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The CIBTAC / SALLY DURANT
Suite of Qualifications in Advanced
Skin Studies and Aesthetics Practice
STUDENT HANDBOOK
2020
INTRODUCTION
This Student Handbook has been prepared to provide you with an important guide to your
CIBTAC / SALLY DURANT qualification.
PLEASE DOWNLOAD AND PRINT OUT THIS DOCUMENT SO THAT YOU CAN REFER TO IT EASILY. IT
CONTAINS INFORMATION WHICH WILL BE NEEDED ON A REGULAR BASIS.
The confirmation of your understanding and acceptance of the information, policies and
procedures as set out in this Student Handbook will form the basis of your Learning
Agreement. You must therefore read this document carefully, with the policies and
protocols to which it refers. These can be found in the Student Learning Zone on our website.
Contents INTRODUCTION .................................................................................................................................... 2
1. COURSE ACCREDITATION .............................................................................................................. 6
2. THE CIBTAC STUDENT HANDBOOK ................................................................................................. 6
3. INTRODUCTION TO THE PROGRAMME ........................................................................................... 6
4. TUTOR SUPPORT ............................................................................................................................... 7
5. THE UNIT AND MODULAR FORMAT OF YOUR COURSE ................................................................. 7
6. TIMESCALES ..................................................................................................................................... 8
7. THE SALLY DURANT STUDENT LEARNING ZONE .............................................................................. 8
8. STUDENT WORKBOOKS.................................................................................................................... 9
9. YOUR E-LEARNING PROGRAMME .................................................................................................. 9
Completing your E-Learning Programme .................................................................................... 9
Internet Bandwidth ......................................................................................................................... 9
IT Support ......................................................................................................................................... 9
10. COMPLETING YOUR E-LEARNING .............................................................................................. 10
The Duration of the E-learning Presentations ............................................................................. 10
11. BOOKING YOUR PRACTICAL TRAINING..................................................................................... 10
Booking your Unit 7 Workshops/CPD Short Courses .................................................................. 11
Attending Practical Training ........................................................................................................ 11
The Professional Presentation and Uniform Policy ..................................................................... 11
The Code of Conduct Policy ...................................................................................................... 12
Models ........................................................................................................................................... 12
12. OUR ASSESSMENT, ASSIGNMENT and EXAMINATION SCHEDULES ........................................... 12
Completion of Student Workbooks ............................................................................................ 12
Multiple-Choice Question Tests ................................................................................................... 12
Written Assignments ..................................................................................................................... 13
Unit 7 Written Assignments ........................................................................................................... 14
Practical Competency Assessments .......................................................................................... 14
Range Statements ........................................................................................................................ 14
Practical Case Studies ................................................................................................................. 14
Portfolio of Evidence .................................................................................................................... 15
Mock Examinations ...................................................................................................................... 15
How to Submit your Coursework ................................................................................................. 15
Plagiarism ...................................................................................................................................... 16
13. YOUR ACTIVITY LOGS .................................................................................................................. 16
Attendance Register .................................................................................................................... 16
14. BUILDING YOUR PORTFOLIO OF EVIDENCE ............................................................................... 17
A Basic Checklist .......................................................................................................................... 17
15. YOUR CIBTAC REGISTRATION ..................................................................................................... 17
Entry for your CIBTAC Examinations ............................................................................................ 18
Scheduling of Examinations ........................................................................................................ 18
Attending your Examinations ...................................................................................................... 18
The Theory Examination ............................................................................................................... 19
The Practical Examinations .......................................................................................................... 19
The CIBTAC Grading System ....................................................................................................... 19
16. CONTACT INFORMATION ........................................................................................................... 20
17. LOGIN INFORMATION FOR THE DIGITAL CHALK E-LEARNING PORTALAND STUDENT
LEARNING ZONE ................................................................................................................................ 21
18. POLICIES, PROCEDURES AND PROTOCOLS .............................................................................. 30
The Tutor Support Policy ............................................................................................................... 30
Coursework Completion and Submission Policy ....................................................................... 31
The Plagiarism Policy .................................................................................................................... 32
Practical Training Booking, Pre-Attendance and Cancellation Policy ................................... 33
Booking Unit 7 Workshops and CPD Short Courses ................................................................... 34
Cancellation Of Unit 7 Workshops and CPD Short Courses ..................................................... 34
Professional Presentation and Uniform Policy ............................................................................ 35
Professional Presentation Policy - All Students ....................................................................... 35
Clinical Uniform for Women .................................................................................................... 35
Clinical Uniform for Men .......................................................................................................... 36
Code of Conduct Policy ............................................................................................................. 38
General Conduct..................................................................................................................... 38
Learning Agreement ............................................................................................................... 38
Attendance at Tutorials ........................................................................................................... 38
Preparation for Training Attendance ..................................................................................... 38
Conduct in the Practical Training Environment .................................................................... 39
Mobile Telephones and Tablets .............................................................................................. 39
Health, Hygiene and Safety (Clinical Training Environment Specific)..................................... 40
General Health and Safety Policy .............................................................................................. 41
The Examination Entry Policy ....................................................................................................... 43
The Extenuating Circumstances Policy ...................................................................................... 44
Policy for Student Inactivity Whilst Studying with Sally Durant Training ................................... 45
Reinstating a student on Digital Chalk ................................................................................... 45
Extenuating Circumstances .................................................................................................... 45
Learning Support Procedure ....................................................................................................... 46
Implementation ........................................................................................................................ 46
Monitoring and Impact Measurement .................................................................................. 46
Internal Verification Policy ........................................................................................................... 47
Interim Sampling ....................................................................................................................... 47
Summative Sampling ............................................................................................................... 48
Sampling Strategy .................................................................................................................... 48
Evaluation and Review ............................................................................................................ 48
Access to Fair Assessment Policy ................................................................................................ 49
Appeals Procedure .................................................................................................................. 49
Definition of an Appeal ........................................................................................................... 49
Before you submit an appeal ................................................................................................. 49
Submitting a Formal Appeal ................................................................................................... 50
Appeal Outcomes ................................................................................................................... 50
Appeals Against CIBTAC Examination Marks ........................................................................ 50
Malpractice Assessment Procedure........................................................................................... 51
Introduction .............................................................................................................................. 51
Learner Malpractice ................................................................................................................ 51
Investigating Alleged Malpractice......................................................................................... 52
Dealing with Malpractice........................................................................................................ 52
Penalties and Sanctions applied by Sally Durant Training Consultancy/Sally Durant Ltd 53
Appeals ..................................................................................................................................... 53
Complaints Procedure ................................................................................................................. 54
Definition of a Complaint ........................................................................................................ 54
Before you Make a Complaint ............................................................................................... 54
Making a Formal Complaint ................................................................................................... 54
Stage One................................................................................................................................. 55
Stage Two ................................................................................................................................. 55
Stage Three ............................................................................................................................... 55
Rights and Responsibilities ....................................................................................................... 56
Data Protection / GDPR Policy ................................................................................................... 57
Introduction .............................................................................................................................. 57
Purposes for Which Personal Data may be Held .................................................................. 57
Sensitive Personal Data ........................................................................................................... 58
Responsibility for the Processing of Personal Data ............................................................... 58
Use of Personal Data ............................................................................................................... 59
Personal Data Held for Equal Opportunities Monitoring Purposes ...................................... 59
Disclosure of Personal Data .................................................................................................... 59
Accuracy of Personal Data .................................................................................................... 59
Access to Personal Data (“Subject Access Requests”) ....................................................... 59
Retention of Records. .............................................................................................................. 60
Equality and Diversity Policy ........................................................................................................ 61
Our commitment: ..................................................................................................................... 61
The law ...................................................................................................................................... 61
1. COURSE ACCREDITATION
The Sally Durant Series of courses are accredited by CIBTAC which is one of the most well-
established UK international awarding bodies. It specialises in high quality beauty therapy,
and education and training in aesthetics. All our courses sit on the OFQUAL framework
which is the overriding governing body for UK qualifications.
You can view information about these two organisations by going to the websites below
www.CIBTAC.com
www.gov.uk/government/organisations/ofqual
2. THE CIBTAC STUDENT HANDBOOK
You can learn all about CIBTAC and their courses in the CIBTAC Student Handbook which
also contains information you may find useful as you progress through your course and
prepare to take your examinations.
This document is available for you to download from the Sally Durant Student Zone on
www.sallydurant.com.
3. INTRODUCTION TO THE PROGRAMME
Please make yourself familiar with all aspects of the content in this document, the Learning Zone and how to log in to your learning on Digital Chalk. This is to ensure that we can
provide you with absolute clarity in regard to how you should complete your course and
what is expected of you in relation to your course work, practical training, assessment, case studies, assignment completion and examinations schedules.
Our courses are designed as self-directed study which means you will study in your own environment (i.e. at home/work but not at our premises) for all theory. We are not a college and do not offer a classroom environment to undertake your theory. If you are studying any courses that have a practical element, once you are ready to submit work for marking we
will liaise with you to assist in the preparation for your practical training, which in light of changes due to the current pandemic, may be undertaken at one of our training clinics and/or via zoom.
We also ask you to pay particular attention to our procedures, policies and protocols. These
guidelines are designed to provide clarity for students and to ensure a consistency of
standards in course delivery and completion. Updates will be posted on the Learning Zone on our website. It is your duty of care to ensure you keep up to date and we encourage you to visit the learning zone to keep yourself informed.
