Full Terms and Conditions

Introduction

All staff working with children and vulnerable adults have a legal duty to work together

to protect them from harm or abuse. (‘No Secrets’, DH) Aesthetic Academy of Hertfordshire 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. Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire. Assessment Centre Manager & HR department are responsible for ensuring that Aesthetic Academy of Hertfordshire 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:

Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire, 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 health disorder, has a physical or sensory disability, has a severe physical illness, a substance misuser, 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

Aesthetic Academy of Hertfordshire 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.

 Aesthetic Academy of Hertfordshire intends to pursue this commitment by

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 Aesthetic Academy of Hertfordshire 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 

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

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 Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire Assessment Centre. ahertsacademy@gmail.com

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; Aysha Ibrahim ahertsacademy@gmail.com

This policy has been approved & authorised by:

Aysha Ibrahim

Jodie Suant

Review of Policy: 01/04/2023

Reasonable adjustment and special considerations policy

Aims and Objectives of the Policy

Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire achieve this through;

Reasonable Adjustments

Aesthetic Academy of Hertfordshire 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.

Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire 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

Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire 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. Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire 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:  Aysha Ibrahim Jodie Suant

Position: Directing Managers

Date: 01/04/2022

Review of Policy: 01/04/2023

Malpractice Policy

Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire 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. Aesthetic Academy of Hertfordshire 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:

• personal identification;
• supporting evidence provided for reasonable adjustment or special consideration applications; and
• competency documents
• results documentation, including certificates.
• Falsely obtaining, by any means, a
• Misrepresentation or plagiarism Aesthetic Academy of Hertfordshire certificate.
• Fraudulent claims for special consideration while studying.

Malpractice by Aesthetic Academy of Hertfordshire 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 (Company Name) 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 Aesthetic Academy of Hertfordshire to gounchallenged, 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:

• personal identification;
• supporting evidence provided for reasonable adjustment or special consideration applications; and
• competency documents
• 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, Aesthetic Academy of Hertfordshire 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. Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire

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 (Quality Nominee).

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 actions may

constitute malpractice, and that a report will be made to Aesthetic Academy of Hertfordshire

In cases of suspected malpractice by Aesthetic Academy of Hertfordshire 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, Aesthetic Academy of Hertfordshire will take all reasonable steps to authenticate the reported information and to investigate the alleged malpractice.

Administering suspected cases of malpractice

Aesthetic Academy of Hertfordshire 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. Aesthetic Academy of Hertfordshire 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. Aesthetic Academy of Hertfordshire 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 14 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 Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire for

a period of at least five years, and are subject to regular monitoring and review.

This policy has been approved & authorised by:

A.Ibrahim

J.Suant

01/04/2022

 

review date: 01/04/2023

Health and Safety Policy

POLICY STATEMENT

Aesthetic Academy of Hertfordshire 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,

Aesthetic Academy of Hertfordshire 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 Health and safety manager – Aysha Ibrahim 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:  Aysha Ibrahim & Jodie Suant

Position:  Directing Managers

Date: 01/04/2022

Review of Policy: 01/04/2023

Equal Opportunities Learner’s Charter

“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”.

Jodie Suant- Directing Manager

The following Learner Charter has been drawn up stating the standards of service you can expect to receive as a learner of Aesthetic Academy of Hertfordshire.

Using the Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire 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 ahertsacademy@gmail.com.  This policy has been approved & authorised by:

Name:  A. Ibrahim J. Suant

Position:  Directing Managers

Date: 01/04/2022

Review of Policy: 01/04/2023

 

Data Protection Act 2018 Policy

Introduction

This Policy sets out the obligations of [Aesthetic Academy of Hertfordshire] ,(“the Company”) 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 Aysha Ibrahim

E-Mail: ahertsacademy@gmail.com

Tel: 07496935888

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:

1. a) if the personal data is used to communicate with the data subject, when the first communication is made; or
2. b) if the personal data is to be transferred to another party, before that transfer is

made; or

1. c) as soon as reasonably possible and in any event not more than one month after

the personal data is obtained.

1. 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,
• Details of data retention;
• Details of the data subject’s rights under the Data Protection Act 2018;
• Details of the data subject’s right to withdraw their consent to the Company’s processing of their personal data at any time;
• Details of the data subject’s right to complain to the Information Commissioner’s Office (the “supervisory authority” under the Data Protection Act 2018);
• 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
• 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 Aesthetic Academy of Hertfordshire , 21 Victoria street, St.Albans, Hertfordshire AL13JJ Tel: 07496935888 Email: ahertsacademy@gmail.com
• 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:

1. 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;
2. b) The data subject wishes to withdraw their consent to the Company holding and processing their personal data;
3. 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),
4. d) The personal data has been processed unlawfully;
5. 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 Ref. Type of Data Purpose of Data Electronic and hard copy model patient records

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 hardcopy 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 hardcopy 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 hardcopies 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 Aysha Ibrahim 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:

• 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;
• 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;
• The transfer is made with the informed consent of the relevant data subject(s);
• 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);
• The transfer is necessary for important public interest reasons;
• The transfer is necessary for the conduct of legal claims;
• 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
• 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:
• The categories and approximate number of data subjects concerned;
• The categories and approximate number of personal data records concerned;
• The name and contact details of the Company’s data protection officer (or other contact point where more information can be obtained);
• The likely consequences of the breach;
• 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:  A. Ibrahim & J. Suant

Position:  Directing Managers

Date: 01/04/2022

Review of Policy: 01/04/2023

E learning Course Review process Policy

Aesthetic Academy of Hertfordshire courses are reviewed regularly to ensure currency of

information and quality of performance.

