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Equal Opportunities

Equal Opportunities Policy

International College of Holistic Practitioners is committed to encouraging equality and diversity among our staff and students, taking all necessary steps in eliminating unlawful discrimination.

The aim is for our staff to be truly representative of all sections of society and our customers, and for each employee and learner to feel respected and able to give their best.

The organisation - in providing goods and/or services and/or facilities - is also committed against unlawful discrimination of customers or the public

The policy’s purpose is to:

Provide equality, fairness and respect for all in our employment, whether temporary, part-time or full-time, learners studying with the ICHP and all that use our services.

Not unlawfully discriminate because of the Equality Act 2010 protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex (gender) and sexual orientation.

Oppose and avoid all forms of unlawful discrimination. This includes in pay and benefits, terms and conditions of employment, dealing with grievances and discipline, dismissal, redundancy, leave for parents, requests for flexible working, and selection for employment, promotion, training or other developmental opportunities.

The organisation commits to:

Encourage equality and diversity in the workplace as they are good practice and make business sense.

Create a working environment free of bullying, harassment, victimisation and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions of all staff are recognised and valued.

This commitment includes training managers and all other employees about their rights and responsibilities under the equality policy. Responsibilities include staff conducting themselves to help the organisation provide equal opportunities in employment, teaching and prevent bullying, harassment, victimisation and unlawful discrimination.

All staff should understand they, as well as their employer, can be held liable for acts of bullying, harassment, victimisation and unlawful discrimination, in the course of their employment, against fellow employees, customers, suppliers and the public.

We take complaints of bullying, harassment, victimisation and unlawful discrimination by fellow employees, students, customers, suppliers, visitors, the public and any others in the course of the organisation’s work activities seriously.

Such acts will be dealt with as misconduct under the organisation’s grievance and/or disciplinary procedures, and any appropriate action will be taken. Particularly serious complaints could amount to gross misconduct and lead to dismissal without notice.

Further, sexual harassment may amount to both an employment rights matter and a criminal matter, such as in sexual assault allegations. In addition, harassment under the Protection from Harassment Act 1997 – which is not limited to circumstances where harassment relates to a protected characteristic – is a criminal offence

We aim to provide opportunities for training, development and progress available to all staff, who will be helped and encouraged to develop their full potential, so their talents and resources can be fully utilised to maximise the efficiency of the organisation.

Make decisions concerning staff being based on merit (apart from in any necessary and limited exemptions and exceptions allowed under the Equality Act).

Review employment practices and procedures when necessary to ensure fairness, and also update them and the policy to take account of changes in the law.

Monitor the make-up of the workforce regarding information such as age, gender, ethnic background, sexual orientation, religion or belief, and disability in encouraging equality and diversity, and in meeting the aims and commitments set out in the equality policy

Monitoring will also include assessing how the equality policy, and any supporting action plan, are working in practice, reviewing them annually, and considering and taking action to address any issues.

The equality policy is fully supported by senior management, and all employees of the organisation.

Access to fair assessment and verification

Access to Fair Assessment and Verification Policy

Students are made aware of the existence of the School’s Policies and Procedures and have open access to it. It can be found  in the school policy file and also online at www.ichp.co.uk all tutors 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, tutors and external organisations

Access to Fair Assessment

Our aim is to provide a variety of qualifications which provide all students with the opportunity to achieve their full potential by the most appropriate and direct route.

  • Our Assessment Policy is based on the concepts of equality, diversity, clarity, consistency and openness.
  • We will endeavour to ensure that the assessment processes are implemented in a way which is fair and non-discriminatory.

What students can expect from us

  • Students work is assessed by the following formats, assessments, portfolio building and by summative examination. 
  • We aim to ensure that all assessment/moderation of work is carried out fairly and in keeping with the awarding bodies’ requirements.
  • All portfolio based work will be assessed fairly against the qualification standards.
  • Internal assessments will be carried out fairly and according to awarding body instructions.
  •  Externally marked tests/portfolios will be according to the requirements of the awarding body.
  • The School will provide all relevant information to learners to be fully inducted onto a new course.
  • Learning outcomes, performance criteria and other significant elements of learning and assessment to be made clear at the outset of the course.
  • To be given appropriate assessment opportunities during the course with feedback provided on the quality of work.
  • All work to be considered for moderation must be students own work.
  • Where equivalents and exemptions can be applied, we will ensure this is pursued with the relevant requirements of quality assurance.

Verification Policy

International College of Holistic Practitioners is committed to carrying out internal verification for all students to meet the standards set out internally by us and by the various awarding organisations who we work under.

Internal Verification is also an opportunity for tutors to develop experience and consistency in marking and feedback.

For the purpose of this policy, the term “Internal Verification” encompasses all forms of activity that check and validate assessments.

It may be implemented through the systems of verification as required or laid down by examining or awarding organisations; and it may occur through formative and summative assessment and verification of learner’s assessments, portfolios, examination and case studies.

Policy Statement

International College of Holistic Practitioners is committed to ensuring that standards of assessment and verification are consistent, transparent and in line with the requirements of our awarding organisations.

