POLICIES

Appeals Policy

The Change Gym

Introduction

This Policy outlines the procedure for appealing decisions made about the outcome of any monitoring process. These decisions may include, but are not limited to, reasonable adjustments or special considerations, assessment results, or the outcome of a malpractice or maladministration investigation.

Scope

This Policy applies to you and/or your learner(s) who wish to challenge any decision made following a monitoring process. The Policy provides a transparent and fair process for submitting, reviewing, and determining appeals.

Definitions

Monitoring Process: Any process by which decisions are made regarding assessment results, reasonable adjustments, special considerations, or investigations into malpractice or maladministration.
Appeal: A formal request for a review of a decision made as a result of the monitoring process.
Learner: An individual who is the subject of an assessment or any decision under the monitoring process.

Procedure for Appeal

4.1 Submitting an Appeal

Initiation: Appeals must be submitted in writing. The appeal should identify the decision being challenged, provide detailed reasons for the appeal, and include any supporting evidence.
Submission: Appeals should be addressed to the designated Appeals Officer. Contact details and submission guidelines will be provided in your monitoring report or on the organisation’s website.

4.2 Acknowledgement

An acknowledgement of receipt will be issued within five working days of receiving the appeal.

4.3 Review Process

Independent Review: An independent committee will review the appeal. The committee’s role is to ensure a fair, impartial reassessment of the decision.
Investigatory Phase: The Appeals Officer may request additional information or clarification from either party to ensure a thorough review.
Decision: A final decision will be reached within 20 working days of the appeal being lodged. The decision will be communicated in writing and will include reasons for the outcome.

4.4 Outcome

Accepted Appeal: If the appeal is successful, any necessary adjustments to the original decision will be implemented promptly.
Rejected Appeal: If the appeal is unsuccessful, the initial decision will stand. Information on further recourse, if available, will be provided as part of the outcome.

Confidentiality

All communications and documentation related to the appeal will be treated confidentially and only shared with those directly involved in the review process.

Final Notes

This Policy is reviewed annually to ensure fairness and consistency in the appeals process.
For further queries regarding this Policy or the appeals process, please get in touch with the designated Appeals Officer or refer to the organisation’s official website.

Complaints Policy

The Change Gym

Introduction

This Policy outlines our formal complaints procedure to ensure that all complaints are managed with fairness, consistency, and transparency. We are committed to addressing concerns promptly and ensuring that every complainant is treated with respect and consideration throughout the process.

Scope

This Policy applies to all individuals who wish to raise a concern, including learners, staff, and other stakeholders. It covers complaints related to service delivery, conduct, procedures, or any aspect within our organisational operations.

Definitions

Complaint: A formal expression of dissatisfaction regarding any aspect of our service or conduct.
Complainant: Any person or party making a complaint.
Complaint Officer: The designated individual responsible for receiving, overseeing, and addressing complaints.
Resolution: Any action or measure taken to address and resolve a complaint.

Complaint Procedure

4.1 Submitting a Complaint

Initial Submission: Complaints should be submitted in writing and include a clear statement of the issue, supporting details, and any relevant documentation.
Submission Channels: Complaints can be submitted via email, a dedicated online form, or in writing to our designated Complaint Officer. Information about these channels is available on our official website.

4.2 Acknowledgement

Receipt Confirmation: Upon receiving a complaint, we will acknowledge it in writing within five working days. This acknowledgement will include the expected timeframe for further communication.

4.3 Investigation

Review Process: The Complaint Officer will conduct an impartial review of the complaint. This may involve gathering additional information and consulting relevant stakeholders.
Confidentiality: All aspects of the complaints process are treated confidentially. Information is only shared on a need-to-know basis with those directly involved in the investigation.

4.4 Resolution and Outcome

Resolution Process: We strive to resolve complaints at the earliest opportunity. Efforts will be made to address the issue to the complainant’s satisfaction. If a resolution is reached, it will be communicated in writing with clear explanations.
Unresolved Complaints: If the complaint cannot be resolved promptly or to the complainant’s satisfaction, an escalation process will be initiated, which may include referral to senior management.

