (providing training/assessment services)
• Legal obligations (awarding body or funding requirements)
• Legitimate interests (improving services and website functionality)
• Consent (for marketing communications)

 How We Store and Protect Your Data

We take data protection seriously and use appropriate technical and organisational measures to safeguard your personal information, including:

• Secure servers and encrypted storage, external payment providers.
• Access controls limited to authorised staff
• Data protection training
• Compliance with UK GDPR and the Data Protection Act 2018

 Sharing Your Information

We may share your information with:

• Awarding organisations
• Regulatory bodies (e.g., Ofqual, ESFA)
• Employers (only if the training is employer-sponsored)
• Payment processors
• Government/funding bodies (if applicable)

We do not sell your personal data.

 Cookies and Website Tracking

Our website uses cookies to:

• Improve user experience
• Analyse website performance
• Remember user preferences

You can manage cookies through your browser settings.

 How Long We Keep Your Data

We only keep your personal data for as long as necessary to fulfil training, certification, legal, and administrative purposes.
Retention periods vary based on the type of data (e.g., some training records must be kept for several years).

 Your Data Protection Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion (in certain circumstances)
• Object to processing
• Withdraw consent for marketing
• Request data transfer

To exercise these rights, contact centre manager via email or in writing.

 Links to External Websites

Our website may contain links to external sites.
We are not responsible for their content or privacy practices.

 – Any loss of documents, USB drives, devices, or records must be reported immediately.

– Follow GDPR breach process if personal information is compromised.

– Staff must not disclose learner data to unauthorised persons.

– Confidential conversations must be held in private

Recognition of Prior Learning RPL Policy

Purpose; The academy is committed to ensuring that Recognition of Prior Learning (RPL) is applied in accordance with awarding body requirements, enabling learners to avoid unnecessary duplication of learning whilst maintaining the integrity, validity, and standards of the qualification.

Eligibility for RPL

Learners may apply for RPL where they believe they have previously achieved the knowledge, skills, or competence required for specific units or learning outcomes within another qualification.

RPL may be claimed through:

• Previous accredited qualifications
• Professional training certificates
• Workplace experience
• Voluntary work
• Industry experience
• Continuing Professional Development (CPD)
• Portfolio evidence

Evidence submitted for RPL must be:

• Valid – directly related to the qualification requirements
• Authentic – the learner’s own work or achievement
• Current – reflects current industry standards and competence
• Sufficient – covers all required assessment criteria
• Reliable – capable of being verified

Examples of acceptable evidence include:

• Qualification certificates
• Transcripts
• Work portfolios
• Witness testimonies
• Professional references
• Observation records
• Employment records
• CPD certificates

All RPL applications will be reviewed by a qualified assessor.

The assessor will:

• Evaluate the evidence provided
• Map evidence against qualification requirements
• Identify any gaps in knowledge or competence
• Recommend acceptance, partial acceptance, or rejection of the claim

Where gaps are identified, learners may be required to complete additional training or assessment.

All RPL decisions will be subject to Internal Quality Assurance (IQA) procedures to ensure:

• Consistency
• Fairness
• Transparency
• Compliance with awarding body requirements

Records of RPL decisions will be retained in accordance with academy and awarding organisation requirements.

Learners applying for RPL must:

• Declare all prior learning honestly
• Provide accurate and authentic evidence
• Cooperate with assessors during the RPL process
• Complete any additional assessment requirements identified

Learners who disagree with an RPL decision may appeal through the academy’s Appeals Policy.

Appeals will be managed fairly, impartially, and within published timescales.

The academy is committed to ensuring that all learners have equal access to the RPL process regardless of age, disability, gender, race, religion, sexual orientation, or background.

All applications will be considered objectively and without discriminatio

Safeguarding & Prevent Policy

• Purpose: Protecting individuals from harm, abuse, neglect, and exploitation
• Complying with the Prevent Duty under the Counter-Terrorism and Security Act 2015
• Ensuring a safe, inclusive, and supportive learning environment

The welfare of learners, staff and visitors  is our paramount concern.

 Legal Framework

This policy complies with:

• Children Act 1989 & 2004
• Working Together to Safeguard Children 2018
• Keeping Children Safe in Education (latest version)
• Counter-Terrorism and Security Act 2015 (Prevent Duty)
• Safeguarding Vulnerable Groups Act 2006
• Data Protection Act 2018 & UK GDPR

 Roles and Responsibilities

Designated Safeguarding Officer (DSO)

Responsible for:

• Leading safeguarding and Prevent procedures within the centre
• Receiving and responding to concerns or disclosures
• Liaising with external agencies (local authorities, police, Prevent teams)
• Maintaining secure safeguarding records
• Providing safeguarding and Prevent guidance and training

 Staff Responsibilities

All staff must:

• Be aware of safeguarding and Prevent policies
• Undertake regular safeguarding and Prevent training
• Report any concerns about abuse, neglect, or radicalisation immediately to the DSO
• Promote a safe and inclusive learning environment
• Be aware of ages of learners, models and visitors to site.
• Visitors under 18, or vulnerable adults must be accompanied by a adult guardian

Learner Responsibilities

• Follow guidance on safe behaviours
• Report any safeguarding or Prevent concerns
• Respect other learners and staff

 Recognising Safeguarding Concerns

Signs of Abuse

Staff should be alert to:

• Physical, emotional, sexual abuse or neglect
• Bullying or harassment
• Online abuse or cyberbullying
• Self-harm or mental health concerns

 Prevent / Radicalisation

Indicators may include:

• Expressing extremist views or ideologies
• Being influenced by radical online content or groups
• Showing intolerance of other cultures, religions, or beliefs
• Sudden behavioural changes or withdrawal

 Reporting Procedures

1. Immediate Danger: Call 999 if someone is at immediate risk.
2. Report to : All other concerns must be reported to the DSO promptly.
3. Documentation: Complete a Safeguarding / Prevent Concern Form.
4. External Referral: The DSO will refer to appropriate agencies (local authority, police, Prevent team) if necessary.

 Confidentiality

• Information is shared only on a need-to-know basis to protect individuals
• Whistleblowing procedures are in place for concerns about staff conduct
• Records are stored securely in line with data protection laws

 Safer Recruitment

• All staff, volunteers, and contractors undergo appropriate background checks (e.g., DBS)
• Recruitment and induction include safeguarding and Prevent awareness
• Staff are trained to identify risks and respond appropriately
• Academy recruit learners over age of 18 only and does not have a provision for 16-18 year olds. 

 Training and Awareness

• Staff receive safeguarding and prevent training at induction and regular updates
• Learners are informed about safeguarding, online safety, and recognising radicalisation
• Information and guidance are accessible via handbooks and the centre website

 Monitoring and Review

• Safeguarding and Prevent concerns and trends are monitored
• Policies and procedures are reviewed annually or following legislative changes
• Feedback from staff, learners, and external agencies informs improvements

 Emergency Contacts:

• Police (non-emergency): 101 / Emergency: 999
• NSPCC Helpline: 0808 800 5000

 Reporting Procedure:

1. Report concern immediately to Safeguarding Lead.
2. Lead assesses risk and records details.
3. Referral made to local safeguarding authority if required.

Prevent:

– Academy monitors risks of radicalisation.

– Staff trained to identify warning signs.