Policies and Guidelines

General

Payment terms are 14 days from the invoice, but payment must be received before the course begins. Materials and login details (if relevant) will not be issued until payment is received. OK4UK Academy reserves the right to refuse admittance to the course until payment is received. OK4UK Academy reserves the right to cancel or alter the dates or provision of service, the venue and the individual or organisation providing the service. This includes moving classroom courses to our online blended service where we are unable to reasonably provide a classroom environment. In the event of a course cancellation, bookings will normally be deferred to the next available course at the same venue unless the client specifically requests otherwise. If a booking is cancelled or deferred by the client, OK4UK Academy reserves the right to apply the below charges. These charges also apply to in-house training courses or consultancy services cancelled or deferred by the client. Notice Given % of fee chargeable More than 28 day- 0% 15-28 days – 50% 1-14 days- 75% Cancellation/ Non-attendance without notice – 100% In addition, OK4UK Academy reserves the right to charge a £30 administration fee for each cancellation/deferral. Telephone cancellations/deferrals can be accepted but have to be received 7 days prior to course commencement, and should be confirmed immediately in writing (by post, fax or email). For cancellations/deferrals within 7 days preceding the course commencement date, OK4UK Academy reserve the right to pass on any such delegate fees that they incurred for each day of the course deferral. Provisional bookings are not permitted. Bookings are confirmed once submitted and are subject to the cancellation terms above. Fees quoted are correct at the time of publication, but OK4UK Academy reserves the right to alter fees at any time. These terms shall be governed by and construed in accordance with the laws of England and shall be subject to the exclusive jurisdiction of the English court.

Consultancy Services

Any risk assessments conducted (if applicable) are general risk assessments required by the Management of Health & Safety at Work Regulations 1999. This does not include more specific risk assessments as required by other regulations unless specified. Telephone/email support (if applicable) covers any work that does not involve physical travel to the client’s site. If extra work on the client’s site is required, this will be charged at an agreed amount. In the case of telephone/email support contracts, the contract start date will be the date the client signs to accept the proposal. Annual telephone/email support contracts will automatically renew on their anniversary. If the client does not wish to renew the contract, they must notify OK4UK Academy in writing at least 30 days prior to the end of the contract.

Classroom Courses

Whilst we will try to maintain an ideal number of delegates to tutors, this is not always possible. The final decision on the number of delegates per course is made by OK4UK Academy. OK4UK Academy reserves the right to deliver a course by using one or multiple trainers. Whilst the same trainer will always be used where possible, this is not always practical. Course materials are kept under continuous review via rigorous quality procedures. OK4UK Academy cannot be held responsible for any omissions or errors in the course materials. OK4UK Academy cannot be held responsible for unforeseen circumstances (including acts of God) that affect the running/delivery of a course. We will endeavour to work with our clients to resolve any such matter to the best of our ability. Car parking charges may vary from those listed on the OK4UK.Academy website. OK4UK Academy is not liable for any such charges. Whilst OK4UK Academy does its best to keep venues as listed on the website, OK4UK Academy reserves the right to change the venue at any time. Delegates will be notified of any changes to the course venue.

Distance Learning

For Certificate courses, materials are provided that are up to date at the time of booking. If materials are updated, free revisions can be provided by OK4UK Academy. We will notify students of updates via email and/or social media platforms. For Diploma courses, the textbooks provided are up to date at the time of booking. The textbooks are from a third-party supplier, so any revisions to the syllabus will require updated textbooks to be purchased. We can provide these at a cost price. All fees are payable in advance. Course materials will not be sent until payment is received. The fees quoted are correct at the time of publication. OK4UK Academy reserves the right to alter fees at any time. Cancellations following a confirmed booking will be charged a £30 administration fee. Once materials are sent, refunds cannot be offered. Shipment of materials to non-UK addresses may incur an additional fee. Support from the study support team is unlimited, however, the onus is on the delegate to contact tutors when in need of assistance. This can be done via telephone, email, social media, Zoom, Skype, etc. Tutor-marked assignments are provided as part of the course materials. It is vitally important that these are completed and submitted for feedback before delegates sit exams.

E-Learning Training Courses & Audio Books

Invoices will be issued immediately upon receipt of booking forms. Login details and access to E-Learning courses and Audio Books are supplied only on payment of invoice. No refunds or cancellations can be offered once login and access details have been provided.

In-House Training

For any courses that are to be provided on the client’s premises, it is the responsibility of the client to provide the following: A suitable training room, large enough for all attendees Lunch and refreshments (if applicable) A projector, flipchart and pens Toilet and washing facilities

Exams

All exams taken must be booked and paid in full 4 weeks before the date of the exam. Once you have been registered for an exam the fees are not refundable. We do accept later bookings, although it is important to note that there may be additional fees. If you submit a late exam booking and have missed the exam’s cut-off date, payment of late exam registration fees will be chargeable in order to register for your exams. Whilst OK4UK Academy does its best to keep venues as listed on the website, OK4UK Academy reserves the right to change the venue at any time. Delegates will be notified of any changes to the course venue. As part of Open Book Exam (OBE) process, you may be required to attend a closing interview. This is usually done virtually via Teams or Zoom. If you fail to attend a closing interview without giving us 2 working days’ notice, you will be charged £15 +VAT to re-book. Upon booking a course, you will be automatically enrolled on the nearest exam date for that course. The cut-off for changing your exam date is 3 weeks from the exam date. If you need to change the date of your exam, please contact our Operations Administration department.

