City Skin Doctor Training Academy

CSDTA

Student handbook and Contract information

www.cityskindoctor.co.uk

info@cityskindoctor.co.uk

02920486868

Contents Page

1. Rules and Regulations................................................................P4

2. Health and Safety Policy............................................................P7

3. Equal Opportunities Policy.......................................................P8

4. General Data Protection Regulations………………………………….P9

5. Appeals Procedure.....................................................................P13

6. Complaints Procedure................................................................P13

7. Assessment of Candidates with Special Needs.........................P14

8. Kit Information...........................................................................P14

9. RPL Policy ..................................................................................P15

10. VTCT Course Information.........................................................P16

11. Payment Details.........................................................................P18

12. Booking Terms………………………………………………………………….P19

13. Contact Details...........................................................................P22

Rules and Regulations

General Rules

All Students must comply with the following Rules and Regulations whilst attending a course at City Skin Doctor Training Academy(CSDTA).

We do our upmost to provide a high and safe standard of training at the School. Please assist us in maintaining these professional standards.

Please note that these Regulations are compulsory for Health & Safety purposes.

Punctuality - Courses will commence promptly at the published times. The teaching time on short courses is extremely precious! We do understand that incidents occur that cannot be prevented e.g. heavy traffic, poorly children, but we would appreciate a telephone message if you are running late. Some courses are at or after 10:00am to help with dropping children off at school and to avoid the traffic.

Dress Code - Not only is it important for a therapist to appear professional at all times, it is vital that we comply with the dress code for Health & Safety issues. All students should adhere to the School’s dress code. We may refuse students entry on the day if he/she has not complied with these rules. Shoes must be plain in black with a low heel and enclosed toe. No trainers or open sandals please. Plain trousers in black should be worn with a therapist’s tunic. Plain black short sleeved t-shirts are acceptable, but stomachs should be covered to maintain a professional appearance.

Personal Hygiene - Students must at all times maintain their own personal hygiene.

Hair and Nails - Long or medium length hair must be tied back during the course and nail varnish cannot be worn. Nails should be filed/cut to a sensible length to avoid injury to a client.

Jewellery - No Jewellery (including nose and tongue piercings) should be worn during the course except for a wedding band and small stud earrings. Please leave any valuables at home as the School cannot take any responsibility for loss or damage to student’s or clients personal belongings.

Tattoos – Small delicate tattoos are acceptable.

Training Manuals - Training manuals supplied by the School will be emailed in PDF format to you and must not be reproduced, copied or given to any person not attending the course. All materials are the Copyright of the School. If you would like a hard copy there will be a £10 charge.

Models - Students may be required to bring models during their course. We do realise that this can often be a problem due to work commitment, so please contact the School at least 1 week prior to the course if you would prefer us to find the models. For the waxing courses, your models must have sufficient bodily and facial hair; they will need to grow their hair for a couple of weeks prior to the course. We cannot guarantee we can get you a model.

Mobile Phones -These must be switched off or put on silent during the course.

Smoking - If you do smoke, please do not do so when wearing your therapist’s uniform and you must smoke outside of the building.

Behaviour and Attitude - Poor attitude and bad behaviour is not tolerated at the School. A professional mannerism and attitude is expected at all times; whether on the course or out in the Beauty/Holistic Industry.

Also please be aware of the following:

! Payment for and/or attendance at course do not guarantee a qualification, diploma or certificate of achievement. These are gained by successful completion of the course assignments, assessments and examinations.

! Any student not complying with academy’s rules and regulations will be asked to leave the course.

! Any student found deliberately damaging any property belonging to The CSDTA or any student found stealing will be instantly dismissed with no written or verbal warning or refund of fees.

! Any student caught ‘using’, in possession of or attempting to sell drugs/illegal substances of any kind, or under suspicion of doing so by the Police, in The CSDTA will be immediately expelled with no refund of fees.

! The Principal reserves the right to terminate the training of students who fail to comply with The CSDTA Rules and Regulations or where the student is found to be academically unsuitable with no refund of fees.

! The Principal reserves the right to add to/or amend the syllabus without prior notice and to alter The CSDTA hours during the day; an occasional evening class may be added.

! The CSDTA take no responsibilities for any valuables or possessions or vehicles whilst training at the School.

! If a student has a complaint about any aspect of training, the Principal should be contacted at the earliest possible time.

! The CSDTA reserves the right to change the course contents, materials, tutors, training dates/days, venue and course requirements at any time without prior notice.

! Children are not allowed at the training venues.

! The CSDTA reserves the right to decline applicants for valid reasons.

! The CSDTA will not tolerate physical or verbal abuse to any members of staff at any time.