1. Functionality reviews are performed three months or when an issue is highlighted either to the client service team or via course feedback.

1. Subject Matter Expert review of content is performed six monthly or when there is a change in regulation or good practice.

1. Reviews follow a standard procedure, with changes being documented on an edit sheet.

1. 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 eLearning)

1. 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.

1. It is the responsibility of the Sales team to agree the contract and delivery dates with the customer

1. 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.

1. Once signed off the updated course will be versioned controlled and released onto the Learning Portal
   

This policy has been approved & authorised by:

Name:  A. Ibrahim & J. Suant

Position:  Directing Managers

Date: 01/04/2022

Review of Policy: 01/04/2023

 

Complaint – a grievance, problem, difficulty or concern

 

POLICY STATEMENT

Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire 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.

Appendix1

Record of Complaint

Name of Individual making the complaint: Location:

Date:

Nature of complaint

Resolution Agreed:

Signed Complainant: Date:

Signed by Centre Manager Date:

Apprendix 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:

 

Name: A. Ibrahim & J. Suant

Position: Directing Managers

Date: 01/04/2022

Review of Policy: 01/04/2023

How we use cookies Policy

The European Community recently introduced legislation to protect the privacy of web users by limiting how websites can use cookies Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire 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 enroll on a block (Aesthetic Academy of Hertfordshire). 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 the Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire cookies.

What cookies Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire 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 Aesthetic Academy of Hertfordshire 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.

(Company Name) 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:  Aysha Ibrahim Jodie Suant

Position:  Directing Managers

Date: 01/04/2022

Signature: A.Ibrahim J.Suant

Review of Policy: 01/04/2023

ASSESSMENT CENTRE MANAGEMENT PROCESS POLICY

Contents

INTRODUCTION 2

QUALIFICATION CREDIT FRAMEWORK (RQF) 2

MANAGERIAL SYSTEMS FOR THE ‘APPROVED ASSESSMENT CENTRE’ 2

ASSESSMENT AND EXAMINATION STRATEGY AND SECTOR COMPETENCE 3

ROLES OF PERSONNEL WITHIN THE ASSESSMENT PROCESS 5

REASONABLE ADJUSTMENTS (For further information see detailed Reasonable Adjustments and Special Considerations Policy) 8

APPEALS PROCEDURE 8

MALPRACTICE 8

REGISTRATION PROCEDURE 9

CANDIDATE PORTFOLIOS 9

REVIEWING AND TRACKING CANDIDATE PROGRESS 10

EVALUATION OF STANDARDS AND PROCEDURES 10

DOCUMENT CONTROL PROCEDURES 11

EXTERNAL QUALITY ASSURANCE 11

GLOSSARY OF TERMS 12

INTRODUCTION

Aesthetic Academy of Hertfordshire delivers relevant qualifications through its approved Assessment Centre.

In order for Aesthetic Academy of Hertfordshire to maintain its centre’s approval(s) the awarding organisation undertakes yearly external quality assurance inspections. Ensuring that standards are maintained by all approved centre’s forms a key role of an awarding organisation’s responsibilities.

Awarding organisations are themselves subject to regulatory inspection and approval from the Office of Qualifications and Examinations Regulation (Ofqual), which was established in 2009 by the Apprenticeship, Skills, Children and Learning Act and Education Act 2011

Delivering RQF qualifications form a major part of the Development Strategy for Aesthetic Academy of Hertfordshire, and this policy document is primarily aimed at supporting the operation and administration of all regulated qualifications.

QUALIFICATION CREDIT FRAMEWORK (RQF)

Qualifications that use the RQF rules are made up of units. This provides flexible ways to get a qualification. Each unit has a credit value which tells you how many credits are awarded when a unit is completed. The credit value also gives an indication of how long it will normally take you to prepare for a unit or qualification. One credit will usually take you 10 hours of learning.

Units build up to qualifications. There are three different types of qualification in the RQF:

• Award with 1 to 12 credits
• Certificate you will need 13 – 36 credits
• Diploma you will need at least 37 credits.

Units and qualifications are each given a level according to their difficulty, from entry level to level 8. The title of a qualification will tell you its size and level.

Units awarded by different awarding organisations can be combined to build up qualifications.

MANAGERIAL SYSTEMS FOR THE ‘APPROVED ASSESSMENT CENTRE’

The approved assessment centre, is managed by the Centre Manager (Quality Nominee) who is responsible for managing the systems in place to ensure that quality control is maintained. The Quality Nominee is a qualified assessors and internal quality assurers.

A network of ‘sector competent’ assessors, and internal quality assurers (IQAs) qualified to nationally recognised standards are available to assess and quality assure the levels of knowledge and competence reached by learners undertaking qualifications. All assessors and IQAs are issued with legally binding contracts prior to undertaking any assessment activities.

The centre employs an examination invigilator to support the delivery of online examinations, the examination invigilator adheres to assessment practice and principles.

There may be occasions where staff working at levels lower than those shown above are invited to undertake training and demonstrate competence as assessors or internal quality assurers.

Where new qualifications for assessment and internal quality assurance replace existing ones, there will no requirement for individuals to re-qualify. However, they will be required to carry out their practice in accordance with the current standards for assessment and internal quality assurance.

They must attend professional updating or CPD training sessions to ensure that they maintain their assessment and/or internal quality assurance practice to required standards.

All new assessors, examination invigilators, and internal quality assurers will receive an induction which will cover the requirements of the role, relevant policies, procedures and documentation. They will be formally registered for the appropriate qualification and will work towards this under the direction and guidance of their appointed assessor.

All assessment decisions by unqualified assessors or unqualified internal quality assurers (working towards the appropriate qualification) will be checked, authenticated and countersigned by a qualified and occupationally competent assessor who will also act as their mentor.