OK4UK Academy Guarantee Pass Promise

OK4UK Academy offers a guaranteed pass promise on all courses. This means that candidates are entitled to continue studying (free of charge) if they fail to meet the required standard in the examinations. The OK4UK Academy Guarantee Pass Promise only applies if the following criteria are met: OK4UK Academy offers a guaranteed pass promise on all courses. This means that candidates are entitled to continue studying (free of charge) if they fail to meet the required standard in the examinations. The OK4UK Academy Guaranteed Pass promise only applies if the following criteria are met: The candidate is accepted onto the course by OK4UK Academy. The candidate takes a full and active part in the course and completes any tasks/projects set. The candidate attends every day of the course. The candidate meets the required standard in all tutor–marked assessments. If applicable, the delegate will be required to pay the exam fees for any re-sits.

Third-party Courses suppliers

If you purchase our course via another third-party organisation you can cancel the purchase within 14 days. This is called the “cancellation period”. If you redeem your voucher during the cancellation period you are expressly requesting us to provide the course materials and you acknowledge that you lose your right to cancel the purchase and will not receive a refund.

Payment Plan System:

For courses over £500, a payment plan system is available with the following method:

  1. Begin your journey with a registration fee of 30%.
  2. Followed by a flexible payment plan of 40% during the course duration.
  3. Upon successful completion, a final payment of 30% is required.

Please note that depending on the progress of the course, once it has started and due to the administrative process, it will be difficult to refund any monies. Therefore, if the student does not complete the course, all the student will be liable to pay an amount that will have to cover the course progression up to that point.  

Our Commitment to Privacy

Your privacy is important to us. To protect your privacy, we have provided this notice explaining our information practices, ensuring that we shall be responsible for, and be able to demonstrate, compliance with the principles of the UK General Data Protection Regulation (UK GDPR). Within this notice, we will cover the following points:

    • Definitions
    • The Six Principles of GDPR
    • The Information We Collect
    • Sources of Collection
    • How We Use Information
    • Keeping your details up to date
    • Your rights
    • Our Commitment to Data Security
    • Our Commitment to Children’s Privacy
    • Further Information Regarding GDPR
    • How to Contact Us
    • Review of Privacy Notice

To make this notice easy to find, we will make it available on our homepage and at points where personally identifiable information may be requested.

Definitions

We identify ourselves as a ‘controller’, who determines the purposes and means of processing personal data.

We use third-party ‘processors’ and ‘controllers’ who are responsible for processing personal data on behalf of OK4UK Academy.

‘Personal data’ refers to any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier.

The Six Principles of UK GDPR

Article 5(1) of the UK GDPR requires that personal data shall be:

    1. Processed lawfully, fairly and in a transparent manner in relation to individuals;
    1. Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
    1. Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
    1. Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
    1. Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to the implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
    1. Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

The Information We Collect

This notice applies to all information collected or submitted on this website, via phone calls, webchat, social media platforms, messenger services and email. The types of personal information collected depend on the nature of contact but may include:

    1. Name;
    1. Address;
    1. Email address;
    1. Phone number;
    1. Date of birth;
    1. Nationality;
    1. Student number;
    1. Employment details;
    1. Payment information;
    1. Educational and employment background;
    1. Comments and feedback;
    1. Cookie information.

Sources of Collection

OK4UK.academy, OK4UK.org and  OK4UK.com websites.

Cookies

We use a third party to automatically collect information through the use of cookies which do not contain personal information. We keep track of browsing patterns and help us to build up a profile of how our customers use the website. A user may choose to set their web browser to disable cookies.

Contact forms

A contact form on the website is also used to collect names, emails, telephone and a comments section for those individuals wishing to gain further details about the services offered. The personal data will be retained for a maximum of 5 years This timescale will be extended if the contact becomes a customer and uses OK4UK Academy’s services. We will seek consent and make it clear at the point of data capture.

Live Webchat

A live web chat service is available on our website for those who wish to engage with a salesperson in real-time. We use a third-party provider to supply and support the LiveChat service. Individuals may request a transcript of the LiveChat session at the start of the session or prior to the session ending. When using LiveChat we may ask for your name, email address and telephone number should you request further details about a service or product. In providing such information, consent is given for future contact. We will seek consent and make it clear at the point of data capture.

Email

For the purpose of our legitimate interests. we use a third-party service provider to protect against suspicious traffic, viruses and malicious attachments. Emails may also be subject to viewing by third parties, including training bodies and IT Service Providers.

Social Media / Messenger services

We use third-party service providers, such as Facebook and Twitter, to engage in various media platforms to connect with individuals. The information gathered via interactions may be used for marketing or sales purposes via consent. Postings on social media may be used within other publications, such as a Facebook posting may be used within the monthly newsletters. We will seek consent and make it clear at the point of data capture.

Webinars / eLearning

We use third-party providers for our webinar and eLearning platforms. Information collected may include names and email addresses. (see under “The Information We Collect” for the full possible list). This information is retained on the Learning Management System (LMS) platform for a maximum of five years. This information is not processed for any other means by these third parties, other than for the legitimate interests of administering your course, and is not used for marketing purposes. Third-party training bodies, relevant only to the course being undertaken, may also receive data from the LMS system in the legitimate interest of administering your course.

Online student library

We use a third-party online storage facility, Google Drive, to store training materials and resources for students. No information is collected from individuals that access this source. No personal data is stored on the online storage facility.

Booking consultancy services

No information will be shared with other third parties.

