LEGAL POLICIES
Appeals Policies and Procedures
The Appeals policy is designed to protect the interests of all candidates and to protect the integrity of the qualification.
Candidates have the right to appeal in the event that they are dissatisfied with the following:
- The assessment decisions made by Laura Jane Training Academy where applicable.
- The assessment decisions made by the Awarding Organisation.
- The decision by Laura Jane Training Academy is not to support an inquiry or appeal to the Awarding Organisation.
A copy of the appeals procedure is available to all candidates.
There is an informal and formal procedure available. The formal procedure is only to be followed if the informal procedure has failed or is inappropriate for the circumstances. All appeals must be via the formal procedures of the Awarding Organisation and supported by the Centre Manager.
Every attempt will be made to resolve disputes as near as possible to the point of origin Laura Jane Training Academy will keep appeals records for inspection by the Awarding Organisation for a minimum of 18 months.
Informal Procedure
1. Where a candidate wishes to make an appeal against the quality of provision at the Center, he/she should first of all attempt to resolve the matter by a direct approach to the Centre Manager.
2. If the matter remains unresolved the candidate may require a personal interview with the Centre Manager.
3. Before the personal interview, the Centre Manager should have obtained an independent second opinion on the initial decision.
4. If, after any action to resolve the dispute taken by the Centre Manager, the matter is not satisfactorily resolved, the complainant may use the formal procedure.
Formal Procedure
Once the informal procedure has been exhausted, or if it is inappropriate to the circumstances, the formal procedure is to be followed.
1. The complainant will be required to submit a formal complaint in writing to the Centre Manager.
2. Within 10 working days of receiving the written appeal, the decision of the Centre Manager should be communicated to the student/trainee.
3. Decisions by the Centre Manager regarding the quality of teaching provision are final.
4. If the complainant disagrees with the result of the formal Appeals procedure regarding assessment decisions, they may utilise the Awarding Organisations formal Appeals procedure for which they must be supported by the centre.
For details of the Awarding Organisation Appeals Procedure, please refer to the relevant Awarding Organisation website.
Further Appeals
Any learner wishing to appeal against the operation of the Appeals Procedure can do so in writing to the Centre Manager.
This policy has been approved & authorised by:
Name: Laura Jane
Position: Owner
Date: 08.02.2024
Signature: Laura Jane
Date of Review: 08.02.2025
Complaint Policy
Complaint – a grievance, problem, difficulty or concern
POLICY STATEMENT
Laura Jane Training Academy recognises the importance of learner complaints and welcomes complaints as a valuable form of feedback about its services. We are committed to using the information we receive to help drive forward improvements.
This procedure outlines the aims of Laura Jane Training Academy in dealing with complaints and sets out what you as the customer can expect when making a complaint regarding a service. A complaint is a way of letting us know that you are not happy with a particular service. We welcome your feedback. A complaint may be about delay, lack of response, discourtesy, failure to consult or about the standard of service you have received.
So please let us know if:
- You think we have done something wrong
- We have not done something that we said we would do
- You are not satisfied with a particular service or set of services that we provide
ANONYMOUS COMPLAINTS
We understand that it might be difficult for you to complain because you are worried that your complaint could result in a poorer service. Please be assured that we treat all complaints in the strictest confidence, and that it is your right to complain. If you do not provide us with a contact name or address, it will not be possible for us to get back to you with the outcome of the investigation
PROCEDURE
In the first instance, the complaint should be discussed with the team member concerned and resolution sought within 48 hours of the incident occurring. If this is successful and a resolution is reached, the complaint should be documented on the attached Appendix (1) and sent to the Centre Administrator for filing. This should be received by the Centre Administrator by the end of the next working day. There will be no further action taken.
In the case of an individual wishing to make the complaint, who feels unable to discuss the complaint with the team member concerned, the matter should be referred to the Individuals’ line manager within 48 hours of the incident occurring. The line manager should then contact the Centre Manager within the next 7 days to make them aware of the complaint. The nature of the complaint will be documented as per Appendix (2) and sent to the Head of Learning and Development.
On receipt of the complaint, the nature of the complaint will be brought to the attention of the team member concerned and discussed within 48 hours of receiving the complaint. The Centre Manager will then contact the individual making the complaint with a view to resolve.
If resolution cannot be found, the Centre Manager will arrange a meeting with all relevant parties and agree a resolution. This will take place within 30 days. This will be final.
The Centre Administrator will maintain a record of all complaints and make these available on request. All complaints must be regarded as confidential and discussed only with those parties involved. Where the subject of the complaint is centred on a qualification, the Awarding Body will be made aware if this is relevant.
In the instance where the complaint is around an assessment / verification decision, then the stages outlined in the Appeals Procedure must be followed.
Appendix 1
Record of Complaint
Name of Individual making the complaint:
Location:
Date:
Nature of complaint:
Resolution Agreed:
Signed Complainant:
Date:
Signed by Centre Manager
Date:
Appendix 2
Referral of Complaint
Date of referral:
Line Managers Name:
Nature of complaint:
Date Referred to Head of Assessment Centre:
Actions agreed:
Signed off by Centre Manager:
Date:
Signed Complainant:
Date:
This policy has been approved & authorised by:
Name: Laura Jane
Position: Owner
Date: 08.02.2024
Signature: Laura Jane
Date of Review: 08.02.2025
Cookie Policy
HOW WE USE COOKIES
The European Community recently introduced legislation to protect the privacy of web users by limiting how websites can use cookies, Laura Jane Training Academy is committed to protecting your privacy. As part of this commitment we are providing you with information about the cookies we use, so that you can make informed decisions. The information below should be read in conjunction with our Privacy Policy and Terms and Conditions.
What are cookies?
Cookies are small text files that our website(s) or services provided for us by other companies put on your computer. The information in them helps us to improve your experience of using our website and learning with us. Many of our cookies are deleted when you log out of your learning or close your web browser. None of our cookies contain any of your personally identifiable information.
Because you are using our website(s) we assume that you are happy for us to use cookies in this way.
If you are not happy, then you should either not use our website(s), set your web browser to not accept cookies from Laura Jane Training Academy or use your web browser’s anonymous browsing setting (this is called ‘Incognito’ in Google Chrome, ‘InPrivate’ in Internet Explorer and ‘Private Browsing’ in Firefox).
For more information on cookies, how to control the use of them in your browser and how to browse the internet anonymously visit the All About Cookies website.
Because our learning systems rely on cookies to deliver your courses effectively you give us consent to use cookies as outlined below when you purchase or enrol on a block (Laura Jane Training Academy). We will not provide technical support to learners who choose to cookies and then encounter issues with their learning.
You will not be able to purchase courses from Laura Jane Training Academy's website if you set your browser to not accept cookies as our eCommerce system uses them to process transactions. We are unable to facilitate purchases by any other method (e.g. telephone sales) or provide technical support to users who choose to block Laura Jane Training Academy's cookies.
What cookies Laura Jane Training Academy uses:
Session Cookies
We use a number of session cookies to provide functionality including, but not limited to, remembering who you are when you have logged into our website(s) or learning systems, to identify you when you move from one Laura Jane Training Academy system to another, to greet you by name on screen, to optimise the effectiveness of our web servers and to remember the items you have put into our shopping basket.
We consider these cookies to be strictly necessary for the secure and efficient operation of our website(s) and learning systems and make your experience of using them easier and quicker.
If these cookies are blocked or disabled then much of the functionality of our systems will be broken.
Persistent Cookies
We use a number of persistent cookies to provide functionality including, but not limited to, returning you back to the point in your learning you had reached the last time you logged out, to show you content you had looked at on a previous visit to make it easier to find it again, to make sure you are only invited to complete a web survey occasionally and that you don’t see alerts or messages repeatedly during a single web visit. If these cookies are blocked or disabled then our systems will still be usable, but the user experience will be severely degraded.
DoubleClick (Google)
This cookie is used on a small number of pages on the Laura Jane Training Academy website to track the effectiveness of our Google Adwords and Google Sponsored Link advertising.
For more information on how to permanently opt-out of DoubleClick placing this cookie on your computer visit http://www.google.com/policies/privacy/ads/#toc-optout or install the Google Advertising Cookie Plugin for your browser
http://www.google.com/ads/preferences/plugin/
Social network cookies
Some pages on our website(s) contain social network ‘share’ or ‘like’ buttons. The social network may set a cookie (or cookies) on your PC when you click on one of these buttons.
In order to implement these buttons on our website(s) we use code which is hosted by the relevant social network. If you are a member of some of these networks they may use this code to track that you have visited our website(s) whether you click the buttons or not.
Laura Jane Training Academy does not control these cookies or the underlying code. You should check the privacy statement of the relevant social network before clicking them and/or to find out how they track their members’ behaviour using these elements and how to opt out of this functionality.
This policy has been approved & authorised by:
Name: Laura Jane
Position: Owner
Date: 08.02.2024
Signature: Laura Jane
Date of Review: 08.02.2025
Data Protection Policy
Data Protection Act 2018 Policy
Introduction This Policy sets out the obligations of “Laura Jane Training Academy”, regarding data protection and the rights of customers and business contacts (“data subjects”) in respect of their personal data under Data Protection Act 2018 (Formally EU Regulation 2016/679 General Data Protection Regulation (“GDPR”)). The Data Protection Act 2018 defines “personal data” as any information relating to an identified or identifiable natural person (a “data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person. This Policy sets the Company’s obligations regarding the collection, processing, transfer, storage, and disposal of personal data. The procedures and principles set out herein must be followed at all times by the Company, its employees, agents, contractors, or other parties working on behalf of the Company.
The Company is committed not only to the letter of the law, but also to the spirit of the law and places high importance on the correct, lawful, and fair handling of all personal data, respecting the legal rights, privacy, and trust of all individuals with whom it deals.
The Data Protection Principles
This Policy aims to ensure compliance with the Data Protection Act 2018. The Data Protection Act 2018 sets out the following principles with which any party handling personal data must comply.
All personal data must be:
- Processed lawfully, fairly, and in a transparent manner in relation to the data subject.
- Collected for specified, explicit, and legitimate purposes and not further processed in a manner that is incompatible with those purposes. Further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes.
