TRAINING COURSES TERMS & CONDITIONS
How to Book
For Introduction Courses and Workshops, please complete a booking form & return with full payment.
- For any VTCT Courses please complete a booking form & return with £180 deposit. (unless you are paying via the PAYMENT PLAN, in which case please return with the first month’s payment – ie one third of the full amount.)
Full balance payment should be made at least 30 working days (1 month) prior to your course date, unless you are on the Monthly Payment Plan. Please check your invoice for payment details.
PAYMENT PLAN TERMS & CONDITIONS – VTCT courses only
A £20 fee will be charged for this option, which spreads the total invoice over 3 months (4 for the VTCT L4 Sports Massage course). This option is available for VTCT courses only.
Your Invoice will specify payment dates. We process this option through recurring payments using a credit or debit card (the same one used for the 1st payment), this is to ensure payments are made on time and therefore do not attract a late penalty fee.
CANCELLATION, DEFERMENT & TRANSFER POLICIES – THESE ARE STRICTLY APPLIED
PAYMENT PLAN PAYMENTS: Those paying via the payment plan; due payments must be received on the agreed payment dates indicated on the relevant invoice. Payments which are 5 working days over the due payment date will incur an automatic late payment fee of £12 + vat which will be added to the relevant invoice.
All deposits (VTCT £180, Intros £40, Workshops £60) are non-refundable, unless Orchid Massage Academy cancels the course.
Course bookings cancelled at least 30 working days prior to course date; full payment minus deposit will be refunded or waived, unless VTCT registrations for your courses have been made, then this amount will be deducted from the refund (these registrations will be held by the company for future course completion or can be transferred to another college on request).
Course bookings cancelled between 29 – 18 working days prior to course date, 50% payment minus deposit will be refunded, unless VTCT registrations for your courses have been made, then this amount will be deduced from the refund (these registrations will be held by the company for future course completion or transferred to another college on request.
Course bookings cancelled less than 18 working days prior to the course date, 100% of the course & registration fees (registration at this point will have been competed) will be charged for loss of business and incurred costs.
DEFERMENT OR TRANSFERS
The company does NOT allow automatic course transfers. This also applies to 1 day courses. Should you wish to transfer this will be at our discretion, availability dependent and charges will apply: VTCT courses: £180. Intros: £25. Workshops: £40. Please contact us.
If you request a deferment/transfer by agreement, the company’s refund policy will crease to apply as the candidate will, by this agreement, have waived the right to cancel a transferred place. No refunds therefore, will apply under any future circumstances. If the Academy cancels the course the candidate has transferred to due to insufficient numbers (any course which the candidate has transferred too must have 2 additional bookings to run) this candidate will be able to roll over to the next available date of choice or have the transfer fee only refunded.
Not under any circumstances, will course fees in full or in part be refunded for courses which are started but not completed. The company may however, allow completion in the future by prior agreement, see Transfer ruling above.
Non-attendance & non-payment prior to the course date: If you don’t attend a course date without due cancellation notice, you will be liable for full payment. If this is not made within 5 working days, court action will be taken to recover the payment.
STATEMENTS TO ALL CANDIDATES:
COURSE ATTENDANCE POLICY
Attendance: Students are expected to attend every date of their scheduled course, if for any reason a student is unable to attend on any given date, they must offer as much notice as possible to the Academy in order that we are able to make any necessary arrangements such as cancelling clients etc.
Missed Days: The costs for each course run are based solely on the dates for that particular course. We cannot accept liability for students who miss any of their scheduled course dates. In the event of a missed course date the Academy will not be able to offer ’ a replacement day, “free of charge” .
Should the missed day be the informal assessment date then we will make every effort to offer an alternative option on another or the next scheduled course, as long as that course is running and we have space available. Should students wish to do a replacement session at any other time, we will be happy to make the necessary arrangements on a date to suit at £40 per hour, the amount of time required will be discussed so as to minimise any additional costs. This cost can be shared with other students but it will be the responsibility of that student to find someone to share with. It will also be the responsibility of that student/s to bring with them a client to work on, the Academy will obviously offer support with this if possible.
Unsuccessful Practical Assessments/Exams: Should a student be unsuccessful with their formative or summative practical assessments, the Academy we will make every effort to offer attendance on another or the next scheduled course/exam date, as long as this date is running. However, an alternative cannot be guaranteed, so in the event that this is not possible then we will be happy to make the necessary arrangements on a date to suit at £40 per hour, the amount of time required will be discussed in order to minimise any additional costs. Any written work which requires amendment can be submitted via post and attendance at the Academy will not be required.
