Course Terms and Conditions
It is important that you read these Terms and Conditions before making any booking with us. Once a booking has been made and accepted by us, you will enter into a legally binding contract with us on the terms below.
Changes to these terms
Please check this page from time to time to take notice of any changes we made, as they are binding on you.
If the course is booked within 14 days of the course date and the manuals have been emailed to you and you decide to change your mind, Vspa Spa and Beauty Academy will not issue a refund but instead reschedule the date of the course assuming 14 days notice is given.
For the fees quoted Vspa Spa and Beauty Academy will supply the course materials or practical training workshops on dates decided by us (at its sole discretion) throughout the duration of the course. All other services described in the promotional material are provided free of charge, unless otherwise stated.
Whilst Vspa Spa and Beauty Academy will take all reasonable steps to make courses as inclusive as possible, participation in any course requires that you are able to understand spoken English and write and read in English to a good standard.
Initial course materials will be sent to you within 21 days of enrolment. If you do not receive them within this period, you should notify Vspa Spa and Beauty Academy immediately. Otherwise, Vspa Spa and Beauty Academy shall be entitled to assume that you have received them.
Upon enrolment for any course, you agree to pay for the course. This is subject (if applicable) to any right of cancellation you may have by law to cancel the course and any contractual cancellation right agreed byVspa Spa and Beauty Academy . The Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 permits consumer customers to cancel a contract after it is has been entered into subject to certain limitations and requirements. You have the right to cancel the contract at the end of 14 days, after the day the contract is entered in to, if you want to access the digital/online training within this period, you must give your express consent and acknowledge that your right to cancel is lost by accessing the materials. You can do this by completing the Consent of Supply of Digital Content form.
For all courses, payment arrangements must be agreed before enrolment and may consist of payment in full before the course commencement.
In accordance with The Consumer Contracts Regulations 2013, you have a cooling off period in which you may cancel your enrolment by giving notice to Vspa Spa and Beauty Academy in writing or by email. In the case of distance learning courses, this right expires 14 days from the date of your first receipt of course materials. In the case of practical training workshops, this right expires 14 days from the date of contract (normally the date when you make your first payment) or upon your practical training workshop commencing (if sooner). In the event of cancellation, all course materials must be returned to Vspa Spa and Beauty Academy at your expense and in good condition. Please see our standard cancellation form or call to request a copy for completion.
In the case of distance learning courses supplied electronically, you must not download or stream such courses during the 14 day cancellation period as you will not have the right to change your mind and cancel your enrolment after you have downloaded or streamed the course.
You must complete all payments and successfully complete your course prior to issue of certification.
Failure to complete the course shall not entitle you to receive any refund of fees already paid. Course enrolments are not transferable.
Overseas students shall be responsible for paying any import or export duties or taxes which may be imposed.
You must observe all Vspa Spa and Beauty Academy rules applicable to the course. If you commit any breach of such rules or are guilty of any offensive behaviour, or Vspa Spa and Beauty Academy has reasonable grounds for believing that you are likely to misuse your course qualifications, Vspa Spa and Beauty Academy shall be entitled to expel you from the course, without reimbursement of fees already paid.
Vspa Spa and Beauty Academy reserves the right to decline to accept any application for enrolment.
All intellectual property rights in the courses and the course materials are owned or licensed by Vspa Spa and Beauty Academy . Copying, adaptation or other use without the written permission of Vspa Spa and Beauty Academy is prohibited.
Course content may be subject to change and may be different to the syllabus set out on our website or in our promotional materials. From time to time, Vspa Spa and Beauty Academy may vary the content of and/or the qualification(s) relating to its courses to take account of new regulations or the requirements of accrediting bodies for which an additional charge may be made if such change occurs after the date of your enrolment.
Vspa Spa and Beauty Academy warrants that all course materials will be prepared and any practical training workshops and training support will be provided with reasonable care and skill. Subject thereto, Vspa Spa and Beauty Academy shall have no liability to any person for any loss or damage, however occurring, whether direct or indirect, resulting from your enrolment on the course. BSY’s liability shall in any event be limited to the fees paid by you for participation in the course.
Vspa Spa and Beauty Academy reserves the right to cancel or re-schedule any practical training workshop.