4. TUTOR SUPPORT
Our tutors will be happy to help you in the following ways:
• support, motivate and mentor you throughout your course
• answer any questions you may have
• provide learning support for any elements of the course you may find difficult
• liaise within you on the completion of your course and assessment schedule
• assist you in the compilation of your Portfolio of Evidence
Please contact: [email protected]
5. THE UNIT AND MODULAR FORMAT OF YOUR COURSE
To provide flexibility for students and to enable the sequential completion of our
qualifications, all our courses are divided into separate Units. There are six units currently in
our Level 4 Qualifications. These are:
• Unit 1 / SDT01 Core Knowledge for Aesthetics Practice
• Unit 2 / SDT02 Advanced Skin Science
• Unit 3 / SDT03 Investigative Consultation and Advanced Skin Assessment
• Unit4 / SDP01 Chemical Skin Peeling
• Unit 5 / SDP02 Micro-Needling
• Unit 6 / SDP03 Blemish Removal
Each of these Units is subdivided into smaller Modules according to their subject matter
and each has its own:• Student Workbook containing your course notes
• section on the e-learning platform
• assessment/assignment schedule
• case study assignment (for practical units only)
Please refer to the Qualification and Unit Guide which you will find in the Student Zone on our
Website.
6. TIMESCALES
As part of your Learning Agreement, when enrolling, you agreed a maximum time scale for the completion of your course, and with this in mind, we suggest setting yourself a schedule for completing each Unit of study. This will provide you with set targets for the submission of
your coursework and attendance for your practical training.
The Course Completion Schedule and Achievement Calendar is designed to help you
structure your study time. You will be able to schedule the completion of you course in a
way that fits around the time you have available. It will be important to balance you study
with your work, family and social commitments. While our emphasis is on flexibility, we will
expect you to complete a minimum of 6 hours study time per week. This should equate to
one Module of study per week. This commitment will help you to meet your targets so that
you can gain your qualification. You will be advised of your examination dates in line with
your course completion schedule.
As your study is self-directed, you can of course adjustment your schedule at any time and make alterations in your Course Completion Schedule in line with our Course Completion
Policy which you will find later in this Handbook.
Please note that any adjustment to your schedule could result in the postponement of your
examinations. Bear in mind that you are required to complete your course within the
following time constraints
A Level 4 Award 6 months
A Level 4 Certificate 12 months
A Level 4 Diploma 18 - 24 months
7. THE SALLY DURANT STUDENT LEARNING ZONEThis is provided to you via our website www.sallydurant.com. You will be given a login
password to access this. You must not share this password with anyone.
This password will be changed periodically you will be notified by our administrative staff
when these changes occur but if you lose the number or cannot remember it, please
contact our administrative staff at [email protected]
The Student Zone contains additional information and resources which will support you. This
will include
• Instructions for access to the E-Learning Portal and completion of your OnlineModules
• Sally Durant Student Handbook
• CIBTAC Student Handbook
• Sally Durant terms and conditions
• uniform order forms
• The assessment specification for your chosen course and
Assignment Briefs
• Specific product/equipment you will be required to purchase for your case studies
8. STUDENT WORKBOOKS
The Student Workbook for each Module (or Section of a Module) must be downloaded from
Digital Chalk and printed out. Please keep it safe in a ring-binder folder of your own. Your
Student Workbook accompanies the online Presentation and contains the underpinning
knowledge of the Module and some information about the Module. The content will follow
your e-learning Presentations in the same way as if you were attending a personally
delivered lesson. You will be asked to complete tasks and answer questions in your Student
Workbook as part of the Module and you can add in any notes, supporting information or
research you gather in the process of your learning.
As you will be required to present your printed Student Workbooks as part of your Portfolio of
Evidence at your examination, it is essential that you complete all the sections and tasks
required. The Student Workbooks will not be given a grade but must be completed and
presented for inspection when you take your final examinations.
Please write your name on the front of the Student Workbook as soon as you have printed it
out.
9. YOUR E-LEARNING PROGRAMME
Completing your E-Learning Programme
You will be provided with your e-learning programme through the online portal which is
accessed in the Student Learning Zone area on our website www.sallydurant.com. This
facility is supplied by an international organisation called Digital Chalk and you will have
been provided with your login details when you were enrolled. Keep your password secret
and do not allow others to access your course as this will impact on your own completion
record and is against our terms and conditions.
NB Your Digital Chalk Login details are separate to the password for the Student Learning
Zone.
Internet Bandwidth
The e-learning portal caters to varying Internet bandwidth and will adjust where there is a weaker Internet signal or if you are in an area where many people are online.
IT Support
If you have any difficulty accessing your e-learning Modules, please contact
Email address [email protected]
10. COMPLETING YOUR E-LEARNING
The Duration of the E-learning Presentations
Each Module takes an average 6 hours to complete depending on your own learning style
and prior knowledge. This time includes note taking, question/answer, consolidation
exercises, revision and a Multiple-Choice Question Test.
Some Modules are split into 2 or 3 sections, some of which have several parts, and, in such
cases, you will need to multiply this time by the number of sections and sub sections in each
module.
e.g.
1. If a Module has 1 section, then it will take approximately 6 hours to complete.
2. If a Module has 2 sections, then it will take you on average 12 hours to complete.
3. If a Module has 2 sections and the first section has 2 parts, then this will be regarded as
having a total of 3 sections and will take you approximately 18 hours to complete.
You can view the online presentations as many times as you need while you are completing
the course, but you will be unable to progress from one Module to another without passing
the MCQ Test for each. After taking the tests, you will still be able to review past Modules on
the e-learning system until you have completed your final examinations.
Once you have completed a full Unit, it will move to the ‘Completed Courses’ section the
tab which can be seen on your home screen in the top left-hand corner.
11. BOOKING YOUR PRACTICAL TRAINING
Please book your practical training days with our administrative staff. You can book these
sessions directly with the administrative team at [email protected].
Before you attend any practical element of your course, you must have completed all the
Online Modules in the Unit including the MCQ Tests and have filled in all sections of your
Student Workbook.
IMPORTANT Please refer to The Sally Durant Practical Training Document – Booking Pre-
Attendance and Cancellation Policy and our Extenuating Circumstances Policy
Booking your Unit 7 Workshops/CPD Short Courses (Optional Study)
Please liaise with us if you wish to add these to your course, or if you wish to book any events offered as part of this optional unit, or as CPD short courses.
We will initially book your place on the workshops or courses of your choice when you express an interest to attend. This booking will be confirmed as soon as the student numbers
are known to be viable (this is because some of our speakers will stipulate a minimum
number of students to make their attendance cost effective). The courses will be confirmed
at least 14 days prior to the event date.
As places on these events can be very limited, it is necessary to implement a cancellation
policy. It is required that we receive any cancellation notice in writing within 14 working days prior to the event.
IMPORTANT Please refer to The Sally Durant Practical Training Document – Booking Pre-
Attendance and Cancellation Policy and our Extenuating Circumstances Policy
Attending Practical Training
At Sally Durant Training, we are committed to standards of clinical excellence and we
require all our students to reflect these standards at all times.
All students engaged in practical training and practical examinations will need to adhere to
the following policies whenever attending practical training and examinations.
The Professional Presentation and Uniform Policy
Our Professional Presentation and Uniform Policy provides a mandatory standard of dress
and personal appearance aligned to the stringent requirements of a medical aesthetics
practice. The requirements for your clinical uniform are set out very clearly in the policy, as is
the code of dress for non-clinical classes which should equally reflect a smart and
professional image.
Please refer to The Professional Presentation and Uniform Policy which is explained later in this
Student Handbook and in the Sally Durant Student Zone.
IMPORTANT All Sally Durant Centres reserve the right to
• ask students to re-book their practical training and examinations if they fail to present
themselves in accordance with the Sally Durant Professional Presentation policy as specified
in this document
• make an additional charge for re-booked practical training, mock examination or formative
assessment day at a daily rate. (Please contact us for the latest information about the cost of
this charge.)
• Any student who needs to re-book an external examination, will have to pay an additional
examination fee to CIBTAC in line with the CIBTAC Examination Fee Schedule.
The Code of Conduct Policy
Please refer to The Code of Conduct Policy which is explained later in this Handbook and in
the Sally Durant Student Zone.
IMPORTANT All Sally Durant Training Centres reserve the right to exclude a student from the
training environment if their code of conduct contravenes this policy, disrupts the training or
if they are abusive towards any member of staff, fellow student or client.
Models
When you complete your practical training, you will work on models, and it is important to note that you are required to bring your own models with you. There will be a charge for each model who attends. You will need to book your models in with our administrative
team at [email protected].
12. OUR ASSESSMENT, ASSIGNMENT and EXAMINATION SCHEDULES
A guide for each Unit is included with your Student Workbook and you should refer to this so
that you know exactly what you need to do to complete each Unit successfully. However, in
general, your Level 4 Course will be assessed in some, or all, of the following ways: • completion of Student Workbooks
• online Multiple-Choice Tests (taken at the end of each Module)
• written assignments
• practical competency assessments
• practical case studies
• Portfolio of Evidence
• mock examinations
• CIBTAC written examinations (MCQ Tests)
• CIBTAC practical examinations
•
Completion of Student Workbooks
Using your Student Workbook to accompany the e-learning Presentations will provide you
with an interactive series of lessons. As part of this, you will be asked to complete various
tasks, questions, research exercises and to make additional reference notes. These must be
evidenced in your own folder with the printed Student Workbook as part of your Portfolio of
Evidence. The completion of the Student Workbook will be monitored and checked to make
sure they have fully completed but it will not be formally marked. We ask that you provide
your own ring-binder folder and keep your work safe.
Multiple-Choice Question Tests
MCQ Tests are taken at the end of each Module. These tests have been designed to be
completed as an ‘open book’ exercise, meaning that you can use your notes if you wish in
order to consolidate your learning. However, we strongly advise you to learn and revise the
content of each Module before taking the test and answer as many questions as you can
from memory. In this way, you will be more fully prepared for your final CIBTAC examinations
which are conducted under formal examination invigilation. You may check your answers
before you submit your Test.
There is no time constraint on the completion of the MCQ Tests, but you will need to
complete them in one sitting otherwise the system will generate a final percentage mark
even though your work is incomplete.
Our MCQ Tests are marked automatically and your result should be seen immediately. Keep
a record of your marks in your folder with your Student Workbook. You will require a minimum
mark of 70% to pass each test but if you do not achieve this on the first attempt you can
retake the test a further 2 times. You should allow at least one hour for taking each test.