! Food will not be provided for at the training sessions so please provide a packed lunch if necessary.

! Water will be provided.

! The CSDTA has no control over the ingredients of the refreshments available and takes no responsibility for students/clients suffering any allergic reactions or special dietary specifications.

! As part our service to provide excellent student service the School operates an equal opportunities policy. Students will not experience discrimination on any counts.

! The CSDTA will not tolerate any bullying on their courses between students.

! All student and client information is kept confidential.

! If required, extra tuition on scheduled training dates is available within 3 months after the commencement of the course free of charge. Exception on some courses.

! No course fees or students kit refunds are given. Course fees must be cleared before the course commencement date. No certificate will be given until all outstanding balance and course fees cleared completely.

! Students attending courses, whether they are VTCT accredited or other, have a maximum of 6 months to complete and finish their assessments, case studies and any other required work once their training schedule has ended.

Health and Safety Policy

The Health & Safety at Work Act 1974 and subsequent additional legislation places a duty upon the management of an establishment to secure and maintain a safe working environment for all employees and those affected by the service provided.

CSDTA undertakes to:

! Provide a consistently safe environment in the School

! Provide guidance of safe working practices for staff and students

! Incorporate health & safety knowledge into all student activities

! Provide information and procedures for fire and emergencies

! Provide information and procedures for accidents

! Provide training and up to date information on health & safety to all concerned

! Promote training of a responsible attitude to health & safety throughout the

School

! Provide monitoring processes for the above

The School will require its students to:

! Follow the School’s health & safety regulations

! Co-operate with others in keeping the environment safe

! Take care to avoid injury to themselves or others, by being appropriately dressed and not misuse or damaging equipment, materials or the premises

! Report any hazards immediately to the staff in charge

Equal Opportunities Policy

! CSDTA is committed to ensuring equal opportunity to all candidates on all courses, all the clients of the establishment and to the staff of the School regardless of their role.

! There is a commitment to encourage each individual to realise his or her potential. Training or access to assessment will not be affected by gender, ethnic origin, nationality, religious belief, social circumstance, marital status, age or physical or intellectual ability or other relevant state.

! The requirements of the Sexual Discrimination Act 1975, the Race Relations Act

1976 and the Employment (Disabled Persons) Acts of 1944 and 1958 will be respected and any amendments or extension thereto.

! Equal opportunities will be integrated into all planning, procedures and our resources. All promotional material, course schemes and display items will not reinforce stereotypes and will reflect the diversity of the society.

! All staff and students will be advised of the policy to be pursued with clients and visitors to the School.

! There will be positive reinforcement of the requirements of the policy statement and the policy will be monitored and reviewed at regular intervals among staff and students and action taken if required.

! Encouragement will be given to discuss any concerns over these issues if/when they occur.

! You will be given the opportunity to allow these concerns to be fully and confidentially discussed. Support and advice is available to help those concerned to understand the problems and take steps to resolve them.

! In the first instance any problems should be brought immediately to the attention of, Paulina Kluwa, manager and School Principal.

! There will be an ongoing action plan to reinforce the stated policy and this will be monitored by the School’s Principal.

Who We Are

General Data Protection Regulation 2018

CSDTA (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and law. This notice provides you with the necessary information regarding your rights and obligations, and explains how, why and when we collect and process your personal data.

CSDTAs registered office is at 223 City Road, Cardiff CF24 3JD and we are a company registered in England and Wales under company number 12584468. Our designated Data Protection Officer/Appointed Person for the organisation is

Nahid Rezai, and we can be contacted by the above address or info@cityskindoctor.com

Information That We Collect

CSDTA processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than already specified in this notice.

The personal data that we collect from is: -

• Name

• Date of Birth

• Home Address

• Personal Email

• Business Email

• Home Telephone Number

• Work Telephone Number

• Mobile Telephone Number

• Special Category Data (i.e. health/medical information, details about religion,

sexuality, gender etc)

We collect information in the below ways: -

• online forms

• website orders

• employment CV’s

• over the phone

• in person

How We Use Your Personal Data (Legal Basis for Processing)

CSDTA takes your privacy very seriously and will never disclose, share or sell your data without your consent, unless required to do so by law. We only retain your data for as long as is necessary and for the purposes specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw consent at any time.

The purposes and reasons for processing your personal data are detailed below:

• We collect your personal data in the performance of a contract or to provide

a service and to ensure that bookings/registrations are completed

Your Rights

You have the right to access any personal information that CSDTA processes about

you and to request information about: -

• What personal data we hold about you

• The purposes of the processing

• The categories of personal data concerned

• The recipients to whom the personal data has/will be disclosed

• How long we intend to store your personal data for

• If we did not collect the data directly form you, information about the source If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

WSBHT have 30 days to provide any data after receiving an access request.