It is the responsibility of the Quality Nominee, for ensuring that there are sufficient competent and qualified assessors, examination administrators, and internal quality assurers to meet service needs.

ASSESSMENT AND EXAMINATION STRATEGY AND SECTOR COMPETENCE

The Awarding Organisation is responsible for determining the assessment strategy for the qualifications being offered. This sets out the overarching principles for assessment and quality assurance. It is incorporated within the standards documentation for each qualification and are available from the Aesthetic Academy of Hertfordshire website https://aestheticacademyherts.co.uk

The following key principles are embedded within this strategy.

Requirement for Assessors, Expert Witnesses, Internal Quality Assurers and Examination methods

These are key roles within the process and essential for ensuring validity, fairness and reliability of assessment and therefore the ‘integrity and professionalism’ of individuals undertaking these roles is of ‘paramount importance’. The assessment strategy emphasises the importance for organisations to provide sufficient time for appointed assessors and internal quality assurers to carry out their role effectively.

1. Required competence of assessors

Assessors are required to be ‘occupationally competent’; in other words, competent in the functions covered by the units they are assessing. Occupational competence will be identified by the use of job descriptions and CV’s. It is the responsibility of Quality Nominee to make sure that the assessor has the necessary occupational competence to undertake the assessment process.

Assessors must be familiar with the qualification units they are assessing. They must show that they maintain their occupational competence by actively engaging in continuous professional development activities.

1. Required competence of examination invigilator

The invigilator is responsible for the conduct and integrity of all examinations, whether written, online or practical. Aesthetic Academy of Hertfordshire invigilators are responsible for familiarising themselves with Awarding Organisations requirements including the Regulations for the conduct of examinations.

iii.    Required competence for expert witnesses

Expert witnesses must be occupationally competent. They must be familiar with the qualification for which they are providing testimonies. Expert witnesses must also maintain their occupational competence by actively engaging in continuous professional development activities. 

1. Required competence of internal quality assurers

Aesthetic Academy of Hertfordshire internal quality assurers must be occupationally knowledgeable about the range of units for which they are responsible.  They must understand the content, structure and assessment requirements for the qualification they are verifying.  They must maintain their occupational competence by actively engaging in continuous development activities.

Internal quality assurers working for and with Aesthetic Academy of Hertfordshire must occupy a position that gives them authority and resources to, provide authoritative advice, call meetings as appropriate, visit and observe assessment practice and carry out all the other important roles of internal quality assurance.

1. Principles of assessment

When assessing competence in the workplace, wherever possible, there should be direct observation of the candidate by a competent assessor or testimony from an expert witness. This can be achieved face to face or utilising current technology such as webcam or video conferencing (as long as validation of identification occurs prior to acceptance of evidence).

Where not possible or practicable to obtain direct observation alternative methods of assessment are acceptable, such as work products, records, reflective accounts and professional discussion.

Each Awarding Organisation assessment strategy also provides guidelines and principles regarding the use of simulation.  For example, simulation is acceptable only where evidence in the workplace will not be demonstrated within an acceptable timeframe or where the nature of the work activity presents high risk/danger to the candidate and/or others.

Simulations must be planned and organised and must make neither more nor less demands on the candidate than would be experienced in a real work situation, i.e. they must replicate realistic scenarios that the candidate may reasonably face.

Knowledge and understanding can be assessed utilising a number of methodologies including:

• Questioning, both written, oral, and online examination
• Examination of product
• Professional discussion submitted by audio file, telephone, video conferencing and webcam.

1. Principles of Examination

All question papers, on-line assessments and computer-based assessments forms carry copyright. They must not be retained or copied in any form in whole or in part unless otherwise specified in subject-specific documentation.

 Online Assessment

Aesthetic Academy of Hertfordshire will ensure appropriate security systems and procedures are in place to prevent candidates using computers in examinations, having unauthorised external communications.

For on-line assessment, it is the responsibility of the centre to ensure that both the identity of the candidate is established and that the candidate’s name and identity matches the name and identity on the on-line test screen. If candidates sit an examination in another candidate’s name (whether or not this is intentional), this may constitute malpractice.

Prior to assessment candidates will be informed of the date, time and place of the examination and the conditions under which it will be held.

The invigilator will take all reasonable steps to make sure that the following conditions are met:

• they are able to establish the identity of all candidates sitting online assessments. The head of centre must make sure that appropriate arrangements are in place so that all invigilators

can carry out adequate checks on the identity of all candidates. Candidates must show

documentary evidence to prove that he/she is the same person who entered/registered for the assessment e.g. passport or photographic driving licence.

• candidates only take into the examination room those instruments or materials which are clearly allowed in the instructions on a question paper. Unauthorised items will be removed

before the assessment starts.

• mobile phones and other means of electronic communication are not allowed in any assessment. Candidates should be warned of this rule in advance and reminded at the start of each examination.
• for on-line examinations, the test must be unlocked for the correct candidate. The invigilator must check the identity of the candidate and then ensure that the correct ID and password

are issued. The invigilator must oversee the input of the id and password for each candidate and check to see that the name on the test screen matches the name of the candidate.

If in spite of these checks either the invigilator or candidate becomes aware that the candidate is sitting a test in a different candidate’s name then the test should be aborted. The Awarding Organisation should be notified immediately.