To ensure that assessment standards and specifications are fully implemented, We work to establish quality control and recording mechanisms for assessments through a system of sampling moderation and internal verification. We provide inclusive person-centred approaches to assessment, and verification that provide opportunities for learners to achieve and progress.

Internal Quality Assurance will be planned and systematic with sampling of all deliver sites, assessed courses, and all assessors. At the start of each year there will be a schedule put in place by ICHP to show how Internal Quality assurance will be carried out.

The Internal Quality Assurance Aim

The aim of Internal Quality Assurance is:

  • To ensure the effective management of assessment.
  • To ensure the consistency and validity of verification processes.
  • To ensure the effective support for assessment and verification personnel.
  • To ensure the quality assurance of the outcomes of assessment in-line with awarding organisation and national requirements.

Internal Quality Assurance Objectives

The objectives of internal verification fulfil a variety of quality assurance considerations. The list below outlines internal quality assurance objectives, which ensure that International College of Holistic Practitioners;

  • Operates from this established quality assurance policy and related procedures which are consistently reviewed where required in accordance with generic quality control arrangements.
  • Ensures an effective induction is provided for all members of the assessment and verification teams, as required.
  • Ensures effective appraisal and continued professional development for all members of the assessment and verification teams.
  • Ensures that the assessment and verification teams understand and are able to follow and advise on all centre policies and procedures.
  • Ensures equality and diversity is embedded throughout the internal quality assurance and assessment activities.
  • Ensures quality via accurate and effective assessment of all learners.
  • Monitor and ensure consistency of assessment outcomes via appropriate interpretation methods.
  • Reviews and evaluates the quality and consistency of assessment at different stages of the assessment process.
  • Maintain accurate and current records of internal quality assurance.
  • Standardise all components of the assessment where appropriate.
  • Carry out continuous improvement activities to ensure all corrective actions and best practice guidelines requested by awarding organisations and their moderation staff (including external verifiers) are complied with.

Glossary

Awarding Organisations:

An Awarding Organisation designs, develops, delivers and awards the recognition of learning outcomes (knowledge, skills and/or competencies) of an individual following an assessment and quality assurance process that is valued by employers, learners or stakeholders. Also known as “Awarding Body”.

Internal Verification (IV)

Is the process of monitoring assessment practice in order to ensure that assessment decisions meet national standard. It provides a continuous monitoring of the consistency, quality and fairness of the assessment of learner’s work.

Internal Verifiers

Sometimes referred to as Internal Moderator, an Internal Verifier monitors the work of all assessors involved in the qualification to ensure that they are applying assessment criteria for the competency of skills consistently throughout all assessment activities. An Internal Verifier will also ensure that the assessment methods employed will allow learners to demonstrate how they meet the assessment criteria.

Standardisation

 Activity that takes place regularly to ensure the reliability of assessment decisions and the consistency and accuracy of feedback. Standardisation activities are used to identify any discrepancies between assessors in their judgement of learner evidence and allow adjustments to be made to remedy these. Furthermore, such activities can help identify and disseminate good practice.

Malpractice and Maladministration

Malpractice & Maladministration Policy & Procedures

International College of Holistic Practitioners treats all cases of suspected malpractice very seriously and will investigate all suspected and reported incidents of possible malpractice. The purpose of this Policy is to set out how allegations of malpractice in relation to all ICHP qualifications are dealt with. The scope of the policy is to provide:

 A definition of malpractice

  • Examples of student and centre malpractice and maladministration;
  • Possible sanctions that may be imposed in cases of malpractice.
  • The term ‘malpractice’ in this policy is used for both malpractice and maladministration and is extended to plagiarism.

1.  Introduction

1.1.  For the purpose of this document ‘malpractice’ is defined as:

Any act, or failure to act, that threatens or compromises the integrity of the assessment process or the validity of ICHP qualifications and their certification. This includes: maladministration and the failure to maintain appropriate records or systems; the deliberate falsification of records or documents for any reason connected to the award of ICHP qualifications; acts of plagiarism or other academic misconduct; and/or actions that compromise the reputation or authority of ICHP its centres, officers and employees.

1.2.   ICHP will investigate all relevant cases of suspected malpractice. ICHP will take action after full investigation is conducted; and possible actions may be verbal warning, written warning, informing third party organisations and termination of employment or contract of services.

1.3   The Open College Network West Midlands’ Malpractice and Maladministration Policy requires ICHP to report suspected or actual malpractice or maladministration to them.

2.   Malpractice by students

2.1   Some examples of student malpractice are described below. These examples are not exhaustive and all incidents of suspected malpractice, whether or not described below, will be fully investigated, where there are sufficient grounds to do so.

2.1.1   Obtaining examination or assessment material without authorization.

2.1.2    Arranging for an individual other than the student to sit an assessment or to submit an assignment not undertaken by the student.

2.1.3    Impersonating another student to sit an assessment or to submit an assignment on their behalf.

2.1.4    Collaborating with another student or individual, by any means, to complete a course work assignment or assessment, unless it has been clearly stated that such collaboration is permitted.

2.1.5   Damaging another student’s work.

2.1.6   Inclusion of inappropriate or offensive material in coursework assignments or assessment scripts.

2.1.7   Failure to comply with ICHP examination regulations.

2.1.8   Disruptive behaviour or unacceptable conduct, including the use of offensive language, at centre (including aggressive or offensive language or behaviour).