- Adequate, relevant, and limited to what is necessary in relation to the purposes for which it is processed.
- Accurate and, where necessary, kept up to date. Every reasonable step must be taken to ensure that personal data that is inaccurate, having regard to the purposes for which it is processed, is erased, or rectified without delay.
- Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data is processed. Personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes, subject to implementation of the appropriate technical and organisational measures required by the Data Protection Act 2018 in order to safeguard the rights and freedoms of the data subject.
- Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction, or damage, using appropriate technical or organisational measures.
The Rights of Data Subjects
The Data Protection Act 2018 sets out the following rights applicable to data subjects:
- The right to be informed’The right of access,
- The right to rectification,
- The right to erasure (also known as the ‘right to be forgotten’),
- The right to restrict processing,
- The right to data portability,
- The right to object; and
- Rights with respect to automated decision-making and profiling.
Lawful, Fair, and Transparent Data Processing
The Data Protection Act 2018 seeks to ensure that personal data is processed lawfully, fairly, and transparently, without adversely affecting the rights of the data subject.
The Data Protection Act 2018 states that processing of personal data shall be lawful if at least one of the following applies:·
- The data subject has given consent to the processing of their personal data for one or more specific purposes;·
- The processing is necessary for the performance of a contract to which the data subject is a party, or in order to take steps at the request of the data subject prior to entering into a contract with them;·
- The processing is necessary for compliance with a legal obligation to which the data controller is subject;·
- The processing is necessary to protect the vital interests of the data subject or of another natural person;·
- The processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller; or·
- The processing is necessary for the purposes of the legitimate interests pursued by the data controller or by a third party, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.·
- If the personal data in question is “special category data” (also known as “sensitive personal data”) (for example, data concerning the data subject’s health), at least one of the following conditions must be met:·
- The data subject has given their explicit consent to the processing of such data for one or more specified purposes (unless EU or EU Member State law prohibits them from doing so);·
- The processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent;·
- The processing relates to personal data which is clearly made public by the data subject;·
- The processing is necessary for the conduct of legal claims or whenever courts are acting in their judicial capacity;
Specified, Explicit, and Legitimate Purposes
The Company collects and processes the personal data set out in this Policy.
This includes:·
- Personal data collected directly from data subjects OR
- Personal data obtained from third parties.
- The Company only collects, processes, and holds personal data for the specific purposes set out in this Policy (or for other purposes expressly permitted by the Data Protection Act 2018).·
- Data subjects are kept informed at all times of the purpose or purposes for which the Company uses their personal data.
Adequate, Relevant, and Limited Data Processing
The Company will only collect and process personal data for and to the extent necessary for the specific purpose or purposes of which data subjects have been informed (or will be informed).
Accuracy of Data and Keeping Data Up-to-Date
- The Company shall ensure that all personal data collected, processed, and held by it is kept accurate and up-to-date. This includes, but is not limited to, the rectification of personal data at the request of a data subject.·
- The accuracy of personal data shall be checked when it is collected and at regular intervals thereafter. If any personal data is found to be inaccurate or out-of-date, all reasonable steps will be taken without delay to amend or erase that data, as appropriate.
Data Retention
- The Company shall not keep personal data for any longer than is necessary in light of the purpose or purposes for which that personal data was originally collected, held, and processed.· When personal data is no longer required, all reasonable steps will be taken to erase or otherwise dispose of it without delay.·
- For full details of the Company’s approach to data retention, including retention periods for specific personal data types held by the Company, please refer to our Data Retention Policy.
Secure Processing
The Company shall ensure that all personal data collected, held, and processed is kept secure and protected against unauthorised or unlawful processing and against accidental loss, destruction, or damage. Further details of the technical and organisational measures which shall be taken are provided later in this Policy.
Accountability and Record-Keeping
The Company’s Data Protection Officer is Laura Jane,
E-Mail: [email protected]
The Data Protection Officer shall be responsible for overseeing the implementation of this Policy and for monitoring compliance with this Policy, the Company’s other data protection-related policies, and with the Data Protection Act 2018 and other applicable data protection legislation.·
- The Company shall keep written internal records of all personal data collection, holding, and processing, which shall incorporate the following information:·
- The name and details of the Company, its Data Protection Officer, and any applicable third-party data processors;·
- The purposes for which the Company collects, holds, and processes personal data;·
- Details of the categories of personal data collected, held, and processed by the Company, and the categories of data subject to which that personal data relates;·
- Details of any transfers of personal data to non-EEA countries including all mechanisms and security safeguards;·
- Details of how long personal data will be retained by the Company; and·
- Detailed descriptions of all technical and organisational measures taken by the Company to ensure the security of personal data.
Data Protection Impact Assessments
- The Company shall carry out Data Protection Impact Assessments for any and all new projects and/or new uses of personal data.
- Data Protection Impact Assessments shall be overseen by the Data Protection Officer and shall address the following:
1. The type(s) of personal data that will be collected, held, and processed;
2. The purpose(s) for which personal data is to be used;
3. The Company’s objectives;
4. How personal data is to be used;
5. The parties (internal and/or external) who are to be consulted; 6. The necessity and proportionality of the data processing with respect to the
7. purpose(s) for which it is being processed;
8. Risks posed to data subjects;
9. Risks posed both within and to the Company; and
10. Proposed measures to minimize and handle identified risks.
Keeping Data Subjects Informed
The Company shall provide the information set out in section (i) below to every data subject:
Where personal data is collected directly from data subjects, those data subjects will be informed of its purpose at the time of collection; and where personal data is obtained from a third party, the relevant data subjects will be informed of its purpose:
- a) if the personal data is used to communicate with the data subject, when the first communication is made; or
- b) if the personal data is to be transferred to another party, before that transfer is made; orc) as soon as reasonably possible and in any event not more than one month after the personal data is obtained.
(i) The following information shall be provided:
· Details of the Company including, but not limited to, the identity of its Data Protection Officer;
· The purpose(s) for which the personal data is being collected and will be processed (as detailed in this Policy) and the legal basis justifying that collection and processing;
· Where applicable, the legitimate interests upon which the Company is justifying its collection and processing of the personal data;
· Where the personal data is not obtained directly from the data subject, the categories of personal data collected and processed;
· Where the personal data is to be transferred to one or more third parties, details of those parties;
· Where the personal data is to be transferred to a third party that is located outside of the European Economic Area (the “EEA”), details of that transfer, including but not limited to the safeguards in place,
o Details of data retention;
o Details of the data subject’s rights under the Data Protection Act 2018;
o Details of the data subject’s right to withdraw their consent to the Company’s processing of their personal data at any time;
o Details of the data subject’s right to complain to the Information Commissioner’s Office (the “supervisory authority” under the Data Protection Act 2018);
o Where applicable, details of any legal or contractual requirement or obligation necessitating the collection and processing of the personal data and details of any consequences of failing to provide it; and
o Details of any automated decision-making or profiling that will take place using the personal data, including information on how decisions will be made, the significance of those decisions, and any consequences.
Data Subject Access
· Data subjects may make subject access requests (“SARs”) at any time to find out more about the personal data which the Company holds about them, what it is doing with that personal data, and why.
· Data subjects wishing to make a SAR may do so in writing, using the Company’s Subject Access Request Form, or other written communication. SARs should be addressed to the Company’s Data Protection Officer at Laura Jane Training Academy, 90B John Street, Porthcawl, CF365DT, Email: [email protected]
· Responses to SARs shall normally be made within one month of receipt, however this may be extended by up to two months if the SAR is complex and/or numerous requests are made. If such additional time is required, the data subject shall be informed.
· All SARs received shall be handled by the Company’s Data Protection Officer.
· The Company does not charge a fee for the handling of normal SARs. The Company reserves the right to charge reasonable fees for additional copies of information that has already been supplied to a data subject, and for requests that are manifestly unfounded or excessive, particularly where such requests are repetitive.
Rectification of Personal Data
· Data subjects have the right to require the Company to rectify any of their personal data that is inaccurate or incomplete.
· The Company shall rectify the personal data in question, and inform the data subject of that rectification, within one month of the data subject informing the Company of the issue. The period can be extended by up to two months in the case of complex requests. If such additional time is required, the data subject shall be informed.
· In the event that any affected personal data has been disclosed to third parties, those parties shall be informed of any rectification that must be made to that personal data.
Erasure of Personal Data
Data subjects have the right to request that the Company erases the personal data it holds about them in the following circumstances:
a) It is no longer necessary for the Company to hold that personal data with respect to the purpose(s) for which it was originally collected or processed;
b) The data subject wishes to withdraw their consent to the Company holding and processing their personal data;
c) The data subject objects to the Company holding and processing their personal data (and there is no overriding legitimate interest to allow the Company to continue doing so),
d) The personal data has been processed unlawfully;
e) The personal data needs to be erased in order for the Company to comply with a particular legal obligation.
Unless the Company has reasonable grounds to refuse to erase personal data, all requests for erasure shall be complied with, and the data subject informed of the erasure, within one month of receipt of the data subject’s request. The period can be extended by up to two months in the case of complex requests. If such additional time is required, the data subject shall be informed. In the event that any personal data that is to be erased in response to a data subject’s request has been disclosed to third parties, those parties shall be informed of the erasure (unless it is impossible or would require disproportionate effort to do so).
Restriction of Personal Data
Processing Data subjects may request that the Company ceases processing the personal data it holds about them. If a data subject makes such a request, the Company shall retain only the amount of personal data concerning that data subject (if any) that is necessary to ensure that the personal data in question is not processed further. In the event that any affected personal data has been disclosed to third parties, those parties shall be informed of the applicable restrictions on processing it (unless it is impossible or would require disproportionate effort to do so).
Objections to Personal Data
Processing Data subjects have the right to object to the Company processing their personal data based on legitimate interests, direct marketing (including profiling) and processing for scientific and/or historical research and statistics purposes. Where a data subject objects to the Company processing their personal data based on its legitimate interests, the Company shall cease such processing immediately, unless it can be demonstrated that the Company’s legitimate grounds for such processing override the data subject’s interests, rights, and freedoms, or that the processing is necessary for the conduct of legal claims.