ROLES OF PERSONNEL WITHIN THE ASSESSMENT PROCESS

Role of the Candidate

• Prepare for assessment by making sure he/she is familiar with the standards, what is to be assessed and how he/she will be assessed
• Make sure he/she understands the process of assessment and plays a positive and active role in this
• Carry out specified activities
• Gather and present evidence for assessment
• Receive and act on feedback from the assessor and other people involved in the assessment process
• Ensure the confidentiality and security of evidence in accordance with legislative, organisational and awarding organisation requirements

Role of the invigilator

The invigilator referred to in this document is the person nominated by the Centre Manager to take responsibility for the arrangement of examinations or tests.

• checks on the identity of all candidates
• provide and induction to testing procedure and an outline of the qualification
• security of question paper/question bank/test documentation
• examination/test conditions, including on-line and computer-based assessments, which ensure that the work submitted is that of the candidate alone using only the items/materials

specified.

• Ensure that appropriate software, computers, and/or other equipment are being used for candidates registered for online test with remote invigilation.

A robust approval and booking procedure will exist for online testing (See separate Policy & Procedure ‘online testing’. Rigorous and auditable security procedures will be put in place to prevent candidates, taking on-line examinations having unauthorised communications with other users. On- line examinations may be taken within a time period set within the system for each candidate.

Role of the assessor

An assessor has a key role in the development of the candidate and in ensuring that the candidate is able to perform to the required standards. The assessor is also a ‘guardian’ of the standards which means making sure that assessment judgements and decisions are safe. A summary of principal responsibilities of the assessor are given below:

• Provide an induction and an outline of the qualification and what is expected of the candidate
• Carry out initial assessment of the candidate and make sure that arrangements are put in place to manage any identified additional support needs
• Consider any application by the candidate for recognition of prior learning (RPL)
• Explain how the assessment process will be conducted
• Give   details   of   the   candidate’s   responsibilities   with   reference   to   the   qualification, development and collection/presentation of evidence
• Agree and record assessment plans with the candidate
• Carry out assessments in accordance with the awarding organisation requirements and those of the centre
• Ensure that evidence meets the requirements for validity, authenticity, sufficiency, fairness and reliability

• Make judgements on the evidence provided and record assessment decisions against the standards

• Provide the candidate with prompt, accurate and constructive feedback
• Maintain accurate records of assessment and achievement in accordance with the awarding organisation and centre requirements
• Regularly review the candidate’s progress and agree new assessment plans where further evidence is required
• Carry out assessment  practice  in  accordance  with  relevant  regulation  and  organisation policies, such as equality of opportunity, health and safety and data protection
• Take part in standardisation meetings and activities
• Maintain occupational competence and keep records of CPD activities
• Contribute to quality assurance of the qualification in line with the requirements of the centre, awarding organisation, relevant sector skills council, Regulated Qualifications Framework

(RQF) and Office of the Qualifications & Examinations Regulator (Ofqual)

Role of the internal quality assurer

Internal quality assurers are responsible for maintaining and improving assessment within the centre. They must ensure that procedures are in place to support assessors in making robust and reliable assessment decisions. A summary of the key aspects of the role is given below.

• Carry out inductions with new members of the assessment invigilation team and identify any training or support needs
• Make sure that assessors and invigilators have the right competence and expertise to carry out their role
• Carry out standardisation activities to ensure that there is consistency of assessment and that appropriate assessment methodologies are used by assessors
• Make sure that there is an effective system for recording candidate achievement
• Keep accurate and up to date records of internal quality assurance
• Provide advice and guidance to assessors and invigilators to ensure that assessment and testing meets the requirements for sufficiency, authenticity, validity and consistency
• Take appropriate corrective action where necessary
• Take part in the formal stage of an appeal
• Carry out sampling and monitoring activities to ensure that assessors’ judgements and decisions are consistent, fair and reliable
• Observe assessors and invigilators carrying out their practice
• Give feedback and support to enable them to maintain the quality of assessment and improve on their performance
• Make sure that the requirements for equality and diversity are being met
• Monitor the impact of legal issues including health safety and welfare of others
• Apply centre procedures for managing information such as recording, storing and reporting including maintaining confidentiality
• Monitor and manage own continuous professional development and that of the assessment team
• Contribute to centre meetings for assessors and internal quality assurers and take an active part in making sure that assessment and internal quality assurance is ‘fit for purpose’
• Obtain feedback from candidates to ensure they are receiving the support and access to assessment to which they are entitled

Role of the external quality assurer

• Monitor and ensure the quality of internal quality assurance across a number of centre’s
• Plan how external quality assurance will take place
• Monitor and critically evaluate the quality of the centre’s internal quality assurance systems, administrative arrangements, staffing levels and staff expertise and competence,

arrangements for assessment, the methods used and the assessment decisions made,

providing advice and support to centre’s

• Complete required documentation as required by the awarding organisation
• Giving feedback and support to centre’s

Role of the centre manager (quality nominee)

The Centre Manager who acts as the Quality Nominee, and is the main point of contact between the centre and awarding organisation for information relating to quality assurance. Responsibilities are outlined below.

• Make sure that all staff are aware of the awarding organisation’s requirements
• Manage the centre quality assurer meetings
• Receive and share with invigilators, assessors, internal quality assurers and other relevant personnel, information from the awarding organisation relating to the delivery of approved programmes
• Make sure that assessment and internal quality assurance is effective on all approved programmes
• Liaise with the external quality assurer regarding quality assurance practice and standards verification
• Give feedback to senior managers, internal quality assurers and assessors following external quality assurance, quality review and development processes
• Manage the training and support of new invigilators, assessors and internal quality assurers
• Provide opportunities for continuous professional development for assessors and internal quality assurers

Role of the support administrator

This is the person designated by the centre to provide administrative support to the Centre Manager (Quality Nominee), internal quality assurers, assessors and candidates. Key responsibilities are:

• Ensure all records are up to date and accurate
• Update candidate records to reflect unit or qualification achievement
• Register candidates with relevant awarding organisation following approval from the Quality Nominee
• Prepare notification documentation to relevant personnel on candidate achievement
  
• Carry out quarterly checks on the accuracy of internal records containing details of online testing, remote invigilation, traditional invigilation, candidates, assessors and internal quality assurers
• Keep accurate records of internal Quality Assurance meetings
• Maintain files and records held by the Assessment Centre
• Carry out periodic audits to check and confirm the accuracy of data held by the centre.