If you have not passed the test after two attempts, then you should contact us to discuss your
areas of difficulty before taking the test for the third time. If this attempt is unsuccessful, then
the system will record you as having failed, and any further progress will be prevented.
Once a test has been passed, you will be able to progress to the next Module. You will still
be able to revisit the e-learning presentations for that Module after you have passed the test
to help you to revise for your final examination.
Written Assignments
Level 4 coursework will require you not only to demonstrate your understanding of the
information but also how this knowledge may be interpreted or applied to further study or to
practical situations.
In any written work, including your Case Study assignments, you will need to construct your
answers in formal prose style. You must write an essay including an introduction, discussion
and conclusion. Notes or bullet points will not be acceptable. (Please refer to our Guide to
Academic Writing which you can find in the Student Learning Zone.) This requirement is in
compliance with Ofqual’s assessment methodology for Level 4 qualifications.
All written coursework must be submitted in electronic form to the designated email address:
Your work must be in Word format (NOT as a PDF or JPEG). We will confirm receipt by sending
you a return message. A tutor will then mark your work and return it to you with any
comments or amendments that need to be made. If s/he feels that you need to correct or
extend your answers, your work will be returned to you and you will be asked to resubmit your
work by an agreed date.
ONCE YOUR WORK HAS BEEN PASSED, YOU MUST PRINT IT OUT SO THAT IT CAN BE PRESENTED
IN A FOLDER WITH YOUR STUDENT WORKBOOKS. THIS WILL FORM YOUR HARD COPY
PORTFOLIO OF EVIDENCE AND WILL BE PRESENTED TO THE CIBTAC EXAMINER.
PLEASE NOTE If you wish to include images in your answers, these can be copied into the
document providing they do not contravene GDPR or copyright laws.
ALWAYS SAVE YOUR WORK. Make sure that you always save your work on your computer as
you progress AND on a portable hard drive, back up device or in the Cloud. Work that is lost
through any technical problem will need to be done again.
Unit 7 Written Assignments
Unit 7 The Principles and Practices of the Medispa Sector is an optional part of the Level
Diploma in Advanced Skin Studies and Aesthetics Practice only, and can be purchased for an additional fee.
This Unit requires you to complete 2 written assignments of 2,000 words each. In the
completion of these pieces of work, you will be required to research and correlate a broad
information base to enable you to compose a comprehensive written account of the
subject being studied.
The Assignment Briefs for this Unit can be found on the Student Learning Zone. Please refer to
our Guide to Academic Writing on The Student Zone.
YOU MUST SUBMIT THIS WORK FOR MARKING IN ELECTRONIC FORMAT. ONCE IT HAS BEEN
MARKED, YOU MUST PRINT IT OUT AND INCLUDE IT IN YOUR PORTFOLIO OF EVIDENCE.
Practical Competency Assessments
Each time you attend a practical training day, your tutors will be assessing the way you
administer the treatments. Initially, this will be in order to provide you with constructive
feedback and to help you to refine your skills. The documentation of these assessments,
together with the treatment records you compete for each client, will provide a vital part of
your Portfolio of Evidence and will illustrate the development of your proficiency.
Range Statements
For each Unit, throughout the assessment process, you will be required to evidence your
proficiency in all the Range Statements of the curriculum.
Range Statements relate to all the different techniques, pieces of equipment, product
formulations or skin types that must be evidenced in your Portfolio for each Unit. (Please refer
to the Range Statement Documents for each Unit on the Student Learning Zone).
Practical Case Studies
Each Unit which requires a practical treatment will require you to complete a series of Case
Studies. These will also be measured against the Range Statements for each treatment and
will form part of your Portfolio of Evidence.
You may complete your case studies from your place or work, from a clinic which is
prepared to provide you with a room or engage you on work experience basis, or you may
request to complete your case studies at a Sally Durant affiliated training centre by
individual arrangement. Please note that you will need to provide your own models, and
there will be a charge for this provision.
If you do not already have the products or equipment required to complete these case
studies, you will need to purchase them from us directly.
All students are responsible for their own Professional Indemnity and Public Liability
Insurance.
Portfolio of Evidence
This is your opportunity to showcase all that you have achieved during your course. The
process for building your Portfolio will be on-going as you compete each element of your
qualification.
The Portfolio Building Guide is available for you to download from the Student Learning Zone.
Please Note that failure to submit a fully completed portfolio at your CIBTAC Examination will
result in the Examiner excluding you from any element of the examination schedule.
If your Portfolio of Evidence does not pass the scrutiny of the CIBTAC examiner, you will be
able to resubmit your exam registration for the following schedule, but this will incur a further
payment CIBTAC examination fees. (Please refer to our Examinations Secretary regarding
CIBTAC examination fees.)
Mock Examinations
For each practical course, you will be required to compete a full mock examination. This will
give you the opportunity for a trial run through the examination schedule exactly as it will be
on the day of your final CIBTAC examinations. You will be marked against the same mark
sheet used by the CIBTAC examiner and will therefore gain a real insight into the areas where
you excel and those which need improvement. You will be required to supply your own model(s) for which a charge will be incurred.
How to Submit your Coursework
You must submit your coursework in Word format, saved with your name, and then email it to
ALL WORK MUST BE SUBMITTED BY THE DUE DATE. Failure to do so will result in a capping of
your grade at Pass only. Please refer to our Coursework Submissions Policy.
Please ensure that you label all pieces of work with the Unit Number/Code so that they can
be identified when your Portfolio of Evidence is reviewed.
All coursework will be marked by a tutor who will complete a Marking Sheet which will show
their comments and the result, in line with the Assessment Specification for the Unit.
Work will be assessed on a Pass or Referral basis. If you are required to make corrections or
additions to your work, you will need to re-submit the amended version for re-marking.
Please highlight all additions or amendments to your work by writing in a different colour text
or using the highlight block tool on your computer.
Once the tutor has completed the marking of a piece of work and passed it, they will email
a PDF version of the Workbook and the Marking Sheet back to you. You must then print out
your work and store it in the Portfolio of Evidence in your folder.
You must catalogue your work in separate Assignment/Assessment sections of your own Unit
folder. Please label each piece of work clearly in line with specific Unit guidelines. Ensure
your name is clearly marked on the front of the folder.
Plagiarism
When completing all coursework, you must put information into your own words. Exceptions
to this may be given if the accuracy of the information would be altered or if you are
quoting from an independent resource. When quoting directly from a source, quotation
marks must be placed around the text and a designation or reference to the author must be
provided.
You must not copy and paste information from the internet or from any other digital source
unless the exercise specifically states that you may do so (as in some cases for Core
Knowledge). If the person marking your work suspects plagiarism, then you will be asked to
do the work again.
Please refer to our Plagiarism Policy in the Student Zone
13. YOUR ACTIVITY LOGS
As part of your Portfolio of Evidence, and to satisfy the requirements of the CIBTAC
examination programme, you need to maintain your Record Logs.
The Student Hours Log will evidence the number of hours you spend in the completion your
course (both theory and practical, privately and at the training centre). You must
complete this each time you:
• complete any element of the e-learning programme
• work on your Student Workbook tasks
• revise or review your work
• complete the MCQ Tests
• work on your Assessment Workbooks or Assignments (including research)
• work on writing up your Case Studies
• work on building your Portfolio of Evidence
• other activities such as attending conferences or seminars (evidence of your
attendance to these activities will be required)
The Practitioner Log is on ongoing requirement for all professionals working in healthcare and
should document the details of all the treatments you complete.
The formal recording of all daily professional activities carried out by practitioners is a
mandatory requirement of the regulatory bodies, including the JCCP. Thus, in your work as
an aesthetics practitioner, and in order to comply with JCCP registration requirements, you
will need to keep your Practitioner Log. For the purposes of your course, this will serve as
evidence of the time you spend on the delivery of treatments and provide an additional
record of the Range Statements you have covered.
The Templates for your Record Logs can be downloaded from the Student Learning Zone.
Attendance Register Whenever you attend the training centre for your practical training, assessments or
examinations, a tutor will record it.
14. BUILDING YOUR PORTFOLIO OF EVIDENCE
The Portfolio Building Guide on the Student Learning Zone will provide you with detailed
information on the required contents of your Portfolio of Evidence. This is an important
element of your examination as it will be presented to the CIBTAC examiner. You will not be
allowed to take your examinations if your Portfolio of Evidence is incomplete or not up to the
appropriate standard.
A Basic Checklist
• a contents’ page
• your C.V.
• CIBTAC qualification completion sheet (provided and signed by SD Team)
• Sections for each Unit should include
- Unit Completion Log which summarises all your coursework results and MCQ Test
marks
- all marked written coursework
- completed Range Statement Overview
- indexed practical treatment and assessment documentation
- marked Case Studies
- your mock examination results
- your Private Study Log
- your Practitioner Log
- your Practical Attendance Record
Your Student Workbooks will also be presented to the examiner for inspection.
15. YOUR CIBTAC REGISTRATION
If you have never taken a CIBTAC qualification before, you will be registered as a
CIBTAC candidate before you sit your exams. This will generate your lifetime CIBTAC
candidate number, which you will be able to use for any future qualifications you might take,
whether this is with Sally Durant or any other CIBTAC centre.
If you have already completed a CIBTAC qualification, you will have an existing
number. Please let our examination team know what this number is so that we can record
this in your file by emailing [email protected].
If you cannot remember your number, we can request it from CIBTAC for you. Please contact
Sue for assistance with this.
Entry for your CIBTAC Examinations
No coursework will be accepted later than 4 weeks before your examination date.
Once you have committed to your examination schedule you will need to pay
your examination fees before we register you. If you do not pay your fees prior to the
deadline date but subsequently choose to be entered, a late registration fee will be incurred
by CIBTAC.