2.1.9   Producing, using or allowing the use of forged or falsified documentation, including but not limited to:

a)    Personal identification;

b)    Supporting evidence provided for reasonable adjustment or special consideration applications; and

c)     ICHP results documentation, including certificates.

2.1.10   Falsely obtaining, by any means, a CIPS certificate.

2.1.11    Misrepresentation or plagiarism

2.1.12    Fraudulent claims for special consideration while studying.

(If the study centre is also an examination centre):

2.1.13    Possession of any materials not permitted in the assessment room, regardless of whether or not they are relevant to the assessment, or whether or not the student refers to them during the assessment process, for example notes, blank paper, electronic devices including mobile phones, personal organisers, books, dictionaries / calculators (when prohibited).

2.1.14    Communicating in any form, for example verbally or electronically, with other students in the assessment room when it is prohibited.

2.1.15    Copying the work of another student or knowingly allowing another student to copy from their own work.

2.1.16    Failure to comply with instructions given by the assessment invigilator, ie, working beyond the allocated time; refusing to hand in assessment script / paper when requested; not adhering to warnings relating to conduct during the assessment.

3.   Malpractice by centre employees and stakeholders

3.1.   Examples of malpractice by, teachers, tutors and other officers, (including, where the centre is also an examination centre, invigilators and examination administrators) are listed below. These examples are not exhaustive and all incidents of suspected malpractice, whether or not described below, will be fully investigated, where there are sufficient grounds to do so.

3.1.1.   Failure to adhere to the relevant ICHP regulations and procedures, including those relating to centre approval, security undertaking and monitoring requirements as set out by ICHP.

3.1.2.    Knowingly allowing an individual to impersonate a student.

3.1.3.    Allowing a student to copy another student’s assignment work, or allowing a student to let their own work be copied.

3.1.4.    Allowing students to work collaboratively during an assignment assessment, unless specified in the assignment brief.

3.1.5.    Completing an assessed assignment for a student or providing them with assistance beyond that ‘normally’ expected.

3.1.6.    Damaging a student’s work.

3.1.7.    Disruptive behaviour or unacceptable conduct, including the use of offensive language (including aggressive or offensive language or behaviour).

3.1.8.     Allowing disruptive behaviour or unacceptable conduct at the centre to go unchallenged, for example, aggressive or offensive language or behaviour.

3.1.9.     Divulging any information relating to student performance and / or results to anyone other than the student.

3.1.10.    Producing, using or allowing the use of forged or falsified documentation, including but not limited to:

a) Personal identification;

b) Supporting evidence provided for reasonable adjustment or special consideration applications; and

c) ICHP results documentation, including certificates

3.1.11.    Failing to report a suspected case of student malpractice, including plagiarism, to ICHP.

(If the study centre is also an examination centre):

3.1.13.    Moving the time or date of a fixed examination without legitimate reason and relevant authorization.

3.1.14.    Failure to keep examination question papers, examination scripts or other assessment materials secure, before during or after an examination.

3.1.15.    Allowing a student to possess and / or use material or electronic devices that are not permitted in the examination room.

3.1.16.    Allowing students to communicate by any means during an examination in breach of regulations.

3.1.17.    Allowing a student to work beyond the allotted examination time.

3.1.18.    Leaving students unsupervised during an examination.

3.1.19.    Assisting or prompting candidates with the production of answers.

4.   Possible malpractice sanctions

4.1.    Following an investigation, if a case of malpractice is upheld, ICHP may impose sanctions or other penalties on the individual(s) concerned. Where relevant ICHP may impose one or more sanctions upon the individual(s) concerned. Any sanctions imposed will reflect the seriousness of the malpractice that has occurred.

4.2.    Listed below are examples of sanctions that may be applied to a student, or to a teacher, tutor, invigilator, internal verifier or other officer who has had a case of malpractice upheld against them. Please note that

 This list is not exhaustive and other sanctions may be applied on a case-by-case basis.

Possible study centre sanctions that may be applied to students

a)     A written warning about future conduct.

b)     Notification to an employer, regulator or the police.

c)     Removal from the course.

Possible sanctions that may be applied to teachers, tutors invigilators, and other officers

a)     A written warning about future conduct.

b)      Imposition of special conditions for the future involvement of the individual(s) in the conduct, teaching, supervision or administration of students and/or examinations.

c)     Informing any other organisation known to employ the individual.  

ICHP may carry out unannounced monitoring of the work of the individual(s) concerned.

e)         Dismissal Procedure

5.     Reporting a suspected case of malpractice

5.1.     This process applies to, teachers, tutors, invigilators, students and other centre staff, and to any reporting of malpractice by a third party or individual who wishes to remain anonymous.

5.2.     Any case of suspected malpractice should be reported in the first instance to Saffia Begum – Centre Head saffia@ichp.co.uk

5.3.     A written report should then be sent to the person identified in 5.2, clearly identifying the factual information, including statements from other individuals involved and / or affected,  any evidence obtained, and the actions that have been taken in relation to the incident.