REASONABLE ADJUSTMENTS (For further information see detailed Reasonable Adjustments and Special Considerations Policy)

Aesthetic Academy of Hertfordshire is committed to ensuring that all learners are given equality of opportunity and access to qualifications. An individual who may require a reasonable adjustment to help reduce the effect of a disability or difficulty that places him or her at substantial disadvantage in the assessment process. It is stressed that this adjustment will reflect the normal working practice of the candidate within the occupational area and the specified assessment criteria for a particular qualification will still be met. Reasonable adjustment will not affect the validity or reliability of the assessment outcome or give an advantage over other candidates. Adaptations to be made to the physical environment for access purposes or adaptation to equipment will be acceptable as long as these do not impact on the standards being tested.

Discussions regarding reasonable adjustments will take place prior to the assessment process. It is important that invigilators and/or assessors provide opportunities for candidates to raise any concerns regarding assessments and to make application for reasonable adjustments during induction and assessment planning stages. Any reasonable adjustments will comply with awarding organisation’s policy and guidance. Advice on reasonable adjustments can be requested from the Equal Opportunities Adviser and Centre Manager.

APPEALS PROCEDURE (For further information see detailed Appeals Policy)

Aesthetic Academy of Hertfordshire provide a written appeals procedure for any candidates who are dissatisfied with the conduct or outcomes of their assessment. Throughout the assessment process it is in the interest of all parties to ensure that the judgement of the candidates is accurate and fair.

Where assessors are unsure whether the candidate has demonstrated competence, the assessor is advised to declare the candidate “not yet competent”. Whilst the candidate may believe that he/she is competent and has demonstrated competence, after discussing this concern with his/ her assessor, the candidate may lodge an appeal if he/she still feels aggrieved.

WHEN APPEALS MAY BE LODGED

Appeals regarding the conduct of an assessment may be made if the candidate feels that:

• He/she has not had access to assessment against the relevant criteria
• The conditions of assessment were not appropriate
• The judgement of the assessor conflicts with the standards

MALPRACTICE (For further information see detailed Malpractice Policy)

Aesthetic Academy of Hertfordshire has in place a published centre policy on malpractice. In this context, malpractice is defined as any act which undermines the integrity and validity of assessment, the certification of qualifications and/or damages the authority of those responsible for conducting assessment and certification.  It is the responsibility of all training and development staff to be vigilant regarding malpractice and where it occurs or where it is attempted it must be dealt with in an open and fair manner.

EXAMPLES OF MALPRACTICE BY THE CANDIDATE

• Work that does not belong to the candidate, such as evidence that has been falsified, plagiarised or copied
• Alteration of any documents such as witness testimonies or certificates of achievement

PREVENTING MALPRACTICE

The centre will take all reasonable steps to minimise the possibility of malpractice. These will include:

• Informing candidates of the centre’s policy on malpractice and the penalties for attempted and actual incidents of malpractice.  This information should be given during the induction

period and included in written information given to the candidate

• Checking the validity and authenticity of candidates’ written answers to questions
• Use of oral questions with candidates to check their knowledge and understanding and explore how this is applied in their workplace
• Developing an awareness of candidates’ written style, way of working and abilities so that a judgement can be made on the authenticity of evidence that has been provided by other

means than through direct observation or oral questioning

• Ensuring the integrity of candidate login and passwords to computer systems.

DEALING WITH MALPRACTICE

Any malpractice or attempted act of malpractice which has influenced the assessment outcome, must be reported to the Quality Nominee so that this can be logged and the incident communicated to the awarding organisation.  The centre will be required to carry out an investigation and to report the findings to the awarding organisation.  The Centre Manager must notify the individual under investigation of the nature of the alleged malpractice and of the possible consequences should malpractice be proven.  The individual must be given the opportunity to respond in writing to the allegations made.  The Centre Manager must also inform the individual of the avenues for appealing should a judgement be made against him/her.

A full investigation will then take place by the awarding organisation and the centre will be expected to cooperate fully with this.  Where a candidate certificate has been awarded, this may be recalled and declared invalid.

REGISTRATION PROCEDURE

Candidates will be registered by the Assessment Centre for the relevant qualification using the awarding organisation’s online registration process.  A record will be made of the candidate’s registration number and date of registration.

Candidates may (if acceptable by the awarding organisation) take certain tests online by remote invigilation.

CANDIDATE PORTFOLIOS

ELECTRONIC PORTFOLIO SYSTEMS

Evidence of candidates’ competence can be saved electronically.

An electronic portfolio system has a number of advantages over a paper-based system. Candidates, assessors, internal quality assurers and centre staff have access to the portfolio whenever needed.  The system removes the need to transport candidate portfolios from one location to another and there is no physical storage needed.

The system is secure and is backed up every 15 minutes so there is no risk of losing the portfolio as could occur with a paper-based document.  Candidates’ progress can be easily tracked and there are useful reports available to learners, assessors, internal quality assurers and centre staff.  The system supports the uploading of a range of different media such as audio, video and photographs.

PORTFOLIO CONTROL AND SECURITY

Portfolios are the collective evidence required to demonstrate that a candidate has met the standards necessary to achieve the qualification.