CIBTAC review their Registration and Examination Fees annually and so the amount you were
quoted when you enrolled may change.
CIBTAC will not refund examination fees once they have been paid so you need to be
committed to completing the course in time for the examination. If you do defer or cancel
your examination, you will lose the fees and must pay again for the next examination
schedule unless there is a case for appeal. Please see our Policy on Extenuating
Circumstances.
Scheduling of Examinations
The week of an examination schedule is identified months in advance. We ask that you
ensure that you keep your diary free for that entire week until such time as we are notified of
the exact examination schedule. It is not possible for CIBTAC to put the schedule together
and book the examiner until we have submitted our candidate list and all fees are paid.
Therefore we require your full commitment 12 weeks in advance: we want to give all our
students as much forward planning time as possible.
While every attempt is made to design an examination timetable which will suit
everyone, please bear in mind that it may not be possible for all your examinations to be on
the same day.
Please refer to our CIBTAC Examination Entry and Schedule Policy and
Extenuating Circumstances Policy both of which can be found will in the Student Learning
Zone.
Attending your Examinations
You will be guided through the processes of preparing for, and completing, your CIBTAC
examinations as you approach your chosen schedule.
When you attend your examinations, you will need to present a form of photo ID such as your
passport or driving licence. Your Portfolio of Evidence, including the completed Student
Workbooks for each Unit, must be made available for the CIBTAC examiner to inspect.
PUNCTUALITY TO YOUR EXAMINATION IS ESSENTIAL.
YOU WILL NOT BE ALLOWED INTO THE EXAMINATION IF YOU ARRIVE LATE.
The Theory Examination
The CIBTAC/SALLY DURANT theory examinations consist of multiple-choice questions. These
are ‘closed book’ examinations and will be formally invigilated by a CIBTAC/SALLY DURANT
examiner. It is therefore vital that you learn all elements of the course thoroughly before
taking your examination.
You will need to bring a pencil, rubber and pencil sharpener to your examination.
You will find a Guide to CIBTAC Examinations on the Student Learning Zone,
The Practical Examinations
The CIBTAC Practical Examination represents the traditional rigor of a formal externally
examined process, so we will not enter you for any practical examination until you have successfully passed your mock examination. This is to ensure that you are fully prepared
and we will of course support you throughout. You will have competed a trial run of the
examination process in your mocks and it is important that you take on board any
suggestions from your tutors for areas where improvements need to be made.
Details of theory and practical examination procedures, marking schemes and timings can
be found in the Student Learning Zone.
The CIBTAC Grading System
All examinations are completed at your CIBTAC / SALLY DURANT Centre. The marks you
gain will result in you being awarded a Pass, Merit or Distinction within the following
percentage bands:
Pass 60% 74%
Merit 75% – 84%
Distinction 85% 100%
16. CONTACT INFORMATION
Tutor Support
Email: [email protected]
Marking
Email: [email protected]
IT Support
Email address: [email protected]
Examinations Team
Email: [email protected]
17. LOGIN INFORMATION FOR THE DIGITAL CHALK E-LEARNING PORTALAND STUDENT LEARNING ZONE
This document provides you with the instructions you will need to complete your course.
1. information concerning how to access your e-learning presentations via the Digital
Chalk portal and take your Multiple-Choice Question Test
2. information concerning how to access and use the Student Learning Zone which
contains information, assessment and assignment documentation and other support
materials
If you have any problems, please contact [email protected]
STEP 1 ACCESSING DIGITAL CHALK
Visit www.sallydurant.com and click on the box entitled ‘Learning Zone’ and then on the
tab on the Learning Zone entry page as shown below.
STEP 2
Enter the Learning Zone password you have been given.
(This is different to your Digital Chalk login password.)
STEP 3
You will now have the option to access either your Digital Chalk or the Student Learning
Zone
Just click on the icon of the section you wish to go to – in this case Digital Chalk.
STEP 4 DIGITAL CHALK ACCESS – COURSES FOR COMPLETION
To access your Digital Chalk account, you must enter your email address and Digital
Chalk password which you will have been given following your enrolment.
The courses you have enrolled on, and have not yet completed, will be displayed on the
screen, in the tab labelled Current Courses. Here you will find all your e-learning
presentations, Multiple-Choice Question Tests and, where applicable, associated notes or
other support documents.
Select the course you wish to do by clicking on the image tab.
STEP 5 VIEWING YOUR COURSES
A list of all the course elements will appear on your screen.
A yellow arrow will indicate the first element to be completed, starting with the
Presentation for Module 1 followed by the Multiple-Choice Question Test for that section
and then the Assessment Workbook for the Unit. Presentations and tests will then
alternate through the course.
Click on the icon to the left of the element title to open that element. You will be able to
go back to previous Modules, but you will not be able to access the next Module’s
Presentation until you have passed the previous test.
STEP 6 PLAYING THE PRESENTATIONS
Once you have clicked on the icon for the course element, you will see the video screen.
Click on the arrow to start the video playing, making sure you have your sound turned on.
We strongly recommend that you use headphones as this will help with focus and
concentration.
On the left side panel, you will see ‘chapters’ which will mark different points in the
presentation so that you can go straight to the point where you left of on your previous
session. You can use these chapter points to rewind the presentation or alternatively you
can use the slider bar at the base of the screen to forward and rewind the slides. You will
need to pause the presentation in order to use this function. You can make the video
play in full screen by clicking on the crossed arrows on the bottom right of the screen.
You can view the online Presentations as many times as you wish while you are working
on your course but you will be unable to progress from one Module to another without
passing the Modular MCQ Tests for each (see below).
STEP 7 TAKING YOUR MCQ TESTS
You will see Multiple-Choice Question Tests at the end of most Modules. They are set to a
pass mark of 70% and are marked automatically so you will get your result straight away.
If you don’t succeed in achieving the pass mark first time, you will be allowed to retake
the test a second time and third time if necessary. The system will allow you to view your
answers to the test and what the correct answer should have been. It will then mix up the
questions and answers for each retake so that your knowledge is properly retested.
If you find that you have not successfully achieved the pass mark on your second
attempt, we advise you to contact a Sally Durant Tutor for support by emailing
Please note that you can use your notes to complete these tests but if you want to
prepare yourself fully for your examination you should revise your work before attempting
the questions and answer them from memory. You can check your answers before
submitting your Test.
Please be aware that while there is no time constraint for the completion of the MCQ
Test, you must answer all the questions in one sitting. If you log out of the test before you
have finished, the system will award you a score based only on what you have
completed. This could mean that you will fail the test or, at best, not achieve the mark
you are capable of.
RECORDING YOUR TEST RESULTS
You should record your test results in the Assessment Mapping Log provided to you on the
Student Learning Zone and keep this in your Portfolio of Evidence. It will need to be
shown to your CIBTAC examiner.
Please ensure that these records are completed in digital copy and are accurate. You
will need to email these to a tutor who will then check them prior to your examination in
order to validate your records.
The following is copy of one question from a MCQ Test so that you can see how they are
designed.
STEP 8 VIEWING COURSES YOU HAVE COMPLETED
When you have successfully completed and passed all elements of a Unit, it will be
moved into the ‘Completed Courses’ area of the Digital Chalk portal.
You will still be able to access and view the Presentations. You will also be able to see
all your completed Presentations and test results by clicking on the icon with the √
sign showing your test percentage mark for the entire Unit. This is illustrated on the
second image below where you can see that you can choose to re-watch the
chalkboard (which is the audio/video Presentation) and review your tests.
ACCESSING THE STUDENT LEARNING ZONE
REPEAT STEPS 1 AND 2 AS BEFORE
STEP 3
You will now have the option to access either your Digital Chalk or the Student Learning
Zone.
Click on the icon of the section you wish to go to – in this case, select the Student
Learning Zone.
You will then see the options for viewing our Careers and Noticeboard information,
accessing document downloads for each Course/Unit of a Course, our student
Facebook Forum and a section of General Information which contains, among other
documents, the Sally Durant Student Handbook which provides essential information.
STEP 4 DOWNLOADS
In the Downloads section, you will see icons for each element of the Sally Durant Course
Portfolio. Click on the icon of the section that applies to you and the course on which
you are enrolled.
It is vital that you spend some time familiarising yourself with the content of this section, as
important information and essential resources can be found here.
This includes
- Assignment Briefs
- Assessment Workbooks
- Case Study Briefs
- Consultation and Course Documents
- Client Assessment Documents
- Information Resources
If you need assistance or guidance please contact [email protected]
The CIBTAC / SALLY DURANT
Level 4 Qualifications in Advanced
Skin Studies and Aesthetics Practice
STUDENT HANDBOOK PART 2
POLICIES, PROCEDURES AND PROTOCOLS
18. POLICIES, PROCEDURES AND PROTOCOLS
The Tutor Support Policy
Failure to attend a formal appointment to speak to a tutor without 24 hours’ notice will be
documented in your Tutorial Log and so reflected in your Portfolio of Evidence.
Confidentiality
Students may request elements of their discussion with a tutor not to be recorded in the
Tutorial Log. Privacy will be respected, unless any information is disclosed that may
compromise compliance with the Awarding Body’s Policy for the completion of the
qualification or the integrity of the tutor.
Coursework Completion and Submission Policy
This policy is designed to ensure all students are achieve their qualification within their
selected time frame.
• The standard Course Completion Schedule will be based on the completion of one Module per week or four Modules per calendar month. Tutors are able to monitor
each student’s progress via the Digital Chalk tracking facility and may prompt those
who are not progressing as scheduled.
• All students must adhere to their completion timeframe and submit their final work
digitally on or before the completion date. Students may request extensions for the
submission of work, but this must be reflected in the overall timeframe and will result in
a potential postponement of their examination schedule.
• Failure to submit work within the timeframe without prior arrangement will result in a
Pass mark regardless of the quality of the answer.
• A subsequent submission date can be arranged but this extension must be reflected in the overall timeframe.