Where a data subject objects to the Company processing their personal data for direct marketing purposes, the Company shall cease such processing immediately. Where a data subject objects to the Company processing their personal data for scientific and/or historical research and statistics purposes, the data subject must, under the Data Protection Act 2018, “demonstrate grounds relating to his or her particular situation”. The Company is not required to comply if the research is necessary for the performance of a task carried out for reasons of public interest.
Personal Data Collected, Held, and Processed
The following personal data is collected, held, and processed by the Company:
Data Security - Transferring Personal Data and Communications The Company shall ensure that the following measures are taken with respect to all communications and other transfers involving personal data:
· All emails containing personal data must be encrypted using Encryption software;
· All emails containing personal data must be marked “confidential”;
· Personal data may be transmitted over secure networks only; transmission over unsecured networks is not permitted in any circumstances;
· Personal data may not be transmitted over a wireless network if there is a wired alternative that is reasonably practicable;
· Personal data contained in the body of an email, whether sent or received, should be copied from the body of that email and stored securely. The email itself should be deleted. All temporary files associated therewith should also be deleted using deletion software;
· Where personal data is to be sent by facsimile transmission the recipient should be informed in advance of the transmission and should be waiting by the fax machine to receive the data;
· Where personal data is to be transferred in hard copy form it should be passed directly to the recipient or sent using Royal Mail Registered or 1st or 2nd Class Signed For post; and
· All personal data to be transferred physically, whether in hard copy form or on removable electronic media shall be transferred in a suitable container marked “confidential”.
Data Security - Storage
The Company shall ensure that the following measures are taken with respect to the storage of personal data:
· All electronic copies of personal data should be stored securely using passwords and data encryption;
· All hard copies of personal data, along with any electronic copies stored on physical, removable media should be stored securely in a locked box, drawer, cabinet, or similar;
· All personal data stored electronically should be backed up at least daily with backups stored onsite. All backups should be encrypted using data encryption’
· No personal data should be stored on any mobile device (including, but not limited to, laptops, tablets, and smartphones), whether such device belongs to the Company or otherwise without the formal written approval of the Data Protection Officer and, in the event of such approval, strictly in accordance with all instructions and limitations described at the time the approval is given, and for no longer than is absolutely necessary; and
· No personal data should be transferred to any device personally belonging to an employee and personal data may only be transferred to devices belonging to agents, contractors, or other parties working on behalf of the Company where the party in question has agreed to comply fully with the letter and spirit of this Policy and of the Data Protection Act 2018 (which may include demonstrating to the Company that all suitable technical and organisational measures have been taken).
Data Security - Disposal
When any personal data is to be erased or otherwise disposed of for any reason (including where copies have been made and are no longer needed), it should be securely deleted and disposed of.
Data Security - Use of Personal Data
The Company shall ensure that the following measures are taken with respect to the use of personal data:
· No personal data may be shared informally and if an employee, agent, sub-contractor, or other party working on behalf of the Company requires access to any personal data that they do not already have access to, such access should be formally requested from The Data Protection Officer,
· No personal data may be transferred to any employees, agents, contractors, or other parties, whether such parties are working on behalf of the Company or not, without the authorisation of The Data Protection Officer,
· Personal data must be handled with care at all times and should not be left unattended or on view to unauthorised employees, agents, sub-contractors, or other parties at any time;
· If personal data is being viewed on a computer screen and the computer in question is to be left unattended for any period of time, the user must lock the computer and screen before leaving it; and
· Where personal data held by the Company is used for marketing purposes, it shall be the responsibility of Laura Jane to ensure that the appropriate consent is obtained and that no data subjects have opted out, whether directly or via a third-party service such as the TPS.
Data Security - IT Security
The Company shall ensure that the following measures are taken with respect to IT and information security:
· All passwords used to protect personal data should be changed regularly and should not use words or phrases that can be easily guessed or otherwise compromised. All passwords must contain a combination of uppercase and lowercase letters, numbers, and symbols;
· Under no circumstances should any passwords be written down or shared between any employees, agents, contractors, or other parties working on behalf of the Company, irrespective of seniority or department. If a password is forgotten, it must be reset using the applicable method. IT staff do not have access to passwords;
· All software (including, but not limited to, applications and operating systems) shall be kept up-to-date. The Company’s IT staff shall be responsible for installing any and all security-related updates after the updates are made available by the publisher or manufacturer, unless there are valid technical reasons not to do so; and
· No software may be installed on any Company-owned computer or device without the prior approval of the Company.
Organisational Measures
The Company shall ensure that the following measures are taken with respect to the collection, holding, and processing of personal data:
· All employees, agents, contractors, or other parties working on behalf of the Company shall be made fully aware of both their individual responsibilities and the Company’s responsibilities under the Data Protection Act 2018 and under this Policy, and shall be provided with a copy of this Policy;
· Only employees, agents, sub-contractors, or other parties working on behalf of the Company that need access to, and use of, personal data in order to carry out their assigned duties correctly shall have access to personal data held by the Company;
· All employees, agents, contractors, or other parties working on behalf of the Company handling personal data will be appropriately trained to do so;
· All employees, agents, contractors, or other parties working on behalf of the Company handling personal data will be appropriately supervised;
· All employees, agents, contractors, or other parties working on behalf of the Company handling personal data shall be required and encouraged to exercise care, caution, and discretion when discussing work-related matters that relate to personal data, whether in the workplace or otherwise;
· Methods of collecting, holding, and processing personal data shall be regularly evaluated and reviewed;
· All personal data held by the Company shall be reviewed periodically, as set out in the Company’s Data Retention Policy;· The performance of those employees, agents, contractors, or other parties working on behalf of the Company handling personal data shall be regularly evaluated and reviewed;
· All employees, agents, contractors, or other parties working on behalf of the Company handling personal data will be bound to do so in accordance with the principles of the Data Protection Act 2018 and this Policy by contract;
· All agents, contractors, or other parties working on behalf of the Company handling personal data must ensure that any and all of their employees who are involved in the processing of personal data are held to the same conditions as those relevant employees of the Company arising out of this Policy and the Data Protection Act 2018; and
· Where any agent, contractor or other party working on behalf of the Company handling personal data fails in their obligations under this Policy that party shall indemnify and hold harmless the Company against any costs, liability, damages, loss, claims or proceedings which may arise out of that failure.
Transferring Personal Data to a Country Outside the EEA
The Company may from time to time transfer (‘transfer’ includes making available remotely) personal data to countries outside of the EEA.
The transfer of personal data to a country outside of the EEA shall take place only if one or more of the following applies:
o The transfer is to a country, territory, or one or more specific sectors in that country (or an international organisation), that the European Commission has determined ensures an adequate level of protection for personal data;
o The transfer is to a country (or international organisation) which provides appropriate safeguards in the form of a legally binding agreement between public authorities or bodies; binding corporate rules; standard data protection clauses adopted by the European
Commission; compliance with an approved code of conduct approved by a supervisory authority (e.g. the Information Commissioner’s Office); certification under an approved certification mechanism (as provided for in the Data Protection Act 2018); contractual clauses agreed and authorised by the competent supervisory authority; or provisions inserted into administrative arrangements between public authorities or bodies authorised by the competent supervisory authority;
o The transfer is made with the informed consent of the relevant data subject(s);
o The transfer is necessary for the performance of a contract between the data subject and the Company (or for pre-contractual steps taken at the request of the data subject);
o The transfer is necessary for important public interest reasons;
o The transfer is necessary for the conduct of legal claims; o The transfer is necessary to protect the vital interests of the data subject or other individuals where the data subject is physically or legally unable to give their consent; or
o The transfer is made from a register that, under UK or EU law, is intended to provide information to the public and which is open for access by the public in general or otherwise to those who are able to show a legitimate interest in accessing the register.
Data Breach Notification
· All personal data breaches must be reported immediately to the Company’s Data Protection Officer.
· If a personal data breach occurs and that breach is likely to result in a risk to the rights and freedoms of data subjects (e.g. financial loss, breach of confidentiality, discrimination, reputational damage, or other significant social or economic damage), the Data Protection Officer must ensure that the Information Commissioner’s Office is informed of the breach without delay, and in any event, within 72 hours after having become aware of it.
· In the event that a personal data breach is likely to result in a high risk (that is, a higher risk than that described under Part 29.2) to the rights and freedoms of data subjects, the Data Protection Officer must ensure that all affected data subjects are informed of the breach directly and without undue delay.
· Data breach notifications shall include the following information:
o The categories and approximate number of data subjects concerned;
o The categories and approximate number of personal data records concerned;
o The name and contact details of the Company’s data protection officer (or other contact point where more information can be obtained);
o The likely consequences of the breach;
o Details of the measures taken, or proposed to be taken, by the Company to address the breach including, where appropriate, measures to mitigate its possible adverse effects.
This policy has been approved & authorised by:
Name: Laura Jane
Position: Owner
Date: 08.02.2024
Signature: Laura Jane
Date of Review: 08.02.2025
E-Learning Course Review Process
1. Laura Jane Training Academy courses are reviewed regularly to ensure currency of information and quality of performance.
2. Functionality reviews are performed three months or when an issue is highlighted either to the client service team or via course feedback.
3. Subject Matter Expert review of content is performed six monthly or when there is a change in regulation or good practice.
4. Reviews follow a standard procedure, with changes being documented on an edit sheet.
5. The edit sheet is returned to the lead Instructional Designer (ID) who will liaise with the Design and Development team to action any changes required. (This is to ensure quality of content is supported by instructional design principles in relation to e Learning)
6. Where the review is of a bespoke customer course and will lead to design effort the ID will liaise with the Sales & Marketing Department to agree costs and delivery plan.
7. It is the responsibility of the Sales team to agree the contract and delivery dates with the customer
8. Once the edits have been actioned, the course will be Quality Assured by the Client Service team and signed off by the Subject Matter Expert.
9. Once signed off the updated course will be versioned controlled and released onto the Learning Portal.
This policy has been approved & authorised by:
Name: Laura Jane
Position: Owner
Date: 08.02.2024
Signature: Laura Jane
Date of Review: 08.02.2025
Equality Opportunities Learner's Chapter
“Everyone has a part to play in ensuring we achieve equality of opportunity. We believe that a positive attitude towards equality and diversity is right for our people, our clients and our business suppliers. This means that we must encourage all our people to welcome diversity and respect each person’s individuality”.
