An Appeal is a procedure that allows a candidate to formally challenge the decision of the Assessor on specified grounds for Internally Marked Assessments (see grounds for an appeal below).
For Externally Marked Assessments, the learner may appeal to Axiom Dynamics regarding their result and we will do our best to facilitate the appeals procedure for the relevant awarding body (see section 4).
The procedure for making an appeal is summarised below:
Please note all Appeals must be made in writing by email to Appeals@AxiomDynamics.co.uk within the timelines given below. Appeals raised outside of these timelines will not be processed unless there are justifiable grounds for the delay.
Please note the outcome of this procedure is limited to the feedback and results of the assessment in question and does not in any way or form entitle the candidate to any sort of refund. This does not affect your statutory rights.
- Grounds for an appeal
The decisions of an Assessor may be challenged on the three following grounds:
1.1 That there exist circumstances materially affecting the candidate’s performance which were not known to the Assessor when its decision was taken and which it was not reasonably practicable for the candidate to make known to the Assessor beforehand;
1.2 That there were procedural irregularities in the conduct of the examinations and/or assessment procedures, including assessment of coursework, of such a nature as to create a reasonable possibility that the result might have been different had they not occurred;
1.3 That there is evidence of prejudice, bias, or inadequate assessment on the part of one or more Assessors.
- Challenges to Appeals concerning Internal Assessment
Candidates cannot appeal solely because the result is worse than they would have wished or worse than they feel they deserve.
No appeal will be allowed on the grounds that, although the decision of the Assessors was properly made, candidates believe that the Assessor may have erred in his/her judgment of the results achieved.
- Making an Appeal Concerning Internal Assessment
The Appeals Procedure for internal assessment has three phases. It is a pre-requirement to this stage that all reasonable justification of assessment or extenuating circumstances have been raised directly to the Assessor and they have had a chance to review their decision in light of this.
The student retains the right to withdraw the appeal at any stage (except after Stage 3) and continue studying without bias. In this case, the most recent decision regarding the assessment will be deemed actionable and the student can continue.
3.1 Stage One
Having completed the pre-requirement with the Assessor in the first instance, the candidate must submit a case for internal resolution to the Centre via email on Appeals@AxiomDynamics.co.uk within 7 days of notification of the results.
When submitting an appeal, the candidate must include:
- Full name, date and location of course and assessment.
- Reasons / grounds for appeal.
- Evidence for the appeal in the form of documents (copies of learning logs, test papers etc) along with date(s) and time(s) of occurrences relevant. If such evidence already exists on the student’s e-portfolio, pointing to the correct units/dates will suffice.
Axiom Dynamics will in the first instance appoint a second Assessor to review the candidate’s assessment submission in light of the information presented by the candidate. The second Assessor will respond within 7 days of the Appeal being received by Axiom Dynamics.
3.2 Stage Two
If the candidate does not agree with the second Assessor’s decision, then they can escalate the appeal to the IQA/Quality Nominee for consideration.
The escalated appeal must be submitted (to Appeals@AxiomDynamics.co.uk) within 7 days of discussing the decision by the second Assessor.
Only once the Stage One process has been exhausted can the Appeal be escalated to the IQA. In the unlikely event that the IQA has already been involved in the assessment process, Axiom Dynamics will arrange an independent qualified and competent person or company to mediate.
At this stage the IQA will review all the evidence of the case from the original appeal and decisions of both Assessors and will make a final decision within 10 days of receiving the escalated appeal. Internally this decision will be deemed final.
If the final IQA decision is ‘Pass’ or equivalent, the student can continue studying as normal, the IQA will decide who the ongoing tutor will be.
If the final IQA decision is ‘Fail’ or equivalent, the student will not be able to study further on this course with Axiom Dynamics.
There will be no further review or investigation at this stage and the student has the right to progress to any of the below options:
3.2.1 Accept the final decision and move on with the qualification (if applicable),
3.2.2 Withdraw from the course, OR,
3.2.3 Escalate the Appeal to Stage 3 – the awarding body.
Axiom Dynamics must receive the student’s decision on how to proceed within 10 days of receiving the IQA’s decision.
3.3 Stage Three
Failure to resolve the dispute internally (through Stages One and Two above) may ultimately result in the dispute being escalated to the Awarding Body, whose decision will be deemed final. All evidence of appeal, decisions and disputes will be provided to the Awarding Body at this stage.
Please note at this stage, if the Awarding Body agrees with the Assessor(s) decisions then the student will have one final attempt at submitting the feedback
- Making an Appeal Concerning External Assessment
The Awarding Body will deal with all appeals relating to an external assessment.
Most importantly, this Appeal will only be made by the Centre on behalf of individual candidate(s) and not by the candidate(s) themselves.
The Centre will send any evidence and the candidate’s appeal to the Awarding Body. Evidence sent will usually be the candidate’s actual exam paper (if this has not already been sent to the Awarding Body) and an application stating the basis of the appeal.
It is outside the remit of Axiom Dynamics to control the outcomes or time taken for resolving Appeals by any Awarding Bodies, however, we will do our best to facilitate the process for both candidate and Awarding Body.
The candidate must never contact the Awarding Body directly unless expressly requested by Axiom Dynamics and/or the Awarding Body to do so.
Axiom Dynamics The e-Learning Network takes all complaints extremely seriously. Should you wish to express your dissatisfaction concerning our company’s products, services or employees, the following actions should be taken:
Please note if you would like to complain about an assessment result or feedback from your tutor, the appeals policy applies.
- Stage One
The tutor/assessor of the course should be alerted at the earliest opportunity if your complaint is about anything other than the tutor themselves. Our staff are trained to deal with most problems and will rectify any problems or seek further guidance as soon as it is drawn to their attention.
Should you be dissatisfied with the outcome at this stage OR if the complaint is about that particular member of staff you should proceed with the following steps:
1.1 If your complaint is NOT about the tutor please contact them in the first instance. If they are unable to solve your query, they will automatically divert it to the relvant department for resolution.
1.2 If your complaint is about the tutor or assessor please send your complaint in writing via email to your IQA (details can be found on the Smartsheet e-portfolio system).
In either case as much information should be given about the complaint as possible:
- Your full name, date(s) of the incident which the complaint is about and name of the course the complaint relates to.
- Any supporting evidence in the form of documents or date(s) and time(s) of occurrences.
- Your desired outcome or resolution of the complaint.
- Full details of where the reply should be sent too.
- Stage Two
All complaints will be acknowledged in writing, via email, within 1-2 working days of receipt.
Axiom Dynamics shall then conduct a full internal investigation impartially and thoroughly usually by the Lead IQA.