Any complaint about the course should be notified to the Principal in writing at Vspa Spa and Beauty Academy address set out in the application form or by email to [email protected]
Unless otherwise stipulated in your application, Vspa Spa and Beauty Academy may use your personal data for administrative and update purposes and may keep this information for a reasonable period and may contact you by email, mail, SMS or telephone to let you know about any courses or promotions which might be of interest to you. If you have booked the course for another person, you confirm that they have authorised you to act for them, to consent to the processing of their personal data and to receive any fair collection notices on their behalf.
If you have booked the course for another person, these terms and conditions shall be binding on you and the participant and references herein to “you” shall mean or include “the participant”, where appropriate. It shall be your responsibility to ensure that these terms and conditions are brought to the notice of the participant and you shall indemnify Vspa Spa and Beauty Academy against any loss, damage or liability resulting from your failure to do so.
In undertaking any work, you must take care to ensure that the work is within your competence and within the boundaries of your training. You should seek further advice or instruction from the Vspa Spa and Beauty Academy consultancy help-line, if necessary. Any statement made to you about potential earnings or employment shall be treated as a matter of opinion and shall be non-binding.
We provide training courses which may include both practical training and digital content. The following right to cancel terms are set out in accordance with the The Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.
1The Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 permits consumer customers to cancel a contract after it is has been entered into subject to certain limitations and requirements. You have the right to cancel the contract at the end of 14 days, after the day the contract is entered in to, if you want to access the digital/online training within this period, you must give your express consent and acknowledge that your right to cancel is lost by accessing the materials. You can do this by completing the Consent of Supply of Digital Content form.
2 If you have the right to cancel then:
2.1 you will need to complete our standard cancellation form stating that you wish to cancel the contract between us and you; and
2.2 you will need to send us the notice of cancellation within the 14 period starting with the day after you receive our confirmation that there is a binding contract between you and us;
2.3 after we receive your notice of cancellation we will refund any monies due to you within 14 days.
Please complete and return this cancellation form if you wish to withdraw from your course.
To: 25 Ilsham Road, Wellswood, Torquay, Devon, TQ1 2JG
We value all feedback from our students; in the event that you feel the course does not suit your needs please could you provide further information on your reason for quitting the course below:
I would like to withdraw from my course(s):
|Course Title||Enrolment Date|
Student Name: ________________________________
Student Number: _______________________________
Student Address: _______________________________
Student Signature: ______________________________
Please print and post this form to 25 Ilsham Road, Wellswood, Torquay, Devon. TQ1 2JG or scan it and e-mail it to [email protected] Alternatively you can call us on 01803363290 or e-mail us your cancellation request it [email protected]
Vspa Spa and Beauty Academy is committed to providing the best possible service for all of its learners (and for visitors and partners). Nevertheless, we acknowledge that learners can at times feel dissatisfied and are entitled to have their concerns listened to and addressed. In such cases, the Academy wishes to respond quickly and effectively. Normally, learners are invited to raise their concerns in the first instance with the appropriate tutors, managers or services staff, as a complaint can often be resolved quickly and simply in this way. However, if learners are not satisfied with the response made by staff, or do not wish to use this route, they may make a formal complaint instead. The procedure for making a complaint is set out below and is also available in the student handbook. This is available from reception or can be emailed or posted to learners by staff, on request. Where learners wish to register a comment or compliment, rather than make a complaint, they can do so by email or in writing, marked for the attention of Head of the Academy.
Scope and purpose
At Vspa Spa and Beauty Academy we are always open to suggestions, both positive and constructively critical. It is important for us to know when we get things right but most importantly, when there is a need to improve.
All courses and services at the Academy are reviewed regularly and your comments will help the teams and managers to prepare and, where necessary, redesign or change the provision.
Feedback is central to this process of continual quality improvement. We want to hear from you if you feel we have done something well or, alternatively, if you think we have not met the standards you expected from us.
It is our commitment to listen and to respond to the views of all users of the Academy and its services.
This procedure is designed to provide guidance to any student, visitor or other parties such as parents or employers who are dissatisfied with any aspect of the Academy, or have positive suggestions /comments.