HEALTH & SAFETY POLICY
The Health & Safety at Work Act 1974, and the subsequent additional legislation places duty upon the management of an establishment to secure and maintain a safe working environment for all employees and those affected by the services provided.
Orchid Massage Academy undertakes to:
Provide a consistently safe environment in the venues used by the Academy.
Incorporate up-to-date health & safety knowledge into all student courses.
Provide information and procedures for fire and emergencies, and on request information and procedures for accidents.
Promote a responsible attitude to health and safety throughout the Academy.
Provide monitoring processes for the above.
And will ensure that its candidates:
Observe the Academy’s health and safety regulations.
Cooperate with others in keeping the environments it uses safe.
Take care to avoid injury to themselves or others, by being appropriately dressed and not misuse or damage equipment, materials or the premises.
Report any hazard immediately to the tutor in charge.
EQUAL OPPORTUNITIES POLICY
The Academy is committed to ensuring equal opportunities to all candidates across all the Academy’s courses, all the attending clients and to the staff regardless of their role. There is a commitment to encourage every individual to realise their full potential. Training or access to assessments will not be affected by gender, ethnic origin, nationality, religious belief, social circumstances, marital status, age or physical and intellectual ability or other relevant state. The requirements of the Sex Discrimination Act 1975, the Race Relations Act 1976 and the Employment (Disabled Persons) Act 1944 and 1958 will be upheld and any amendments or extensions thereto. Equal opportunities will be integrated into all planning, procedures and course resourcing. All promotional material including web, course schemes and display material will not reinforce stereotypes and will reflect diversity of our society. All staff and candidates will be advised of the policy to be pursued with clients and visitors of the Academy. There will be positive reinforcement of the requirements of the policy statement and the Academy’s EO provision will be monitored and reviewed at regular intervals among staff and candidates with action being taken if required. Encouragement will be given to discuss any concerns over these issues when they occur. Advice is available to help those concerned to understand the problem and to take steps to resolve them.
CANDIDATE APPEALS PROCEDURE
The Academy is committed to ensuring that the assessment procedure meets the requirements of the Vocational Training Charitable Trust (VTCT) as the Awarding Body and fulfils national standards. The Academy operates a system for reviewing the quality and fairness of the assessment procedure. As part of this the candidate has the right of appeal against any assessment decision, written or practical, that the candidate deems to be unfair. The candidate should notify his/her Assessor (through the Academy) of dissatisfaction with the outcome of the assessment within 7 days, stating why there is disagreement with the decision. The Assessor much explain the decision in writing with the reasons, responding within 7 days.
If the candidate is not satisfied, the Internal Verifier and External Verifier must be informed and an investigation conducted. The Internal Verifier may order the candidate to be re-assessed by another Assessor. The matter should be resolved in 30 days. If the matter is not resolved to the candidate’s satisfaction, an appeal can be made to the VTCT External Verifier, according to the procedures outlined in the Awards Manual. The candidate will be given access to the Awards Manual detailing the VTCT Appeals Procedure. In the first instance any problems should be brought to the attention of: Georgeene Eastwood-Taylor, Director. If the matter is not resolved then it must be brought immediately to the attention of the Vocational Training Charitable Trust in writing by the Academy management. Failure to do this may incur suspension of the Academy. The stated policy will be monitored on visits by the External Verifier.
CANDIDATE COMPLAINTS/CONCERNS PROCEDURE
The Academy is committed to delivering quality training provision at all times. If you are dissatisfied with any aspect of the training provision we would like to hear from you. Equally, if you are pleased with any aspect of provision, or have a suggestion for improvement, please do let us know. Should have any concerns or issues with your training provision the following procedure should be followed:
Your first point of contact is your course tutor. Any dissatisfaction should be discussed directly with them (this will be documented) or you should put your concerns in writing to them. This should be done at the time of the dissatisfaction, within at least 5 workings days. It is not acceptable to lodge concerns retrospectively as it is difficult to be accurate with the facts at a later stage. Please provide as much information as possible and examples/evidence of support, so that your concerns can be dealt with thoroughly. You tutor will log this matter and if necessary it will be raised at a tutor/assessor meeting or discussed with a senior member of staff. The outcome will also be recorded and given in the same manner to which is has been received, within 7 working days from receipt of when the matter was logged.