You also have the right to request erasure of your personal data or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision-making that

we use.

If we receive a request from you to exercise any of the above rights, we may ask you

to verify your identity before acting on the relevant request; this is to ensure that

your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclosure any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. CSDTA uses [a third-party/third-parties] to provide the below services and business functions, however all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with

this privacy notice, the data protection laws and any other appropriate

confidentiality and security measures.

CSDTA use awarding bodies VTCT, The Guild, ABT and Professional Beauty for registration in order to gain the qualification and they act in the capacity of a processor on our behalf. The only information we provide them with is your name, address, date of birth and order details to meet business and legal requirements. Please visit their websites to see their privacy policy.

Safeguarding Measures

CSDTA takes your privacy seriously and we take every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: - SSL, encryptions, pseudonymisation, practices, restriction, IT, authentication etc.

Consequences of Not Providing Your Data (if applicable, see Article

13(2)e)

You are not obligated to provide your personal information to CSDTA, however, as this information is required for us to provide you with our services, we will not be able to offer some/all of our products or services without it.

How Long We Keep Your Data

CSDTA only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 7 years after which time it will be destroyed. VTCT records will be kept for 3 years.

Where you have consented to us using your details for direct marketing, we will

keep such data until you notify us otherwise and/or withdraw your consent.

Special Categories Data (if applicable)

Owing to the products, services or treatments that we offer, CSDTA sometimes need to request sensitive personal information from you for consultation purposes. Where we collect sensitive personal data, we will only request the information required for the specified purpose and always ask for your explicit consent through a signature. You can modify or remove consent at any time, which we will act on immediately, unless there is a legitimate interest or legal reason for not doing so. Promotions & Offers (if applicable)

Occasionally, CSDTA would like to contact you with details of the

products/offers/services/competitions/newsletter/promotions that we provide. If

you consent to us using your contact details for these purposes, you have the right to modify or withdraw your consent at any time by using the opt-out/subscribe options or by contacting CSDTA directly.

By signing the CSDTA register or model disclaimer form you consent to us

contacting you with the above-mentioned marketing and offers by

Post ☐ Email ☐ Telephone ☐ Text message ☐ Phone call ☐ WhatsApp message

☐ Facebook ☐ Instragram ☐ Twitter☐

If you do not consent please let us know by writing on the register or disclaimer.

Photos

CSDTA will take photos of you doing/receiving treatment and they will be used on

social media and for advertising purposes.

If you do not consent please let us know by writing on the register or disclaimer.

Consent

CSDTA take your privacy seriously and will only process your personal data with your consent and in accordance with the terms stated in our Privacy Policy. We will collect and use your health/medical information for the purposes stated.

By signing the WSBHT register and /or the model disclaimer you consent to us

collecting and processing your personal data.

Lodging A Complaint

CSDTA only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

CSDTA

Nahid Rezai

223-225 City Road, Cardiff CF24 3JD

Tel: 02920486868 Email: info@cityskindoctor.co.uk

Appeals Procedure

The school is committed to ensuring that the assessment procedure meets the requirements of the Awarding Bodies and fulfils National Standards.

The School operates a system for reviewing the quality and fairness of the assessment procedure. As part of this process the candidate has the right of appeal against any assessment decision, written or practical, which the student deems to be unfair.

The student should notify the Assessor of dissatisfaction with the outcome of the assessment within seven days, stating why there is a disagreement with the decision. The assessor must explain the decision in writing within fourteen days.

If the student is not satisfied, the Principal may order the student to be re-assessed by another tutor/assessor. The matter should be resolved within fourteen days.

Complaints Procedure

CSDTA strive to provide training of a standard and quality suited to professional practice and discipline. Tutors and students are expected to adhere to the code of practice and ethics.

We encourage students to voice any areas of concern or dissatisfaction with any aspect of the course, venue or tutoring as soon as they arise, so that matters may be addressed and resolved quickly and amicably.

We recommend that should a complaint or concern arise it should be made in one or more of the following ways:

! Speak to the course tutor, at break time or arrange an appointment

! Request a tutorial

! Request a course evaluation sheet

! Write, email or telephone the Principal, Nahid Rezai

Assessment of Candidates with Special needs

CSDTA operate a policy of equal access to all its courses and qualifications and the procedure regarding students with special needs is as follows:

! Inform the School at the earliest possible opportunity if extra help throughout the course. This may either be written on the application form or addressed verbally to a staff member at the School.