Payments

Payment details are processed when booking training via our website. We use third-party Stripe and PayPal to securely handle the payment. We will never store payment information for orders processed on this website. Financial records will be maintained securely for the HMRC required 6 years, thereafter details will be destroyed. Refund information is kept securely for 30 days and then destroyed.

Complaints

We recognise the importance of privacy whilst making a complaint. A copy of our complaints procedure is available on request. For the purpose of our legitimate interests, during the complaints investigation, we will gather information related to the case. This normally contains the identity of the complainant and any other individuals involved in the complaint. Upon resolution of the case, we will keep personal information contained in complaint files for 12 months, thereafter information will be destroyed.

Telephone

The company records telephone calls for the purposes of training and fact-checking.

Hubspot

We use Hubspot to store existing and potential customers’ data. Details of your enquiry or your order will be added to Hubspot when you complete a purchase on the website, fill in a ‘Contact Us’ form or speak to one of our representatives.

The Way We Use Information

On contact with OK4UK Academy, your personal information will be collated and stored for legitimate use of processing training and services. We may also use your personal details to let you know about other services and products that may be of interest and to keep you informed of the latest health and safety developments.

Monthly Newsletters

We use a third-party provider to deliver our monthly newsletters. We gather statistics around email openings and clicks using industry-standard technologies. We will seek consent for processing such data. Individuals are given the opportunity to un-subscribe at any time.

Marketing promotions

We use a third-party provider to create and deliver our marketing promotions. Email campaigns will contain tracking facilities to gather information, such as opening and click rates, thus ensuring targeted marketing. Individuals are given the opportunity to un-subscribe at any time.

Booking, delivery & processing training

For the purpose of our legitimate interests. where applicable, your information will be disclosed to third-party training bodies such as NEBOSH, IOSH, IEMA, ProQual, OAL, NOCN and CITB for the purpose of student registration and exam registration purposes. Such training bodies will be considered a ‘controller’ for processing personal data and advice should be sourced from relevant training bodies for further details. Data may also be shared, for the purpose of legitimate interest, to third-party trainers during the course of your training administration. This information will not be shared with other third-party organisations.

Consultancy services

For the purpose of legitimate interests, in the undertaking of consultancy services, certain company data may be gained and/or shared between us and any such third-party consultant(s) undertaking the work. This information will not be shared with other third-party consultants, persons or organisations.

Moderation

As part of our policy, completed TMAs and practical projects may be subjected to an internal moderation process, whereby OK4UK Academy trainers and/or third-party trainers will mark selected papers and be compared with a NEBOSH moderation marking. All personal data (name, student number, company details, date) will be removed from the papers to avoid identification indicators. This process is only used for internal monitoring purposes.

Databases

For the purpose of legitimate interests, we use a third-party provider to manage the infrastructure of our student database which contains personal data such as name, address and contact details. This information is not processed for any other means by the third-party IT provider. For the purposes of legitimate interests, our CMS system, HubSpot, is used to store details of enquiries and orders received. Personal data within this database may be used by OK4UK Academy staff and a third-party marketing company to communicate products and services offered by OK4UK Academy.

IT Service Providers

We use third-party IT service providers for the legitimate purpose of managing our IT infrastructure and our telecommunication channels. For the purpose of our legitimate interests, data can be used for troubleshooting, compliance checks, and data back-up purposes.

Links to other websites

This privacy notice does not cover the links used within material, resources and online services linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Transfer of data to non-EEA Country

Your personal information may be transferred to other countries for processing, which may have different personal data protection rules than the European Economic Area (EEA). If we transfer personal data outside the EEA, we ensure adequate protection remains in place to protect your privacy, including through the use of EU model clauses.

Keeping your details up to date

We always endeavour to make sure that the information we hold about you is accurate and up to date, but we need your help to do this. If you have a change of name and/or contact details, please contact us on support@ok4uk.academy or call us on +447555903621.

Your rights

The GDPR provides the following rights for individuals:

The right to be informed

Individuals have the right to be informed about the collection and use of personal data. OK4UK Academy is committed to the transparency requirement under the GDPR and will ensure private information is provided at the time of collecting personal data. Any questions relating to the collection, processing, storing and disposal of data should be made to support@ok4uk.academy or call us on +447555903621.

The right of access

Individuals have the right to access their personal data and supplementary information. Such requests will be responded to within 30 days of receipt or an extension may be applied up to 90 days for requests that are complex or numerous. A copy of the information will be free of charge. However, a ‘reasonable fee’ may be charged when a request is manifestly unfounded or excessive, particularly if it is repetitive. Any rights of access request should be made to support@ok4uk.academy or call us on +447555903621.

The right to rectification

The GDPR includes a right for individuals to have inaccurate personal data rectified or completed if it is incomplete. A request for rectification can be made via support@ok4uk.academy or call us at +447555903621..

Such requests will be responded to within 30 days of receipt or an extension may be applied up to 90 days for requests that are complex or numerous. A request for rectification may be denied if the request is manifestly unfounded or excessive, taking into account whether the request is repetitive in nature. The rectification will be free of charge. However, a ‘reasonable fee’ may be charged when a request is manifestly unfounded or excessive, particularly if it is repetitive.

The right to erasure

The GDPR UK introduces a right for individuals to have personal data erased. A request for erasure can be made via support@ok4uk.academy or call us at +447555903621. Such requests will be responded to within 30 days of receipt or an extension may be applied up to 90 days for requests that are complex or numerous. A request for erasure may be denied if the request is manifestly unfounded or excessive, taking into account whether the request is repetitive in nature. The erasure will be free of charge. However, a ‘reasonable fee’ may be charged when a request is manifestly unfounded or excessive, particularly if it is repetitive.