4.5 Timelines

Investigation Period: We aim to complete the investigation and provide a final response within 20 working days from the receipt of the complaint. In cases where additional time is required, the complainant will be informed and provided with a revised timeframe.

Follow-Up Process

Feedback: After the resolution, we encourage feedback on the complaints process. This enables us to improve our practices continually.
Appeal: If the complainant is not satisfied with the outcome, further appeal procedures may be available. Information on how to appeal will be provided with the final response if necessary.

Policy Review

This Policy is subject to annual review to ensure it remains current and effective. Updates will be communicated to all stakeholders in a timely and appropriate manner.

Course Content Review Policy

The Change Gym

Introduction

This Policy confirms our commitment to continuously monitor and maintain the standards of our CPD (Continuing Professional Development) activities. We strive to ensure that all course content meets high-quality benchmarks and client expectations, thereby safeguarding value for money in every CPD offering.

Scope

This Policy applies to all CPD programmes, whether delivered online, onsite, or in blended formats. It covers the review of learning materials, presentations, handouts, assessments, and any other resources utilised in course delivery.

Definitions

CPD Activities: Structured learning sessions designed to enhance professional competence.
Course Content: All educational materials and resources provided as part of CPD programmes.
Review: A systematic assessment to verify content accuracy, relevance, and adherence to current industry standards.
Stakeholders: Individuals and groups involved in CPD, including trainers, learners, and academic coordinators.

Review Process

4.1 Content Evaluation

Objective: To ensure that all CPD resources are accurate, up-to-date, and pedagogically sound.
Method: Materials are evaluated through internal reviews, feedback from participants, and expert consultations.

4.2 Review Frequency

Regular Monitoring: Core CPD programmes are reviewed at least annually, or following significant curriculum or policy changes.
Special Reviews: Custom or institution-specific programmes undergo a review after each delivery cycle, utilising post-course feedback and evaluation data.

4.3 Documentation and Version Control

Record Keeping: All reviews and subsequent updates are documented using a structured version control system.
Change Log: Each update includes a summary of changes, the version number, and the review date.

Responsibilities

Academic Coordinators and Trainers: Responsible for initiating and supporting regular content reviews.
Quality Assurance Team: Oversees the review process to ensure compliance with quality standards and timely updates.
Stakeholder Feedback: Actively collected and integrated into the review cycle to ensure continuous improvement.

Policy Review

This Policy is subject to an annual review by the internal quality assurance team. Adjustments are made when necessary to reflect changes in delivery formats, technological advancements, or updated regulatory requirements.

Data Protection Policy

The Change Gym

Introduction

This Policy details how our organisation protects personal data. It sets out the principles, rules, and guidelines we follow to ensure compliance with data protection laws while informing clients of the measures in place to safeguard their information.

Scope

This Policy applies to all personal data held or processed by our organisation, regardless of format or storage method. It covers all activities related to the collection, use, storage, and disposal of personal data.

Principles and Guidelines

Lawful, Fair and Transparent Processing: We process personal data strictly in accordance with the law, ensuring openness about our practices.
Purpose Limitation: Data is collected for specific, legitimate purposes and is not used in any way incompatible with those purposes.
Data Minimisation: We collect only the data that is necessary for the intended purposes.
Accuracy: Personal data is kept accurate and up-to-date, and corrections are made promptly when required.
Storage Limitation: Data is retained only as long as necessary for the purposes for which it was collected.
Security: We implement appropriate technical and organisational measures to protect personal data from unauthorised access, alteration, or loss.
Accountability: Our organisation ensures that all data processing activities are documented and regularly reviewed to maintain continuous compliance with data protection laws.