! The situation will then be reviewed on an individual basis and a decision will be made by the course tutor as to whether special circumstances need to be taken into account throughout the course.

! If special circumstances do need to be taken into account then every effort will be made to tailor the teaching to suit individual needs.

! An action plan will be agreed based on the information given.

Supplementary evidence such as GP letter or certificate of special needs may be required.

Kit Information

CSDTA will provide a lot of the products and equipment needed during the course, unless you are told differently however for the makeup, lash extension, eye enhancement and massage courses student will need to provide their own kits/products. Some students may like/need to practice treatments during/after their course and the School can provide starter kits for manicure, pedicure, waxing, make up, lash extensions, tinting, massage courses which can be purchased upon request. For other courses advice will be given.

We recommend that kits are purchased as it will allow you to practice your treatments professionally and satisfactorily.

Towels will also be required for some courses.

The student will also be able to perform treatments on paying clients when the course has been successfully completed which will help you to recoup the kit money as well as your course fee, making an exciting and profitable career in the Beauty and Holistic Industry.

You will be required to bring in and use your own kits and towels on the assessment days.

Please contact the school for further information.

VTCT Course Information

VTCT is the specialist awarding organisation for the beauty and holistic sector and is a Government approved awarding organisation offering National Vocational Qualifications (NVQs), Scottish Vocational Qualifications (SVQs) and other vocationally related qualifications (VRQs). VTCT has been in existence for over 50 years and has been at the forefront of developing the vocational system of qualifications in the United Kingdom.

With a head office in Eastleigh, Hampshire, the company employs around 40 staff and has a field

force of over 50 external verifiers working on a contract basis.

VTCT is involved in many of the new initiatives being introduced into the education system, including the embedding of general education skills and online-assessment.

VTCT will continue to strengthen its presence in the vocational qualifications market in the United Kingdom, where qualifications from VTCT are offered at over 600 colleges of further education and private training centres. Further expansion into overseas markets is now one of VTCT’s prime goals with new and developing centres in South Africa, Africa, India, and many European Countries.

Please see the link to the VTCT website:-

https://www.vtct.org.uk

Also please read the following links. Questions and Answers:- https://www.vtct.org.uk/faqs/ Whistleblowing Policy:-

http://linx2portal.vtct.org.uk/Portals/0/Document%20Library/Dcuments%202017-

18/Malpractice%20%26%20Maladministration%20Policy%20-%20Web.pdf

VTCT courses are:-

• QCF accredited qualifications, which are recognised both nationally and internationally

• They give the opportunity to work in salons, abroad or on cruise ships

• You can obtain public liability insurance

You will need the following to complete the course (these items are not included in the course fee)

• Professional uniform

• Practical kit and study book (Kits can be purchased from WSBHT – please let us know in advance)

• A4 large ring binder and dividers

• Stationary – pens, pencils, highlights

• Lunch/snacks

You must be available if the VTCT external verifier wishes to see you or your portfolio of evidence

General information

! You will study all practical treatments at the school

! You will be required to complete theory work at home

! You will be required to practice your treatments at home

! You will required to return to the school for practical assessments

! You may need to bring models for assessments

! You need to be assessed on paying clients (they pay minimal fee during your assessment)

! You will need to take written exams

! You will receive ongoing tutorials

! You can have extra home study time should you require it, however there is a cost if you wish to have extra training time with your tutor

! All manuals, handouts are emailed to you

! *Equipment and products (not towels) maybe provided for your use during practical training except facials, tinting, make up, nail enhancements and gel polish courses. You are required to bring all your own towels and kits on assessments days

! You will need to build a portfolio of evidence

! You will need to wear a professional uniform with hair up, no jewellery or tattoos showing

! Be prepared to give and receive treatments

! You will need to bring your own towels/*kits on training and assessment days

! You will be required to be available for an EV visit. You will be informed of the date and time.

! Students attending courses, whether they are VTCT accredited or other, have a maximum

of 6 months to complete and finish their assessments, case studies and any other required work once their training schedule has ended.

Payment Details

Full payment is required in order to secure your place on the course.

Payment plans can be put in place if required, please contact the school for more details. Please note that payments/course fees are non-refundable unless 14 days is given before

the course commences, under 14 days no refunds will be given but the course may be re-applied to another course commencement date, if notice of at least 7 days is given to the School subject to an emergency situation, however there will be an administration fee of £50 and all VTCT registration fees. (for transferring to more convenient future course, But course fee is not refundable). If under 7 days then a full course payment may be needed to rebook again.

Once payment has been received by the School you will receive a confirmation letter with your training manual or 1st lesson via email.