5.4.     Suspected malpractice must be reported as soon as possible to the person identified in 5.2, and at the latest within two working days from its discovery. Where the suspected malpractice has taken place in an examination, the incident be reported urgently and the appropriate steps taken.

5.5.     Wherever possible, and provided other students are not disrupted by doing so, a student suspected of malpractice should be warned immediately that their actions may constitute malpractice, and that a report will be made to the centre.

5.6.    In cases of suspected malpractice by centre teachers, tutors invigilators and other officers, and any reporting of malpractice by a third party or individual who wishes to remain anonymous, the report made to the person in 5.2 should include as much information as possible, including the following:

a)    The date time and place the alleged malpractice took place, if known.

b)     The name of the centre teacher/tutor, invigilator or other person(s) involved

c)      A description of the suspected malpractice; and

d)      Any available supporting evidence.

5.7      In cases of suspected malpractice reported by a third party, or an individual who wishes to remain anonymous ICHP will take all reasonable steps to authenticate the reported information and to investigate the alleged malpractice.

6.   Administering suspected cases of malpractice

6.1.   ICHP will investigate each case of suspected or reported malpractice relating to qualifications, to ascertain whether malpractice has occurred. The investigation will aim to establish the full facts and circumstances. We will promptly take all reasonable steps to prevent any adverse effect that may arise as a result of the malpractice, or to mitigate any adverse effect, as far as possible, and to correct it to make sure that any action necessary to maintain the integrity of ICHP qualifications and reputation is taken.

6.2.    ICHP will acknowledge all reports of suspected malpractice within five working days. All of the parties involved in the case will then be contacted within 10 working days of receipt of the report detailing the suspected malpractice. We may also contact other individuals who may be able to provide evidence relevant to the case.

6.3.    The individual(s) concerned will be informed of the following:

a)       That an investigation is going to take place, and the grounds for that investigation;

b)       Details of all the relevant timescales, and dates, where known;

c)       That they have a right to respond by providing a personal written response relating to the suspected malpractice (within 15 working days of the date of that letter);

d)       That, if malpractice is considered proven, sanctions may be imposed by ICHP or the awarding body, (see section 6, below) reflecting the seriousness of the case;

e)        That, if they are found guilty, they have the right to appeal.

f)        That ICHP has a duty to inform the awarding body and other relevant authorities / regulators, but only after time for the appeal has passed or the appeal process has been completed. This may also include informing the police if the law has been broken and to comply with any other appropriate legislation.

6.4.    Where more than one individual is contacted regarding a case of suspected malpractice, for example in a case involving suspected collusion, we will contact each individual separately, and will not reveal personal data to any third party unless necessary for the purpose of the investigation.

6.5.    The individual has a right to appeal against a malpractice outcome if they believe that the policy or procedure has not been followed properly or has been implemented to their detriment.

6.6.    Records of all malpractice cases and their outcomes are maintained by ICHP for a period of at least five years, and are subject to regular monitoring and review.

7.    Appealing the decision and outcome of investigations conducted.

7.1.   The individual has a right to appeal and will be required to follow our general appeals process.

7.2.  The individual must submit the appeal in writing or via email to saffia@ichp.co.uk

7.3.   The letter of appeal should contain a statement which clearly states the decision which is being appealed, the basis for the appeal and the remedy the individual is seeking.

7.4.   The letter of appeal may include new evidence to support the appeal.

7.5.   ICHP will normally acknowledge receipt of the letter within 5 working days.

 If an appeal hearing is required the student will be notified. The student will have the opportunity to personally explain the basis of the appeal.

7.6.   The individual will be given at least 3 working days’ notice of the date and time of the hearing.

7.7.   The individual has the right to be accompanied to the hearing by a friend or representative.

7.8.   ICHP should be notified of any person who will be accompanying the student at least one day before the hearing.

7.9.   The appeal will be held by a nominated panel, normally chaired by a member of the Senior management, an external verifier and any other external body the ICHP deems necessary.

7.10.  If the timescale is not practicable the period may be extended by mutual agreement.

7.11.   No member of the appeals panel will have had direct involvement in the decision being appealed.

7.12.   Normally the decision of the appeals panel will be given verbally to the individual if a hearing takes place and confirmed in writing within 5 working days of the panel being held.

7.13.    If the panel is held without the individual, then the individual will be notified of the decision within five working days.

7.14.   The decision of the appeals panel is final and is not subject to further appeal within the ICHP.

7.15.   In the case of an appeal involving the process of qualifications, assessments and examination, the individual may have a further route to appeal with the awarding body West Midlands Open College Network. This will be dependent on the Awarding Body’s appeal process. The complaints and appeals process can be accessed via      

Health and Safety

Health and Safety Policy

PART ONE

General Statement of Policy, Duties & Responsibilities

Policy Statement

The International College of Holistic Practitioners recognises and accepts its health and safety duties for providing a safe and healthy working environment (as far as is reasonably practicable) for all its workers (paid or volunteer) and other visitors to its premises under the Health and Safety at Work Act 1974, the Fire Precautions (Workplace) Regulations 1997, the Management of Health and Safety at Work Regulations 1999, other relevant legislation and common law duties of care.

Throughout this Statement, terms such as “staff”, “workers”, “employees”, include both paid and volunteer workers and extends to the learners.