Should you not be satisfied with the outcome of the above, you may forward your case in writing to the Academy (an email to [email protected] is also acceptable) and will be passed on to the appropriate member of staff) within 5 working days of your tutors’ response. Again this must state all the facts of your concerns or issues, any evidence to support and also a statement as to why there is disagreement with the tutor’s response. It is our intention that you will receive a formal and definitive response, in writing, which will be final, within 7 working days. However, if a full response cannot be given within this time frame eg when a matter is very complex or where we have to consult a third party on the matter, you will be informed of the progress being made. In all cases we will treat your correspondence in strict confidence, with fairness and objectivity. The response given will bring a close to the matter on behalf of the Academy. If any recommendations or actions are to be carried out, this will be done in the time frame given.
Should you not be satisfied with the outcome of the above, you may forward your case in writing to VTCT through their formal complaints procedure, please refer to your Handbook or VTCT’s website.
Social Media Policy
Social Media definition
For the purposes of these guidelines, social media is any interactive online media that allows instant communication and the sharing of information in a public forum. This includes e-mail, online social forums, blogs, video and image-sharing websites.
These examples are not exhaustive and these guidelines should be adhered to in relation to any social media usage.
This policy encourages Orchid Massage Academy learners to use social media sites in a responsible way, taking advantage of the opportunities for discussion, information-sharing and enhanced learning without risking personal security, and protecting current or future career prospects as well as the reputation of Orchid Massage Academy.
The policy aims to:
• encourage the responsible use of social media by Orchid Massage Academy learners
• raise awareness of relevant UK legislation and regulations, and relevant Orchid Massage Academy policies
• outline the responsibilities for individuals using social media for Orchid Massage Academy purposes
• promote effective and innovative use of social media as an integral part of Orchid Massage Academy’s activities
• provide clear guidelines on how breaches of this policy will be addressed
• to protect the reputation of Orchid Massage Academy, its learners, staff and partner organisations.
Bullying is defined, as unfair treatment, excessive criticism, or persistent nit-picking, intimidating, aggressive or undermining behaviour, which makes the recipient(s), feel upset, humiliated, threatened or vulnerable and undermines their self-confidence and integrity.
Cyberbullying is the use of the Internet and related technologies to harm or harass other people, in a deliberate, repeated, and hostile manner.
Harassment is unwanted conduct based on the grounds of religious belief, political opinion, sex (including gender reassignment, marital or civil partnership status), race/ethnicity, disability, sexual orientation or age which has the purpose or effect of violating that person’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that person. Differences of attitude, background or culture and the misinterpretation of social signals can mean that what is perceived as harassment by one person may not seem so to another; nevertheless, this does not make it acceptable. It is the purpose or effect of the behaviour rather than the motive that must be considered.
Social Media refers to online channels of communication that allow users to interact in the public domain by sharing information, opinions, knowledge and interest. It includes, but is not limited to, social networking services such as Facebook, Twitter, LinkedIn, Google+, Instagram, YouTube, Snapchat, wikis and blogs.
GENERAL POLICY PRINCIPLES
Learners’ presence on social media is a public record which is interlinked with individual reputation. Social media can be a positive tool but it is important to carefully consider post content and account security in order to mitigate the associated risks.
Posting offensive, inappropriate or unlawful material can have a number of serious consequences, including, but not limited to:
• significantly impacting on an individual’s academic and long-term employment prospects
• legal action
• Orchid Massage Academy taking disciplinary action
Poor account security can result in account hacking and identity theft which also have serious legal, reputational, academic, employment and financial implications.
Social media posts
Orchid Massage Academy’s policy framework commits to ensuring that it provides a safe and welcoming environment in which all staff and learners can flourish and achieve their potential.
Orchid Massage Academy expects its learners to act in line with these commitments.
It is the responsibility of learners to read and act in accordance with the principles of this policy. It is also the responsibility of learners to read and act in accordance with the rules and guidelines set out by individual Social Media, Social Networking and Website Hosting companies and providers.
Social media must only be used in ways that do not breach Orchid Massage Academy policies, statutes, regulations or ordinances. For example, learners should not use social media in ways that breach Orchid Massage Academy’s Equal Opportunities Policy or the Data Protection Policy.
Learners should be aware that breaches of these Orchid Massage Academy regulations may affect progression to the next level of study, and may affect suitability to gain professional accreditation. Professional bodies and employers make no distinction between using social media in a personal capacity and as an Orchid Massage Academy learner.
Responsibilities of learners in personal online/social media presence
Learners are personally responsible for content they post or share via social media. It is essential that learners respect the privacy and the feelings of others at all times and understand that the content posted via social media is a permanent record which is shared instantaneously with a potential global audience. It is the responsibility of learners to read and act in accordance with the principles of these guidelines.
When posting on social media, learners are required to:
• conduct themselves in a manner which demonstrates respect for academy staff, fellow learners and property, and for other members of the local community in general.