A written response will be made after the investigation on its findings and any remedial action. This shall be sent to you within 10 calendar days of your complaint being received.
If you feel dissatisfied with the complaint resolution offered at this stage, you can choose to escalate this further to the next stage.
- Stage Three
Should you still feel dissatisfied with the outcome you have the right to contact the awarding body to make a more formal complaint against Axiom Dynamics. Please note that any awarding body will not deal with complaints if:
- The above internal process has not been satisfied first directly with Axiom Dynamics staff, OR,
- The complaint is regarding something that is not relevant to the awarding body (e.g. cost of the course or no refreshments provided during the course).
Complaints may be held on file to assist staff training and to decide future steps we may take from time to time to improve our service provision. All information will be maintained strictly under our GDPR policy available on our website.
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This Policy sets out the obligations of Axiom Dynamics Ltd (trading as Axiom Dynamics), a company registered in England & Wales under number 07838072, whose registered office is at 20-22Wenlock Road, N1 7GU (“the Company”) regarding data protection and the rights of customers (“data subjects”) in respect of their personal data under EU Regulation 2016/679 General Data Protection Regulation (“GDPR”).
The GDPR defines “personal data” as any information relating to an identified or identifiable natural person (a “data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.
This Policy sets the Company’s obligations regarding the collection, processing, transfer, storage, and disposal of personal data. The procedures and principles set out herein must be followed at all times by the Company, its employees, agents, contractors, or other parties working on behalf of the Company.
The Company is committed not only to the letter of the law, but also to the spirit of the law and places high importance on the correct, lawful, and fair handling of all personal data, respecting the legal rights, privacy, and trust of all individuals with whom it deals.
2. The Data Protection Principles
This Policy aims to ensure compliance with the GDPR. The GDPR sets out the following principles with which any party handling personal data must comply. All personal data must be:
2.1 Processed lawfully, fairly, and in a transparent manner in relation to the data subject.
2.2 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.
2.3 Adequate, relevant, and limited to what is necessary in relation to the purposes for which it is processed.
2.4 Accurate and, where necessary, kept up to date. Every reasonable step must be taken to ensure that personal data that is inaccurate, having regard to the purposes for which it is processed, is erased, or rectified without delay.
2.5 Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data is 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 implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of the data subject.
2.6 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.
3. The Rights of Data Subjects
The GDPR sets out the following rights applicable to data subjects (please refer to the parts of this policy indicated for further details):
3.1 The right to be informed (Part 12).
3.2 The right of access (Part 13);
3.3 The right to rectification (Part 14);
3.4 The right to erasure (also known as the ‘right to be forgotten’) (Part 15);
3.5 The right to restrict processing (Part 16);
3.6 The right to data portability (Part 17);
3.7 The right to object (Part 18); and
3.8 Rights with respect to automated decision-making and profiling (Parts 19 and 20).
4. Lawful, Fair, and Transparent Data Processing
4.1 The GDPR seeks to ensure that personal data is processed lawfully, fairly, and transparently, without adversely affecting the rights of the data subject. The GDPR states that processing of personal data shall be lawful if at least one of the following applies:
4.1.1 The data subject has given consent to the processing of their personal data for one or more specific purposes;
4.1.2 The processing is necessary for the performance of a contract to which the data subject is a party, or in order to take steps at the request of the data subject prior to entering into a contract with them;
4.1.3 The processing is necessary for compliance with a legal obligation to which the data controller is subject;
4.1.4 The processing is necessary to protect the vital interests of the data subject or of another natural person;
4.1.5 The processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller; or
4.1.6 The processing is necessary for the purposes of the legitimate interests pursued by the data controller or by a third party, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.
4.2 If the personal data in question is “special category data” (also known as “sensitive personal data”) (for example, data concerning the data subject’s race, ethnicity, politics, religion, trade union membership, genetics, biometrics (if used for ID purposes), health, sex life, or sexual orientation), at least one of the following conditions must be met:
4.2.1 The data subject has given their explicit consent to the processing of such data for one or more specified purposes (unless EU or EU Member State law prohibits them from doing so);
4.2.2 The processing is necessary for the purpose of carrying out the obligations and exercising specific rights of the data controller or of the data subject in the field of employment, social security, and social protection law (insofar as it is authorised by EU or EU Member State law or a collective agreement pursuant to EU Member State law which provides for appropriate safeguards for the fundamental rights and interests of the data subject);
4.2.3 The processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent;
4.2.4 The data controller is a foundation, association, or other non-profit body with a political, philosophical, religious, or trade union aim, and the processing is carried out in the course of its legitimate activities, provided that the processing relates solely to the members or former members of that body or to persons who have regular contact with it in connection with its purposes and that the personal data is not disclosed outside the body without the consent of the data subjects;
4.2.5 The processing relates to personal data which is clearly made public by the data subject;
4.2.6 The processing is necessary for the conduct of legal claims or whenever courts are acting in their judicial capacity;
4.2.7 The processing is necessary for substantial public interest reasons, on the basis of EU or EU Member State law which shall be proportionate to the aim pursued, shall respect the essence of the right to data protection, and shall provide for suitable and specific measures to safeguard the fundamental rights and interests of the data subject;
4.2.8 The processing is necessary for the purposes of preventative or occupational medicine, for the assessment of the working capacity of an employee, for medical diagnosis, for the provision of health or social care or treatment, or the management of health or social care systems or services on the basis of EU or EU Member State law or pursuant to a contract with a health professional, subject to the conditions and safeguards referred to in Article 9(3) of the GDPR;
4.2.9 The processing is necessary for public interest reasons in the area of public health, for example, protecting against serious cross-border threats to health or ensuring high standards of quality and safety of health care and of medicinal products or medical devices, on the basis of EU or EU Member State law which provides for suitable and specific measures to safeguard the rights and freedoms of the data subject (in particular, professional secrecy); or
4.2.10 The processing is necessary for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes in accordance with Article 89(1) of the GDPR based on EU or EU Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection, and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.
5. Specified, Explicit, and Legitimate Purposes
5.1 The Company collects and processes the personal data set out in Part 21 of this Policy. This includes:
5.1.1 Personal data collected directly from data subjects; and
5.1.2 Personal data obtained from third parties e.g. employers and colleagues etc.
5.2 The Company only collects, processes, and holds personal data for the specific purposes set out in Part 21 of this Policy (or for other purposes expressly permitted by the GDPR).
5.3 Data subjects are kept informed at all times of the purpose or purposes for which the Company uses their personal data. Please refer to Part 12 for more information on keeping data subjects informed.