The integrity and safe keeping of an electronic portfolio is easily ensured through the requirement for a login and password.  Users must not divulge their passwords to another person.  If a user feels that the integrity and confidentiality of their account has been compromised the password should be reset immediately.

RETENTION OF CANDIDATE PORTFOLIOS

The awarding organisation requires that assessment records are retained for a minimum of three years following certification.  Electronic portfolios are held for five years and, after this period, notification is sent to the centre asking if the portfolio can now be destroyed.

REVIEWING AND TRACKING CANDIDATE PROGRESS

The purpose of tracking a candidate is to ensure timely achievement and also to alert the assessor, internal quality and Quality Nominee to the potential need for additional help and advice, guidance when progress is slow.  ‘Tracking’ is the monitoring of a candidate’s progression through the qualification process, from the time of the initial application through to completion and achievement of the qualification.  Progress will be monitored by the assessor, internal quality assurer and Quality Nominee using the reporting mechanisms within the system.  Records held on the system will show completion and certification of all qualifications.

EVALUATION OF STANDARDS AND PROCEDURES

The Quality Nominee shall arrange quarterly Quality Assurance meetings.  The purpose of the meetings will be to ensure effective communication within the Assessment team, and address the following issues: –

• The provision of information, advice and guidance to candidates and prospective candidates
• Reviews of current learning resources and those in development in relation to provision of ‘underpinning knowledge’ requirements of regulated qualifications
• Reviews of the quality and fairness of the assessment procedures and the provision of resources required for candidates with additional learning needs
• The effectiveness of the appeals procedure and policy on malpractice
• The appropriateness and range of the assessment methods/resources used
• The effectiveness of quality assurance procedures
• The effectiveness of assessment and internal quality assurance records
• Health and safety and any issues relating to equality of opportunity
• Review of assessment and internal quality assurance practice and discussions of recommendations for further improvements and developments
• Sharing of good practice
• Updates from the awarding organisation, external quality assurer, sector skills council and other stakeholders
• Discussion and implementation of new standards
  

DOCUMENT CONTROL PROCEDURES

All ‘active ‘documents use by personnel for the implementation, monitoring, assessment and control of qualifications will be kept within Aesthetic Academy of Hertfordshire document library.  Policies, procedures and documents will be reviewed annually or as required by change in regulation or good practice.

Each document will carry a unique reference number and date of issue and review date.

EXTERNAL QUALITY ASSURANCE

External Quality Assurance visits are carried out on an annual basis and are conducted by representatives from the awarding organisation.

The Quality Nominee will be the contract point for communications between Aesthetic Academy of Hertfordshire and the awarding organisation and will be responsible for facilitating these visits. However, as well as meeting with the Quality Nominee, Awarding Organisation representative will want to speak to programme leaders, assessors, invigilators and internal quality assurers. They may also wish to consult with senior managers to examine the Service’s overall strategy for qualification development and delivery. All personnel involved in the process are expected to make every effort to be available and to support and cooperate fully with these visits, if requested.

This policy has been approved & authorised by:

Name:  A. Ibrahim  &   J.Suant

Position:  Directing Managers

Date: 01/04/2022

Review of Policy: 01/04/2023

GLOSSARY OF TERMS

ACCREDITATIONS

The process through which the qualifications regulators confirm that a qualification conforms to the requirements of the RQF (Regulated Qualifications Framework) arrangements.

APPEAL

The process through which a challenge is made on the outcome of an enquiry about a result, conditions of assessments or procedural decision affecting a centre or an individual candidate.

APPROVED ASSESSMENT CENTRE

‘Approved Assessment Centres’ that have been approved by the Awarding Organisation (e.g. RSPH). This approval is given when the Centre’s demonstrate they have in place specific criteria essential to the consistent, fair and reliable assessment of candidates.

ASSESSMENTS

The process of making judgements about the extent to which a candidate’s work meets the assessment criteria for a unit, or any additional assessment requirements of a qualification.

ASSESSMENT CRITERIA

Descriptions of the requirements a candidate is expected to meet to demonstrate that a learning outcome has been achieved.

ASSESSMENT STANDARD

The standard that a candidate is expected to reach in order to achieve credit for a unit, expressed through a combination of the learning outcomes and assessment criteria of that unit.

ASSESSOR

Assessors are responsible for explaining the assessment process to candidates. They work with candidates to draw up Assessment Plans and to ensure that candidates are prepared for assessment. They judge candidates’ evidence and make decisions on a candidate’s competence against the national standards.

AWARD (UNDER RQF)

A qualification with credit values between 1 and 12.

AWARD OF CREDITS OR QUALIFICATIONS

A certificate issued to an individual that recognises an achievement.

AWARDING

The process by which candidates’ results are determined on the basis of the evidence produced through their assessment.

AWARDING ORGANISATION

A body recognised by the qualifications regulators against the requirements set out in the regulatory arrangements to award credits and qualifications.

CENTRE

An organisation accountable to an awarding organisation for assessment arrangements leading to the award of credit or qualifications.

CENTRE RECOGNITION

A process through which a centre wishing to offer an award or awards is confirmed as being able to maintain the required quality and consistency of assessment and comply with other requirements of the awarding organisation.

CERTIFICATE FOR A UNIT OR QUALIFICATION

A record of attainment of credit or a qualification unit or qualification issued by an awarding organisation.

CERTIFICATE (UNDER RQF)

A qualification with a credit value between 13 and 36.

COMPETENCE

The ability to consistently achieve the stated outcomes of workplace performance within an individual’s role. In order to do this the individual will need to demonstrate both skills and knowledge in the area of work undertaken.