• Final coursework will be accepted 4 weeks prior to an examination schedule. Please refer to The Extenuating Circumstances Policy.
• At no time will a backlog of coursework be accepted without an extension of the Course Completion Schedule.
The Plagiarism Policy
Plagiarism is the act of presenting someone else’s ideas or work as your own, without
acknowledgment.
Written work
All written work you submit for assessment must be written by you and not by anyone else,
either in whole or part. You can use the work and ideas of others, but you must clearly
indicate this by referencing your sources, but this cannot represent more than an incidental portion of your submission. You will need to use the rules of the specified academic
referencing style. You must not:
• copy text from any source without quoting the source
• copy the work of another student, past or present
• copy tables, diagrams, photographs or pictures without acknowledging your sources
• use clinical data and statistics without acknowledging your source.
• use the exact notes or words of tutors from lectures, presentations, videos or tutorials
• use the ideas or words of your fellow students or those of past students
• paraphrase too closely from any text - you must always put content into your own
words, as far as it is possible to do so.
• use downloaded text from the internet or that exchanged on social networks
• use the work of others which can be bought from the internet or any private
individuals
Practical work
All practical Case Study work submitted for assessment must have been performed and fully
documented by you.
Any of the work you submit must be your own work, and you will be asked to sign our policy
declaration which will be presented to the examiner upon completion of your studies, confirming that you are clearly verifying that you understand what this means, and that you
have abided by this policy throughout your studies, and that all work submitted is your own.
Practical Training Booking, Pre-Attendance and Cancellation Policy
Booking your Practical Training
In your Course Completion & Achievement Schedule you will have devised a schedule for
your course completion, and this will include target dates for attending your practical
training. Please email us if you wish us to book you onto your selected practical training
dates on the basis that you complete the underpinning knowledge for each unit BEFORE
you attend.
Preparation for Practical Training
Before you attend the practical training days for any of the Units, you MUST have completed
• all elements of the e-learning programme for the Unit
• the notes, tasks and written exercises in the Student Workbook
• The MCQ Test for each Module of the Unit and they must have been passed at a
minimum of 70%
Confirming your Practical Training
Four weeks prior to any scheduled practical training, please confirm that you will have
completed and submitted your coursework for the Unit on time and confirm that you will be
attending on the appointed day.
Cancellation of Practical Training
If you find that you are unable to complete your coursework for the Unit prior to the agreed
training date, you can cancel with four weeks’ notice (28 days) without charge.
Notice of cancellation of a practical training session which is given less than 28 days before
the date of the training will incur a charge which will be payable before any further
practical training can take place. In the case of illness, a doctor’s certificate will be required
to avoid this charge being made.
Booking Chargeable Workshops and CPD Short Courses
All chargeable Workshops and CPD Short Course bookings are to be made via email.Places on these events will initially be made when there is an expression of interest to attend
and will be confirmed as soon as the student numbers are known to be viable. This
confirmation will be made at least 10 days prior to the event date.
Cancellation Of Workshops and CPD Short Courses
Notice of cancellation of a Workshop or CPD Short Course must be given within 7 working
days. Failure to cancel within this time scale will mean that you forfeit the rights to any refund and you will be charged for your subsequent re-booking at the applicable rate.
Professional Presentation and Uniform Policy
We are committed to standards of excellence and our appearance and uniform policy is
an extension of this commitment.
All delegates engaged in practical training and practical examinations will need to adhere
to the policy whenever attending practical training and examinations.
Please Note
We reserves the right to:
• ask delegates to re-book their practical training and examinations if they fail to present
themselves in accordance with our Professional Presentation policy as specified in this
document
• make an additional charge for re-booked practical training, mock examinations or
formative assessment day
• require any delegate, who needs to re-book an external examination, to pay an
additional fee to us as per our terms and conditions, and to CIBTAC in line with the
CIBTAC Examination Fee Schedule
Professional Presentation Policy - All Students
Clinical Training
- Uniform is not to be worn outside the training centre and so all delegates must
arrive and leave in their own clothes in line with normal clinical practice.- You will need to wear a name badge to all training, mock examinations and to
the final external examination. If you lose your badge, you will be required to
replace it.
- In accordance with equality and diversity legislation, in the case of a request for
the uniform policy to accommodate cultural or religious needs, please explain
your requirements to us for due consideration.
Non-Clinical Training
If you are attending a theory class or seminar, we request that you dress smartly, and in a
manner appropriate to a professional working environment.
Clinical Uniform for Women
Uniform
• white tunic
• grey trousers or skirt
Shoes
• colour to be specified by us• enclosed – no sandals, peep-toe or flip flops
• flat or low-heeled
• no trainers/sports shoes
• no boots/Hush Puppies
• clean and to be worn inside the training centre
only
Hosiery
• sheer flesh-coloured tights are to be worn with a skirt
• sheer flesh coloured ‘pop-socks’ must be worn with trousers. No thick opaque
tights/socks or woollen socks will be accepted
Hair
• must be neatly secured back from the face if above shoulder length
• must be taken up and secured in a bun or pleat if shoulder length or longer
• no casual pull-up and scrunch styles
• no trailing hair
Nails
• short, clean and unvarnished
• gel polish may be worn but the gel must be clear, and nails must still be clean and
short
• anyone wearing gel polish will need to wear disposable gloves
Jewellery
• removed before entering the treatment area/room• no bracelets or watches on the wrists but fob watches can be worn
• no rings (except for plain wedding rings if they cannot be removed)• no neck chains
• earrings must be of the stud-type, not drop-type, and one or two sets of earrings maximum
• new piercings will need to be covered with surgical tape
Make-Up
• Make-up may be worn, however this would need to be discreet, to a professionally applied standard, resembling light day make-up only
Clinical Uniform for Men
Uniform
• grey trousers
• white tunic
Shoes
• black
• enclosed – no sandals
• no trainers/sports shoes
• no boots/Hush Puppies
• clean and worn inside the training premises only
Socks
• plain black or dark grey
Hair
• must be neatly secured back from the face if likely to trail forwards and tied back if
longer than shoulder length
Beards
• must be clean and neatly trimmed
• for beards longer than 2cm, a surgical mask must be worn during clinical sessions
Nails
• short and clean
Jewellery
• must be kept to a minimum
• no bracelets or watches on the wrists but fob watches may be worn
• no rings (except for plain wedding rings if they cannot be removed)• no neck chains
• earrings must be of the stud-type, not drop-type, and one or two sets of earrings maximum.
• new piercings will need to be covered with surgical tape
Code of Conduct Policy
We are committed to standards of excellence and our code of conduct policy is an
extension of this commitment, underpinned by professional ethics, legislative and regulatory
compliance and respect for others.
General Conduct
In all elements of their course completion delegates should:
• conduct themselves in a courteous, polite and respectful manner towards all members of our team, fellow students and clients whether this is by phone, email or
when speaking in person
Course Completion & Achievement Schedule
• All students are recommended to regularly complete a Course Completion & Achievement schedule throughout their studies. This will enable the student to
clarify all requirements for completing the course and to formulate a schedule to achieve within the time scale agreed when enrolling.
• While the Schedule is not binding and can be amended as required, it will truly assist in the student learning journey
Attendance at Tutorials
• A student may contact our tutor email address for support and guidance at any
time during their course
• It is the responsibility of each student to attend any pre-arranged appointments to speak to a tutor. (via zoom, etc.). 24 hours’ notice of cancellation is requested and
failure to keep an appointment without notification will be documented in the
student’s Portfolio of Evidence as unprofessional conduct. Repeated incidents/cancellation with 24 hours will incur a charge to cover the tutors lost time.
Preparation for Training Attendance
All students must: • ensure that all elements of the e-learning, their own collated folder and MCQ Tests
have been completed fully, prior to their attendance for practical training and bring them along for inspection
• confirm their attendance by email
• be punctual
• have everything required for the session
• comply with the Uniform and Professional Presentation Policy; students will not be allowed to take part in the training if this is not adhered to. If training needs to be re-
booked for this reason, a charge will be incurred.
• bring a pen and note-book
• Students must be prepared to stay for the full day and should refrain from making travel or other arrangements before they have been notified of the finish time. Many practical training days will not finish until 7.00pm
• Students will only be able to be certified for attendance if they complete the full day
Conduct in the Practical Training Environment
While in the training environment, all students must comply with all legislation, regulations
and guidelines as required in the workplace and in a clinical environment to include:
• all current health and safety laws, regulations and guidelines
• equality and diversity legislation
• GDPR law
• clinical governance and accountability
be aware of, and compliant with, all of our practical protocols, procedures and
policies pertaining to: • code of conduct
• data protection
• professional presentation
• hygiene and safety
• organisation and preparation of the work area
• contact with clients
• treatment modalities and product use
• documentation of practical treatments
• general tidiness and cleanliness
• clinical sanitisation and clearance of their work area at the conclusion of training
• assisting others
Mobile Telephones and Tablets
• Students’ mobile telephones and tablets are not allowed in the practical training room to prevent disruption and hygiene risks
• No delegate will photograph or video any clients without their consent in line with the our Data Protection Policy
• Any photographs or video taken of training activities and demonstrations must only be used for the sole purpose of assisting the learning of the student
• Neither photographs nor video must be shown to any other person or shared across any social media network unless to a closed group and permission has been granted by both the client concerned and by us
• No photographs or video taken may be made available on any web sites, APP or publications
We reserve the right to exclude a student from the training environment if their code of
conduct contravenes this policy, disrupts the training or if s/he is abusive towards any
member of our team, fellow student or client.
Health, Hygiene and Safety (Clinical Training Environment Specific)
It is a mandatory requirement that all students comply with all current health and safety
legislation and our health, hygiene and safety policy throughout their time attending any of our premises.