It is the policy of the Group/Organisation to promote the health and safety of the committee members, volunteers, staff, learnsers and of all visitors to the Groups/Organisation’s premises (“the Premises”) and to that intent to:

  • Take all reasonably practicable steps to safeguard the health, safety and welfare of all personnel on the premises;
  • Provide adequate working conditions with proper facilities to safeguard the health and safety of personnel and to ensure that any work which is undertaken produces no unnecessary risk to health or safety;
  • Encourage persons on the premises to co-operate with the Organisation in all safety matter, in the identification of hazards which may exist and in the reporting of any condition which may appear dangerous or unsatisfactory;
  • Ensure the provision and maintenance of plant, equipment and systems of work that are safe;
  • Maintain safe arrangements for the use, handling, storage and transport of articles and substances;
  • Provide sufficient information, instruction, training and supervision to enable everyone to avoid hazards and contribute to their own safety and health;
  • Provide specific information, instruction, training and supervision to personnel who have particular health and safety responsibilities (eg a person appointed as a Health and Safety Officer or Representative);
  • Make, as reasonably practicable, safe arrangements for protection against any risk to health and safety of the general public or other persons that may arise for the Groups/Organisation’s activities;
  • Make suitable and sufficient assessment of the risks to the health and safety of employees and of persons not in the employment of the Groups/Organisation arising out of or in connection with the Groups/Organisation’s activities;
  • Make specific assessment of risks in respect of new or expectant mothers and young people under the age of eighteen;
  • Provide information to other employers of any risks to which those employer’s workers on the Groups/Organisation’s premises may be exposed.

This policy statement and/or the procedures for its implementation may be altered at any time by the Organisation’s Management.  The statement and the procedures are to be reviewed in the annually by management and person/s responsibleA report on the review, with any other proposals for amendment to the statement of procedures will be updated as required.

Statutory Duty of the Organisation

The Organisation will comply with its duty to ensure, as far as is reasonably practicable, the health, safety and welfare at work of its workers and of visitors to its premises and, in general, to:

  • Make workplaces safe and without risks to health;
  • Ensure plant and machinery are safe and that safe systems of work are set and followed;
  • Ensure articles and substances are moved, stored and used safely;
  • Give volunteers/ workers the information, instruction, training and supervision necessary for their health and safety.

In particular, the Organisation will:

  • Assess the risks to health and safety of its volunteers/workers and learners;
  • Make arrangements for implementing the health and safety measures identified as necessary by this assessment;
  • Record the significant findings of the risk assessment and the arrangements for health and safety measures;
  • Appoint someone competent if necessary to assist with health and safety responsibilities;
  • Set up emergency procedures;
  • Provide adequate First Aid facilities;
  • Make sure that the workplace satisfies health, safety and welfare requirements, eg for ventilation, temperature, lighting and for sanitary, washing and rest facilities;
  • Make sure that work equipment is suitable for its intended use as far as health and safety is concerned, and that it is properly maintained and used;
  • Prevent or adequately control exposure to substances that may damage health;
  • Take precautions against danger form flammable or explosive hazards, electrical equipment, noise or radiation;
  • Avoid hazardous manual handling operations and, where they cannot be avoided, reduce the risk of injury;
  • Provide free any protective clothing or equipment, where risks are not adequately controlled by other means;
  • Ensure that appropriate safety signs are provided and maintained;
  • Report certain injuries, diseases and dangerous occurrences to the appropriate health and safety enforcing authority.

Statutory Duty of the Organisation’s Workers

Employees also have legal duties, and the Organisation confidently requests non-employed (voluntary) workers also to observe these.  They include the following:

  • To take reasonable care for their own health and safety, and that of other persons who may be affected by what they do or do not do;
  • To co-operate with the Organisation on health and safety;
  • To use work items provided by the Organisation correctly, including personal protective equipment, in accordance with training or instructions;
  • Not to interfere with or misuse anything provided for health, safety and welfare purposes;
  • To report at the earliest opportunity injuries, accidents or dangerous occurrences at work, including those involving the public and participants in activities organised by the Organisation;
  • Health and Safety law applies not only to employees in the workplace, it also applies to organisations and people who occupy or use community buildings to which members of the public have access.

Policy for Visitors and Contractors

On arrival, all visitors, including contractors and/or their workers and learners must sign a record of the date and time of their arrival and, before leaving, should further record their time of departure.

Contractors working in the building should report any concerns relating to their own safety or suspected unsafe working practices to management who will conduct a full investigation and implement measures deemed necessary.

PART TWO

Organisation of Health and Safety

Health and Safety Management

The Management will appoint a Health and Safety representative, including representation both of themselves and of staff (both paid and volunteer):

  • To have a broad overview of Health and Safety matters;
  • To keep the Organisation’s Health and Safety policy and procedures under review;
  • To conduct safety tours of the premises;
  • To ensure that risk assessments are carried out, including assessments regarding substances hazardous to health (COSSH Regulations);
  • To take such action as may be required to ensure that the Organisation’s responsibilities for Health and Safety are fulfilled;
  • To report to the Management Committee on their performance of these responsibilities.