The right to restrict processing

Individuals have the right to request the restriction or suppression of their personal data. This is not an absolute right and only applies in certain circumstances. When processing is restricted, we are permitted to store the personal data, but not use it. A request for restricted processing can be made via  support@ok4uk.academy or call us at +447555903621. Such requests will be responded to within 30 days of receipt or an extension may be applied up to 90 days for requests that are complex or numerous. A request for restricted processing may be denied if the request is manifestly unfounded or excessive, taking into account whether the request is repetitive in nature. The restricted processing will be free of charge. However, a ‘reasonable fee’ may be charged when a request is manifestly unfounded or excessive, particularly if it is repetitive.

The right to data portability

The right to data portability allows individuals to obtain and reuse their personal data for their own purposes across different services. We will provide the personal data in a structured, commonly used and machine-readable form. We are not required to adopt or maintain processing systems that are technically compatible with other organisations. A request for data portability can be made via support@ok4uk.academy or call us at +447555903621. Such requests will be responded to within 30 days and provided free of charge.

The right to object

Individuals have the right to object to processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling), direct marketing (including profiling) and processing for purposes of scientific/historical research and statistics. A request for the right to object can be made via support@ok4uk.academy or call us at +447555903621. Such requests will be responded to within a reasonable timescale and provided free of charge.

Our Commitment to Data Security

To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.

Any personal information you give to us will only be used by OK4UK Academy and by its processors and service providers. We do not sell or share personal information with third parties unrelated to it. We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Our Commitment to Children’s Privacy

Protecting the privacy of the very young is especially important. For that reason, we never collect or maintain information at our website from those we actually know are under 13, and no part of our website is structured to attract anyone under 13.

Further Information Regarding GDPR

Further details about The General Data Protection Regulation (GDPR) are available from the Information Commissioner’s Office.

How to Contact Us

Should you have other questions or concerns about these privacy policies, please contact support@ok4uk.academy or call us at +447555903621.

Review of Privacy Notice

This privacy notice will be regularly reviewed and was last updated on 2nd of July 2023.

OK4UK Academy is committed to protecting and respecting your privacy and personal data. We comply with the General Data Protection Regulation (GDPR) and other applicable data protection laws to ensure that your personal data is processed securely and lawfully. Data Collection and Use We collect and process personal data for the purpose of providing educational services and managing student enrollment. The data collected may include your name, contact information, date of birth, and other necessary details. We use this information to communicate with you, deliver course materials, and maintain academic records. Data Security We take the security of your personal data seriously and have implemented appropriate technical and organizational measures to protect it against unauthorized access, loss, or alteration. Your data is stored securely and accessed only by authorized personnel for legitimate purposes. Data Retention We retain your personal data for as long as necessary to fulfill the purposes for which it was collected and to comply with legal obligations. Once the data is no longer required, it will be securely deleted or anonymized. Third-Party Disclosure We may share your personal data with third-party service providers to facilitate specific services, such as course assessments or certificate issuance. These providers are bound by contractual obligations to safeguard your data and process it in compliance with GDPR. Your Rights You have the right to access, rectify, or erase your personal data held by OK4UK Academy. You can also restrict or object to the processing of your data. If you wish to exercise any of these rights or have any concerns about how your data is being processed, please contact our Data Protection Officer at dpo@ok4uk.academy. Marketing Communications We will only send you marketing communications with your consent, and you can opt-out at any time by following the unsubscribe link in our emails. Cookie Policy Our website uses cookies to enhance your browsing experience. By using our website, you consent to the use of cookies in accordance with our Cookie Policy. Updates to this Statement We may update this GDPR compliance statement from time to time to reflect changes in data protection laws or our data processing practices. The latest version will always be available on our website. For more information on how we handle your personal data and your rights, please review our full Privacy Policy. If you have any questions or concerns about our GDPR compliance, please don’t hesitate to contact us.
© 2023 OK4UK Academy. All rights reserved. “OK4UK” is a registered trademark of OK4UK Academy. The OK4UK logo and other logos used on this website are registered trademarks of OK4UK Academy. Unauthorized use and/or duplication of any content, materials, or trademarks without express and written permission from OK4UK Academy is strictly prohibited.
OK4UK Academy is committed to promoting and ensuring equal opportunities for all staff, learners, and clients, irrespective of their race, ethnicity, gender, age, religion, disability, sexual orientation, or any other characteristics that may be used to discriminate. OK4UK Academy is committed to creating a positive and inclusive learning and working environment, free from discrimination, harassment, or victimization, where everyone is treated with dignity and respect. To achieve this, OK4UK Academy has put in place the following measures:
  • Recruitment and Selection: OK4UK Academy will ensure that all staff, learners, and clients are recruited and selected based on their skills, knowledge, and experience, and without any form of discrimination.
  • Training and Development: OK4UK Academy will provide equal opportunities for all staff, learners, and clients to access training and development opportunities, irrespective of their background or characteristics.
  • Support and Welfare: OK4UK Academy will provide support and welfare services to staff, learners, and clients who may require additional support to access our services, courses, and facilities.
  • Policy Implementation: OK4UK Academy will ensure that all staff, learners, and clients are made aware of our Equal Opportunity Policy, and will take appropriate action against any form of discrimination, harassment, or victimization that may occur.
  • Monitoring and Review: OK4UK Academy will monitor and review our Equal Opportunity Policy on a regular basis, and take appropriate action to address any areas of concern or non-compliance.
OK4UK Academy is committed to promoting and upholding the principles of equality, diversity, and inclusion, and will ensure that our policies and practices reflect these values.