Each treatment procedure will carry its own health and safety protocol and students are
always required to adhere to these protocols. This will include the generic provisions for:
• the use of PPE
• clinical hand-washing procedures
• use of alcohol hand gel
• disposal of soft clinical waste is designated bins
• disposal of sharps
• sterilisation and sanitation procedures
• infection control
• Any other protocols told at the timeStudents must ensure that their work area is prepared, maintained and cleared away before,
during and after all procedures. They will be required to replace items into storage correctly
and leave their working area according to the protocol provided in line with professional
clinical practice.
Students will not be able to leave the training centre until their work area has been checked.
General Health and Safety Policy
We are committed to providing a safe and hygienic workplace for all staff and extend this
responsibility to all those learners and other people who visit our premises.
The policy will be reviewed on a regular basis. We are committed to providing a healthy
and safe working environment. This means that the company is always ready to adapt its
policies and practices to meet new standards as they are laid down.
We will take all necessary steps to meet this responsibility, paying particular attention to:
1. maintaining premises to provide a safe place of work, with safe access
2. maintaining equipment in a safe condition
3. designing systems of work with the health and safety of everyone in mind
4. providing such training and supervision as shall enable everyone to avoid hazards
and contribute positively to their own safety and health at work
5. systematically identifying and responding to any risks
6. providing a healthy working environment.
Designated health and safety representatives will be responsible for site-specific health and
safety training where required and will ensure that each staff member is shown the location
of first-aid kits, fire exits, firefighting equipment and how to report accidents. The evacuation
and alarm procedures will also be explained.
Under the Health & Safety At Work Act 1974, it is the duty of every staff member while at
work to:
• take reasonable care of the health and safety at work for themselves and any other
people who might be affected by their acts or omissions
• co-operate with their employers and others to enable them to comply with statutory
duties and requirements
• not intentionally or recklessly misuse anything provided in the interests of health, safety
or welfare
(Details correct at time of writing. Current laws and guidelines must be followed.)
The Management of Health and Safety At Work Regulations 1992 further require
staff members to:
▪ take all reasonable precautions, including the use any equipment provided, in the
interests of safety
▪ follow health and safety instructions
▪ report anything that they consider to be a danger
▪ report any shortcomings in the protection arrangements for health and safety
We recognise that our staff and learners will often provide the first warning of any hazards in
the workplace or on our premises. We therefore encourage individuals to report any
concerns regarding either specific hazards or general issues pertaining to their health and
safety, or the health and safety of other staff members, customers or any other visitors to our premises. We will investigate any and all reported hazards, implementing changes as
required.
(Details correct at time of writing.)
The Examination Entry Policy
We are committed to ensuring that all students successfully achieve their qualification in
the time frame agreed upon enrolment. To this end, we need every student to commit to
the examination entry policy.
Twelve weeks before the examination schedule indicated in the Course Completion
Schedule, all students will need to verify their examination intentions to us and confirm
whether they do, or do not, want to be registered for the specified examination schedule.
This decision to confirm a student’s examination entry will be determined by whether the
student’s is ready for completion. Each student will need to verify that they will be ready to
submit final pieces of Portfolio coursework for marking four weeks prior to the scheduled
examination date, in line with the Course Completion Schedule. If this is not possible, the
proposed examination date will be rescheduled.
No work will be accepted for marking if it is submitted less than 4 weeks prior to the
examination date unless there are Extenuating Circumstances. (Refer to the Extenuating
Circumstances Policy). No work, under any circumstances, can be submitted for marking less than 2 weeks before the examination date, the rationale being time to mark and time to resubmit (if required).
At the twelve week point of examination confirmation, the examination fees must be paid.
This fee is non-refundable and must be paid again in the case of cancellation or non-
attendance to the examinations. The assertion of Extenuating Circumstances in this case is
subject to CIBTAC’s Terms and Conditions which can be found in the CIBTAC Student
Handbook and on their website.
1. You will not be entered into an examination Schedule unless you have paid your examination fee. Late entries carry a supplementary fee which is charged by CIBTAC.
2. CIBTAC review their registration and examination fees annually. Therefore, depending on how long it takes for you to complete your course, the amount you will be charged might vary from that which you were quoted at your enrolment.
3. In addition to your examination fee we reserve the right to charge additional fees involved in the processing (before and after) and facilitation of your examination e.g. administration, invigilation, use of our premises, products/equipment, postage, additional support, etc., (this list is not exhaustive).
The Extenuating Circumstances Policy
If a student fails to comply with any of the policies or protocols to which they have
consented to in our terms and conditions and/or student handbook, then the default terms
of those policies will be implemented.
However, if the student can provide evidence of extenuating circumstances, any record of
the default or supplementary charges will not be applied. This evidence will be assessed
on an individual basis, but will not be considered if the student has exceeded the time frame agreed to upon enrolment. Evidence may include:
• a doctor’s certificate
• a solicitor’s letter
• proof of travel difficulty
The student bears the full responsibility for providing this evidence.
Policy for Student Inactivity Whilst Studying with Sally Durant Training
Inactivity by students on the Sally Durant Digital Chalk learning portal for a period of 3 months will result in the student’s access to the portal being placed on pause.
This policy applies to the following situations:
• when a student has been registered on Digital Chalk after enrolment and has not begun any studying on the learning portal for a period of 3 months from the date registered
• when a student has been registered on Digital Chalk after enrolment and has begun studying on the learning portal but then ceases to demonstrate any activity for a period of 3 months
Reinstating a student on Digital Chalk
Access to the Digital Chalk learning portal will remain on pause until the student notifies us in writing with a request to continue with their studying. The student will be reinstated on
Digital Chalk after he/she has paid an administration fee. Please note that any previous work
cannot be saved once access is withdrawn, therefore, studying will start again from the
beginning of the Unit.
This request should be within the time frame for completing the course agreed upon enrolment.
Extenuating Circumstances
If, at any time, a student requires a break from studying due to exceptional
circumstances, they can request this in writing. This request must take place within one
month of any period of inactivity seen on Digital Chalk. In cases such as these, any
costs incurred to reactivate access to Digital Chalk may be waived depending on the
circumstances and proof provided. Requests are reviewed on an individual basis. However all learning must be completed within the time frame agreed upon enrolment.
Learning Support Procedure
The purpose of our Support Policy is to publicise to students, staff and other stakeholders our commitment to supporting learners to enable them to achieve their goals.
We are committed to providing support for all students undertaking our programmes of
study, to enable everyone to fulfill their potential and achieve their learning goals. Our mission is “growth through knowledge and the attainment of outstanding practical skills, encouraging progression and development to becoming the best of the best”. To meet the
aims of the mission, we must ensure that all learners receive the necessary level and type of
support to receive the maximum benefit from their learning.
Implementation
To achieve our aim we are committed to:
• ensuring adequate systems exist to support the learning process in the form of
progress tutorials, additional learning support, online and telephone support
• ensuring that all learners are aware of the support systems available to enable them
to achieve their learning goals
• ensuring all staff are aware of the support systems available and actively encourage
students to seek support
• annual monitoring of the effectiveness of the support systems against retention and
achievement data
• measuring progress towards improvement against actions identified through self-
assessment and student surveys
• on-going staff development to ensure staff are using effective methods to support
individual needs
Monitoring and Impact Measurement
The effectiveness of the support for learners will be subject to ongoing monitoring by our leadership team and subject to annual review by the company director This policy will be
developed/amended accordingly. Annual monitoring of the effectiveness of the support
systems against retention and achievement data for students who receive additional
learning support will be used as an impact measurement tool. The number of students who
access the various support systems will measure the impact. Systems will be developed
and used to monitor the retention and success of students who receive additional learning
support.
This policy will be displayed and made publicly available, provided to all members of staff
and students and forwarded to any interested parties upon request.
Internal Verification Policy
We employ a system whereby each assessor is allocated to an internal verifier who takes
overall responsibility for monitoring and recording the assessor's activities.
The system has been introduced as a quality assurance measure to ensure we achieve
and maintain high standards of verification and assessment.
The role of the internal verifier (IV)) is to:
• verify assessment decisions, with feedback and guidance provided
• monitor assessment practices via Portfolio sampling, observation of assessors and collation of feedback from learners
• standardise assessment judgements both horizontally (against the standards of the award) and vertically (across the pool of assessors)
• ensure that we meet external quality assurance requirements
Sampling and verification are part of the internal verification quality
assurance process. To ensure good assessment practice and provide support
to assessors and learners, assessment decisions will be reviewed on a
regular basis and feedback and support given. Final verification at the end of
the award ensures that all awards meet the required standards for certification.
Sampling assessments will include reviewing the quality of assessors’ judgments at the interim
stage (during the delivery of the Unit) and the summative stage (at the end of delivery of
the Unit).
The IVs working with our team, will also provide a link between us, the awarding body and
regulatory bodies. This includes preparing for external verifier (EV) visits, providing specific
information to the EV when requested, and communicating pertinent parts of the EV's report
to those assessors for whom they are responsible ensuring that action points raised by the
external verifier are acted upon within the timescales specified.
Interim Sampling
The internal verifiers will
• review some learner submissions before decisions have been made on any Unit
• review feedback given to learners by assessors
• identify any training or development needs of assessors
• identify good practice
• check the assessment methods used by the assessor for suitability
• verify evidence produced by the learner against the assessment decisions which
have been made
Summative Sampling
This involves reviewing the quality of the assessment decision by evaluating how the assessor
has reached that decision. The IV must be able to follow an audit trail which clearly
demonstrates that the assessor has checked that the evidence presented meets the
required standards. Evidence must have been confirmed by the assessor in terms of its:
• validity: the evidence relates to the Units the learner is working towards
• authenticity: it is genuinely the work of the learner
• currency: it proves the learner is competent at the time of working towards the
award
• sufficiency: there is enough evidence to satisfy the evidence requirements stated
in the standards for the award
Recording of questioning of the learner by the assessor and checking the authenticity of
witness testimonies by the assessor is expected.
Sampling Strategy
The sample will include all assessors, all candidate cohorts and all Units for each award. The
full range of assessment methods used for any one Unit will be sampled.