Safety Tours

Management shall carry out 6-monthly tours and inspections of the premises, make a report / plan of action and all necessary actions as a result of the tour, where reasonable and practicable, be implemented.  The tour shall include inspection of the Accident File.

Health and Safety Rules

All workers must exercise ordinary care to avoid accidents in their activities at work and comply with the following general rules and with any further rules which the Organisation may publish from time to time.

Accident Forms and Book

The book must be kept in a locked drawer once completed.

Any injury suffered by a worker or visitor in the course of employment or otherwise on the Organisation’s premises, however slight, must be recorded, together with such other particulars as are required by statutory regulations, on an accident form maintained by the Organisation.

Fire Precautions

All personnel must familiarise themselves with fire escape routes and procedures and follow the directions of theOrganisation in relation to fire.

Equipment and Appliances 

No equipment or appliance may be used other than as provided by or specifically authorised by or on behalf of the Organisation and any directions for the use of such must be followed precisely.

Safety Clearways

Corridors and doorways must be kept free of obstructions and properly lit.

Maintenance

Defective equipment, furniture and structures must be reported as such without delay.

Hygiene and Waste Disposal

Facilities for the disposal of waste materials must be kept in a clean and hygienic condition.  Waste must be disposed of in an appropriate manner and in accordance with any special instructions relating to the material concerned.

Food Hygiene

When handling or preparing food there are specific hygiene requirements:

  • Regularly wash hands before and during food preparation and especially after using the lavatory;
  • Tell your supervisor or representative of the Committee of any skin, nose, throat, or bowel problem;
  • Ensure cuts or sores are covered with correct waterproof dressings;
  • Keep yourself clean and wear clean clothing;
  • Remember that smoking in a food room is illegal;
  • Never cough or sneeze over food;
  • Clean as you go.  Keep all equipment and surfaces clean;
  • Prepare raw and cooked food in separate areas.  Keep perishable food covered and either refrigerated (less than 8”C) or piping hot (above 63”C);
  • Ensure waste food is disposed of properly.  Keep the lid on rubbish bin and wash your hands after putting waste in it;
  • Avoid handling food as far as possible;
  • Tell your supervisor or representative of the Committee of any defects or concerns regarding the facilities – eg uncleanness, refrigeration malfunction, cracked food preparation surfaces.

Display Screen Equipment

The Organisation recognises its responsibility to ensure the well-being of workers who habitually use display screen equipment for a significant part of their normal work. Volunteers/Workers are advised to ensure that they take a five minute break from the display screen equipment at least once an hour and are advised that, if they experience vision defects or other discomfort that they believe may be wholly or in part a consequence of their use of such equipment, they have the right to an eye-test at the Organisation’s expense.

Alcohol, Drugs and Tobacco 

Smoking within the premises and the use of Drugs on the premises are prohibited at all times.  The use of intoxicants (alcohol) is prohibited during working hours, and no employee/volunteer may undertake his/her duties if under the influence of alcohol or drugs.

PART THREE

Arrangement and Procedures

The Health and Safety Officer, nominated by the Management Committee, is responsible for ensuring that the safety policy is carried out and that responsibilities for safety, health and welfare are properly assigned and accepted at all levels.  His/her details and contact number will be displayed clearly in the entrance way.

First Aid and Accident Reporting

Fire Drills and Evacuation Procedures

3.1.1    First Aid

The current First Aider(s) for the premises is/are displayed  (on the Notice Board in the Reception Area).

First Aid Boxes are provided in the following location(s):

Reception

Kitchen

Treatment rooms

Accidents

In the event of an injury or illness, call for a member of staff or ring for an ambulance directly.  To call an ambulance – dial 999 and ask for “ambulance”;

All accidents must be reported to the Health and Safety Officer or another member of staff on duty immediately or as soon as practicable;

All accidents must be entered on an accident form, available from the reception desk.  The procedures for “notifiable” accidents as shown in Appendix A below must be followed;

The Health and Safety Officer will investigate incidents and accidents, writing a detailed report for the Organisation’s Management Committee to consider the actions necessary to prevent recurrence.

Fire Drills and Evacuation Procedures

Fire Drills

All workers and volunteers must know the fire procedures, position of fire appliances and escape routes.

The fire alarm points, fire exits and emergency lighting system will be tested by The Fire Officer/Health and Safety Officer during the first week of each month and entered in the log book provided.

The Fire Officer will arrange for Fire Drills and Fire Prevention Checks (see Appendix C below) to be carried out at least once every three months and entered in the log book.  In addition, these Drills will be carried out at different times and on different days, so that all users/hirers know the procedures.

The last person securing the premises will ensure Fire Prevention Close Down Checks are made of all parts of the premises at the end of a session (See Appendix C).

in the event of Fire

Persons discovering a fire should sound the nearest alarm;

The first duty of all workers is to evacuate all people from the building by the nearest exit immediately the fire is discovered;

All persons must evacuate the building and, where possible without personal risk, leave all doors and windows closed;

The assembly point for the building is at the main car park

No-one should leave the assembly point without the permission of a member of staff;

If any fire occurs, however minor, the Fire Brigade must be called immediately by dialling 999 and asking for “Fire”;

When the Fire Brigade arrives advise whether all persons are accounted for and location of fire.