Our aim is to respond quickly and positively and to reach an outcome that is satisfactory and fair for all concerned. We also aim to keep you informed of our progress in dealing with the complaint and the personnel involved.
The purpose of the complaints procedure is to provide an opportunity for complaints to be resolved as quickly as possible by carefully logging and analysing complaints, to provide a means of identifying problems and potential faults in the services provided by the Academy.
Our Head Office team at Vspa Spa and Beauty Academy is responsible for monitoring complaints and to look for trends and patterns. The Head of Quality, in consultation with the Head Director, will present an annual report to the Head of Academy on the nature of the complaints received and the manner and speed with which they have been resolved. An annual report on complaints will be presented to the Advisory board that represent the interests of the local community and the public in general.
Responsibility is a two way process and if you are a student and you are making a complaint about your course, you also have responsibilities. We will expect you to have complied with the Academy’s ABC standards summarised as the Code of Conduct in the student Disciplinary Procedure:-
A = Attendance
B = Behaviour
C = Commitment (meeting deadlines etc).
Our complaints procedure is designed to help customers register their concerns and to help the Academy respond effectively and appropriately. Complaints are dealt with in two ways:-
- Informal – by talking to us
- Formal – by putting the complaint in writing.
How you can complain
If you are not satisfied with the service you receive you can:-
- speak to your Subject or Personal Tutor or the Programme Coordinator
- provide feedback via student questionnaires, focus groups etc.
- complete an Academy feedback form (available in reception area)
Where a complaint is fully or partially upheld, the Academy will take positive actions to put things right, make every effort to prevent it from happening again and will ensure the complainant is kept informed throughout. If a complaint is not upheld, the complainant will be advised accordingly.
Once a complaint has been received, the Academy endeavours to acknowledge receipt of that complaint within three working days.
The Academy will appoint an appropriate manager to conduct an investigation. The manager will then contact the complainant to discuss the situation and work towards achieving an acceptable solution.
The Academy will ensure that your complaint is dealt with impartially and confidentially.
Outcome of the investigation
On completion of the investigation, the complaint will be classified in one of three ways:-
- Upheld – the complaint was fully justified and will result in the Academy taking corrective action, e.g. an amendment of management/service procedures, staff training, improved communications
- Partially upheld – certain aspects of the complaint were considered justified and will result in the Academy conducting some follow-up action
- Not upheld – the complaint was not justified.
On completion of the investigation, the investigating manager will:-
- ensure the Director is in possession of all necessary information and paperwork to officially record and log the process
- inform any members of staff who have been involved in the complaint of the outcome and any follow-up action
- make sure the complainant has been fully briefed about the outcome
- ensure if the complaint is about equality and diversity, safeguarding or disability that the appropriate Academy manager has been notified.
If you are unhappy with the outcome of the complaint, you can request a review of the matter, which will be undertaken by a different manager and overseen by the Head of Academy.
A further investigation will be undertaken to try to reach a solution acceptable to both the complainant and the Academy.
Please Note: if your complaint directly concerns the Head of Academy to [email protected]
The time period as set out in this procedure are for guidance and under some circumstances may be subject to extension. Where any such extensions are made, the complainant will be notified in writing.
Serial and vexatious complainants
A serial and/or vexatious complainant is someone who acts in an unreasonable manner, is unreasonably persistent in the manner in which they raise their complaint, for example, shifting goalposts, not accepting what is being said. The Academy has a duty of care for its employees; when dealing with a serial and/or vexatious complainant we reserve the right to refuse to investigate a complaint and may, if appropriate, refer the matter to the Academy’s legal team.
Health and Safety
|Vspa Spa and Beauty Academy
Health and Safety Policy
- The overall responsibility for health and safety lies with the Proprietor Vspa Spa and Beauty Academy It will be the Proprietor’s responsibility to ensure their own safety but also that of any sub-contractors engaged and that of the customers/clients and learners.
- Vspa Spa and Beauty Academy (“the Business”) recognises and accepts its responsibilities under the Health and Safety at Work etc. Act 1974 including the responsibility to:
- provide and maintain a safe and healthy place of work
- provide and maintain plant and equipment and safe systems of work
- ensure safe access to and from the places of work
- work to prevent accidents and work related ill health
- General Health and Safety
- The Proprietor is committed to adhering to the requirements of the Management of Health and Safety at Work Regulations 1999 and other Regulations that apply to the business’s work activities.