6. Adequate, Relevant, and Limited Data Processing
The Company will only collect and process personal data for and to the extent necessary for the specific purpose or purposes of which data subjects have been informed (or will be informed) as under Part 5, above, and as set out in Part 21, below.
7. Accuracy of Data and Keeping Data Up-to-Date
7.1 The Company shall ensure that all personal data collected, processed, and held by it is kept accurate and up-to-date. This includes, but is not limited to, the rectification of personal data at the request of a data subject, as set out in Part 14, below.
7.2 The accuracy of personal data shall be checked when it is collected and at regular intervals thereafter until course completion. After this point the data will be archived as is, to fulfil Joint Awarding Body (JAB) guidelines to retain all customer records for a period of 6 years. If any personal data is found to be inaccurate or out-of-date, all reasonable steps will be taken without delay to amend or erase that data, as appropriate.
8. Data Retention
8.1 The Company shall not keep personal data for any longer than is necessary in light of the purpose or purposes for which that personal data was originally collected, held, and processed.
8.2 When personal data is no longer required, all reasonable steps will be taken to erase or otherwise dispose of it without delay.
8.3 For full details of the Company’s approach to data retention, including retention periods for specific personal data types held by the Company, please refer to our Data Retention Policy.
9. Secure Processing
The Company shall ensure that all personal data collected, held, and processed is kept secure and protected against unauthorised or unlawful processing and against accidental loss, destruction, or damage. Further details of the technical and organisational measures which shall be taken are provided in Parts 22 to 27 of this Policy.
10. Accountability and Record-Keeping
10.1 The Company’s Data Protection Officer is Mr Robert Lane, DPO@AxiomDynamics.co.uk
10.2 The Data Protection Officer shall be responsible for overseeing the implementation of this Policy and for monitoring compliance with this Policy, the Company’s other data protection-related policies, and with the GDPR and other applicable data protection legislation.
10.3 The Company shall keep written internal records of all personal data collection, holding, and processing, which shall incorporate the following information:
10.3.1 The name and details of the Company, its Data Protection Officer, and any applicable third-party data processors;
10.3.2 The purposes for which the Company collects, holds, and processes personal data;
10.3.3 Details of the categories of personal data collected, held, and processed by the Company, and the categories of data subject to which that personal data relates;
10.3.4 Details of any transfers of personal data to non-EEA countries including all mechanisms and security safeguards;
10.3.5 Details of how long personal data will be retained by the Company (please refer to the Company’s Data Retention Policy); and
10.3.6 Detailed descriptions of all technical and organisational measures taken by the Company to ensure the security of personal data.
11. Data Protection Impact Assessments
11.1 The Company shall carry out Data Protection Impact Assessments for any and all new projects and/or new uses of personal data which involve the use of new technologies and the processing involved is likely to result in a high risk to the rights and freedoms of data subjects under the GDPR.
11.2 Data Protection Impact Assessments shall be overseen by the Data Protection Officer and shall address the following:
11.2.1 The type(s) of personal data that will be collected, held, and processed;
11.2.2 The purpose(s) for which personal data is to be used;
11.2.3 The Company’s objectives;
11.2.4 How personal data is to be used;
11.2.5 The parties (internal and/or external) who are to be consulted;
11.2.6 The necessity and proportionality of the data processing with respect to the purpose(s) for which it is being processed;
11.2.7 Risks posed to data subjects;
11.2.8 Risks posed both within and to the Company; and
11.2.9 Proposed measures to minimise and handle identified risks.
12. Keeping Data Subjects Informed
12.1 The Company shall provide the information set out in Part 12.2 to every data subject:
12.1.1 Where personal data is collected directly from data subjects, those data subjects will be informed of its purpose at the time of collection; and
12.1.2 Where personal data is obtained from a third party, the relevant data subjects will be informed of its purpose:
- if the personal data is used to communicate with the data subject when the first communication is made; or
- if the personal data is to be transferred to another party before that transfer is made; or
- as soon as reasonably possible and in any event, not more than one month after the personal data is obtained.
12.2 The following information shall be provided:
12.2.1 Details of the Company including, but not limited to, the identity of its Data Protection Officer;
12.2.2 The purpose(s) for which the personal data is being collected and will be processed (as detailed in Part 21 of this Policy) and the legal basis justifying that collection and processing;
12.2.3 Where applicable, the legitimate interests upon which the Company is justifying its collection and processing of the personal data;
12.2.4 Where the personal data is not obtained directly from the data subject, the categories of personal data collected and processed;
12.2.5 Where the personal data is to be transferred to one or more third parties, details of those parties;
12.2.6 Where the personal data is to be transferred to a third party that is located outside of the European Economic Area (the “EEA”), details of that transfer, including but not limited to the safeguards in place (see Part 28 of this Policy for further details);
12.2.7 Details of data retention;
12.2.8 Details of the data subject’s rights under the GDPR;
12.2.9 Details of the data subject’s right to withdraw their consent to the Company’s processing of their personal data at any time;
12.2.10 Details of the data subject’s right to complain to the Information Commissioner’s Office (the “supervisory authority” under the GDPR);
12.2.11 Where applicable, details of any legal or contractual requirement or obligation necessitating the collection and processing of the personal data and details of any consequences of failing to provide it; and
12.2.12 Details of any automated decision-making or profiling that will take place using the personal data, including information on how decisions will be made, the significance of those decisions, and any consequences.
13. Data Subject Access
13.1 Data subjects may make subject access requests (“SARs”) at any time to find out more about the personal data which the Company holds about them, what it is doing with that personal data, and why.
13.2 Employees wishing to make a SAR should do using a Subject Access Request Form, sending the form to the Company’s Data Protection Officer at DPO@AxiomDynamics.co.uk
13.3 Responses to SARs shall normally be made within one month of receipt, however this may be extended by up to two months if the SAR is complex and/or numerous requests are made. If such additional time is required, the data subject shall be informed.
13.4 All SARs received shall be handled by the Company’s Data Protection Officer.
13.5 The Company does not charge a fee for the handling of normal SARs. The Company reserves the right to charge reasonable fees for additional copies of information that has already been supplied to a data subject, and for requests that are manifestly unfounded or excessive, particularly where such requests are repetitive.
14. Rectification of Personal Data
14.1 Data subjects have the right to require the Company to rectify any of their personal data that is inaccurate or incomplete.
14.2 The Company shall rectify the personal data in question, and inform the data subject of that rectification, within one month of the data subject informing the Company of the issue. The period can be extended by up to two months in the case of complex requests. If such additional time is required, the data subject shall be informed.
14.3 In the event that any affected personal data has been disclosed to third parties, those parties shall be informed of any rectification that must be made to that personal data.