The following Learner Charter has been drawn up stating the standards of service you can expect to receive as a learner of Laura Jane Training Academy.
Using Laura Jane Training Academy you can expect…
· to receive a highly quality learning experience
· to be given equal opportunities and treated fairly
· to be treated with courtesy
· to have access to advice, guidance and support to ensure your choices are informed ones and that your learning needs are met
· to learn in a healthy and safe environment
· to be provided with timely and appropriate information on your progress
· to have staff listen to any issues, suggestions or concerns you may have, and to respond in a relevant manner
In turn as a customer of Laura Jane Training Academy we would like you to:
· be fully committed to your course
· treat our staff with courtesy
· provide us with appropriate information to help us meet your learning and assessment needs
· ensure that your behaviour contributes to a healthy and safe environment
· abide by any rules specifically relating to online assessment· communicate issues, suggestions or concerns using the procedures outlined in your Student Handbook.
If for any reason you wish to make a formal complaint, then please access our formal complaints procedure on the website or email [email protected]
This policy has been approved & authorised by:
Name: Laura Jane
Position: Owner
Date: 08.02.2024
Signature: Laura Jane
Date of Review: 08.02.2025
Health and Safety Policy
POLICY STATEMENT
Laura Jane Training Academy is committed to maintaining safe and healthy working conditions and to preventing accidents and instances of work-related ill health by ensuring that all activities carried out on company premises or undertaken by its employees & learners are managed in such a manner so as to avoid, reduce or control all foreseeable risks to the health and safety of anyone who may be affected by such activities as far as is reasonably practicable.
EMPLOYER'S RESPONSIBILITIES
In furtherance of the above policy statement and the need to ensure compliance with the Health and Safety at Work etc. Act 1974 and other relevant health and safety legislation, Laura Jane Training Academy will provide and maintain safe equipment and safe systems of work;
- ensure materials and substances used are properly stored, handled, used and transported;
- assess the risks to the health and safety of anyone who may be affected by work activities;
- consult with employees & learners on matters affecting their health and safety and ensure that all employees & learners are competent to do their tasks;
- provide information, training, instruction and supervision;
- provide a safe place of employment and learning;
- provide a healthy working environment;
- provide a written Health and Safety Policy;
- look after the health and safety of other people, in addition to employees & learners;
EMPLOYEES & LEARNERS' & LEARNER RESPONSIBILITIES
Employees & Learners have a legal responsibility to take care of the health and safety of themselves and others who may be affected by their actions or omissions and to co-operate with supervisors and managers on health and safety issues. Employees & Learners should not interfere with anything provided to safeguard their health and safety and should report all health and safety concerns to the appropriate person as set out in this policy.
ROLES
The owner has overall responsibility for health and safety in the workplace and for ensuring that adequate resources are made available to allow the implementation of this policy. The Centre Manager has day-to-day responsibility for ensuring that this policy is implemented. All supervisors and managers must adequately supervise the work activities of Employees & Learners and others under their control to ensure that safe systems of work are being followed.
Related Procedures
Health and Safety Procedure
This policy has been approved & authorised by:
Name: Laura Jane
Position: Owner
Date: 08.02.2024
Signature: Laura Jane
Date of Review: 08.02.2025
Malpractice Policy
Laura Jane Training Academy treats all cases of suspected malpractice* very seriously and will investigate all suspected and reported incidents of possible malpractice. The purpose of this Policy and Procedure is to set out how allegations of malpractice in relation to all Laura Jane Training Academy Assessment Centre and training events are dealt with.
The scope of the policy is to provide:
· a definition of malpractice
· examples of learner and centre malpractice and maladministration;
· possible sanctions that may be imposed in cases of malpractice.
*The term ‘malpractice’ in this policy is used for both malpractice and maladministration.
Introduction
For the purpose of this document ‘malpractice’ is defined as: Any act, or failure to act, that threatens or compromises the integrity of the assessment processor the validity of Laura Jane Training Academy qualifications and training events and their certification. This includes:
- maladministration and the failure to maintain appropriate records or systems;
- the deliberate falsification of records or documents for any reason connected to the award of qualifications and training events; acts of plagiarism or other academic misconduct;
- and/or actions that compromise the reputation or authority of its employees or associates.
Laura Jane Training Academy will report all relevant cases of suspected malpractice to the relevant authority, accepting that in certain circumstances they may take action of its own, including imposing sanctions.
Malpractice by learners
Some examples of learner malpractice are described below. These examples are not exhaustive and all incidents of suspected malpractice, whether or not described below, will be fully investigated, where there are sufficient grounds to do so.
· Obtaining examination or assessment material without authorisation.
· Arranging for an individual other than the learner to sit an assessment or to submit an assignment not undertaken by the learner.
· Impersonating another learner to sit an assessment or to submit an assignment on their behalf.
· Collaborating with another learner or individual, by any means, to complete a coursework assignment or assessment, unless it has been clearly stated that such collaboration is permitted.
· Damaging another learner’s work.
· Inclusion of inappropriate or offensive material in coursework assignments or assessment scripts.
· Failure to comply with published examination regulations.
· Disruptive behaviour or unacceptable conduct, including the use of offensive language, at centre or assessment venue (including aggressive or offensive language or behaviour).
· Producing, using or allowing the use of forged or falsified documentation, including but not limited to:
o personal identification; o supporting evidence provided for reasonable adjustment or special consideration applications; and
o competency documents
o results documentation, including certificates.
· Falsely obtaining, by any means, a,
· Misrepresentation or plagiarism Laura Jane Training Academy certificate.
· Fraudulent claims for special consideration while studying.
Malpractice by Laura Jane Training Academy employees and associates
Examples of malpractice by, employees, tutors and assessors are listed below. These examples are not exhaustive and all incidents of suspected malpractice, whether or not described below, will be fully investigated, where there are sufficient grounds to do so.
· Failure to adhere to the relevant regulations and procedures, including those relating to Laura Jane Training Academy approval, security undertaking and monitoring requirements as set out by these regulations.
· Knowingly allowing an individual to impersonate a learner.· Allowing a learner to copy another learner’s assignment work, or allowing a learner to let their own work be copied.
· Allowing learners to work collaboratively during an assignment assessment, unless specified in the assignment brief.
· Completing an assessed assignment for a learner or providing them with assistance beyond that ‘normally’ expected.
· Damaging a learner’s work.
· Disruptive behaviour or unacceptable conduct, including the use of offensive language (including aggressive or offensive language or behaviour).
· Allowing disruptive behaviour or unacceptable conduct at Laura Jane Training Academy to go unchallenged, for example, aggressive or offensive language or behaviour.
· Divulging any information relating to learner performance and / or results to anyone other than the learner.
· Producing, using or allowing the use of forged or falsified documentation, including but not limited to:
o personal identification;
o supporting evidence provided for reasonable adjustment or special consideration applications; and
o competency documents
o results documentation, including certificates
· Falsely obtaining by any means a certificate.
· Failing to report a suspected case of learner malpractice, including plagiarism, to your Line Manager.
Possible malpractice sanctions
Following an investigation, if a case of malpractice is upheld, Laura Jane Training Academy may impose sanctions or other penalties on the individual(s) concerned. Where relevant we will report the matter, and may impose one or more sanctions upon the individual(s) concerned. Any sanctions imposed will reflect the seriousness of the malpractice that has occurred.
Listed below are examples of sanctions that may be applied to a learner, tutor or other associates who has had a case of malpractice upheld against them. Please note that this list is not exhaustive and other sanctions may be applied on a case-by-case basis.
Possible sanctions that may be applied to learners
· A written warning about future conduct.
· Notification to an employer, regulator or the police.
· Removal from the course.
Possible sanctions that may be applied to employees, tutors and other associates
· A written warning about future conduct.
· Imposition of special conditions for the future involvement of the individual(s) in the conduct, teaching, supervision or administration of learners and/or examinations.
· Informing any other organisation known to employ the individual in relation to courses or examinations of the outcome of the case.
Laura Jane Training Academy may carry out unannounced monitoring of the working practices of the individual(s) concerned.
· Dismissal.
Procedure
Reporting a suspected case of malpractice
This process applies to, employees, tutors, learners and other associates to Laura Jane Training Academy. and to any reporting of malpractice by a third party or individual who wishes to remain anonymous.
Any case of suspected malpractice must be reported as soon as possible and at the latest within two working days from its discovery to the Centre Manager.
A written report should then be sent to the Centre Manager, clearly identifying the factual information, including statements from other individuals involved and / or affected, any evidence obtained, and the actions that have been taken in relation to the incident.
Wherever possible, and provided other learners are not disrupted by doing so, a learner suspected of malpractice should be warned immediately that their action Laura Jane Training Academy.
In cases of suspected malpractice by Laura Jane Training Academy employees, tutors and other associates, and any reporting of malpractice by a third party or individual who wishes to remain anonymous, the report made to the Centre Manager should include as much information as possible, including the following:
· the date time and place the alleged malpractice took place, if known.
· the name of the employee, tutor or other third party involved
· a description of the suspected malpractice; and
· any available supporting evidence.
In cases of suspected malpractice reported by a third party, or an individual who wishes to remain anonymous, Laura Jane Training Academy will take all reasonable steps to authenticate the reported information and to investigate the alleged malpractice.
Administering suspected cases of malpractice
Laura Jane Training Academy will investigate each case of suspected or reported malpractice, to ascertain whether malpractice has occurred. The investigation will aim to establish the full facts and circumstances. Laura Jane Training Academy will promptly take all reasonable steps to prevent any adverse effect that may arise as a result of the malpractice, or to mitigate any adverse effect, as far as possible, and to correct it to make sure that any action necessary to maintain the integrity of our training and reputation is taken.
Laura Jane Training Academy will acknowledge all reports of suspected malpractice within five working days. All of the parties involved in the case will then be contacted within 10 working days of receipt of the report detailing the suspected malpractice. We may also contact other individuals who may be able to provide evidence relevant to the case.
The individual(s) concerned will be informed of the following:· that an investigation is going to take place, and the grounds for that investigation;
· details of all the relevant timescales, and dates, where known;· that they have a right to respond by providing a personal written response relating to the suspected malpractice (within 15 working days of the date of that letter);
· that, if malpractice is considered proven, sanctions may be imposed by reflecting the seriousness of the case;
· that, if they are found guilty, they have the right to appeal.