- The Proprietor is committed to achieving the highest possible standards of health and safety in all work activities.
- The Proprietor will ensure that suitable assessments of all areas of work activities are carried out regularly, in order to identify hazards and control the risk of injury, disease and dangerous occurrences arising.
- The Proprietor is also committed to ensuring that the work that they do does not adversely affect the health and safety of other companies or members of the public including clients.
- The Proprietor will, so far as reasonably practicable, ensure that Vspa Spa and Beauty Academy provides satisfactory financial resources to meet these objectives.
- Copies of this policy are to be available to all interested parties.
- Proprietor’s Duties
The Proprietor takes sole responsibility for health, safety and welfare throughout Vspa Spa and Beauty Academy . In order to protect the safety and health of Vspa Spa and Beauty Academy and others affected by the Business’ operations, Vspa Spa and Beauty Academy will:
- Be aware of the basic requirements of the Health and Safety at Work etc. Act 1974 and relevant Regulations and Approved Codes of Practice.
- Ensure that Vspa Spa and Beauty Academy knows and understands the hazards and risks associated with the work activity and with the precautions which need to be taken to eliminate or control those risks.
- Ensure that sub-contractors (where appropriate) receive sufficient information so that they can carry out their duties safely.
- Before entrusting tasks to sub-contractors, take into account their capabilities as regards health and safety.
- Ensure that suitable Risk Assessments are carried out on any hazardous activity and that appropriate controls are put into place.
- Ensure that the supervisors (where appropriate) are adequately trained and supported to carry out their health and safety duties effectively.
- Ensure the safety performance of the Business is monitored and take action to remedy any identified deficiencies.
- Ensure that all necessary PPE is used.
- Ensure that adequate provision is made for welfare facilities at all workplaces (where appropriate).
- Ensure that all sub-contractors (where relevant) comply with relevant statutory obligations.
This policy will be reviewed annually or when there is a change in circumstances, in work practices or the introduction of new legislation.
MALPRACTICE & MALADMINISTRATION POLICY
This policy is aimed at our customers, including learners, who are delivering/registered on Vspa Spa and Beauty Academy programmes or courses, approved qualifications or units within or outside the UK and who are involved in suspected or actual malpractice/maladministration. It is also for use by our staff to ensure they deal with all malpractice and maladministration investigations in a consistent manner.
It sets out the steps our centre, and learners or other personnel must follow when reporting suspected or actual cases of malpractice/maladministration and our responsibilities in dealing with such cases. It also sets out the procedural steps we will follow when reviewing the cases.
It is important that all staff involved in the management, assessment and quality assurance of our qualifications, and learners, are fully aware of the contents of the policy and we have arrangements in place to prevent and investigate instances of malpractice and maladministration.
Definition of Malpractice
Malpractice is essentially any activity or practice which deliberately contravenes regulations and compromises the integrity of the internal or external assessment process and/or the validity of certificates.
It covers any deliberate actions, neglect, default or other practice that compromises, or could compromise:
- the assessment process;
- the integrity of a regulated qualification;
- the validity of a result or certificate;
- the reputation and credibility of AoL; or,
- the qualification or the wider qualifications community.
Malpractice may include a range of issues from the failure to maintain appropriate records or systems, to the deliberate falsification of records in order to claim certificates.
For the purpose of this policy this term also covers misconduct and forms of unnecessary discrimination or bias towards certain or groups of learners.
Definition of Maladministration
Maladministration is essentially any activity or practice which results in non-compliance with administrative regulations and requirements and includes the application of persistent mistakes or poor administration.
Examples of maladministration
- Persistent failure to adhere to our learner registration and certification procedures.
- Persistent failure to adhere to our centre recognition and/or qualification requirements and/or
- associated actions assigned to the centre
- Late learner registrations (both infrequent and persistent)
- Unreasonable delays in responding to requests and/or communications from Vspa Spa and Beauty Academy Inaccurate claim for certificates
- Failure to maintain appropriate auditable records, e.g. certification claims and/or forgery of evidence
- Withholding of information, by deliberate act or omission, from us which is required to assure Active
Examples of malpractice
- Failure to carry out internal assessment, internal moderation or internal verification in accordance with our requirements
- Deliberate failure to adhere to our learner registration and certification procedures.