15. Erasure of Personal Data
15.1 Data subjects have the right to request that the Company erases the personal data it holds about them in the following circumstances:
15.1.1 It is no longer necessary for the Company to hold that personal data with respect to the purpose(s) for which it was originally collected or processed;
15.1.2 The data subject wishes to withdraw their consent to the Company holding and processing their personal data;
15.1.3 The data subject objects to the Company holding and processing their personal data (and there is no overriding legitimate interest to allow the Company to continue doing so) (see Part 18 of this Policy for further details concerning the right to object);
15.1.4 The personal data has been processed unlawfully;
15.1.5 The personal data needs to be erased in order for the Company to comply with a particular legal obligation.
15.2 Unless the Company has reasonable grounds to refuse to erase personal data, all requests for erasure shall be complied with, and the data subject informed of the erasure, within one month of receipt of the data subject’s request. The period can be extended by up to two months in the case of complex requests. If such additional time is required, the data subject shall be informed.
15.3 In the event that any personal data that is to be erased in response to a data subject’s request has been disclosed to third parties, those parties shall be informed of the erasure (unless it is impossible or would require disproportionate effort to do so).
16. Restriction of Personal Data Processing
16.1 Data subjects may request that the Company ceases processing the personal data it holds about them. If a data subject makes such a request, the Company shall retain only the amount of personal data concerning that data subject (if any) that is necessary to ensure that the personal data in question is not processed further.
16.2 In the event that any affected personal data has been disclosed to third parties, those parties shall be informed of the applicable restrictions on processing it (unless it is impossible or would require disproportionate effort to do so).
17. Data Portability
17.1 The Company processes personal data using automated means via website checkout systems, payment merchant captured details, SharePoint portfolio records and LMS track records.
17.2 Where data subjects have given their consent to the Company to process their personal data in such a manner, or the processing is otherwise required for the performance of a contract between the Company and the data subject, data subjects have the right, under the GDPR, to receive a copy of their personal data and to use it for other purposes (namely transmitting it to other data controllers).
17.3 To facilitate the right of data portability, the Company shall make available all applicable personal data to data subjects in the following format[s]:
17.3.1 Smartsheet records sent via email;
17.3.2 All other records exported from our systems into CSV, PDF, Word (or other universally acceptable format) and sent via email.
17.4 Where technically feasible, if requested by a data subject, personal data shall be sent directly to the required data controller.
17.5 All requests for copies of personal data shall be complied with within one month of the data subject’s request. The period can be extended by up to two months in the case of complex or numerous requests. If such additional time is required, the data subject shall be informed.
18. Objections to Personal Data Processing
18.1 Data subjects have the right to object to the Company processing their personal data based on legitimate interests, direct marketing (including profiling), and processing for statistics purposes.
18.2 Where a data subject objects to the Company processing their personal data based on its legitimate interests, the Company shall cease such processing immediately, unless it can be demonstrated that the Company’s legitimate grounds for such processing override the data subject’s interests, rights, and freedoms, or that the processing is necessary for the conduct of legal claims.
18.3 Where a data subject objects to the Company processing their personal data for direct marketing purposes, the Company shall cease such processing immediately.
19. Automated Decision-Making
19.1 The Company uses personal data in automated decision-making processes e.g. automated calculation of study hours, test scores / results and achievement of a qualification which may, or may not, lead to downloadable certification.
19.2 Where such decisions have a legal (or similarly significant effect) on data subjects, those data subjects have the right to challenge to such decisions under the GDPR, requesting human intervention, expressing their own point of view, and obtaining an explanation of the decision from the Company.
19.3 The right described in Part 19.2 does not apply in the following circumstances:
19.3.1 The decision is necessary for the entry into, or performance of, a contract between the Company and the data subject;
19.3.2 The decision is authorised by law; or
19.3.3 The data subject has given their explicit consent.
20. Personal Data Collected, Held, and Processed
The following personal data is collected, held, and processed by the Company (for details of data retention, please refer to the Company’s Data Retention Policy):
|Data Ref.||Type of Data||Purpose of Data|
|First Name(s)||Name||Identity, certification|
|Last Name||Name||Identity, certification|
|Gender||Gender||Identity, Awarding Body registration|
|DOB||Numeric||Identity, Awarding Body registration|
|Unique Learner Number (ULN)||Alpha-numeric or Numeric||Identity, government loan application requirements|
|Ethnicity||Optional – ethnicity||Ethnicity monitoring to ensure Equality & Diversity|
|Mobile No.||Numeric||Contact regarding course-related calls (payment, tutor support etc)|
|Country||Address||Certificate postage, monitoring target market reach|
|Email address||Required to access all our online systems and communication with customer services and training staff|
21. Data Security – Transferring Personal Data and Communications
The Company shall ensure that the following measures are taken with respect to all communications and other transfers involving personal data:
21.1 All emails containing personal data must be encrypted using TLS and S/MIME encryption wherever possible;
21.2 All emails containing personal data must be marked “confidential”;
21.3 Personal data may be transmitted over secure networks only; transmission over unsecured networks is not permitted in any circumstances;
21.4 Personal data may not be transmitted over a wireless network if there is a wired alternative that is reasonably practicable;
21.5 Personal data contained in the body of an email, whether sent or received, should be copied from the body of that email and stored securely. The email itself should be deleted. All temporary files associated therewith should also be deleted;
21.6 Where personal data is to be sent by facsimile transmission the recipient should be informed in advance of the transmission and should be waiting by the fax machine to receive the data;
21.7 Where personal data is to be transferred in hardcopy form it should be passed directly to the recipient; and
21.8 All personal data to be transferred physically, whether in hardcopy form or on removable electronic media shall be transferred in a suitable container marked “confidential”.
22. Data Security – Storage
The Company shall ensure that the following measures are taken with respect to the storage of personal data:
22.1 All electronic copies of personal data should be stored securely using passwords and HTTPS/TLS data encryption;
22.2 All hardcopies of personal data, along with any electronic copies stored on physical, removable media should be stored securely in a locked box, drawer, cabinet, or similar;
22.3 All personal data stored electronically should be backed up offsite. All backups should be encrypted using HTTPS/TLS;
22.4 No personal data should be stored on any mobile device (including, but not limited to, laptops, tablets, and smartphones), whether such device belongs to the Company or otherwise without the formal written approval of the named Data Protection Officer and, in the event of such approval, strictly in accordance with all instructions and limitations described at the time the approval is given, and for no longer than is absolutely necessary; and
22.5 No personal data should be transferred to any device personally belonging to an employee and personal data may only be transferred to devices belonging to agents, contractors, or other parties working on behalf of the Company where the party in question has agreed to comply fully with the letter and spirit of this Policy and of the GDPR (which may include demonstrating to the Company that all suitable technical and organisational measures have been taken).