· that Laura Jane Training Academy has a duty to inform the relevant authorities / regulators, but only after time for the appeal has passed or the appeal process has been completed. This may also include informing the police if the law has been broken and to comply with any other appropriate legislation.
Where more than one individual is contacted regarding a case of suspected malpractice, for example in a case involving suspected collusion, we will contact each individual separately, and will not reveal personal data to any third party unless necessary for the purpose of the investigation.
The individual has a right to appeal against a malpractice outcome if they believe that the policy or procedure has not been followed properly or has been implemented to their detriment.
Records of all malpractice cases and their outcomes are maintained by Laura Jane Training Academy for a period of at least five years, and are subject to regular monitoring and review.
This policy has been approved & authorised by:
Name: Laura Jane
Position: Owner
Date: 08.02.2024
Signature: Laura Jane
Date of Review: 08.02.2025
Privacy Policy
Our commitment to privacy
This privacy statement explains how Laura Jane Training Academy (referred to as “we”, “us” or “Laura Jane Training Academy” collects information from you via the website or in any manner expressly described in the privacy statement and how this information is then used. When you provide us with your personal data you consent to us processing all such personal data as set out in the privacy statement. Please read this privacy statement carefully and revisit this page from time to time to review any changes that we may have made. If you have any questions, comments or concerns about how we handle your personal information, please email us [email protected] This statement provides a summary of the full Privacy Policy. Both the statement and the full Privacy Policy apply to information collected by Laura Jane Training Academy via Laura Jane Training Academy website and in any manner described in the Privacy Statement.
Protecting your personal information
Your personal data is protected by General Data Protection Regulations (GDPR). You can find the details for the UK Information Commissioner at https://ico.org.uk/ or by accessing Laura Jane Training Academy GDPR Statement at LauraJaneTrainingAcademy.co.uk.
As a registered data controller, we are required to take appropriate technical measures to protect your personal information including making a regular backup of our system and data. We have security measures in place to make sure any personal information we collect is secure. Your account is password protected and all information including your passwordis on a secure server, which only a limited number of employees and sub-contractors can access. All parties with access to your information are subject to confidentiality obligations. If you think someone else knows your password, or is using it, tell us immediately and change your password. You can change your password on the Website. Even though we take appropriate technical steps to protect your security, you should remember that data transmission over the internet cannot always be guaranteed as 100% secure so you use the website at your own risk.
Personal Information
We collect personal data about you when you enrol as a learner. At enrolment, we may ask you for sensitive personal data and for your consent to use it for a specific purpose. If you do not wish to provide this information, you may select the Not Known/Not Provided or Prefer not to say option. We share some of your personal data with the Awarding Organisation and where relevant with the Skills Funding Agency through their Learner Registration Service. If government funding is available for your course, we collect personal data from you to see if you can have that funding. When you access your course materials we collect information about how you use those materials. You may provide us with further personal data if you use one of our learning or communications facilities or use one of our online skills tests. We use cookies and other technologies to keep track of how you interact with our website and to target advertising. For further information about this please see our Use of Cookies Statement.
Purposes and Disclosures
We use your personal information to deal with your queries, to provide you with the services you request, to determine whether you are eligible for government funding (if available), customer feedback and for general statistics and research. Depending on the preferences indicated by you:
· we may use your personal data to contact you about developments and offers.
· Laura Jane Training Academy may disclose your personal data to your sponsor, if you are being sponsored by your employer or by a trade organisation or other group.
· we may disclose your information to certain government agencies in connection with the funding of your course.
Following registration and enrolment, either in a Laura Jane Training Academy Approved Centre or online, all of our approved service providers will have access to your name, date of birth, address, username, learner reference number and details of which Laura Jane Training Academy courses you have enrolled on in the past.
You can request that:
· your details not be used for marketing purposes;
· we provide you with a copy of the information we hold about you (we may charge you a small fee);
· we correct inaccuracies in your information. You may also turn cookies off in your browser. However, if you do so, you may not be able to use certain features on the website.
The information we collect during registration or enrolment
When you register with us, you (or the person registering for you) must tell us:
· your full name
· email address
· your date of birth (security question)
· in which region of the UK you are based
· where you heard about us.
We also ask for your company name but you do not have to provide this information if you do not wish to.
Following registration via the Website, we, or our Agents (where you have been introduced to the Website via an Agent or Reseller), may request additional personal data from you in order to further support your learning. You do not have to provide this information, but if you do not, you may not get the most out of your learning.
The information we collect when you access Course Materials
We collect information about how you use Course Materials to monitor your learning and improve our users’ learning experience. You may also provide personal data through:
· calls to our helplines;
· letters and e-mails;
· customer feedback forms.
We may record calls to helplines for quality and training purposes only. We will store calls for about three months and we will keep them confidential. In general, if you contact us, we may keep a record of your query or complaint for a reasonable time in case you contact us again.
How we use the information we collect
We use your personal information:
· to answer your queries or complaints;
· to deliver our online services, for example any Courses that you have access to
· to provide Course Materials;
· to carry out administration;
· to seek your opinion of the Course and Website
· for general statistics and research;
· for obtaining any relevant professional advice;
· as may be required by law or in connection with legal proceedings (including where we intend to take legal proceedings), or as may be necessary to establish, exercise or defend our legal rights.
Paying for a Course online
When you pay for a Course online, you will be asked for:
· details of a credit or debit card;
· an e-mail address; and
· a telephone number.
These details are collected by Stripe. They collect credit or debit card details over a secure link. We do not collect them and they are not made available to us or our Agents or Resellers. We will use the personal information you provide to process your online payment and to refund any monies due to you if you cancel your enrolment in line with the terms and conditions on this Website. When you make a payment online, we will use industry standard software, which encrypts your information. For further details about the security of this information, please refer to Stripe.
Third parties and sponsors
To achieve the purposes set out in this privacy statement we may need to give your information to our service providers, Agents and Resellers. Following registration and/or enrolment via the website, we and our Agent or Resellers, if you registered via one of our Agents or Resellers, will have access to your name and contact details to help us deliver our services to you. If your employer, trade organisation or other group is sponsoring you, we may give the personal information we have collected to your sponsor to monitor your learning.
Requests for information
If you have not registered on the Website but are simply making an enquiry or request for information, we will use your personal information to reply to your enquiry or request. We will not use this information for marketing purposes without your permission or unless you invite us to do so.
Keeping your personal data
We keep personal data :
· for as long as is necessary to fulfil the purposes we collected it for;
· as required by law; or
· to enforce or defend legal claims.
Sometimes we will keep information that you have deleted, for example messages sent by you to your tutor, as a record of your learning experience. We will keep this information for a reasonable time.
Cookies
We use cookies and other technologies to keep track of how you interact with our website and to target advertising Please see the Laura Jane Training Academy Use of Cookies Statement for further information.
Your rights
You have the right to:-
· ask for a copy of all the information we hold about you (we will charge you a small fee for this) and to correct any inaccuracies. To obtain a copy of this information, please email us at [email protected]
· challenge the accuracy of data held about you. You can amend your details please email us to request a change
· take steps to prevent your personal data being processed if the processing is likely to cause you substantial damage or substantial distress which is unjustified. If you want to exercise this right you must put your objection in writing by emailing us, specifying why the processing has this effect and state what you require to do to avoid causing damage or distress.
How to contact us
To obtain a copy of your personal data, to correct inaccuracies or if you have any queries or concerns about how we handle your personal data, please contact:
Address: Laura Jane Training Academy 90B John Street, Porthcawl, Bridgend, CF365DT,
Email: [email protected]
This policy has been approved & authorised by:
Name: Laura Jane
Position: Owner
Date: 08.02.2024
Signature: Laura Jane
Date of Review: 08.02.2025
Safeguarding Policy
Introduction
All staff working with children and vulnerable adults have a legal duty to work together to protect them from harm or abuse. Laura Jane Training Academy's Safeguarding lead has overall responsibility for the safeguarding of learners, and is responsible for ensuring the effectiveness of all work done to safeguard and promote the welfare of children and young people on programme.
Laura Jane Training Academy Policy covers: The recruitment and employment of staff working with vulnerable adults and the provision of a safe learning environment under the requirements of this act Laura Jane Training Academy. Assessment Centre Manager & HR department are responsible for ensuring that Laura Jane Training Academy follows safer recruitment procedures. This includes carrying out Disclosure and Baring checks on all staff working with vulnerable learners every three years. This also applies where staffs have already been checked by a previous employer.
Statement of Intent:
Laura Jane Training Academy first priority is to ensure the safety and protection of all learners taking part in learning. In order to protect young people and vulnerable adults from harm we will act in accordance with the following legislation and guidance: ‘No Secrets’ DH 2000.
Scope
This policy statement applies to all learning provided by Laura Jane Training Academy, and includes:
- All learning provision for adults delivered directly by employed staff employed
- All learning provision for adults commissioned through partnership arrangements
Definitions
Safeguarding
The term “safeguarding” describes the broader preventative and precautionary approach to planning and procedures that are necessary to protect children, young people and vulnerable adults from any potential harm or damage.
Safeguarding means:
- Protection from abuse and neglect
- Promotion of health and development
- Ensuring safety and care relating to the environment and activity - Ensuring optimum life chances
‘Child’ or ‘Young Adult’
- An individual is considered to be a child or young person up to their 18th birthday
'Vulnerable Adult’
A Vulnerable adult is any person aged 18 or over ‘who is, or may be in need of, community care services by reason of mental or other disability, age or illness and who is, or may be, unable to take care of him or herself or protect him or herself against significant harm or exploitation’ (‘No Secrets’ DH 2000).
The list below is not exhaustive but a vulnerable adult may be someone who:
- is elderly and frail
- has a mental disorder
- has a physical or sensory disability
- has a severe physical illness
- is a substance mis-user
- is homeless
- has a learning disability
‘Abuse’ is “a violation of an individual’s human and civil rights by any other person or persons” (‘No Secrets’ DH 2000). Abuse may consist of a single act or repeated acts, abuse may happen intentionally or unintentionally and can take place in any relationship or setting.