- Deliberate failure to continually adhere to our centre recognition and/or qualification approval requirements or actions assigned to your centre
- Deliberate failure to maintain appropriate auditable records, e.g. certification claims and/or forgery of evidence
- Fraudulent claim(s) for certificates
- Intentional withholding of information from us which is critical to maintaining the rigour of quality assurance and standards of qualifications
- Collusion or permitting collusion in exams/assessments
- Learners still working towards qualification after certification claims have been made
- Plagiarism by learners/staff
- Copying from another learner (including using ICT to do so).
Process for making an allegation of malpractice or maladministration
Anybody who identifies or is made aware of suspected or actual cases of malpractice or maladministration at any time must immediately notify the Directors of Vspa Spa and Beauty Academy . In doing so they should put them in writing/email and enclose appropriate supporting evidence.
- All allegations must include (where possible):
- Learner’s name and Vspa Spa and Beauty Academy registration number
- Vspa Spa and Beauty Academys staff members name and job role – if they are involved in the case
- Details of the course/qualification affected or nature of the service affected
- Nature of the suspected or actual malpractice and associated dates details and outcome of any initial investigation carried out by the centre or anybody else involved in the case, including any mitigating circumstances
The Directors will then conduct an initial investigation prior to ensure that staff involved in the initial investigation are competent and have no personal interest in the outcome of the investigation.
In all cases of suspected malpractice and maladministration reported we’ll protect the identity of the ‘informant’ in accordance with our duty of confidentiality and/or any other legal duty.
Confidentiality and whistle blowing
Sometimes a person making an allegation of malpractice or maladministration may wish to remain anonymous. Although it is always preferable to reveal your identity and contact details to us; however if you are concerned about possible adverse consequences you may request that the Directors do not divulge your identity.
While we are prepared to investigate issues which are reported to us anonymously we shall always try to confirm an allegation by means of a separate investigation before taking up the matter with those the allegation relates.
Responsibility for the investigation
In accordance with regulatory requirements all suspected cases of maladministration and malpractice will be examined promptly by Vspa Spa and Beauty Academy to establish if malpractice or maladministration has occurred and will take all reasonable steps to prevent any adverse effect from the occurrence as defined by Ofqual.
We will acknowledge receipt, as appropriate, to external parties within 48 hours.
Our Director will be responsible for ensuring the investigation is carried out in a prompt and effective manner and in accordance with the procedures in this policy and will allocate a relevant member of staff to lead the investigation and establish whether or not the malpractice or maladministration has occurred, and review any supporting evidence received or gathered by Vspa Spa and Beauty Academy.
Notifying relevant parties
Where applicable, our Director will inform the appropriate regulatory authorities if we believe there has been an incident of malpractice or maladministration which could either invalidate the award of a qualification or if it could affect another awarding organisation.
Where the allegation may affect another awarding organisation and their provision we will also inform them in accordance with the regulatory requirements and obligations imposed by the regulator Ofqual. If we do not know the details of organisations that might be affected we will ask Ofqual to help us identify relevant parties that should be informed.
Investigation timelines and summary process
We aim to action and resolve all stages of the investigation within 10 working days of receipt of the allegation.
The fundamental principle of all investigations is to conduct them in a fair, reasonable and legal manner, ensuring that all relevant evidence is considered without bias. In doing so investigations will be based around the following broad objectives:
- To establish the facts relating to allegations/complaints in order to determine whether any irregularities have occurred.
- To identify the cause of the irregularities and those involved.
- To establish the scale of the irregularities.
- To evaluate any action already taken
- To determine whether remedial action is required to reduce the risk to current registered learners and to preserve the integrity of Vspa Spa and Beauty Academy and the qualification.
- To identify any adverse patterns or trends.
The investigation may involve a request for further information from relevant parties and/or interviews with personnel involved in the investigation. Therefore, we will:
- Ensure all material collected as part of an investigation must be kept secure.
- If an investigation leads to invalidation of certificates, or criminal or civil prosecution, all records and original documentation relating to the case will be retained until the case and any appeals have been heard and for five years thereafter.