Compliance and Monitoring

We are committed to ongoing compliance with data protection legislation. Regular audits and reviews are conducted to assess our data handling practices and ensure that our security measures remain robust. Training is provided to all staff members to ensure they understand and adhere to the Policy.

Data Subject Rights

Our clients have the right to:

Access their personal data.
Request correction of inaccurate information.
Ask for deletion of their data under specific circumstances.
Receive information on how their data is processed.

Requests will be managed in accordance with applicable laws and our internal procedures.

Policy Review

This Policy is subject to periodic review to ensure it reflects current best practices and legal requirements. Any updates will be communicated to all relevant stakeholders.

Equal Opportunity Charter

The Change Gym

We are firmly committed to fostering an environment where every client is treated with respect and fairness. We value diversity and ensure that opportunities, services, and support are accessible to everyone without prejudice.

Our Commitment

Fair Treatment for All: We guarantee that no client will be discriminated against or excluded based on gender, age, ethnicity, disability, sexual orientation, gender reassignment, or religion or belief.
Inclusive Practices: We are dedicated to actively embracing diverse perspectives and experiences, thereby enriching our service and fostering an inclusive community.
Equal Access and Opportunity: Every client will have the same opportunity to benefit from our programmes, resources, and support, ensuring an equitable experience for all.

Implementation

Transparent Policies: Our practices and procedures are designed to support these principles, ensuring that all decisions and interactions are guided by the highest standards of fairness.
Continuous Improvement: We regularly review our policies to uphold our commitment to equal opportunity and adapt to evolving diversity needs.
Feedback and Accountability: We encourage open dialogue and welcome feedback to continuously improve our practices, holding ourselves accountable to the commitments expressed in this Charter.

Malpractice Policy

The Change Gym

Introduction

This Policy details our approach to preventing, identifying, and addressing any acts of malpractice. Such activities include any conduct that deliberately contravenes regulatory requirements and undermines the integrity of our assessment processes and the validity of certification.

Scope

This Policy applies to all staff, learners, and other stakeholders involved in our assessment and certification activities. It covers both direct acts of malpractice and any practices that pose a risk to the fairness and integrity of our processes.

Definitions

Malpractice: Deliberate actions or omissions that compromise the validity or integrity of our assessment processes and/or certification procedures.
Assessment Process: Any procedure, test or evaluation used to measure learning outcomes or verify competence.
Certification Validity: The credibility and authenticity of qualifications awarded following an assessment process.

Procedures

4.1 Reporting and Investigation

Reporting: All concerns or suspected incidents of malpractice must be reported in writing to the designated Malpractice Officer. Reports should include a detailed account of the incident and supporting evidence.
Investigation: Upon receiving a report, an impartial investigation will be initiated. The investigation involves gathering relevant information, interviewing all involved parties, and reviewing pertinent documentation.
Confidentiality: All reports and investigation details will be treated confidentially and disclosed only on a need-to-know basis.

4.2 Outcomes and Sanctions

Determining Findings: Based on the investigative findings, a determination will be made regarding the occurrence of malpractice.
Sanctions: If malpractice is substantiated, appropriate sanctions will be applied. These may range from remedial training to more severe disciplinary measures, up to and including termination or cancellation of certification.
Notification: All parties involved will be informed of the investigation outcomes and any actions taken in writing.

Responsibilities

Malpractice Officer: Responsible for receiving reports, overseeing investigations, and ensuring all procedures are followed fairly and transparently.
Staff and Learners: Required to adhere to the highest standards of integrity and promptly report any malpractice concerns.
Management: Ensures that adequate resources are provided to support the investigation and that all sanctions are implemented effectively.

Policy Review

This Policy is reviewed annually to confirm its effectiveness in maintaining rigorous standards for assessment integrity and certification validity. Any updates will be communicated to all stakeholders.

Reasonable Adjustments Policy

The Change Gym

Introduction

This Policy confirms our commitment to providing equitable access to CPD training and assessment by ensuring that all clients receive the support they require. We are dedicated to implementing reasonable adjustments to remove barriers and prevent any disadvantage for those with disabilities or physical or mental health conditions.