Examples of abuse that could occur in a learning environment include:
- Physical abuse – shoving, hitting, slapping
- Sexual abuse - involvement in any direct or indirect (e.g. innuendo, pornography) activity against the learner’s will or knowledge
- Emotional/psychological abuse e.g. intimidation, bullying or humiliation
- Discriminatory abuse e.g. racial, sexual or religious harassment
- Financial or material exploitation e.g. coercing money or goods
- Institutional abuse e.g. failure to ensure privacy, dignity or uphold individual human and civil rights.
- Neglect or acts of omission e.g. ignoring physical or medical needs, failure to access appropriate health, social care or educational services, withholding medication.
An abuser: may be anyone including relatives, friends, professional staff, other learners and service-users, neighbours, care workers, volunteers, and strangers.
Policy Statement
Laura Jane Training Academy is committed to promoting safeguarding through the provision of an inclusive, supportive and safe environment for its learners, staff and others closely associated with its work and affirms the rights of individuals to be treated fairly and with respect.
Laura Jane Training Academy intends to pursue this commitment by
1. Promoting a culture of value and respect for all within a supportive and safe learning environment
- Ensure that all internal tutoring staff, and learning and personal support staff in contact with learners have a current Disclosure and Barring check for working with adults and/or children
- Provide accessible information for learners, tutoring staff and subcontracting providers on equality, diversity, bullying, harassment, dignity and respect in the learning environment
- We will provide opportunities for adults and young people to voice any concerns they may have regarding inappropriate behaviour, abuse, harassment or misconduct and providing strong sanctions to deter victimisation or cover up of malpractice
- Supply information to learners on Laura Jane Training Academy procedures for following up complaints relating to the conduct of tutoring staff and/or other learners
- Require all tutoring staff and others associated with the delivery of our provision to carry and produce appropriate identification on request
- Ensure that premises used to deliver learning activities are risk assessed by appropriately trained staff
- Ensure that learning activities are risk assessed by appropriately trained staff
- Ensure that care and safety issues and concerns are reported
2. Providing Information, training and briefings on safeguarding vulnerable adults and children that includes:
- Include information on Safeguarding as part of learner induction
- Provide information to tutoring staff and learners about the standards we expect with regard to confidentiality and disclosure
- Provide appropriate training for tutoring staff on safeguarding, disclosure and diversity matters
- Distribute information to all internal on the signs of abuse and the action to take if/when abuse is reported.
- Provide accessible information for learners, and tutoring staff on the complaints procedure
- Provide headline information for learners on safeguarding, e-safety, bullying and harassment equality of opportunity and diversity.
- Provide learners with the name of the designated safeguarding contact and the procedure to be followed in the case of any alleged case of bullying or harassment
3. Gathering and analysing information from learners on matters related to feeling safe in the learning environment
- Generate questions on the feedback form to elicit how safe learners feel in the learning environment
-Analyse the information obtained and acting on the results
Monitoring the effectiveness of this Safeguarding Policy and reviewing it annually
- Monitor the safeguarding practices within provision Identify and sharing good practice in safeguarding with sub contracted providers
- Review the Laura Jane Training Academy safeguarding policy on an annual basis
- Link with learning networks and the local authority safeguarding unit to ensure that information on safeguarding is current and up to date
- All enquiries relating to safeguarding issues should be addressed in the first instance to the designated safeguarding officer for Laura Jane Training Academy Assessment Centre. Email address: [email protected]
Related Policies
- Health and Safety
- Grievance procedure
- Disciplinary procedure
- Bullying and Harassment policy
- Code of conduct of employees
- Whistle blowing policy
- Equality and Diversity policy
- Learner complaints and appeals procedure
Reporting an incident
After direct or indirect disclosure or signs of abuse are spotted, please inform, in the first instance the Assessment Centre Manager, with the following information:
- What your concerns are.
- Where, when, who from and how you got the concerns.
- What you have done.
- Whether the parents/carers and learner is aware of this referral?
- Any additional info about the learner. (Use the registration form)
- Contact information for anyone involved
- Write a report within 48 hours.
- Include all details of the disclosure including who was present and the reasons for your decision to make a referral.
- Ensure this is stored in a secure file.
- If there is immediate danger call 999
Send all report to Safeguarding Officer; [email protected]
This policy has been approved & authorised by:
Name: Laura Jane
Position: Owner
Date: 08.02.2024
Signature: Laura Jane
Date of Review: 08.02.2025
Reasonable Adjustment Policy
Aims and Objectives of the Policy
Laura Jane Training Academy has a duty under the Equality Act 2010 to make any reasonable adjustments that can be made for our learners to ensure they are not discriminated against.
We aim to facilitate open and fair access to our training for learners who are eligible for reasonable adjustments and / or special considerations without compromising the assessment of skills, knowledge, understanding or competence being measured Laura Jane Training Academy achieve this through;
Reasonable Adjustments
Laura Jane Training Academy will consider requests for Reasonable Adjustments and Special Considerations. This is agreed at point of booking/registration. The learner must request within a reasonable timeframe any adjustments that may be needed to reduce the effect of a disability or difficulty, which places the learner at a substantial disadvantage. Any requests for reasonable adjustments must not affect the quality and reliability of the learning outcomes nor must they give the learner an advantage over other learners undertaking the same or similar training. Reasonable Adjustments may not be applied to training that will provide a “licence to practice” or where the learner needs to demonstrate a practical competence.
Special Considerations
A special consideration request can be made during or after a training event to reflect temporary illness, injury or indisposition that occurred at the time of the event. Any special considerations granted cannot remove the difficulty the learner faced at the time of the event and can only be a relatively small adjustment to ensure that the integrity of the training is not compromised. Special consideration may not be applied to training that will provide a “licence to practice” or where the learner needs to demonstrate a practical competence.
Laura Jane Training Academy will only consider requests for Reasonable Adjustments and Special Considerations submitted within a timely manner and have completed the appropriate paperwork for these requests.
Reasonable Adjustments
A reasonable adjustment helps to reduce the effect of a disability or a difficulty that places the learner at a substantial disadvantage. Reasonable adjustments must not affect the quality and reliability of the learning outcomes, but may include;
· Ensuring any online learning is more accessible (such as ability to adjust display settings and providing advice/guidance on speech technology)
· Providing assistance during an assessment of learning· Adapting materials or providing it on coloured paper
· Re-organising the physical assessment/learning environment
· Use of mechanical and electronic aids
· Use of assistive software
· Use of low vision aids
· British Sign Language
Reasonable adjustments must be approved and set in place prior to any assessment or learning is carried out.
Any assessment of work following a reasonable adjustment has been made must be carried out in the same way of work from other learners.
Reasonable adjustments must never give a learner and advantage to other learners and must never affect the quality or reliability of the learning.
It is important to note that not all requests for reasonable adjustments may be granted if they are not deemed reasonable, permissible or practical in certain situations.
The learner may not need, nor be allowed, the same adjustments for all learning.
Requests for reasonable adjustments are approved by Laura Jane Training Academy prior to any bookings/registrations are taken.
They are intended to allow access to training / assessment but can only be approved if the adjustment does not;
· Affect the quality and reliability of the learning
· Provide an unfair advantage to other learners
· Influence or compromise the final outcome of the assessment of learning
Any requests for reasonable adjustments must be made to Laura Jane Training Academy within 7 days of registration / booking or at least 28 working days before an assessment / classroom event using the appropriate paperwork. If you are unsure if a learner requires a reasonable adjustment please speak with Laura Jane Training Academy who will provide the relevant guidance.
Special Considerations
A special consideration is consideration given to a learner who was prepared and present at an assessment but may have been disadvantaged by temporary illness, injury or adverse circumstances outside of their control.
It is important to note that special consideration may not be possible where assessment requires the demonstration of practical competence or the training provides a licence to practice.
Where an assessment of learning is carried out and marked by a computer, the learner will have the ability to take it at a later date however this must be completed prior to any practical assessments or other learning is carried out.
A special consideration cannot give a learner an unfair advantage to other learners and must not mislead the learners’ achievement. The learner’s results must reflect their true achievement and not potential ability. Laura Jane Training Academy decision on requests for special considerations will vary from learner to learner and one subject to another. The factors may include the severity of the consideration, date of assessment and the nature of the assessment such as practical or oral presentation.
The learner may be eligible for special considerations if;
· The performance in an assessment is affected by circumstances out of their control, such as recent personal illness, accident or bereavement
· Alternative arrangements which were agreed in advance proved to be inappropriate or inadequate
· Part of an assessment / event was missed due to circumstances beyond the control of the learner
The learner will not be eligible for special consideration if;
· The leaner has not been affected at the time of an assessment by a particular condition
· Part of an assessment / event is missed due to personal arrangements including holidays or unauthorised absence
· The event / assessment is affected by difficulties such as disturbances through building work, lack of proper facilities, changes in or shortages of staff or industrial disputes
Examples of circumstances where special consideration may be given are;
· Terminal illness of the learner
· Recent bereavement of a member of the immediate family
· Serious of disruptive domestic crises leading to acute anxiety about the family
· Incapacitating illness or injury of the learner
· Severe car accident
· Outbreak of infection where learners are in isolation
· Lost or damaged work beyond the control of the learner
Special consideration will not be granted for minor illness or a minor disturbance.
Requests for special considerations are approved by Laura Jane Training Academy
Applications for special considerations must be made on case by case basis and thus separate applications must be made for each learner.
Any requests for special considerations will only be approved if they do not;
· Affect the quality and reliability of the learning
· Provide an unfair advantage to other learners
· Influence or compromise the final outcome of the assessment of learning
Any requests for special considerations must be made to Laura Jane Training Academy within 7 days of the event or assessment using the appropriate paperwork. If you are unsure if a learner requires a special consideration please speak with Laura Jane Training Academy who will provide the relevant guidance.
It is important to note that special consideration will not be granted if where learner achievement has been acknowledged and certified.
This policy has been approved & authorised by:
Name: Laura Jane
Position: Owner
Date: 08.02.2024
Signature: Laura Jane
Date of Review: 08.02.2025
Assessment and Internal Verification Policy
Laura Jane Training Academy will ensure that learners are assessed for suitability prior to commencing their chosen programme. The assessment process will be applied equitably and consistently to all learners who will be assessed according to their ability and experience.