- Expect all parties, who are either directly or indirectly involved in the investigation, to fully co-operate with us.
Either at notification of a suspected or actual case of malpractice or maladministration and/or at any time during the investigation, we reserve the right to withhold a learner’s, and/or cohort’s, results.
Where a member of Vspa Spa and Beauty Academy staff or an Vspa Spa and Beauty Academy Associate is under investigation we may suspend them or move them to other duties until the investigation is complete.
Throughout the investigation our Director will be responsible for overseeing the work of the investigation team to ensure that due process is being followed, appropriate evidence has been gathered and reviewed and for liaising with and keeping informed relevant external parties.
After an investigation, we’ll produce a draft report for the parties concerned to check the factual accuracy. Any subsequent amendments will be agreed between the parties concerned and ourselves. The report will:
- Identify where the breach, if any, occurred.
- Confirm the facts of the case.
- Identify who is responsible for the breach (if any)
- Confirm an appropriate level of remedial action to be applied.
We’ll make the final report available to the parties concerned and to the regulatory authorities and other external agencies as required.
If it was an independent/third party that notified us of the suspected or actual case of malpractice, we’ll also inform them of the outcome – normally within 10 working days of making our decision – in doing so we may withhold some details if to disclose such information would breach a duty of confidentiality or any other legal duty.
If it’s an internal investigation against a member of our staff the report will be agreed by the Managing Director, along with the relevant internal managers and appropriate internal disciplinary procedures will be implemented.
If the investigation confirms that malpractice or maladministration has taken place we will consider what action to take in order to:
- Minimise the risk to the integrity of certification now and in the future.
- Maintain public confidence in the delivery and awarding of qualifications.
- Discourage others from carrying out similar instances of malpractice or maladministration.
- Ensure there has been no gain from compromising our standards.
The action we take may include:
- Imposing actions in order to address the instance of malpractice/maladministration and to prevent it from reoccurring
- In cases where certificates are deemed to be invalid, inform the Awarding Organisation concerned and the regulatory authorities why they’re invalid and any action to be taken for reassessment and/or for the withdrawal of the certificates. We’ll also let the affected learners know the action we’re taking and that their original certificates are invalid and ask – where possible – to return the invalid certificates to Vspa Spa and Beauty Academy.
- Informing relevant third parties (e.g. funding bodies) of our findings in case they need to take relevant action in relation to the centre.
In addition, to the above the Director will record any lessons learnt from the investigation and pass these onto relevant internal colleagues to help prevent the same instance of maladministration or malpractice from reoccurring.
If the relevant party (ies) wishes to appeal against our decision to impose sanctions, please refer to our Complaints Procedure.
Date updated: January 2018
- Vspa recognises that discrimination and victimisation is unacceptable and that it is in the interests of the Company and its employees to utilise the skills of the total workforce. It is the aim of the Company to ensure that no employee or job applicant receives less favourable facilities or treatment (either directly or indirectly) in recruitment or employment on grounds of age, disability, gender / gender reassignment, marriage / civil partnership, pregnancy / maternity, race, religion or belief, sex, or sexual orientation (the protected characteristics).
- Our aim is that our workforce will be truly representative of all sections of society and each employee feels respected and able to give of their best.
- We oppose all forms of unlawful and unfair discrimination or victimisation. To that end the purpose of this policy is to provide equality and fairness for all in our employment.
- All employees, whether part-time, full-time or temporary, will be treated fairly and with respect. Selection for employment, promotion, training or any other benefit will be on the basis of aptitude and ability. All employees 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 staff will not discriminate directly or indirectly, or harass customers or clients because of age, disability, gender reassignment, pregnancy and maternity, race, religion or belief, sex, and sexual orientation in the provision of the Company’s goods and services.
- This policy and the associated arrangements shall operate in accordance with statutory requirements. In addition, full account will be taken of any guidance or Codes of Practice issued by the Equality and Human Rights Commission, any Government Departments, and any other statutory bodies.
- To create an environment in which individual differences and the contributions of all our staff are recognised and valued.
- Every employee is entitled to a working environment that promotes dignity and respect to all. No form of intimidation, bullying or harassment will be tolerated.