Payment may be made by credit or debit card, cash or BACS (please contact the school for details

Booking Terms

Cancellation and Refund Policy

1. Cancellation of any course is required by email at least 14 days prior to the course commencing in order to receive to a full refund. Otherwise no refund will be issued by The CSDTA, however your course fee can be transferred onto another course date providing the course is not fully booked. There will be an administration fee of £50.

2. In the event of a student failing to attend a lesson/assessment or complete a course, for any reason, no refunds will be made by the CSDTA although a later course date may be arranged if the next course is not already fully booked. There will be an administration fee of £50. On some courses students may be required to pay to a one to one tuition fee in order to catch up on the lesson they missed.

3. It may be necessary for the student to pay an additional fee of £50 if they have missed an assessment, or their model fails to turn up. 7 days notice is required to rearrange the assessment day. (subject to course)

4. All distance learning courses are strictly non refundable.

5. The terms and conditions set out herein are a complete statement of the agreement between the course applicant and the CSDTA and supersede all discussions, correspondence and representations made prior to the date of booking. In order to avoid disappointment, we recommend early

reservation as the courses are in demand and places are limited.

Application, Booking and General Terms and Conditions

1. The minimum age for entry is 16 years (there is no upper age limit)

2. No previous experience is required on most courses but please check the pre- requisites for each course, however a good general education is essential and you must be able to speak, read, write and understand English.

3. Please see the Schools website under course calendar regarding course dates.

4. In order to apply for a place on one of our short one day courses, please complete an application form and send it to the School or speak to one of our tutors. Full payment or deposit will then need to be paid. Please note that payments are non- refundable but may be re-applied to another commencement date, if notice of at least 3 days given to the School subject to an emergency situation. Once payment has been received by the School and cleared you will receive a confirmation letter with your training manual via email or password to download from the website.

5. Payment may be made by card payment over the phone or in person, cash or

BACS.

6. Cancellation of any course is required at least 14 days prior to the course commencing in order to receive a full refund. We suggest you telephone the School to confirm that we have received the cancellation letter. No refund will be issued by CSDTA unless booked within 14 days prior. (You may re-book the course at a later date subject to availability and a £50 fee will apply)

7. It may be necessary for the School to cancel or re-schedule the course due to unforeseen circumstances or student numbers; if this occasion should arise, an alternative date will be given. If the date offered is unsuitable, the School will refund any fees paid.

8. In the event of a student failing to attend or complete a course or assessment, for any reason, no refunds will be made by the CSDTA although a later course date may be arranged if the next course is not already booked. It may be necessary for the student to pay an additional fee for a missed assessment to take place. There will be a charge of £50 for each session not attended and one to one tuition may be needed in order to catch up before the next session. This will occur one to one tuition fees.

9. Course fees include tuition, training materials, resources and electronic manuals as deemed appropriate by the CSDTA for each course. Water will also be provided during attendance at the School. Any other items, facilities or

resources supplied by the CSDTA, at the request of the student, which the

CSDTA does not deem to be included in its advertised course fee, will be charged at an additional cost to be met by the student at the time of the request.

10. Course fees do not include additional items where required, such as student work wear and practical items such as beauty/holistic kits for home practice, towels or text books. These items are an additional expense to be met by the student. Kits may be purchased from the School, which may also provide information for purchase of other items from wholesalers.

11. The CSDTA reserves the right to alter the course venue and timetable at any time, but notice will be given.

12. The CSDTA reserves the right to decline applications.

13. It is acknowledged that all intellectual property rights, including copyright, patents, design rights and know how in or relating to the course or course materials provided or made available in connection with the course, remain the sole property of the CSDTA. No copies of course materials or any usage of or reference to the CSDTA name may be made unless it has been agreed in writing in writing by the CSDTA.

14. All students are required to observe and abide by all policies regarding health and safety, security, student conduct and any other regulations as set out by the CSDTA.

15. It is the course applicant’s responsibility, having referred to relevant sources of course information, to ensure that the course in all of its aspects is suitable for her/his requirements, and that they are able to commit to all course dates prior to the course commencing. The CSDTA is happy to provide advice but accepts no liability in the event that the content of the course, any changes to course timetables, structure or cancellation where necessary does not meet individual requirements. Once an application has been received and processed by the CSDTA and a course place allocated, the applicant will be subject to and in agreement with all conditions as set out herein by the CSDTA.

Contact Details:

Principal: Nahid Rezai

Address: 225 City RD, Cardiff CF24 3JD

Telephone : 02920486868

Email : info@cityskindoctor.co.uk

Website : www.cityskindoctor.co.uk/Academy

City Skin Doctor Training Academy

CSDTA

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