Introduction

Ok4UK Academy is committed to safeguarding and promoting the welfare of all learners, regardless of their age, gender, ethnicity, religion or sexual orientation. Our safeguarding policy sets out the procedures we will follow to ensure that learners are protected from harm and that appropriate action is taken if concerns are raised about a learner’s welfare.

Responsibilities

All staff members and contractors of OK4UK Academy have a responsibility to ensure the safeguarding and welfare of learners. This includes reporting any concerns to the designated safeguarding lead (DSL). The DSL for OK4UK Academy is Nick Boldorea. The DSL is responsible for:

  • Ensuring that all staff members and contractors receive appropriate safeguarding training.
  • Coordinating and liaising with external agencies, such as local authorities, social services, and the police, when necessary.
  • Keeping accurate records of safeguarding concerns and actions taken.
  • Ensuring that learners are aware of the safeguarding policy and know how to report concerns.

Procedure for Reporting Safeguarding Concerns

If a staff member or contractor has a concern about a learner’s welfare, they should report it to the DSL as soon as possible. If the DSL is not available, the concern should be reported to the deputy DSL. The DSL will follow the following procedure when a safeguarding concern is raised:

  1. Gather information from the person raising the concern and any other relevant sources.
  2. Assess the risk and take appropriate action to safeguard the learner.
  3. Inform the relevant external agencies, such as the local authority or social services, if necessary.
  4. Keep accurate records of the concern and the actions taken.

Training

All staff members and contractors will receive appropriate safeguarding training, including training on the signs and symptoms of abuse and neglect, how to report concerns, and the procedures to follow if a safeguarding concern is raised.

Review

This policy will be reviewed annually by the DSL to ensure that it remains up-to-date and relevant.  

Introduction

1.1 OK4UK Academy is committed to providing equal opportunities for all learners, including those with disabilities or additional needs, and to ensuring that our learning environment and assessment processes are inclusive and accessible to all. 1.2 This policy outlines the procedures and arrangements in place to ensure that reasonable adjustments are made to enable learners with disabilities or additional needs to participate fully in our training and assessment activities.

Definitions

2.1 Reasonable adjustments are defined as changes or adaptations to our learning environment or assessment processes that allow learners with disabilities or additional needs to access our training and assessment on an equal basis with other learners. 2.2 Examples of reasonable adjustments include, but are not limited to:

  • Providing materials in accessible formats, such as Braille or large print.
  • Providing additional time for completion of assessments.
  • Allowing the use of assistive technology or devices.
  • Modifying assessment methods or criteria to account for the effects of a disability or additional need.
  • Providing a quiet room or additional breaks during assessments.

Responsibility

3.1 Responsibility for ensuring that reasonable adjustments are made lies with OK4UK Academy’s Access and Inclusion Manager, who will work closely with learners, tutors, and assessors to identify and implement appropriate adjustments.

Process

4.1 Any learner who requires a reasonable adjustment should inform their tutor or assessor as early as possible, providing evidence of their disability or additional need where necessary. This will enable OK4UK Academy to put appropriate adjustments in place. 4.2 The tutor or assessor will discuss the learner’s requirements with the Access and Inclusion Manager, who will determine the appropriate adjustments to be made in consultation with the learner and, where appropriate, external support services. 4.3 Reasonable adjustments will be recorded in the learner’s Individual Learning Plan and communicated to all relevant staff. 4.4 Adjustments will be reviewed regularly to ensure that they remain appropriate and effective, and may be adjusted or amended in response to changes in the learner’s needs or circumstances.

Confidentiality

5.1 OK4UK Academy will treat all information regarding a learner’s disability or additional needs with sensitivity and in accordance with the Data Protection Policy. 5.2 Information regarding a learner’s disability or additional needs will only be shared with relevant staff on a need-to-know basis, with the learner’s consent.

Monitoring and Review

6.1 This policy will be reviewed annually by the Access and Inclusion Manager and updated as necessary in response to changes in legislation, best practice or the needs of learners. 6.2 The effectiveness of the policy and procedures in promoting equality of opportunity for learners with disabilities or additional needs will be monitored and evaluated regularly, and appropriate action taken to address any areas for improvement.  

Introduction

OK4UK Academy is committed to maintaining the integrity of its assessment processes, and to ensuring that all learners are treated fairly and equitably. To this end, we have established this policy on malpractice and maladministration, which outlines our approach to dealing with incidents of malpractice and maladministration by learners or staff.

Definitions

Malpractice is any deliberate or unintentional action, behavior or practice that undermines the integrity of the assessment process, or compromises the validity, reliability, authenticity or confidentiality of the assessment outcomes. This may include, but is not limited to:

  • Plagiarism or collusion
  • Impersonation or falsification of identity
  • Cheating or attempting to cheat
  • Disrupting the assessment process
  • Misusing assessment materials or equipment
  • Disclosing or receiving confidential assessment information
  • Seeking or accepting undue assistance or advantage

Maladministration is any failure by OK4UK Academy or its staff to follow the prescribed procedures or regulations for assessment, which results in a breach of standards or requirements. This may include, but is not limited to:

  • Inaccurate, incomplete or delayed assessment records or reports
  • Inconsistent or unfair assessment decisions or outcomes
  • Inadequate assessment feedback or guidance
  • Failure to maintain the security or confidentiality of assessment materials or data
  • Failure to comply with relevant legislation, regulations or guidance

Responsibilities

The responsibility for ensuring that malpractice and maladministration are identified, reported and investigated lies with all members of OK4UK Academy, including staff, learners and employers. OK4UK Academy has appointed a designated officer to oversee the management of malpractice and maladministration cases and to act as a point of contact for all related issues.