The sampling strategy will take the following into account :
• the size of sample needed to ensure reliability
• the various assessment methods used
• the number, experience, workload and location of assessors
• the range of assessment sites
• Unit levels and credit values
• new or revised Units and any problematic Units
• reasonable adjustments
• issues arising from previous verification
Feedback will include any actions required on the part of the assessor as well as general
suggestions aimed at improving and standardising assessment practice.
We will also collect and analyse feedback from learners to assess their satisfaction with the
assessment and verification process. Any concerns, issues, relevant feedback or
development needs identified during this process will be passed on to the assessor as part of
their continuing professional development.
Evaluation and Review
We will review the internal verification strategy every 12 months to ensure that it remains
effective in ensuring high quality delivery of qualifications. This process will include gathering
and analysing feedback from our team and will be conducted by the company director.
Access to Fair Assessment Policy
This policy covers the arrangements for fair assessment for candidates studying towards
any professional qualification with us. All personnel are made aware of the contents and purpose of this policy. This policy is
reviewed annually and may be revised in response to feedback from students,
administrators, tutors, assessors, verifiers and the relevant awarding body.
The internal verification strategy and appeals procedures will also help ensure assessment is
fair and consistent.
Appeals Procedure
Learners are entitled to fair, consistent and reliable assessment. If you do not feel that you
have been afforded this entitlement you have the right to appeal.
Definition of an Appeal
Here are some examples of grounds for an appeal:
• administrative shortcomings e.g. inaccuracy in recording your progress or unreasonable delays
• inadequate resources e.g. inappropriate or insufficient physical resources, or inexperienced and unqualified staff
• shortcomings in the conduct of assessment e.g. non-availability of alternative assessment methods or the use of extraneous criteria by your assessor
• barriers to access e.g. the imposition of unreasonable requirements as a precondition to assessment
• lack of equal opportunities e.g. discrimination against your age, gender, race or other contraventions of our Equal Opportunities Policy
If you feel that your assessor has made an unfair judgment or decision about your
competence or evidence, you must give clear information about this and relate it to the
published standards or the assessment process.
Before you submit an appeal
If you are unhappy with an assessment decision made by your assessor or with any other
aspect of your course, you should discuss this initially with your assessor. You must set out
your reasons for dissatisfaction and itemise the areas where you feel you have not been
fairly assessed (see Complaints Procedure).
We aim to solve all problems at this level. If not, you should inform us that you wish to make
a formal appeal.
Appeals should be made within 6 weeks of the date that you first raised the issue with the
us.
Submitting a Formal Appeal
Stage 1
Details of the appeal should be submitted in writing by post or email. If appropriate, your
assessor will be informed and will consider the reasons and provide clear feedback. You
should expect to receive a reply within 10 working days of us receiving your appeal. If we
cannot give you a full reply within that time, we will tell you when we will be able to do so. If
you are satisfied with this decision, then the appeal need not proceed further.
Stage 2
If, when you receive the response to your appeal, you are not satisfied with the outcome,
you can ask for the internal verifier to review your case. The internal verifier will then review
the evidence and assessment records. A decision will be made within 10 working days and
you will be informed in writing. If you are not satisfied, you may proceed to stage 3.
Stage 3
If, when you have received a full reply from the internal verifier, you are still not satisfied, you
can ask for it to be referred to the awarding body.
The awarding body will then review the evidence, assessment records and outcomes at
stages 1 and 2, based on a full report submitted by the internal verifier.
If your appeal is forwarded to the awarding body, their decision will be final. You will receive
notification of any decisions from us.
Appeal Outcomes
Appeal upheld
If your appeal is upheld at any stage during its hearing, if appropriate, your assessment
record will be amended. You may be given opportunities for further assessment. Lessons
learned from the decisions will be immediately communicated to prevent similar errors from
recurring.
If your appeal was on the grounds of discrimination, you will receive a written apology and
the situation will be immediately rectified to ensure that you have fair access to your chosen
vocational qualification. As appropriate, staff will receive a full briefing on the issue, and
receive any additional training required to ensure they are fully conversant and supportive
of the equal opportunities policy.
Appeal not upheld
If your appeal is not upheld, you will receive written notice of this with the reason for the
decision. The external verifier will be provided with all the relevant documentation of your
appeal and may review the case as part of his/her monitoring procedures on us. This will not
normally involve conducting re-assessments or speaking with you.
Appeals Against CIBTAC Examination Marks
This policy is dictated by CIBTAC directly. Please refer to the CIBTAC Student Handbook
which is available on the Sally Durant Student Learning Zone and on www.cibtac.com
Malpractice Assessment Procedure
Malpractice consists of those acts which undermine the integrity and validity of assessment,
the certification of qualifications and/or damage the authority of those responsible for
conducting the assessment and certification.
We doe not tolerate actions (or attempted actions) of malpractice by learners or clients in
connection with any of our courses and/or qualifications.
We can impose penalties and/or sanctions on learners or clients where incidents (or
attempted incidents) of malpractice have been proven.
Introduction
We are vigilant with regards to examination malpractice and where malpractice occurs it
must be dealt with in an open and fair manner.
This policy on malpractice aims to:
• define malpractice in the context of assessment and certification
• set out the rights and responsibilities, regarding malpractice, of the learner, and us
In the interest of learners and centre staff, we will respond effectively and openly to all
requests for an investigation into an incident or a suspected incident of malpractice. We will
report any incidents of suspected malpractice to the relevant organisations.
We reserve the right, in suspected cases of malpractice, to withhold the issuing of results/
certificates while an investigation is in progress. Depending on the outcome of the
investigation, results/certificates may be released or withheld.
Learner Malpractice
Attempting to or carrying out any malpractice activity is not permitted by us. The following
are examples of malpractice by learners. This list is not exhaustive and other instances of
malpractice may be considered by us at our discretion.
• plagiarism by copying and passing off, as the learner’s own, the whole or part(s) of another person’s work, including images, words, computer generated work
(including Internet sources), thoughts, inventions and/or discoveries whether published or not, with or without the originator’s permission. This statement is true with regards to all qualifications which involve learners producing materials
• impersonation by pretending to be someone else in order to produce the work for another or arranging for another to take one’s place in an
assessment/examination/test
• fabrication of results and/or evidence
• failing to abide by the instructions or advice of an assessor, a supervisor, an invigilator, or our conditions in relation to the
assessment/examination or test rules, regulations and security
• misuse of assessment/examination materials
• introduction and/or use of unauthorised material contra to the requirements of the supervised assessment/examination/test conditions e.g. own notes, study guides, personal organisers, calculators, dictionaries (when prohibited), tablets, mobile phones or other similar electronic devices
• obtaining, receiving, exchanging or passing on information which could be assessment/examination/test related (or the attempt to) by means of talking or written papers/notes during supervised assessment/examination/test conditions
• behaving in such a way as to undermine the integrity of the
assessment/examination/test
• the alteration of any results document, including certificates
• cheating to gain an unfair advantage
Investigating Alleged Malpractice
When dealing with alleged malpractice, we will deal primarily with those that manage and/or supports the learner. We may require full access to assessments, learners,
processes and/or all those involved.
When dealing with alleged malpractice, we will deal primarily with the team who run
the qualification programme.
As part of the investigation, we retains the right to :
• involve the learner and others in the investigation process
• deal with the learner (if aged 18 or above) and/or the learner’s representative
During the investigation period, we may: • withhold the release of results/certificates
• withhold the assessment/test/examination papers if the security of an assessment/test/examination is considered at risk, pending the outcome of the investigation
If malpractice is discovered by us and/or one of our representatives (e.g. administrator, tutorassessor/Invigilator/IQA/EQA/Examiner) or has been reported directly to us by a third party,
we will conduct an investigation in a form commensurate with the nature of the
malpractice allegation. Such an investigation will require the full support of all those linked
to the allegation.
Dealing with Malpractice
It is our responsibility, and/or our nominees, to carry out an investigation into allegations of
malpractice. The alleged incident must be reported within 10 working days.
We reserve the right to carry out an independent investigation in full under any
circumstances of alleged malpractice relating to assessments, learners or tests. Full
cooperation from everyone involved will be expected.
We reserve the right to access any documents held in relation to the alleged malpractice.
Also, as required by the regulator, we may report to the regulatory authorities, certain cases
(e.g. where members of staff are found to have committed malpractice) and include
details of the action taken by us. It may be necessary during this process to notify any relevant authorities and/or to share information with our own and/or other awarding bodies.
We may have to notify the police in some cases of malpractice.
Penalties and Sanctions applied by us
Where malpractice against the organisation’s member of staff/learner is proven, we will
have to consider whether the integrity of its assessments/examinations/test might be
jeopardised if the centre/member of staff/learner in question were to be involved in future
assessments/examinations/tests. We may take action to protect the integrity of our assessments/examinations/tests in the future. This action may include us reserving the right
to refuse to issue or to withdraw certificates.
Appeals
It is our, or our nominees responsibility to carry out an investigation into allegations of
malpractice. The alleged incident must be reported to us within 10 working days.
This procedure is in line with regulatory criteria as set out by Ofqual.
Complaints Procedure
We are committed to providing high-quality services and we will resolve any problems in our
services as quickly as possible. We also consider complaints to be an important source of
information for improving our services for the future.
Definition of a Complaint
We define a complaint as ‘an expression of dissatisfaction concerning the provision of a
vocational qualification programme when the complainant has drawn his or her concern to
the attention of us and is not satisfied with the response’.
Formal appeals are excluded from the complaint procedures (see Appeals Procedure).
If you want advice before making a complaint or taking a complaint to the next stage, we
will be happy to help you. We will not register a formal complaint unless you ask us to.
Before you Make a Complaint
If you experience problems with any aspect of our services, you should contact us as soon as
possible so that we can act quickly to put things right. It is essential that you act immediately
if there is a possibility that your progress will be affected by any problem you have
experienced.