Assessment will test the areas and skills which are relevant to the aims and outcomes of the programme. It will be designed to measure students at the appropriate level, and criteria for such levels will be clearly defined in the information provided for students, staff and examiners. Efficient mechanisms will be in place for feedback to students, relating to both formative and summative assessment.
All records of assessment will be kept securely by the course tutor/assessor and be made available only to others with an interest in the progress of the learner. Achievement will be notified to the internal verifier in writing. This will normally be on a spreadsheet which will be updated regularly to review progress. Verification or double marking of a sample of work will be recorded before any claims for certification can be made by the internal verifier.
The number of learners to each assessor per course will initially be 6 and all assessors should undertake (*an assessor qualification as well as/all relevant) training. There will be monthly meetings with the verifier to ensure an exchange of ideas as well as standardisation. This may be formal or informal. The number of assessors allocated to each verifier will be 2 and the verifier will ensure that standards are maintained and that assessors are updated. This will be part of the CPD training for both assessors and verifier. The verifier is required to undertake an IV qualification. In cases where double marking takes place, both assessors are encouraged to gain a verifier qualification.
Sampling will be carried out internally to ensure there is standardisation of assessment and that professional standards are being met. There will be initially 50% sampling of all new assessors, then this will be reduced to a 20% sampling of experienced assessors. In cases where there may be concerns all candidate work will be sampled. The verifier will sample a range of assessors, candidates and units and will keep records of these. There will be feedback to the assessor on the sampling undertaken.
This policy will be reviewed on an annual basis.
This policy has been approved & authorised by:
Name: Laura Jane
Position: Owner
Date: 08.02.2024
Signature: Laura Jane
Date of Review: 08.02.2025
Terms and Conditions
Terms and Conditions
These Terms of Use govern your use of our website, apps, and other products and services. As some of our services may be software, you agree that we may automatically update this software, and that these terms will apply to such updates. Please read these terms carefully, and contact us if you have any questions, requests for information, or complaints. By using our website or other services, you agree to be bound by these terms.
Using Our Services
Any violation of our Terms, applicable laws, or Policies may result in your access to all or part of our services being suspended, disabled, or terminated. When you create your Laura Jane Training Academy account, and when you subsequently use certain features, you must provide us with accurate and complete information, and you agree to update your information to keep it accurate and complete.
Our Licence to You
Subject to these terms and conditions, we grant you a limited, personal, non-exclusive, non-transferable, and revocable licence right to use our services. The rights granted herein are only for your personal, non-commercial use, unless you obtain our written permission otherwise. You also agree that you will create, access, and/or use only one user account, unless expressly permitted by Laura Jane Training Academy, and you will not share access to your account or access information for your account with any third party. Using our services does not grant you ownership of or any intellectual property rights in our services or the content you access.
Commercial Use
Any use of our services for commercial purposes is strictly prohibited. Any commercial use must be subject to a separate agreement with Laura Jane Training Academy.
Copyright Policy
All copyright and other intellectual property rights relating to our online courses, audio downloads and video footage are owned by Laura Jane Training Academy. Any copying, adaptation or any other use of all or any part of the courses, manuals, audio downloads and video footage without our express permission is strictly prohibited. If found to use any of our content without permission, you will be liable for prosecution of copyright. In accessing these web pages, you agree that you may only download the content for your own personal non-commercial use. We use reasonable care to make sure that the information appearing on our website is accurate and up to date. However, errors and omissions do occur, and you should not take the accuracy of the information for granted.
Payment Policy
Payment is required in full at the time of booking. Should you have a discount code, gift voucher, offer or other credit on file applicable, please ensure you apply this at the time of making payment as these cannot be applied retrospectively once payment has been made. Please note we reserve the right to amend course prices or run promotions at any time, without prior notice. Once a booking is made, the price paid is final and no price difference can be refunded in the event of a later course price reduction.
Pricing
Prices may vary based on your location and other factors, and Laura Jane Training Academy reserves the right to change any fees at any time at its sole discretion. Any change, update, or modification will be effective immediately upon posting through the relevant services.
Refunds
All course fees are strictly non-refundable and non-transferable. Laura Jane Training Academy is unable to offer refunds.
Third Party Refunds
Laura Jane Training Academy are not liable or responsible to issue any refunds for any purchases made via a third party, and these should instead be referred to the policy of the organisation purchased from.
Promotional Offer Terms and Conditions
· Discount will be on stated packages only. Any saving stated refers to the saving made against the full, standard individual course fees for the courses included within that package or the usual course package price itself. Discounted packages cannot have any further discount applied.
· Courses within the Packages must be completed by the same person.
· Courses within the Packages cannot be changed or substituted with any other courses, only the specified courses will be provided.
· We reserve the right to amend course prices or run promotions at any time, without prior notice. We cannot retrospectively apply discounts to booked courses.
· All courses booked as part of the Package deals are non-refundable and non-transferable under any circumstances.
Content Policy
Our Content
Laura Jane Training Academy offers courses and content. While we seek to provide best in class learning experience, unexpected events do occur. Laura Jane Training Academy reserves the right to cancel, interrupt, reschedule, or modify any content, or change the point value or weight of any assessment.
Your Content
Our services enable you to share your content, such as assessments and learning. You retain all intellectual property rights in, and are responsible for, the content you create and share. User Content does not include course content or other materials made available on Laura Jane Training Academy.
Feedback
We welcome your suggestions, ideas, comments, and other feedback regarding our services. By submitting feedback, you grant us the right to use the feedback without any restriction or any compensation to you.
Accessing Content / Delivery
For Digital Product purchases: Course content and assessments can be accessed immediately after successful payment via our website.
Security
We care about the security of our users. While we have safeguards and work to protect the security of your account and related information, Laura Jane Training Academy cannot guarantee that unauthorised third parties will not be able to defeat our security measures. Please notify us immediately of any compromise or unauthorised use of your account.
General Terms
We reserve the right to revise the Terms at our sole discretion at any time. Any revisions to the Terms will be effective immediately upon posting by us. For any material changes to the Terms, we will take reasonable steps to notify you of such changes, via a banner on the website, email notification, another method, or combination of methods. In all cases, your continued use of the Services after publication of such changes, with or without notification, constitutes binding acceptance of the revised Terms.
If it turns out that a particular provision of these Terms is not enforceable, this will not affect any other terms. If you do not comply with these Terms, and we do not take immediate action, this does not indicate that we relinquish any rights that we may have (such as taking action in the future). All practical training must be completed within 6 months of booking your course, unless otherwise agreed in writing at the time of booking. Students who fail to book, attend or reschedule training within 6 months of enrolling upon their course (taken from date of making first payment) will forfeit any course fees paid. We cannot offer any refunds, credits or substitute training in such circumstances.
For gift vouchers, these will expire on the date given on the voucher itself and cannot be extended or redeemed beyond this date. Any fees paid for gift vouchers would be forfeit after the voucher expiry date.
Defaulted / Cancelled Payments
Where courses are purchased and payment later defaults once the booking has been processed (training provided); you cancelling your direct debit mandate or requesting a bank reversal etc., Laura Jane Training Academy reserves the right to cancel any further booked training / revoke access to online courses. Certification for courses completed may be revoked or not issued until resolved. We will contact you by email, to make payment of any balance due in full within 7 days, to cover the cost of any training accessed. Where payment is not received within 7 days, this may be passed to a third party debt collection agency for recovery.
Named Student
Booked training is non-transferable to an alternative student. Please ensure the booking is made giving the correct name of the person attending the course at the time of making payment. Amendments to this will be chargeable at £50 per course date/person, where possible for a change to be accommodated and a minimum of 48 hours’ notice prior is required, in writing.
Minimum Student Age
We accept all students aged 16 years or over for our training courses (unless stated) With regret due to insurance reasons, we are unable to accept students aged under 16 years on training courses. Please note most insurers will only provide public liability (beauty therapist) insurance for working with the general public to those aged 18 or over, although some selected companies will accept those aged 16 or over.
Confirmation of Bookings
Once you have booked a training course you will receive an email within 24 working hours to confirm the booking. Should a receipt for payment be required, please request this by emailing [email protected] at the time of booking or within 6 months of completing the training. Beyond this time, receipts cannot be issued.
Certificates
Certificates are issued by email within 5 working days of your training course(s). Certificates are provided as a digital certificate to meet the needs of insurance providers & reduce our carbon footprint. Students are responsible for ensuring they contact us by email within 30 days of completing their training course, should you fail to receive your certificate for any reason or should there be any error in the certificate received. Beyond this time, the below fees for replacement certificates may apply. If you require your certificate to be reissued in a new name, we would require evidence for the reason for change of name plus the standard replacement certificate fees.
Students wishing to purchase a replacement digital certificate or hard copy of their diploma may do so by emailing [email protected]. We will send you a link to allow you to process your certificate request charge securely online through our website.
· Replacement of certificate(s) by email only (digital copy) is charged at £10 per certificate. Certificates as a printed hard copy by post is charged at £25 per certificate. Where purchasing a hard copy replacement certificate at £25 each, we will also send a free digital copy by email if requested at time of payment online for replacement certificate(s).
· For hard copies, please note the certificate will take the identical format as the PDF certificate provided to you by email and will be simply a printed copy on plain card for your convenience. For this reason many students will find it more economical & convenient to print their certificates at home where required for display purposes etc. Many beauty insurers prefer to receive the digital diploma supplied by email.
· Replacement certificates for courses completed more than 5 years ago from today’s date cannot be issued due to limits on student data that can be held under GDPR regulations. We would recommend such students to contact their insurance provider to see if they hold a copy on file or would recommend completing some refresher training to gain an up to date certificate.
Once your payment is received, your request will be processed and your certificate(s) sent to you within 5 working days.