23. Data Security – Disposal
When any personal data is to be erased or otherwise disposed of for any reason (including where copies have been made and are no longer needed), it should be securely deleted and disposed of. For further information on the deletion and disposal of personal data, please refer to the Company’s Data Retention Policy.
24. Data Security – Use of Personal Data
The Company shall ensure that the following measures are taken with respect to the use of personal data:
24.1 No personal data may be shared informally and if an employee, agent, sub-contractor, or other party working on behalf of the Company requires access to any personal data that they do not already have access to, such access should be formally requested from the named Data Protection Officer;
24.2 No personal data may be transferred to any employees, agents, contractors, or other parties, whether such parties are working on behalf of the Company or not, without the authorisation of the named Data Protection Officer;
24.3 Personal data must be handled with care at all times and should not be left unattended or on view to unauthorised employees, agents, sub-contractors, or other parties at any time;
24.4 If personal data is being viewed on a computer screen and the computer in question is to be left unattended for any period of time, the user must lock the computer and screen before leaving it; and
24.5 Where personal data held by the Company is used for marketing purposes, it shall be the responsibility of the Data Protection Officer to ensure that the appropriate consent is obtained and that no data subjects have opted out, whether directly or via a third-party service such as the TPS.
25. Data Security – IT Security
The Company shall ensure that the following measures are taken with respect to IT and information security:
25.1 All passwords used to protect personal data should be changed regularly and should not use words or phrases that can be easily guessed or otherwise compromised. All passwords must contain a combination of uppercase and lowercase letters, numbers, and symbols. All software used by the Company is designed to require such passwords;
25.2 Under no circumstances should any passwords be written down or shared between any employees, agents, contractors, or other parties working on behalf of the Company, irrespective of seniority or department. If a password is forgotten, it must be reset using the applicable method. IT staff do not have access to passwords;
25.3 All software (including, but not limited to, applications and operating systems) shall be kept up-to-date. The Company’s IT staff shall be responsible for installing any and all security-related updates as soon as reasonably and practically possible, unless there are valid technical reasons not to do so; and
25.4 No software may be installed on any Company-owned computer or device without the prior approval of the named Data Protection Officer.
26. Organisational Measures
The Company shall ensure that the following measures are taken with respect to the collection, holding, and processing of personal data:
26.1 All employees, agents, contractors, or other parties working on behalf of the Company shall be made fully aware of both their individual responsibilities and the Company’s responsibilities under the GDPR and under this Policy, and shall be provided with a copy of this Policy;
26.2 Only employees, agents, sub-contractors, or other parties working on behalf of the Company that need access to, and use of, personal data in order to carry out their assigned duties correctly shall have access to personal data held by the Company;
26.3 All employees, agents, contractors, or other parties working on behalf of the Company handling personal data will be appropriately trained to do so;
26.4 All employees, agents, contractors, or other parties working on behalf of the Company handling personal data will be appropriately supervised;
26.5 All employees, agents, contractors, or other parties working on behalf of the Company handling personal data shall be required and encouraged to exercise care, caution, and discretion when discussing work-related matters that relate to personal data, whether in the workplace or otherwise;
26.6 Methods of collecting, holding, and processing personal data shall be regularly evaluated and reviewed;
26.7 All personal data held by the Company shall be reviewed periodically, as set out in the Company’s Data Retention Policy;
26.8 The performance of those employees, agents, contractors, or other parties working on behalf of the Company handling personal data shall be regularly evaluated and reviewed;
26.9 All employees, agents, contractors, or other parties working on behalf of the Company handling personal data will be bound to do so in accordance with the principles of the GDPR and this Policy by contract;
26.10 All agents, contractors, or other parties working on behalf of the Company handling personal data must ensure that any and all of their employees who are involved in the processing of personal data are held to the same conditions as those relevant employees of the Company arising out of this Policy and the GDPR; and
26.11 Where any agent, contractor or other party working on behalf of the Company handling personal data fails in their obligations under this Policy that party shall indemnify and hold harmless the Company against any costs, liability, damages, loss, claims or proceedings which may arise out of that failure.
27. Transferring Personal Data to a Country Outside the EEA
27.1 The Company may from time to time transfer (‘transfer’ includes making available remotely) personal data to countries outside of the EEA.
27.2 The transfer of personal data to a country outside of the EEA shall take place only if one or more of the following applies:
27.2.1 The transfer is to a country, territory, or one or more specific sectors in that country (or an international organisation), that the European Commission has determined ensures an adequate level of protection for personal data;
27.2.2 The transfer is to a country (or international organisation) which provides appropriate safeguards in the form of a legally binding agreement between public authorities or bodies; binding corporate rules; standard data protection clauses adopted by the European Commission; compliance with an approved code of conduct approved by a supervisory authority (e.g. the Information Commissioner’s Office); certification under an approved certification mechanism (as provided for in the GDPR); contractual clauses agreed and authorised by the competent supervisory authority; or provisions inserted into administrative arrangements between public authorities or bodies authorised by the competent supervisory authority;
27.2.3 The transfer is made with the informed consent of the relevant data subject(s);
27.2.4 The transfer is necessary for the performance of a contract between the data subject and the Company (or for pre-contractual steps taken at the request of the data subject);
27.2.5 The transfer is necessary for important public interest reasons;
27.2.6 The transfer is necessary for the conduct of legal claims;
27.2.7 The transfer is necessary to protect the vital interests of the data subject or other individuals where the data subject is physically or legally unable to give their consent; or
27.2.8 The transfer is made from a register that, under UK or EU law, is intended to provide information to the public and which is open for access by the public in general or otherwise to those who are able to show a legitimate interest in accessing the register.
28. Data Breach Notification
28.1 All personal data breaches must be reported immediately to the Company’s Data Protection Officer.
28.2 If a personal data breach occurs and that breach is likely to result in a risk to the rights and freedoms of data subjects (e.g. financial loss, breach of confidentiality, discrimination, reputational damage, or other significant social or economic damage), the Data Protection Officer must ensure that the Information Commissioner’s Office is informed of the breach without delay, and in any event, within 72 hours after having become aware of it.
28.3 In the event that a personal data breach is likely to result in a high risk (that is, a higher risk than that described under Part 29.2) to the rights and freedoms of data subjects, the Data Protection Officer must ensure that all affected data subjects are informed of the breach directly and without undue delay.