Scope

This Policy applies to all clients pursuing CPD certification, including individuals with disabilities, physical, sensory, cognitive, or mental health challenges. It covers all aspects of training and assessment delivery, whether offered in-person, online, or via blended formats.

Definitions

Reasonable Adjustments: Modifications or adaptations in training, assessment processes, or support services designed to meet individual needs without compromising the integrity and standards of the CPD programme.
CPD Certification: The process and qualifications required for recognising the successful completion of Continuing Professional Development activities.

Policy Provisions

4.1 Request Process

Submission: Clients or their representatives should submit requests for reasonable adjustments in writing. The request should specify the exact support required and include any relevant supporting documentation.
Timelines: Requests should ideally be made at least seven days before the commencement of the relevant training or assessment activity to ensure timely consideration.

4.2 Review and Approval

Evaluation: Each request will be reviewed by the designated coordinator in conjunction with relevant trainers and support staff. The review process aims to assess the feasibility of the requested adjustments while maintaining the integrity of the CPD certification standards.
Implementation: If approved, the necessary adjustments will be promptly implemented and documented. Where further clarification is necessary, we will contact the client confidentially to discuss the requirements.

4.3 Confidentiality

All information provided in support of a request for reasonable adjustments will be handled confidentially. Details will be accessible only to staff directly involved in the review and implementation process.

Responsibilities

Clients: Clients are responsible for notifying us of their needs and providing appropriate documentation to support their request.
Trainers and Support Staff: Ensure that all approved adjustments are implemented seamlessly during training and assessment sessions.
Quality Assurance Team: Regularly monitors and reviews the Policy and its implementation to ensure continuous compliance with best practice and legal requirements.

Policy Review

This Policy is subject to periodic review to ensure that it remains effective and compliant with current legislation and best practices. Adjustments to the Policy will be communicated to all stakeholders promptly.

Safeguarding Learners Policy

The Change Gym

Introduction

This Policy affirms our commitment to protecting young people and vulnerable clients throughout our CPD activities. We are dedicated to ensuring that all learners are safeguarded by adopting robust measures and clear procedures to prevent abuse, exploitation, and harm.

Scope

This Policy applies to all learners enrolled in our CPD programmes, with particular emphasis on those under the age of 18 and vulnerable adults. It covers all training and assessment environments, whether delivered in-person, online, or via blended formats.

Definitions

Young Person: Any individual under the age of 18.
Vulnerable Client: An individual, aged 18 or over, who may be at greater risk due to disability, mental health conditions, or other factors.
Safeguarding: The process of protecting learners from harm, ensuring a safe environment, and promoting their welfare.

Procedures

4.1 Preventative Measures

Staff Training: All staff and trainers receive regular safeguarding training to ensure they recognise and address potential concerns.
Clear Guidelines: We maintain clear conduct guidelines and procedures to prevent instances of abuse or exploitation.
Risk Assessment: Regular risk assessments are conducted for all CPD activities to ensure safe learning environments.

4.2 Reporting and Investigation

Immediate Reporting: Any concerns regarding the safety of a learner must be reported immediately to the Designated Safeguarding Officer.
Confidential Investigation: Reported concerns are investigated promptly and impartially, with all details held in strict confidence.
Record Keeping: All incidents and subsequent actions are documented to support ongoing safeguarding efforts and continuous improvement.

Responsibilities

Designated Safeguarding Officer: Oversees all safeguarding activities, ensuring that policies are implemented and any issues are promptly addressed.
Staff and Trainers: Must adhere to safeguarding protocols, ensuring a safe and supportive environment for all learners.
Management: Provides the necessary resources and oversight to maintain robust safeguarding measures across all CPD activities.

Policy Review

This Policy is reviewed regularly to ensure it remains effective and aligned with current best practices and legal requirements. Any updates will be communicated to all stakeholders promptly.