Online Courses / Student Portal
All online courses are strictly non-refundable as we incur a registration fee for the online student portal for all online courses which we remain liable to cover regardless of whether the course is accessed and/or completed. Please ensure online courses meet your training needs, you have a suitable device connected to the internet through which to access the course/portal and are able to source the products/tools/models you require to complete the necessary case studies to pass the course. We may consider transferring students to one of our other online courses to the same value as goodwill, where a course is found to be unsuitable for an individual student; although this may be subject to an additional registration fee. Students are given 12 weeks initial access to our online portal, which can be extended by request to our Support team, usually at a cost of £25 per course for an additional 30 days access. Maximum duration for completing online courses is 12 months from date of booking.
Students who book online beauty courses through our website will receive an automated email with option for instant self sign-up. All students will receive a full confirmation email within 24 working hours of booking which will include details of how to access the Student Portal & unique login information (if you didn’t already self sign-up). We recommend students to access the portal and download/save a copy of any additional reference documents available for your course such as the practical assignment pack as soon as possible.
Access to the online course(s) through the portal runs for 12 weeks initially, during which time you work through the online learning resources at your own pace, completing the multiple choice theory tests and to download course resources. Beyond this access, students have up to 12 months to complete and submit their case studies which can be sent to us by email. If you find you require additional time to view course resources online and access the portal beyond the initial 12 weeks, simply contact our team t [email protected] who can provide a further 30 days access for £25 per course. Students have a maximum of 12 months from the date of booking to complete online courses.
Should you have any difficulties accessing or completing the course(s), please do not hesitate to contact our Support team for assistance.
When you first login to the portal you will be asked to check the details we have for you. Please amend any errors but also email our team so we can update our central system. You will also be presented with terms and conditions around use of the online portal. There is no ‘cooling off’ period for online courses and no refund are to be given. Students are responsible for keeping their login details secure and private. Students must also ensure they have suitable access to the internet and hardware (pc, mobile phone, tablet etc.) in order to access and complete their course. No refunds can be issued due to failure to ensure this before booking. Any issues with gaining access should be reported to our Support team to ensure you are able to access and complete your course within your enrolment period.
Online courses require completion of theory tests and some case studies at home (for which you will need to work on friends/family and have access to basic products at home). Theory tests are completed through the online portal. A pass mark of 70% or above is required for each test but these can be retaken online for free and as many times as needed until you pass. Case studies can be submitted by email to [email protected]. Once case studies are received, these will be evaluated by our Assessor. You will receive feedback and/or your certificate by email within 10 working days of submission. Our Support Team are on-hand by email to assist you throughout your studies and beyond. Online Courses provide a certificate issued by Laura Jane Training Academy and unless specified, are accredited by ABT, CPD or IPHM (International Practitioners of Holistic Medicine). They are insurable on completion with a number of leading insurance providers including IPHM, Radius, Insync and others.
During your training
All courses are taught only in English. All students are therefore required to have a good command of the English language, both written and spoken. This is essential so that the tutor is able to assess a student’s competence of all required aspects to achieve certification. Should a student be unable to demonstrate the required level of English to participate fully within the course, they may be refused the certification and would unfortunately forfeit any course fees paid. Therefore it is important to discuss this prior to booking if you feel this may be an issue affecting your learning and course participation.
Equipment / Products
Online Courses are required to complete case studies for certification, you will be required to purchase products and equipment for the home study aspect of your course.
Discount Cards
Many of our students gain discount cards with leading beauty wholesalers and cosmetic brands following completion of our training courses using Laura Jane Training Academy, along with proof of valid insurance being held; or on presentation of the qualification certificate as proof of their eligibility to purchase professional products. However, we can accept no responsibility and have no control over individual student eligibility or ability to acquire these discounts. We make no guarantee over eligibility and this is at the discretion of the individual supplier / wholesaler.
Beauty Insurance (Public Liability Insurance)
Following your practical training, you will receive certification by email (as discussed above) which will allow you to apply for beauty insurance to allow you to begin working on members of the public. This will allow you to begin working on a self-employed basis (mobile) and to take payments should you wish. Our courses are covered by a number of insurance providers including ABT insurance and Balens insurance.
Please note if you wish to obtain cover with a specific insurer, you must check with the insurer prior to booking your course that they will accept our courses / certification. Most insurers will however accept the qualifications. Insurers work to their own discretion over preferred training providers and this is beyond our control. If you hold an existing policy, you are responsible to ensure the insurance provider will extend your cover to include the new treatment(s) and for covering any cost to make changes. Laura Jane Training Academy cannot accept responsibility for issues resulting with insurance companies where students fail to check this prior to booking.
If working self-employed, you must also ensure you register with HMRC regarding any tax/national insurance applicable to any income earned on this basis. If intending to run a business from within your home, you must check your mortgage / deeds / tenancy to ensure there are no clauses to this. You may also need to enquire with your local council if seeking to change use of an area of your home or to open business premises to check their requirements and if any special treatments local authority licensing is applicable. We recommend checking these factors prior to booking to enable you to make suitable plans for your new career.
INTERNATIONAL THERAPISTS
Upon completion of your course, you will receive a e-certificate. The regulations in each country are different for providing Beauty, Hair, Aesthetic and Holistic services. Laura Jane Training Academy is not responsible for meeting any regulations that the individual need to comply in regard to their own countries insurance and standards.
Refresher Training
Following training, students should begin practising treatments as soon as possible while the knowledge and skills are freshly learnt. Students are recommended to ensure they put public liability insurance in place before taking on paying clients. Students are advised to refer to the Practical Training notes provided with the Booking Confirmation email following training to refresh your knowledge and assist you with the treatment routines etc. Students are welcome to contact the Support Team with any questions. Should you be unable to practice your skills and/or require additional training at a later stage, please note additional fees apply per training required. Alternatively our team may be able to arrange access to additional learning resources through our Online Student Portal to support your learning, for which an additional fee may apply.
It is important students keep their knowledge and practical skills up to date by refreshing their knowledge using their training notes and continuing to practice their treatments ready for assessment days. Students have access to our Online Student Portal where they can access learning resources including e-manuals and training videos on the treatment skills. Additional fees will apply should you require further training at a later stage, beyond your initial training days. You should ensure you revise and prepare thoroughly ready for assessments using the learning resources provided to you.
Qualification Programme Structure
All training should be completed as soon as possible, but within 6 months of date of booking to ensure best opportunity to complete the award. Written modules (coursework) should be submitted by email to [email protected] only once fully completed and ideally within 6-12 weeks of booking on to the course. The portfolio of treatments should be submitted ideally within 20 weeks of booking onto the course to ensure you are working to develop confidence & competence as soon as possible following training. The portfolio of treatments is required to demonstrate you have taken time to develop your confidence within your practical skills, to meet the required level to achieve the assessment standards. You will need to source models (or purchase insurance to work with paying clients) to complete the portfolio, along with access to products/tools at home to practice. All students must aim to arrange and attend assessments as soon as possible after submitting their portfolio, once notified they are ready to do so. Please note portfolios will only be retained for 20 weeks from submission and after which time will be disposed of through confidential waste, unless you progress to assessment. Failure to arrange and attend assessments promptly, will require additional treatments to be submitted to update your portfolio so that we can demonstrate you are continuing to maintain practice and treatment competence.
Students will need their own product/tools and models to complete their practical assessments. Laura Jane Training Academy will support you with your studies however cannot accept responsibility for learners who fail to complete their qualification(s).
Students are responsible for all costs in completing and submitting required work to achieve qualifications. Support for existing students is available from our Support Team by emailing [email protected]. All emails are responded to within 2 working days. You may also request a call back by email if preferred.
Portfolios
Portfolios submitted towards assessment will be retained on file for an initial period of 6 months pending progression to assessment days. Where the student fails to progress to assessment as soon as possible after submitting their portfolio (and therefore where the portfolio is no longer valid evidence, as treatments within it date back to more than 20 weeks prior), we reserve the right to dispose of the portfolio through confidential waste collection without further notification. This is unless the student contacts us to request & make payment for its return within 5 months of its submission.
For students who progress to and complete assessment, portfolios must be retained awaiting internal verification by the awarding body as required and periodic external verification visits (where portfolios are sampled), which can take up to 12 months. Once released, it will be disposed through confidential waste without further contact. The only exception to this is where request for portfolio return is made within 5 months of the portfolio submission, with payment made of £25 to cover courier cost. Such portfolios will be sent to the last address we have on file for you. If your address changes, please ensure you update us as soon as possible as we can accept no responsibility for loss of portfolios returned to students in the post.
Complaints
We are keen to ensure all students gain the most from their training experience. In the first instance, please raise any difficulties or concerns. However, in the unlikely event your training course with us does not meet your expectations, please email [email protected] with the details of your feedback or complaint. This email must be received in writing within 5 days of your completed training course. We take all feedback and complaints very seriously and this will be investigated as required. You will receive a response within 5 working days.
Code of Conduct
To ensure all learners are given the best opportunity to learn, we would ask the following code of conduct is adhered to at all times:
- Be courteous and respectful to everyone.
- No use of foul language.
- Abuse of any kind including racism will not be tolerated.
- Please avoid discussion of any sensitive or unrelated topics during the course, which may cause offence to others.
While we operate a welcoming, friendly atmosphere, student conduct should reflect that which would be expected by a beauty professional working within a salon environment since you are undertaking a professional skills course.
Please ensure you work cooperatively and respectfully with all and take feedback / guidance seriously to allow you to acquire and demonstrate the required level of competence upon the training course(s).
We appreciate learning new skills can sometimes be challenging but outbursts or disruptive behaviour will not be tolerated. Tutors will support you as best possible so please work with our staff to assist you, trusting in their professional knowledge and experience.
· Verbal, physical or written abuse will not be tolerated at any time and will result an immediate warning. Should the conduct continue, you will be asked to leave the training immediately. You will not receive your certificate and will forfeit all course fees paid.
· Should an issue arise within your training or if you are experiencing difficulties with the course, please immediately notify your tutor so action can be taken or advice given to support you as required as it is sometimes difficult to rectify issues later and this will allow you to gain the most from your course. Any issues will be handled in the strictest confidence but will not be permitted as grounds for any refund of course fees or for additional training, where this is not raised to enable remedy.
· Learner feedback forms are to be completed at every course and are compulsory where requested.
This policy has been approved & authorised by:
Name: Laura Jane
Position: Owner
Date: 08.02.2024
Signature: Laura Jane
Date of Review: 08.02.2025
©LauraJaneTrainingAcademy2024