Cleaning Materials, General Machinery and High Risk Areas

All portable machinery must be switched off and unplugged when not in use;

Wandering cables are a hazard; use with caution and safety in mind;

Slippery floors and dangerous; use warning signs;

Use protective clothing and equipment provided and as instructed on machinery/equipment/material.  It is the duty of a worker to report any loss of or defect in protective clothing or equipment.

General

All thoroughfares, exits and gates must be left clear at all times;

Corridors and fire exits must not be blocked by furniture or equipment;

Vehicles must not be parked near to the building so as to cause any obstruction or hazard;

Hazards or suspected hazards or other health and safety matters should be reported to the Health and Safety Officer or the staff member on duty immediately or as soon as practicable, so that action can be taken.  If the hazard is of a serious nature, immediate action must be taken to protect or clear the area to prevent injury to staff or other users.

PART FOUR

 4.1 ACCIDENT REPORTING

All accidents which occur during work for the Organisation and/or for the User/Hirer, or on premises under the control of the Organisation must be recorded.

The responsible first aider and responsible person must take all necessary actions to respond to the accident, take a full account, and ensure it is all fully documented.

This covers and is not limited to:

  • Accidents to visitors / users
  • Accidents to contractors and their employees
  • Accidents to Members of the Public
  • 4.3 CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH (COSHH REGULATIONS)
  • The risk assessment covers
  • What substances are present and in what form
  • What harmful effects are possible
  • Where and how are the substances actually used or handled
  • What harmful effects are given off etc.
  • Who could be affected, to what extent and for how long
  • Under what circumstances
  • How likely is it that exposure will happen
  • What precautions need to be taken to comply with the COSHH Regulations
  • Prevention or Control

Employers have to ensure that the exposure of workers to hazardous substances is PREVENTED or, if this is not reasonably practicable ADEQUATELY CONTROLLED.

On the basis of the assessment, the employer has to decide which control measures are appropriate to the work situation in order to deal effectively with any hazardous substances that my present.  This may mean PREVENTING exposure by

  • Removing the hazardous substance by changing the process
  • Substituting with a safe or safer substance, or using a safer form

Or, here this is not reasonably practicable, CONTROLLING exposure by

  • Totally enclosing the process
  • Using partial enclosure and extraction equipment
  • General ventilation
  • Using safe systems of work and handling procedures

It is for the employer to choose the method of controlling the exposure and to examine and test control measures, if required.

The Regulations limit the use of Personal Protective Equipment (e.g. dust masks, respirators, protective clothing) as the means of protection of those situations ONLY where other measures cannot adequately control exposure.

Employers must provide any of their workers and, so far is reasonably practicable, other persons on site who may be exposed to substances hazardous to health, with suitable and sufficient information, instruction and training to that they know the risks they run and the precautions they must take.

Employers must ensure that anyone who carries out any task in connection with their duties under COSHH has sufficient information, instruction and training to to the job properly.

4.6 FIRE PREVENTION

Risk assessment covers

  • The number and width of escape routes so as to provide a ready means of escape from all parts of the premises.
  • Emergency lighting and its maintenance.
  • The most suitable way of raising an alarm in the event of fire.
  • Fire instruction notices.
  • The numbers and types of fire extinguishers or other fire-fighting appliances which should be provided.
  • Precautions to be taken with any activities involving the use of flammable liquids, naked flames or heating processes?
  • The desirability of battening or clipping seats together in sets of four where moveable seats are used for large audiences?
  • The maximum number of people who should be allowed on the premises at any one time?
  • Are seating and gangways in the hall/rooms so arranged as to allow free and easy access direct to fire exits?
  • Are exit doors always unlocked before the start of any session and kept unlocked until the last person leaves?
  • Are escape routes and exit doors clearly sign-posted and marked so that anyone not familiar with the building can quickly see the ways out?
  • Are escape routes and exit doors never allowed to become obstructed or hidden by chairs, stage props, curtains etc.?
  • Is Fire Equipment properly looked after
  • Fire extinguishers, fire alarm systems / smoke alarms regularly maintained.
  • Are staff/duty trained to use this equipment.
  • Equipment kept in its proper position and always clearly visible and unobstructed
  • Thorough close-down checks made of all parts of the premises at the end of an evening.
  • Smouldering fires doused with water.
  • Heater and cookers turned off.
  • Televisions and other electrical apparatus turned off and unplugged.
  • Lights off.
  • Internal doors closed
  • Outside doors and windows closed and secured.
  • All reasonable steps taken to prevent fires.
  • Smoking not allowed in premises at any time.
  • Heating appliances fitted with adequate and secure fire guards.
  • Portable heaters have to be used, are they securely fixed and kept away from combustible materials.
  • Precautions to ensure that convector type heaters are not covered with clothes and curtains.
  • Sufficient socket outlets provided to obviate the need for long trailing flexes.
  • Damaged leads replaced regularly.
  • Cooking operations supervised by a reliable person.
  • All parts of the premises kept clear of waste and rubbish, particularly staircases, space under stairs, store rooms, attics and boiler rooms.