CREDIT

An award made to a candidate in recognition of the achievement of the designated learning outcomes of a unit.

CREDIT ACCUMULATION

The process of putting together a combination of credits to meet the achievement requirements of a qualification.

DIPLOMA (UNDER RQF)

A qualification with a credit value of 37 or above.

EVIDENCE

A body of assessed material, generated in the learning process, which demonstrates achievement of the learning outcomes.

EXEMPTION

The facility for a candidate to claim exemption from some of the achievement requirements of a RQF qualification, using evidence of certificated, non-RQF achievement deemed to be of equivalent value.

EXTERNAL VERIFIER

External Verifiers are utilised to audit the assessment procedures being carried out by the ‘Approved Centres’. These external verifiers are independent of the Approved Centre and are appointed by the Awarding Body. They are an essential part of the quality assurance system, which ensures that standards are being maintained.

INTERNAL VERIFIER

Internal Verifiers sample the evidence gathered in a candidate’s portfolio to check that it meets the required standards for the award being undertaken. Additionally, they moderate the assessment process to ensure that it is reliable and fair in order to ensure the quality and consistency of assessment decisions.

INVIGILATOR

An invigilator supervises and monitors candidates throughout the process of examination.

KNOWLEDGE

Understanding possessed by the candidate which may be expressed through performance of activities or through explanation of a process or reasoning behind an action.

LEARNER/CANDIDATE

A learner/candidate is the person undertaking a qualification.

LEVEL

An indication of the relative demand, complexity and/or depth of an achievement and/or the autonomy of the candidate in demonstrating that achievement.

MALPRACTICE

The deliberate or wilful contravention or ignoring of the regulatory requirements of the RQF by an organisation recognised to operate within the framework.

MANDATORY UNITS

Units in a set of rules of combination that must be achieved for the qualification to be awarded.

OFQUAL

Office of Qualifications and Examinations Regulation. It is responsible for regulating general and vocational qualifications in England and vocational qualifications in Northern Ireland.

OPTIONAL UNIT

A unit named in a set of rules of combination that a candidate may choose to complete to achieve the required number of units/credits for award of the qualification.

QUALIFICATION

An award made to a candidate for the achievement of the specified combination of credits, or credits and exemptions, required for that award.

QUALIFICATION LEVEL

An indication of the relative demand, complexity and/or depth of achievement and/or the autonomy of the candidate, represented by a qualification.

RQF

Regulation Qualifications Framework. This framework is designed to provide candidates, learning providers and employers with an inclusive and flexible regulated qualifications framework containing units and qualifications that recognise the widest possible range of quality assured learning achievements. At the heart of this structure is the recognition of candidate achievement through the award of credits.

REASONABLE ADJUSTMENTS

Defined in the Disability Discrimination Act as reasonable steps to ensure disabled people are not placed at a substantial disadvantage in comparison with non-disabled people, ‘substantial’ being more than minor or trivial.

RECOGNITION OF PRIOR LEARNING (RPL)

A method of assessment that considers whether a candidate can demonstrate that he/she can meet the assessment requirements for a unit through knowledge, understanding or skills they already possess and do not need to develop through a course of learning.

RELIABILITY OF ASSESSMENT

The extent to which assessment results are an accurate measurement of a candidate’s achievement against the requirements of a unit – reliable assessment repeatedly produces the same outcome without inherent bias or variability in the assessment instrument.

SAMPLING

Sampling involves identifying areas of risk where the quality of assessment could be compromise the integrity of a qualification. It is involves identifying areas of good practice and sharing these among the team. Internal quality assurers should carry out regular checks on the quality and effectiveness of all aspects of assessment practice.

SECTOR COMPETENCE

Sector competence in this procedure applies to assessors and internal quality assurers. In this context, it requires an assessor and internal quality assurer to be competent in the area of work (task) that they are assessing or internally quality assuring.

SECTOR SKILLS COUNCIL (SSC)

A body responsible for formulating and reviewing occupational standards for a specific sector across the UK and for supporting the development of units and qualifications based on these standards. Each SSC is an employer-led, independent organisation and is licensed by government.

SKILL

The relevant knowledge and experience needed to perform a specific task or job and/or the product of education, training and experience which, together with relevant know-how, is the characteristic of technical knowledge.

STANDARDS OF COMPETENCE

These ‘standards’ are a nationally produced ‘benchmark’ to reflect the application of skills, knowledge and understanding required in the working environment.

SPECIAL CONSIDERATION

A process that allows candidates that suffer from temporary illness, injury or indisposition at the time of an assessment to demonstrate the achievement they are capable of for the units that are subject to special consideration.

STANDARDISATION OF ASSESSMENT

A process to ensure that assessment leading to the award of credits and qualifications is applied consistently by individuals, Centre’s and awarding organisations.

UNIT

A coherent and explicit set of learning outcomes and assessment criteria with a title, credit value and level.