Reporting and Investigation

Any suspicion or allegation of malpractice or maladministration must be reported immediately to the designated officer, who will initiate an investigation in accordance with OK4UK Academy’s procedures. The investigation may involve gathering evidence from a range of sources, such as witness statements, assessment materials, and other relevant documentation. If the investigation confirms that malpractice or maladministration has occurred, OK4UK Academy will take appropriate action, which may include, but is not limited to, the following:

  • Cancelling or invalidating the assessment outcome
  • Disqualifying the learner from the assessment
  • Imposing sanctions or penalties, such as additional assessment requirements, suspension or expulsion from the Academy
  • Referring the case to the relevant regulatory or awarding body, or to external authorities, where appropriate
  • Taking steps to prevent recurrence and to improve the Academy’s procedures and systems

Appeals and Complaints

Learners have the right to appeal against any decision or action taken by the Academy in relation to malpractice or maladministration. Appeals must be made in writing within 14 days of the decision or action, and must set out the grounds for the appeal. The Academy will consider all appeals in accordance with its Appeals Policy, and will ensure that learners are informed of the outcome of the appeal within a reasonable time frame. Learners also have the right to make a complaint if they are dissatisfied with any aspect of the Academy’s handling of malpractice or maladministration. Complaints must be made in accordance with the Academy’s Complaints Policy, and will be investigated in accordance with the procedures set out therein.

Review and Monitoring

This policy will be reviewed annually, or as required in response to changes in legislation, regulations or guidance. The effectiveness of the policy and its implementation will be monitored regularly, and improvements will be made as necessary.

Introduction

Ok4UK Academy is committed to ensuring the health, safety, and welfare of all employees, learners, and visitors. We will ensure that our facilities, equipment, and operations meet or exceed all relevant health and safety regulations and standards.

Responsibilities

Management Responsibility

Ok4UK Academy’s senior management team is responsible for:

  • Setting health and safety objectives and targets for the organization
  • Ensuring that appropriate health and safety policies and procedures are in place
  • Providing sufficient resources to support health and safety measures
  • Ensuring that staff receive appropriate training to carry out their duties safely and responsibly
  • Undertaking regular audits of health and safety procedures and operations to identify areas for improvement
  • Taking appropriate action to address any identified hazards, risks, or incidents
  • Ensuring that all relevant health and safety legislation and regulations are complied with.

Employee Responsibility

All employees are responsible for:

  • Taking reasonable care of their own health and safety and that of others who may be affected by their actions
  • Complying with all relevant health and safety policies, procedures, and regulations
  • Reporting any hazards, incidents, or near-miss events to their manager or supervisor immediately
  • Co-operating with the management team to achieve a safe and healthy work environment.

Risk Assessments

Risk assessments are a key element of the health and safety policy of Ok4UK Academy. We will ensure that all work activities are assessed to identify potential hazards and risks to employees, learners, and visitors, and take appropriate action to mitigate these risks.

Training and Information

OK4UK Academy will provide appropriate training and information to all employees, learners, and visitors to ensure that they understand their responsibilities and obligations under the health and safety policy.

Emergency Procedures

OK4UK Academy has established emergency procedures to ensure the safety of all employees, learners, and visitors in the event of an emergency. These procedures include:

  • Procedures for reporting incidents and emergencies
  • Procedures for evacuating the premises
  • Procedures for providing first aid and medical assistance.

Review and Revision

This policy will be reviewed on an annual basis to ensure that it remains up-to-date and relevant to the needs of OK4UK Academy. Any changes to this policy will be communicated to all employees, learners, and visitors in a timely manner.  

Introduction

OK4UK Academy is committed to ensuring that all personal data of its employees, students, clients, and suppliers is collected, processed, stored, and disposed of in a secure and confidential manner in compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Policy

  • The Data Protection Officer (DPO) is responsible for ensuring that OK4UK Academy complies with the GDPR and the Data Protection Act 2018.
  • All employees, students, clients, and suppliers are responsible for ensuring that the personal data they provide to OK4UK Academy is accurate and up-to-date.
  • Personal data shall only be processed for the purpose for which it was collected and shall not be disclosed to any third party without the explicit consent of the data subject, unless required by law.
  • Personal data shall be processed fairly and lawfully, and in accordance with the data subject’s rights under the GDPR.
  • OK4UK Academy shall implement appropriate technical and organizational measures to ensure the security of personal data, and to protect personal data from unauthorized or unlawful processing, accidental loss, destruction, or damage.
  • Personal data shall not be kept for longer than is necessary for the purposes for which it was collected, and shall be securely disposed of when no longer required.
  • All individuals have the right to access their personal data held by Ok4UK Academy and to request its rectification or erasure, subject to certain limitations and conditions.
  • All individuals have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if they believe that OK4UK Academy has breached their data protection rights.

Responsibilities

  • The DPO is responsible for ensuring that this policy is implemented and adhered to, and for providing guidance and advice on data protection matters.
  • All employees, students, clients, and suppliers are responsible for complying with this policy and for reporting any suspected data protection breaches to the DPO.
  • The DPO shall provide regular training and awareness-raising to all employees, students, clients, and suppliers on data protection matters.