Appendix D – HEALTH AND SAFETY INSPECTION

  • Inspection
  • A Health and Safety inspection of the building should be undertaken at least every six months.  One of these inspections may be undertaken at the same time as the annual building maintenance check.
  • Appointed members of the management team, should arrange to meet and carry out the inspection
  • When the form is complete and has been signed, matters noted as not satisfactory, together with any other concerns raised by the inspection, should be reported to the Management and recommendation’s put forward and implemented.
  • The management personnel should be authorised, where URGENT action is necessary, to make immediate reasonable response.
  • The whole form should be made available to all staff of the Management team.
  • The forms should be preserved in a file maintained for this purpose.  As required action is taken, the responsible person should initial the form in the appropriate box
  • Risk Assessment
  • Risk assessments relate to activities within the premises or grounds
  • Risk assessments NEED to be carried out in relation to every activity undertaken, whether by groups or individuals and including the work of paid staff AND volunteers
  • Special attention should be paid to the circumstances of workers under the age of eighteen and to expectant mothers, women who have given birth within the past six months or who are breastfeeding
  • A risk assessment needs to be carried out whenever a new activity is envisaged
  • Assessments need to be repeated whenever circumstances change:
  • Changes in layout of equipment
  • Observing trends on the accident form
  • Changes in staff
  • Introduction of new procedures, processes or materials

We request that our Staff, Volunteers, Visitors and Users of our facility respect this Policy, a copy of which will be available on demand.

Complaints and Appeals

Complaints & Appeals Process

International College of Holistic Practitioners is committed to treating all valid complaints seriously and assessing them thoroughly.

International College of Holistic Practitioners reserves the right to conduct an initial investigation into a complaint but to decline to consider it if it is deemed to be vexatious or where irrational demands are made or where the complainant is unreasonably persistent.

International College of Holistic Practitioners reserves the right to refuse to deal with a complainant who takes an overly aggressive or abusive approach towards any member of staff; all members of staff have a right to be treated courteously and with respect

Complaints should be raised as soon as problems arise to enable prompt investigation and swift resolution.

Complaints must be put in writing or via email to admin @ichp.co.uk providing full details of the nature of complaint and addressed to the tutor the student is working under.

The Learner must provide all relevant details, times, dates and any supporting evidence. The learner must understand in not providing full and accurate details in relation to the complaint will result in delays in coming to a resolution or dismissal of the complaint.

The curriculum tutor will respond within a 14 day time frame of receiving the complaint.

The tutor may ask the learner to attend an informal meeting to discuss and fully understand the nature of the complaint.

The tutor will endeavour to reach a resolution within a 30 day time frame, if further investigation is required and other parties’ involvement is identified. However more time may be necessary and the learner will receive an update in regards to this.

The tutor will inform the learner of the outcome of the complaint once all investigations are conducted and will endeavour to do this within the 30 day time frame.

If the student is not happy with the outcome of the complaint, then the appeals process is available for the student to pursue.

  Appeals Process

The student must in the first instant pursue the complaints process, if the student is not happy with the outcome, International College of Holistic Practitioners will allow any student the right to appeal against decisions and outcomes of the complaint they made initially with the School.

The Appeals Process

 A formal appeal should only be made after the student has exhausted all informal means of resolving the issue.

A student who wishes to make a formal appeal against a College Decision should submit the appeal in writing to saffia@ichp.co.uk within five working days of receiving notification of the decision.

 The letter of appeal should contain a statement which clearly states the decision which is being appealed, the basis for the appeal and the remedy the student is seeking.

The letter of appeal may include new evidence to support the appeal for any personal circumstances that the student wishes to be considered.

The College will normally acknowledge receipt of the letter within 5 working days.

 If an appeal hearing is required the student will be notified. The student will have the opportunity to personally explain the basis of the appeal.

The student will be given at least 3 working days’ notice of the date and time of the hearing.

The student has the right to be accompanied to the hearing by a friend or representative.

The College should be notified of any person who will be accompanying the student at least one day before the hearing.

 The appeal will be held by a nominated panel, normally chaired by a member of the Senior management, the nominated panel, will include external members in order to ensure impartiality and to ensure a fair process and hearing.

If the timescale is not practicable the period may be extended by mutual agreement.

No member of the appeals panel will have had direct involvement in the decision being appealed.

Normally the decision of the appeals panel will be given verbally to the student if a hearing takes place and confirmed in writing within 5 working days of the panel being held.

If the panel is held without the student attending, then the student will be notified of the decision within five working days.

 The decision of the appeals panel is final and is not subject to further appeal within the College.

In the case of an appeal involving the process of assessment, a student may have a further route to appeal with the awarding body Open College Network West Midlands. This will be dependent on the Awarding Body’s appeal process. The complaints appeals process can be accessed via the Awarding Bodies website.

Refunds

Refunds Policy

Refunds may be requested up until 14 days after booking of the course.

All deposits paid to secure a place on any courses are non-refundable.

Your request for a refund must be made in  writing only and will not be accepted via any other method of communication i.e. text message, phone call or email. 

Refunds can only be made at this time and cannot be made at a later date.

Once any course material is sent via email to learner or learners have access to the online learning platform no refunds can be accepted as this would be considered as “goods received.”

All endeavors will be taken to process refunds within 30 working days of receiving refund request .

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