We cannot accept responsibility for problems which affect the outcome of your programme
if you delay telling us about them until it is too late for us to put things right.
If you have told us about problems and you are not satisfied with our response, you are
entitled to make a formal complaint.
Making a Formal Complaint
You must make your complaint within a reasonable time following the matter that prompted
your complaint. This should be no more than three months after completion of or withdrawal
from the programme in which the complaint arose, after which your complaint will be
considered to be ‘out of time’, save in exceptional circumstances which prevented you from
making a submission.
Ideally you should make your complaint as soon as possible, to enable us to investigate and
respond to your complaint in a timely manner.
we are committed to dealing with all complaints as quickly as possible and will normally
follow the time limits set out in this procedure. You will be informed of any delay and the
reason for it if one should arise.
Stage One
The complaint should be submitted to us in writing by post or email. You should expect to
receive a reply within 10 working days of us receiving your complaint. If we cannot give you
a full reply within that time, we will tell you when we will be able to do so.
Stage Two
If, when you receive our reply to your complaint, you are not satisfied that we have done
everything possible to address the matter, you can ask to have your case reviewed. You
must put your complaint in writing, and it should include:
• full details of your complaint and all matters related to it
• copies of any previous correspondence with us related to your complaint
• the reasons why you are dissatisfied with the initial resolution offered
• what you think we should do to resolve your complaint
An acknowledgement of your complaint will be sent within three working days of receiving it.
You will be sent a full reply within 10 working days of the date of the acknowledgement letter
or, if that is not possible, you will be contacted again to let you know when you can expect
a full reply.
Stage Three
If, when you have received a full reply, you are still not satisfied that we have done
everything possible to answer your complaint, you can ask for it to be referred to the company director.
You must clearly set out the reasons for requesting a review and enclose any additional
evidence in support of your complaint. You should also explain what you would like to
happen to resolve your complaint.
We will acknowledge your request within three working days.
The company director will investigate whether we have handled the matter fairly in line with
our policy and procedures, and whether we should do anything else. The company director will reply to your complaint within 10 working days of the date of the acknowledgment letter
or, if that is not possible, contact you again to let you know when you can expect a full reply.
The company director's decision is the final decision. If you remain dissatisfied with this
decision, you are then entitled to apply for an independent review by the Awarding Body.
Rights and Responsibilities
We will:• deal with all complaints within the time limits set out in this procedure
• make sure that we deal with all the points you raise, and that our replies explain the
outcomes clearly
• handle your complaint confidentially and only give people the information that is
needed to carry out a proper investigation and make a full response
• make sure that no complaint you have made in good faith will be used to your
disadvantage in the future
• always be polite
If you are making a complaint, you should: ▪ give us full details of your complaint in writing
▪ always be polite
Data Protection / GDPR Policy
Introduction
This document does not form part of any contract and may be changed from time to time in
line with current best practice and statutory requirements, and to ensure that business needs
are met. You will be consulted and advised as far in advance as possible of the change
being made, unless the change is required by statute.
This policy applies to all staff, employees, part time employees and learners to ensure that it
informs everyone about data protection issues and their rights to access their own personal
data. For any personal data we hold we will ensure compliance with the Data Protection
Act 1998 and subsequent updates.
The Data Protection Act 1998 and subsequent updates protects employees against the
misuse of personal data and covers both manual and electronic records.
The Act requires that any personal data held should be:
• processed fairly and lawfully
• obtained and processed only for specified and lawful purposes
• adequate, relevant and not excessive
• accurate and kept up to date
• held securely and for no longer than is necessary and
• not transferred to a country outside the European Economic Area unless there is
an adequate level of data protection in that country.
If you access another employee's or learner’s records without authority this will be treated as
gross misconduct and is a criminal offence under the Data Protection Act 1998, section 55.
Purposes for Which Personal Data may be Held
Personal data relating to employees may be collected primarily for the purposes of:
• recruitment, promotion, training, redeployment, and/or career development
• administration and payment of wages and sick pay
• calculation of certain benefits including pensions
• disciplinary or performance management purposes
• performance review
• recording of communication with employees/students and their representatives
• compliance with legislation
• provision of references to financial institutions, to facilitate entry onto
educational courses and/or to assist future potential employers
• staff, volunteers and students, staffing levels and career planning
We consider that the following personal data falls within the categories set out above:
• personal details including name, address, age, status and qualifications. Where
specific monitoring systems are in place, ethnic origin and nationality will also
be deemed as relevant
• references and CVs
• emergency contact details
• notes on discussions between management and the employee/student
• appraisals and documents relating to grievance, discipline, promotion,
demotion, or termination of employment
• training records
• salary, benefits and bank/building society details
• absence and sickness information.
Employees, potential employees, volunteers and students will be advised of the personal
data which has been obtained or retained, its source, and the purposes for which the
personal data may be used or to whom it will be disclosed.
We will review the nature of the information being collected and held on an annual basis to
ensure there is a sound business reason for requiring the information to be retained.
Sensitive Personal Data
Sensitive personal data includes information relating to the following matters:
• the employee’s/student’s racial or ethnic origin
• his or her political opinions
• his or her religious or similar beliefs
• his or her trade union membership
• his or her physical or mental health or condition
• his or her sexual orientation
• the commission or alleged commission of any offence by the
employee/student.
Responsibility for the Processing of Personal Data
We have a Data Controller who is responsible for ensuring all personal data is controlled in
compliance with the Data Protection Act 1998.
Employees, volunteers and students who have access to personal data must comply with this
Policy and adhere to the procedures laid down by the Data Controller. Failure to comply
with the Policy and procedures may result in disciplinary action up to and including summary
dismissal.
Use of Personal Data
To ensure compliance with the Data Protection Act 1998 and in the interests of privacy,
employee/student confidence and good employee/student relations, the disclosure and
use of information held is governed by the following conditions:
• personal data must only be used for one or more of the purposes specified in this policy
• documents may only be used in accordance with the statement within each document stating its intended use
• provided that the identification of the individual employees/students is not disclosed, aggregate or statistical information may be used to respond to any legitimate internal or external requests for data (e.g. surveys, staff, volunteers and students, staffing level figures)
• personal data must not be disclosed to any unauthorised recipient
Personal Data Held for Equal Opportunities Monitoring Purposes
Where personal data obtained about candidates is to be held for the purpose of equal
opportunities monitoring, all such data must be made anonymous.
Disclosure of Personal Data
Personal data may only be disclosed outside of the company with the
employee’s/student’s written consent, unless where disclosure is required by law or where
there is immediate danger to the employee’s/student’s health.
Accuracy of Personal Data
We will review personal data regularly to ensure that it is accurate, relevant and up to date.
In order to ensure that our files are accurate and up to date, and so that we are able to
contact the employee/student or, in the case of an emergency, another designated person,
employees/students must notify us as soon as possible of any change in their personal details
(e.g. change of name, address, telephone number, loss of driving license where relevant, next of kin details).
Access to Personal Data (“Subject Access Requests”)
Employees/Students have the right to access personal data held about them. We will
arrange for the employee/student to see or hear all personal data held about them within 21
days of receipt of a written request.
Retention of Records.
We follow the retention periods recommended by the Information Commissioner in its
Employment Practices Data Protection Code.
These are as follows, in the absence of a specific business case supporting a longer period.
Document Retention period
Application form Duration of employment
References received 1 year
Payroll and tax information 6 years
Sickness records 3 years
Annual leave records 2 years
Unpaid leave/special leave records 3 years
Annual appraisal/assessment records 5 years
Records relating to promotion, transfer,
training, disciplinary matters 1 year from end of employment
References given/information to enable
references to be provided 5 years from reference/end of employment
Summary of record of service, eg name,
position held, dates of employment 10 years from end of employment
Records relating to accident or injury at work 12 years
Any data protection queries should be addressed to our Data Protection Officer.
All information was correct at original time of writing. Laws/Guidelines may have changed.
All current laws/regulations/guidelines must be adhered to.
Equality and Diversity Policy
The purpose of this policy is to provide diversity and equality to all in employment and course
enrolment, irrespective of their gender, race, ethnic origin, disability, age, nationality,
national origin, sexuality, religion or belief, marital status and social class. We opposes all
forms of unlawful and unfair discrimination.
All employees, consultants and students, whether part time, full time or temporary, will be
treated fairly and equally. Selection for employment, promotion, training or any other
benefit will be based on aptitude and ability.
All employees, consultants and students will be helped and encouraged to develop their full
potential and the talents and resources of the workforce will be fully utilised to maximise the
efficiency of the organisation.
Our commitment:
• Each employee, consultant and student is entitled to a working environment which
promotes dignity and respect to all. No form of intimidation, bullying or harassment will
be tolerated.
• The commitment to diversity and equality in the workplace is good management
practice and makes sound business sense.
• Breaches of our diversity and equality policy will be regarded as misconduct and could
lead to disciplinary proceedings.
• This policy is fully supported by senior management.
• The policy will be monitored and reviewed annually.
The law
• Equal Pay Act 1970 (Equal Value Amendment 1984)
• Rehabilitation of Offenders Act 1974
• Sex Discrimination Act 1975 (Gender Reassignment Regulations 1999)
• Race Relations Act 1976
• Disability Discrimination Act 1995
• The Protection from Harassment Act 1997
• Race Relations (Amendment) Act 2000
• Race Relations Act 1976 (Amendment) Regulations 2003
• Employment Equality (Sexual Orientation) Regulations 2003
• Employment Equality (Religion or Belief) Regulations 2003
• Disability Discrimination Act 2005
• Employment Equality (Age) Regulations 2006
All students must refer to the current Terms and Conditions of Business as provided on the
Student Learning Zone.
We reserves the right to alter or amend the policies, procedures and protocols. Such
changes will be made from time to time in the interests of clarity of information, legislative
compliance, adherence to national regulations of educational or clinical practice and the
overall efficiency and efficacy of education and practical training delivery.