Assessment and quality assurance policy

ASSESSMENT AND QUALITY ASSURANCE PROCESS 

 

MODERATION PROCEDURE 

The moderation process focuses on assessment and quality assurance across the whole organisation and learner base. Aesthetic Academy of Hertfordshire is required to have an assessment process and system that is: 

• Free from barriers which would restrict access and progression
• Free from overt or covert discriminatory practices with regard to gender, race or creed (Service Equal Opportunities Policy applies in full)
• Designed to pay due regard to the specific learning needs of individuals
• Based on assessments of outcomes of learning, arrived at independently of any particular mode, duration, location or learning
• Awarded based on valid and reliable assessments made in such a way as to ensure that performance to the national standards can be achieved at work

It is the responsibility of IQAs (Internal Quality Assurance) to ensure that assessors in their team are following the guidance set out in these standards. IQA should identify the areas giving concern or the candidate may use the appeals procedure. The moderation process is designed to support internal quality assurance, investigate any issues regarding assessment or quality assurance that cannot be resolved locally and provide opportunities to sample assessment decisions, and internal quality assurance practice, before claims for certification are made by the centre. The Quality Nominee and Support Officer will manage and administer the moderation process. If issues with an individual assessor or IQAs decisions are found at moderation stage, the IQA will summarise the issues and this will be recorded on the assessors Personal Development Plan. Where a significant shortfall has been found with regard to assessment practice, the relevant IQA will draw up an action plan with the assessor to complete additional/refresher training or development to improve the individual’s understanding of the process or standards to be applied. Until this action plan is completed an assessor will be marked as ‘at risk’ and an increase in IQA monitoring in line with the organisation sampling policy will occur. 

RECORDS OF INTERNAL QUALITY ASSURANCE 

IQAs must maintain a record of their activities relating to quality assurance and sampling. This process is facilitated within the electronic portfolio system which contains a sampling table and has reporting mechanisms built into the system. 

SAMPLING POLICY AND PROCEDURE 

The purpose of the internal quality assurance sampling strategy is to ensure there is a planned approach and methodology for checking the validity or accuracy of assessment decisions. Centres are required to have a sampling strategy which is approved by the awarding organisation. IQAs are expected to prepare a sampling plan which is designed in accordance with the agreed sampling strategy. The plan should show the sampling activities over a 12 month period from January to December. Over this 12 month period IQAs should ensure that their plan covers all units for a qualification and that they check the assessment decisions of all assessors in their team within this period. 

A key principle of the sampling strategy is that sampling must take place at both interim (formative) and summative stages of the delivery and assessment of the qualification. It is not acceptable to carry out ‘end loaded’ sampling or to focus solely on examination of completed documentation. Neither should sampling be a process of ‘second assessing’. Instead, it must be focused on a ‘risk management’ approach. 

The agreed centre sampling strategy states that internal verifiers will carry out 100% quality assurance of evidence, until such time as they are qualified and deemed to be experienced. Assessors are required to make judgements on all the evidence submitted for a unit and complete assessment decisions for all units for which they are responsible. 

The higher level of sampling by IQAs is required under the following conditions: 

• Where the IQA is not yet qualified
• Where the assessor is not yet qualified
• Where an IQA has not previously verified units assessed by the assessor

However, following consultation with the Quality Nominee it may be agreed that sampling of evidence can be reduced to 30% under the following conditions: 

• Where the IQA is qualified and experienced and is verifying a qualified, experienced assessor

It is important to point out that the percentage figures regarding sampling are intended as guides. Where the strategy dictates 100% sampling; this means that the IQA must, as a minimum, check the assessment decisions of every assessed unit. This does not mean that the IQA must check every piece of evidence and every learning outcome and assessment criteria as this would result in second assessing. As well as checking assessment records and documentation the IQA should also be sampling all aspects of the assessment process, such as observing an assessment taking place, sitting in on an assessment planning or review meeting, observing the assessor giving feedback to a candidate or questioning the candidate, It is also good practice to align different processes as this will result in assessment and internal quality assurance practice that is cost effective and timely. 

CLAIMS FOR CERTIFICATION 

Aesthetic Academy of Hertfordshire is responsible for processing certification. Claims for completed units or full course completion will only be made once any assessment, internal quality assurance or moderation processes have been completed and there is confirmation that it is ‘safe’ to honour the claim. Replacement costs of any lost original certificates will be the sole responsibility of the candidate. 

CONTINUOUS PROFESSIONAL DEVELOPMENT 

Continuous professional development (CPD) is the process by which all members of the assessment and internal quality assurance team keep up to date with current practice, develop their professional practice and progress into new roles. CPD helps individuals and teams stay interested in their work and motivated to take advantage of development opportunities. staff benefit from a wide range of training courses covering technical skills, management skills and specialist courses related to assessment and internal quality assurance of qualifications. Assessors and IQAs are responsible for ensuring that they maintain their professional practice in the occupational area they are assessing or quality assuring. They must in addition make sure that they are up to date with their assessment and/or internal quality assurance practice. CPD can cover a range of activities including attendance on training and development courses, contribution to local standardisation meetings and moderation processes, attendance at joint assessor and internal quality assurance meetings, self-study, shadowing another practitioner, preparing and delivering to others training and learning sessions on different aspects of the role, membership of relevant network organisations or forums and access to multimedia events. It is important that a record is kept of CPD activities and these should be available for inspection by authorised personnel. Assessors, invigilators and IQAs are reminded of their responsibilities for maintaining records and taking personal responsibility for their own training and development. Maintenance of CPD must be in line with requirement of the awarding organisation and Service needs. The performance review process provides an opportunity for individuals to reflect on their training and development with their line manager and to identify and agree future development and support needs. All formal training is evaluated and results from course evaluations recorded and analysed. 

This policy has been approved & authorised by:

Name:  Aysha Ibrahim Jodie Suant

Position:  Directing Managers

Date: 01/04/2022

Signature: A.Ibrahim J.Suant

Review of Policy: 01/04/2023

Appeals Policy & procedure

The Appeals policy is designed to protect the interests of all candidates and also 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 Aesthetic Academy of Hertfordshire, where applicable
• The assessment decisions made by the Awarding Organisation
• The decision by Aesthetic Academy of Hertfordshire not to support an enquiry 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 Aesthetic Academy of Hertfordshire 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 centre 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, of 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 14 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 

Name: A.Ibrahim & J.Suant

Date – 01/04/2022

Review of police 01/04/2023