- Training, development and progression opportunities are available to all staff.
- To promote equality in the workplace which we believe is good management practice and makes sound business sense.
- We will review all our employment practices and procedures to ensure fairness.
- Breaches of our equality policy will be regarded as misconduct and could lead to disciplinary proceedings.
- This policy is fully supported by senior management and has been agreed with trade unions and/or employee representatives.
- The policy will be monitored and reviewed annually
RESPONSIBILITIES OF MANAGEMENT
Responsibility for ensuring the effective implementation and operation of the arrangements will rest with the Chief Executive. Directors / Managers will ensure that they and their staff operate within this policy and arrangements, and that all reasonable and practical steps are taken to avoid discrimination. Each manager will ensure that:
- all their staff are aware of the policy and the arrangements, and the reasons for the policy;
- grievances concerning discrimination are dealt with properly, fairly and as quickly as possible;
- proper records are maintained.
Human Resources / Head Office will be responsible for monitoring the operation of the policy in respect of employees and job applicants, including periodic departmental audits.
RESPONSIBILITIES OF STAFF
Responsibility for ensuring that there is no unlawful discrimination rests with all staff and the attitudes of staff are crucial to the successful operation of fair employment practices. In particular, all members of staff should:
- comply with the policy and arrangements;
- not discriminate in their day to day activities or induce others to do so;
- not victimise, harass or intimidate other staff or groups who have, or are perceived to have one of the protected characteristics.
- ensure no individual is discriminated against or harassed because of their association with another individual who has a protected characteristic.
- inform their manager if they become aware of any discriminatory practice.
Third-party harassment occurs where a Company employee is harassed, and the harassment is related to a protected characteristic, by third parties such as clients or customers. Vspa will not tolerate such actions against it’s staff, and the employee concerned should inform their manager / supervisor at once that this has occurred. Vspa will fully investigate and take all reasonable steps to ensure such harassment does not happen again.
RELATED POLICIES AND ARRANGEMENTS
All employment policies and arrangements have a bearing on equality of opportunity. The Company policies will be reviewed regularly and any discriminatory elements removed.
RIGHTS OF DISABLED PEOPLE
The Company attaches particular importance to the needs of disabled people.
Under the terms of this policy, managers are required to:
- make reasonable adjustment to maintain the services of an employee who becomes disabled, for example, training, provision of special equipment, reduced working hours. (NB: managers are expected to seek advice on the availability of advice and guidance from external agencies to maintain disabled people in employment);
- include disabled people in training/development programmes;
- Give full and proper consideration to disabled people who apply for jobs, having regard to making reasonable adjustments for their particular aptitudes and abilities to allow them to be able to do the job.
A series of regular briefing sessions will be held for staff on equality issues. These will be repeated as necessary. Equality information is also included in induction programmes.
Training will be provided for managers on this policy and the associated arrangements. All managers who have an involvement in the recruitment and selection process will receive specialist training.
- The Company deems it appropriate to state its intention not to discriminate and assumes that this will be translated into practice consistently across the organisation as a whole. Accordingly, a monitoring system will be introduced to measure the effectiveness of the policy and arrangements.
- The system will involve the routine collection and analysis of information on employees by gender, marital status, ethnic origin, sexual orientation, religion / beliefs, grade and length of service in current grade. Information regarding the number of staff who declare themselves as disabled will also be maintained.
- There will also be regular assessments to measure the extent to which recruitment to first appointment, internal promotion and access to training/development opportunities affect equal opportunities for all groups.
- We will maintain information on staff who have been involved in certain key policies: Disciplinary, Grievance and Bullying & Harassment.
- Where appropriate equality impact assessments will be carried out on the results of monitoring to ascertain the effect of the Company policies and our services / products may have on those who experience them.
- The information collected for monitoring purposes will be treated as confidential and it will not be used for any other purpose.
- If monitoring shows that the Company, or areas within it, are not representative, or that sections of our workforce are not progressing properly within the Company, then an action plan will be developed to address these issues. This will include a review of recruitment and selection procedures, Company policies and practices as well as consideration of taking legal Positive Action.
The effectiveness of this policy and associated arrangements will be reviewed annually under the direct supervision of the Company Director.