28.4 Data breach notifications shall include the following information:
28.4.1 The categories and approximate number of data subjects concerned;
28.4.2 The categories and approximate number of personal data records concerned;
28.4.3 The name and contact details of the Company’s data protection officer (or other contact point where more information can be obtained);
28.4.4 The likely consequences of the breach;
28.4.5 Details of the measures taken, or proposed to be taken, by the Company to address the breach including, where appropriate, measures to mitigate its possible adverse effects.
29. Implementation of Policy
This Policy shall be deemed effective as of 25th May 2018. No part of this Policy shall have retroactive effect and shall thus apply only to matters occurring on or after this date.
This Policy has been approved and authorised by:
|Name:||Mr Robert Lane|
|Position:||Data Protection Officer|
|Date:||3rd June 2020|
|Due for Review by:||4th June 2022|
1.1 POLICY STATEMENT
The e-Learning Network will treat all employees with dignity and respect and will provide an environment for learning and working that is free from unlawful discrimination, harassment, bullying and victimisation. Axiom Dynamics is committed to an Equal Opportunities Policy and recognises the importance and value of Diversity. We recognise our social, moral and statutory duty to admit and employ people with disabilities, and will do all that is practicable to meet this requirement responsibility. Axiom Dynamics wishes to be an organisation that is recognised by the community for good employment and learner opportunities. We want individuals who apply to Axiom Dynamics to be confident that they will receive fair treatment and be considered on their ability to do the job. Axiom Dynamics’s employment policies aim to ensure that people with disabilities receive treatment that is fair, equitable and consistent with their skills and abilities. Similarly, we admit students to the available places on its courses based on their academic ability and motivation, whilst recognising the particular achievements of disabled students who have reached this stage. Axiom Dynamics will make every effort, if an existing employee becomes disabled, to re-train and retain them wherever practicable. Axiom Dynamics is committed to providing relevant training on disability and involves disabled people and interested parties via the Disability Action Committee, in policy implementation and evaluation.
Disability is one of the protected characteristics under the Equality Act 2010.
From 1 October 2010, the Equality Act replaced most of the Disability Discrimination Act (DDA). However, the Disability Equality Duty in the DDA continues to apply. The Disability Equality Duty marks a commitment towards actively promoting equality of opportunity for disabled people.
Disability equality schemes require organisations to consider and include the following:
- Eliminate unlawful discrimination
- Promote equal opportunities
- Eliminate disability related harassment
- Promote a positive attitude on disability
- Encourage participation by disabled people in public life
- Active involvement of disabled people in the ongoing development of the scheme
- Assess policies for their impact on people with a disability
- Development of an action plan
- Gather and publish information
Definition of ‘disability’
- In the Equality Act 2010, a person has a disability if:
- They have a physical or mental impairment
- The impairment has a substantial and long-term adverse effect on their ability to perform normal day-to-day activities
- For the purposes of the Act, these words have the following meanings:
- ‘Substantial’ means more than minor or trivial
- ‘Long-term’ means for a period of more than a year (12 months)
- The Equality Act 2010 was introduced to harmonise and replace previous legislation, such as the Disability Discrimination Act 2005. The Equality Act has strengthened particular aspects of equality law, and in particular, disabilities. For instance, new categories of discrimination have been introduced, see section 1.4 below.
- The Equality Act has made it easier for a person to show that they are disabled and be protected from discrimination. The Act puts a duty on Axiom Dynamics to make reasonable adjustments for staff to help them overcome disadvantage resulting from an impairment, e.g. by providing assistive technologies to help visually impaired staff use computers effectively.
- The Equality Act takes the approach that employers and service providers must look specifically at the particular person’s disability and indentify how, if practicable, they can ensure that the disabled person is treated as favourably as everybody else. The law is in place to promote equal rights and fair treatment for all. UK Training Hub Ltd complies with this legislative definition.
- The following are covered under this definition:
- Physical and sensory impairments
- Specific learning difficulties
- Autistic spectrum disorders
- Mental health issues
- Severe disfigurements
- Anyone with an HIV infection, cancer or multiple sclerosis
- Progressive conditions that affect normal day-to-day activities, including long term physical health issues
1.4 Types of Discrimination
Discrimination against disabled applicants or staff can take place in the following ways:
- Direct Discrimination: An individual is treated less favourably than another because of a disability.
- Indirect Discrimination: When a rule or policy applies to the majority but disadvantages someone with a protected characteristic (disability).
- Discrimination by Association: Direct discrimination against someone because they associate with another person who has a disability.
- Discrimination by Perception: Direct discrimination against an individual because the others think they possess a particular protected characteristic, e.g. disability.
- Harassment: Many people with disabilities experience harassment at work. At Axiom Dynamics harassment will not be tolerated and every reasonable step will be taken to deal with it. Any refusal to work with people because of their disability is unacceptable and will not be tolerated. Staff can complain of behaviour they find offensive even if it is not directed at them, for example, if they believe the harassment or treatment of another has created a hostile environment.
- Harassment by a Third Party: Axiom Dynamics is potentially liable for harassment of our staff by people we don’t employ, e.g. out-sourced contractors.
- Victimisation: When a staff member is treated badly because they have made, or supported a complaint or grievance, under the Equality Act:
- by treating them ‘less favourably’ than other people, or
- by failing to make a ‘reasonable adjustment’ compared with other people for a reason relating to their disability.
Discrimination is often unintentional and can arise from:
- assumptions and stereotypes
- prejudice or fear
- lack of understanding and information
- low expectations
- lack of direct contact with disabled people
- inaccessible environments
- lack of appropriate aids, services and adjustments which make something accessible
- inflexible practices and procedures
Since many disabilities/special requirements are not obvious, Axiom Dynamics has to rely on the staff member or applicant making a disclosure about their disability. It is understood individuals are often reluctant to do this because they fear discrimination, and feel it is not relevant in respect of being able to do the job. However, if staff or applicants know about Axiom Dynamics’s disability policy and in particular our willingness to make reasonable adjustments, they will be much more inclined to disclose any disabilities, including invisible disabilities. Disclosure can be beneficial for the following reasons:
- the stress of not divulging a disability can exacerbate the person’s difficulties at work or study;
- the employee and manager, or tutor and student, can together determine what adjustments, if any, would maintain or improve working conditions;
- the support of fellow workers / students can be enlisted.