Enforcement

  • Any employee, student, client, or supplier found to have breached this policy shall be subject to disciplinary action, up to and including termination of employment or contract.
  • Any breach of this policy shall be reported to the DPO immediately.
  • The DPO shall investigate all reported breaches and take appropriate remedial action, including notifying the ICO where required.

Review

This policy shall be reviewed annually by the DPO and updated as necessary to ensure continued compliance with the GDPR and the Data Protection Act 2018.  

Purpose

OK4UK Academy (“the Academy”) is committed to avoiding conflicts of interest in all aspects of its operations. This policy sets out the procedures and processes to be followed by employees, assessors, and contractors to avoid and manage conflicts of interest that may arise in the course of the Academy’s business activities.

Scope

This policy applies to all employees, assessors, and contractors of the Academy. It is intended to provide guidance on the identification, management, and reporting of potential or actual conflicts of interest that may arise in the course of the Academy’s business activities.

Definition of a Conflict of Interest

A conflict of interest occurs when an individual’s personal interests or duties conflict, or appear to conflict, with the interests of the Academy. Conflicts of interest may arise in various forms, such as financial, personal, professional, or familial, and can arise directly or indirectly.

Procedures for Identifying Conflicts of Interest

  1. Disclose any potential conflicts of interest to their line manager or supervisor as soon as possible, providing details of the nature and extent of the conflict.
  2. Complete the Academy’s conflict of interest declaration form, which is available from the line manager or supervisor.
  3. The line manager or supervisor will assess the nature and extent of the conflict of interest and determine whether it constitutes a conflict of interest that requires further action.
  4. If a conflict of interest is identified, the line manager or supervisor will work with the individual to develop a management plan to address the conflict of interest.

Management of Conflicts of Interest

If a conflict of interest is identified, the Academy will work with the individual to develop a management plan to address the conflict of interest. The management plan will depend on the nature and extent of the conflict of interest and may include one or more of the following actions:

  • Disclosure of the conflict of interest to relevant parties.
  • Withdrawal from involvement in the matter that gives rise to the conflict of interest.
  • Refraining from participating in decisions or discussions related to the matter that gives rise to the conflict of interest.
  • Implementing appropriate measures to mitigate or manage the conflict of interest.
  • In some cases, termination of the relationship between the individual and the Academy may be necessary.

Reporting of Conflicts of Interest

The Academy takes all reports of potential or actual conflicts of interest seriously. All reports should be made in good faith and without fear of retaliation. Employees, assessors, and contractors are required to report potential or actual conflicts of interest to their line manager or supervisor as soon as possible.

Review of the Policy

This policy will be reviewed periodically and updated as required to ensure that it continues to reflect best practices and legal requirements.  

Introduction

OK4UK Academy is committed to providing high-quality training and assessment services to all learners. However, we understand that there may be occasions where learners may wish to make a complaint about the services we provide. This policy outlines our process for handling complaints to ensure they are dealt with promptly, fairly, and effectively.

Scope

This policy applies to all learners and stakeholders of OK4UK Academy.

Complaints Procedure

Making a Complaint

Learners may make a complaint in writing or verbally to their trainer, assessor, or any member of staff at OK4UK Academy. The complaint should be specific and provide details of the issue, including the date, time, location, and the names of any staff or learners involved.

Acknowledgment of Complaint

Upon receipt of a complaint, OK4UK Academy will acknowledge receipt of the complaint within three working days. The acknowledgment will outline the complaints procedure and indicate when the complainant can expect a response.

Investigation of Complaint

The complaint will be investigated by the relevant member of staff and recorded in the complaints register. We aim to complete the investigation within ten working days. If the investigation cannot be completed within this time frame, we will inform the complainant of the reasons and provide an estimate of when they can expect a response.

Response to Complaint

Once the investigation is complete, OK4UK Academy will provide a written response to the complainant, outlining the outcome of the investigation and any actions taken. If the complainant is not satisfied with the response, they may request a review by the Director of OK4UK Academy.

Review of Complaint

If the complainant is not satisfied with the response, they may request a review by the Director of OK4UK Academy. The Director will review the complaint and any actions taken to date and provide a final written response to the complainant.

Recording of Complaint

All complaints and their outcomes will be recorded in the complaints register, which will be reviewed regularly by the Director to ensure that any recurring issues are identified and addressed.

Confidentiality

All complaints will be treated in confidence and only disclosed to those who need to know to resolve the complaint. We will ensure that the complainant is kept informed throughout the process and that their confidentiality is respected at all times.

Monitoring and Review

This policy will be reviewed annually to ensure it remains effective and relevant. We will monitor and record the number of complaints received and their outcomes to identify any trends or areas for improvement.  

Introduction

1.1 This Appeals Policy sets out the process that learners can follow if they wish to appeal against an assessment decision made by OK4UK Academy. 1.2 The policy applies to all learners enrolled in any of OK4UK Academy’s courses, programs, or qualifications.

Scope

2.1 This policy covers any appeal made by a learner who is not satisfied with an assessment decision made by OK4UK Academy. 2.2 The policy applies to all assessments, including those conducted by OK4UK Academy’s assessors at the learner’s workplace or any other approved assessment center.