• act in line with the professionalism and confidentiality rules of their area of Orchid Massage Academy.
Learners must not use Orchid Massage Academy’s logo on personal social media sites or other websites.
Any communication by an Orchid Massage Academy learner made in a personal capacity through social media must not:
• bring discredit upon Orchid Massage Academy e.g. criticising or arguing with fellow learners or other individuals; making defamatory comments about individuals or other groups; posting images that are inappropriate or links to inappropriate content;
• breach copyright eg using someone else’s images or content without permission; failing to give acknowledgement where permission has been given to reproduce something;.
• breach confidentiality eg revealing confidential information owned by Orchid Massage Academy; giving away confidential information about an individual or organisation.
• use social media sites to attack or abuse anyone. You should respect the privacy and the feelings of others. You must not include contact details or pictures of other learners or members of staff without their prior permission.
• post images that are discriminatory/offensive or links to such content;
• do anything that could be considered discriminatory against, or bullying or harassing of, any individual e.g. making offensive or derogatory comments relating to sex, gender, race (including nationality), disability, sexual orientation, religion or belief or age;
• contain images or other content that is sexually explicit or illegal.
• insult fellow learners or other individuals; make or share defamatory or offensive comments about individuals or groups.
• breach copyright: e.g. by using someone else’s images or content without permission, or by failing to give acknowledgement where permission has been given to reproduce. This means, for example, not posting articles or pictures scanned from newspapers or magazines. Posting such content may result in legal action by the copyright owner.
• breach confidentiality: for example, by revealing confidential information owned by Orchid Massage Academy; posting confidential information about an individual, business or other organisation; posting contact details, pictures or personal details of other learners or members of staff or members of the public without their prior permission. Learners must seek prior advice from their Course tutor if unclear about what information might be deemed confidential.
• breach others’ privacy through sharing or promoting private information, images or other content
• fraudulently assume the identity of another
• post or promote content which harasses, bullies or otherwise intimidates
• Post or promote content intended to incite violence or hatred
• post or promote content threatening to cause harm
• repeatedly make unwanted or unsolicited contact with another person
Further information on the responsibilities of learners in relation to data protection is in Orchid Massage Academy’s Data Protection Policy, available at: https://www.orchidindulgence.com/website-privacy-policy/
If there is any doubt about the accuracy of information to be shared on a social media network or site, then learners should refrain from posting, commenting, liking or sharing this information.
Orchid Massage Academy logo can only be used on official Orchid Massage Academy social media and other online channels that are identified as official corporate Orchid Massage Academy accounts.
MONITORING OF SOCIAL MEDIA
Orchid Massage Academy will monitor official Orchid Massage Academy social media sites, and we reserve the right to request the removal of any content deemed to be in breach of this policy.
Orchid Massage Academy monitors references to Orchid Massage Academy online and we will act where necessary to protect our reputation.
Orchid Massage Academy will refer to social media sites when investigating breaches or complaints under this policy.
BREACHES OF THE POLICY
Orchid Massage Academy has the right to request the removal of content from an official social media account and/or from a personal account if it is deemed that the account or its content breaches this policy.
If a learner acts in a manner which breaches this policy, he or she will be liable to disciplinary action.
Orchid Massage Academy has the right to request the removal of content from an official social media account and from a personal account if it is deemed that the account or its submissions pose a risk to the reputation of Orchid Massage Academy or to that of one of its members.
Complaints concerning the misuse of social media by Orchid Massage Academy learners will be dealt with using the procedures set out in the Learner Disciplinary procedure.
Complaints about social media misuse or cyberbullying by an Orchid Massage Academy learner should be directed to the Nikki Wolf on 07903 835898 in the first instance. Complaints will be logged and referred to the appropriate Orchid Massage Academy person for action.
Where a complaint involves threatening or potentially criminal online social media behaviour, the matter will also be reported to the police for investigation.
This will include, but is not limited to, complaints in which a learner is alleged to have:
• posted online photos or videos of people in a place where he or she would expect privacy;
• threatened violence;
• engaged in stalking, or
• committed a hate crime.
This list is not exhaustive.
Orchid Massage Academy will ensure that this policy and the appropriate procedures are implemented, disseminated and kept under regular evaluation and review, in line with Orchid Massage Academy’s procedures for developing policies. The policy will be reviewed two years from the date of its implementation.
• Section 75 of the Northern Ireland Act (1998).
• Data ProtectionAct (1998).
• Human Rights Act 1998.• Protection from Harassment (NI) Order 1997.
• Health & Safety at Work (NI) Order (1997)
• Regulation of Investigatory Powers Act 2000.
• Freedom of Information Act 2000.