Under legislation it is imperative that we safeguard the confidentiality of personal and medical information. When a person’s disability status is known, all unnecessary and potentially damaging disclosures will be avoided. Disclosure will only occur:
- with the explicit consent of the individual
- when it helps to facilitate the person’s ability to do the job
- if it is absolutely necessary within the law
The applicant or employee will always be informed about the purposes for which the personal information will be used. The Equality Act makes it unlawful, except in certain circumstances, for employers to ask about a candidate’s health before offering them work. Health questionnaires filled out by job applicants are sent to Occupational Health in confidence and are not used to screen prospective employees.
1.7 ROLES AND RESPONSIBILITIES
Every individual working within Axiom Dynamics has responsibilities under the Equality Act 2010, although all those in executive and / or managerial positions have a particular responsibility to ensure implementation of the College’s Equal Opportunity policies and procedures. The College has a responsibility to avoid discrimination in the areas of recruitment, training and development, career development, redundancy and dismissal, day to day working life Everyone working for Axiom Dynamics, and those responsible for procuring services for Axiom Dynamics, are responsible for ensuring that non-discriminatory policies and procedures are in place in order to avoid discrimination against disabled staff, students, clients and visitors. In addition, all staff have a responsibility to avoid, and to challenge the victimisation or harassment of disabled people. If any member of staff believes they have been treated in a way that is contrary to this policy, concerns should be raised with someone in authority who is in a position to take appropriate action, e.g. a senior manager in the department, the Principal, the academic Registrar, the HR Manager or Director.
1.8 MONITORING AND EVALUATION
Axiom Dynamics is committed to conducting transparent monitoring to make Axiom Dynamics fully accessible for all. The Disability and Equal Opportunities Policies are published on the website, student and staff handbooks. These are reviewed regularly to ensure they are kept up to date and in line with current legislation.
Axiom Dynamics is committed to leading the industry in minimising the impact of its activities on the environment. Our aim is to be carbon neutral in all our operations.
The key points of the strategy to achieve this are:
- Minimise waste by evaluating operations and ensuring they are as efficient as possible.
- Minimise toxic emissions through the selection and use of its fleet and the source of its power requirement. This includes hiring local invigilators and trainers across the UK, minimising the amount of travel required and encouraging the use of public transport by staff and candidates.
- Incorporate and encourage the use of technological advancements wherever practicable to reduce paper and other wastage.
- Actively promote recycling both internally and amongst its customers and suppliers.
- Source and promote a product range to minimise the environmental impact of both production and distribution.
- Meet or exceed all the environmental legislation that relates to the Company.
- Use an accredited program to offset the greenhouse gas emissions generated by our activities.
- Wherever practically possible, we implement eco-friendly practice. This includes recycling our waste and the use of materials that are from renewable or sustainable resources.
Axiom Dynamics is committed to providing equal opportunities for candidates, applicants for employment and employees. We are committed to creating an inclusive environment that values diversity and is free from harassment, victimisation, discrimination, and bullying. We aim to provide an inclusive environment that values diversity and maintains a working, learning, and social environment in which the rights and dignity of all its staff and candidates are respected to assist them in reaching their full potential.
We assess each individual on their ability and do not make judgments based on age, gender, marital status, colour, disability, ethnic or national origin, religious or sexual orientation.
What we ask of you
- To understand and comply with the policy.
- To make sure that the employee’s or candidates’ own behaviour and language do not cause misunderstanding or offense.
- To inform the Head Office immediately if any employee or candidate experiences any form of discrimination, bullying, or harassment so that they can provide impartial and confidential advice and support.
- To be willing to stand up against harassment
We promise to:
- Base our decisions on merit and ability in all aspects of study, employment, recruitment, promotion, training, etc.
- Vary our marketing strategies and outreach media in order to attract applications from all genders, races, areas, abilities, and backgrounds.
- Regard all staff as potentially suitable for all vacancies, including management positions, regardless of background.
- Not discriminate when we carry out performance reviews.
- Give all staff the same training opportunities.
- Ensure all training materials are unbiased and the Training Department will do all they can to accommodate special needs.
- Ensure all marketing materials are unbiased and are distributed in as diverse ways as possible.
- Provide innovative and flexible working arrangements to meet the needs of our employees, trainees and corporate clients.
- View harassment as unacceptable and will investigate incidents fully.
- Make this policy available to all staff and candidates for training.
- Regularly review the terms of this policy against harassment
Wherever possible, we will strive to provide reasonable adjustments to allow equal access to assessment and training for all candidates. These will be dealt with on a case-by-case basis as each individual is different.
Any reasonable adjustments provided or agreed will be dependent on:
- The Special Considerations / Reasonable Adjustments / equivalent policy of the relevant Awarding Organisation.
- Evidence provided by the candidate
- When the evidence is provided i.e. before, during or after the course or exam
- Degree of assistance/adjustments required e.g. if the special considerations can be fulfilled internally or we may be required to hire a specialist which may take more time.
- Permission(s) granted by the Awarding Organisation or any other regulatory authority in general or in particular to the case at hand.
- Other time/resource restrictions, which may cause delays in a provision outside of our control.
As a general rule, special considerations that do not affect exam/assessment regulations will be provided by Axiom Dynamics once the need has been established. Wherever possible we will strive to have a range of resources and facilities as well as trained staff available to deal with reasonable adjustment requests in the classroom. Examples include:
- Large font / high contrast materials
- Course materials will be available in both visual and audio formats
It is our policy to ensure, so far as is reasonably practicable, the safety of all employees and any other persons who may be directly affected by the activities of the company. Axiom Dynamics will, so far as is reasonably practicable:
- Aim to achieve compliance with legal requirement through good occupational health and safety performance
- Provide suitable and sufficient resources to implement this policy
- Establish and maintain a safe and healthy working environment
- Ensure that significant risks arising from work activities under our control are eliminated or adequately controlled
- Develop and implement appropriate occupational health and safety procedures and safe working practices
- Include the management of health and safety as a specific responsibility of managers/trainers at all levels
- Ensure this policy is understood and implemented throughout the organisation
- Involve employees in health and safety decisions through consultation and co-operation
- Involve employees in health and safety decisions through consultation and co-operation
- Regularly review compliance with the policy and the management system that support it
- Provide suitable and sufficient information, instructions and supervision to enable all employees to avoid hazards and contribute to their own health and safety at work
- Ensure that employees receive appropriate training, and are competent to carry out their designated responsibilities
- Ensure that employees receive appropriate training, and are competent to carry out their designated responsibilities
Definitions and interpretation
|Data||collectively all information that you submit to Axiom Dynamics via the Website. This definition incorporates, where applicable, the definitions provided in the Data Protection Act 1998;|
|Cookies||a small text file placed on your computer by this Website when you visit certain parts of the Website and/or when you use certain features of the Website. Details of the cookies used by this Website are set out in the clause below (Cookies);|
|Axiom Dynamics , or us||Axiom Dynamics Ltd (Trading as Axiom Dynamics) of 20-22 Wenlock Road, N1 7GU;|
|UK and EU Cookie Law||the Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended by the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011;|
|User or you||any third party that accesses the Website and is not either (i) employed by Axiom Dynamics and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to Axiom Dynamics and accessing the Website in connection with the provision of such services; and|
|Website||the website that you are currently using, www.Axiom Dynamics.io, and any sub-domains of this site unless expressly excluded by their own terms and conditions.|
- the singular includes the plural and vice versa;
- a reference to a person includes firms, companies, government entities, trusts and partnerships;
- “including” is understood to mean “including without limitation”;
- reference to any statutory provision includes any modification or amendment of it;
- We may collect the following Data, which includes personal Data, from you:
- Date of Birth;
Our use of Data
- For purposes of the Data Protection Act 1998, Axiom Dynamics is the “data controller”.