Appeals Process

3.1 If a learner is dissatisfied with an assessment decision, they should first discuss the issue with the assessor who made the decision. 3.2 If the learner is still dissatisfied, they should submit a formal appeal in writing to the OK4UK Academy Appeals Officer within 14 days of receiving the assessment decision. 3.3 The written appeal should clearly state the reasons for the appeal, the assessment decision being appealed, and any evidence to support the appeal. 3.4 The Appeals Officer will acknowledge receipt of the appeal within 5 working days and will review the appeal within 10 working days. 3.5 The Appeals Officer may request further information or evidence from the learner or the assessor before making a decision. 3.6 The Appeals Officer will notify the learner of the decision in writing within 5 working days of making the decision. 3.7 If the learner’s appeal is upheld, the assessment decision will be reviewed, and a new decision will be made by a different assessor. 3.8 The Appeals Officer’s decision is final and binding.

Confidentiality and Data Protection

4.1 All appeals will be treated in the strictest confidence, and personal information will only be used for the purpose of resolving the appeal. 4.2 Personal information will be processed in accordance with the OK4UK Academy Data Protection Policy.

Review of Policy

5.1 This policy will be reviewed annually to ensure it remains effective and relevant to OK4UK Academy’s operations. 5.2 Any changes to the policy will be communicated to all learners and staff.  

OK4UK Academy is committed to delivering high-quality training and education to all of our learners. We believe that quality assurance is an essential part of our work, and we are dedicated to ensuring that our training meets the highest standards possible. Our Quality Assurance Policy is based on the following principles:

  • Continuous Improvement: We are committed to continuously improving our training and assessment processes to ensure that they are effective, efficient, and up-to-date.
  • Learner Focus: We place our learners at the center of our training and assessment processes, and we strive to meet their needs and expectations.
  • Ethical Standards: We uphold high ethical standards in all of our activities, including our interactions with learners, employers, and other stakeholders.
  • Stakeholder Engagement: We engage with our stakeholders, including employers, learners, and other partners, to ensure that our training meets their needs and expectations.
  • Staff Development: We invest in the professional development of our staff to ensure that they are equipped with the necessary knowledge and skills to deliver high-quality training.

To ensure that our training meets these principles, we have established the following quality assurance processes:

  • Internal Verification: Our internal verifiers conduct regular checks on our training and assessment processes to ensure that they are effective, efficient, and meet the required standards.
  • Standardization: We ensure that all of our assessors and trainers are trained to the same high standards, and we use standardization meetings to ensure consistency across our assessments.
  • Feedback: We seek feedback from our learners, employers, and other stakeholders to continuously improve our training and assessment processes.
  • Monitoring: We monitor our training and assessment processes to ensure that they are effective and efficient, and we take corrective action where necessary.
  • Compliance: We comply with all relevant regulatory and statutory requirements, including those set out by awarding bodies and regulatory bodies.

We believe that our commitment to quality assurance will ensure that our learners receive the highest quality training and education, and we are committed to continuously improving our processes to achieve this goal.  

1. Purpose

The purpose of this policy is to ensure that trainers and assessors at OK4UK Academy are aware of and utilize valid and reliable teaching and assessment methods. These methods must be supported by valid, authentic, sufficient, and reliable evidence that is auditable. By adhering to this policy, the academy aims to maintain high standards of teaching and assessment, ensuring the quality and credibility of our training programs.

2. Valid and Reliable Teaching Methods

Trainers at OK4UK Academy must employ teaching methods that are recognized as valid and reliable within the relevant industry or subject area. These methods should align with established best practices and instructional design principles. They should promote active learning, engagement, and the development of critical thinking skills among learners. Trainers are encouraged to stay informed about emerging teaching methodologies and incorporate them when appropriate and effective.

3. Valid, Authentic, Sufficient, and Reliable Assessment Methods

Assessors at OK4UK Academy are responsible for conducting assessments using methods that are valid, authentic, sufficient, and reliable. Valid assessments accurately measure learners’ knowledge, skills, and competencies in relation to the required standards. Authentic assessments simulate real-world scenarios and tasks, allowing learners to demonstrate their abilities in practical contexts. Sufficient assessments gather enough evidence to make informed judgments about learners’ achievement. Reliable assessments produce consistent results when administered multiple times or by different assessors.

4. Supporting Evidence and Auditability

Trainers and assessors must ensure that the evidence collected during teaching and assessment processes is valid, authentic, sufficient, and reliable. This evidence should be properly documented, organized, and retained to facilitate audits and quality assurance processes. Clear and transparent records must be maintained, including learner portfolios, assessment records, and any other relevant documentation that demonstrates the validity and reliability of the teaching and assessment methods employed.

5. Continuous Professional Development

OK4UK Academy is committed to supporting the professional development of trainers and assessors. Regular training and professional development opportunities will be provided to enhance their knowledge and skills in using valid and reliable teaching and assessment methods. Trainers and assessors are encouraged to participate in relevant workshops, seminars, and conferences to stay updated with current practices and methodologies in teaching and assessment.

6. Compliance and Quality Assurance

OK4UK Academy will conduct periodic internal audits and quality assurance checks to ensure compliance with this policy. Any non-compliance or deviations from the established teaching and assessment methods will be identified, addressed, and remedied accordingly. Feedback from learners, trainers, and assessors will be actively sought to continuously improve the effectiveness and quality of our teaching and assessment practices.

7. Policy Review

This policy will be reviewed on a regular basis to ensure its relevance and effectiveness. Any necessary updates or modifications will be made to align with industry standards, regulatory requirements, and best practices in teaching and assessment.