- We will retain any Data you submit for 12 months.
- Unless we are obliged or permitted by law to do so, and subject to any third party disclosures specifically set out in this policy, your Data will not be disclosed to third parties. This includes our affiliates and/or other companies within our group.
- All personal Data is stored securely in accordance with the principles of the Data Protection Act 1998. For more details on security see the clause below (Security).
- Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:
- internal record keeping;
Third-party websites and services
- Axiom Dynamics may, from time to time, employ the services of other parties for dealing with certain processes necessary for the operation of the Website. The providers of such services have access to certain personal Data provided by Users of this Website.
Links to other websites
Changes in business ownership and control
- We may also disclose Data to a prospective purchaser of our business or any part of it.
- We may also disclose Data to a prospective purchaser of our business or any part of it.
Controlling use of your Data
- Wherever you are required to submit Data, you will be given options to restrict our use of that Data. This may include the following:
- use of Data for direct marketing purposes; and
- sharing Data with third parties.
The functionality of the Website
- To use all features and functions available on the Website, you may be required to submit certain Data.
Accessing your own Data
- You have the right to ask for a copy of any of your personal data held by Axiom Dynamics (where such Data is held) on payment of a small fee, which will not exceed £25.
- Data security is of great importance to Axiom Dynamics and to protect your Data we have put in place suitable physical, electronic, and managerial procedures to safeguard and secure Data collected via this Website.
- If password access is required for certain parts of the Website, you are responsible for keeping this password confidential.
- We endeavour to do our best to protect your Personal Data. However, the transmission of information over the internet is not entirely secure and is done at your own risk. We cannot ensure the security of your Data transmitted to the Website.
- All Cookies used by this Website are used in accordance with current UK and EU Cookie Law.
- Before the Website places Cookies on your computer, you will be presented with a message bar requesting your consent to set those Cookies. By giving your consent to the placing of Cookies, you are enabling Axiom Dynamics to provide a better experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of the Website may not function fully or as intended.
- This Website may place the following Cookies:
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You may contact Axiom Dynamics by email at Training@AxiomDynamics.co.uk
Introduction to Quality Management
To establish all Axiom Dynamics policies and to monitor the standards that the Company has set as part of the provision of its services, it has been necessary to develop a systematic approach to Quality Management, aiming at providing the best service that our customers require. Training provision of all our employees is the key to fulfilling our objectives as we can target the achievement of dual goals, in the form of quality service for our candidates via highly skilled and knowledgeable employees. We commit ourselves to review these arrangements and systems regularly as part of the Quality Assurance System that we have put in place.
1.1 Quality Assurance Policy
It is the policy of Axiom Dynamics to ensure that all of its employees are fully aware of the contents of this document and that they demonstrate at all times their ability and willingness to carry out its instructions to provide all customers of Axiom Dynamics with a quality service that Axiom Dynamics provides as part of this policy.
Axiom Dynamics will do this by the following methods:
- We will continuously strive to provide quality service to all our customers by implementing all parts of the Quality Assurance System.
- We will work proactively to continuously improve the quality of our services (Training, Customer Services, Post-course Services) to ensure that we continue to provide our customers with up-to-date and relevant information as part of our commitment to quality.
- We will stringently review and improve our internal policies and processes on an ongoing basis as part of our commitment to ensure and maintain the best level of services and IAG (Information, Advice, and Guidance) to our customers and staff.
- We understand that our services have value only if they contribute and are relevant to the on-going development of our candidates’ learning.
- We aim to monitor our customers’ ever-changing needs as the industry evolves and new trends, standards, and markets may require them to have access to new learning and development.
- We are registered with the ICO and will always abide by the regulatory requirements of the Data Protection Act in the creation, maintenance, storage, access and deletion or disposal of any sensitive information held by us.
1.2 Management of Quality
The Quality Verifier is responsible for reviewing the quality of Training, Assessment, and Internal Verification decisions during and at the end of the Training process. Quality verification will take place by an appointed person, usually the Quality Verifier, however, other people may be involved in this process from time to time. This may include the Training Manager, an IV, or an impartial, External Quality Verifier, hired by Axiom Dynamics or AO. Internal verification is at the centre of Quality Assurance of all Training programs. The role of Quality Verification in managing training assessment and internal verification is that it consistently meets the criteria of the National Occupational Standards. The Quality Verifier is, therefore, the key factor in managing risk – ensuring that when a certificate is claimed for a candidate, it marks the achievement of the standards.
1.3 The Purpose of sampling
To review the quality of the Training Assessment and Internal Verification decisions during and at the end of the verification process.
Periodic Sampling enables the Quality Verifier to be involved with the training, assessment and verification process at different stages including registration and post-course service and advice. This involves reviewing the work undertaken by the sales staff, trainer, trainee and admin staff before decisions being made on certification i.e. during the course. It will involve the reviews given by Trainers to trainees and those given by the Internal Verifier to Trainers. This will enable the Quality Verifier to evaluate the quality of guidance on training, assessment and internal verifications and the effectiveness of planning assessments. By performing periodic sampling this will allow the Quality Verifier in identifying problems at an early stage so avoiding the need to turn down assessment and verification decisions, identify good practice and training, and maintain standardisation with all members of the Training team.
Sampling at the end of the training, assessment and verification process involves reviewing the quality of the assessment decisions by evaluating how they have been reached. The Quality Verifier has to be able to follow an audit trail that is clear and can demonstrate how the Training Team has checked that the evidence presented meets the “rule of evidence”. This includes evidence presented as a portfolio, computer-aided compilation, video or evidence identified via alternative assessment. The Trainer, Assessor and Internal Verifier must have confirmed the evidence as:
- Valid – relevant to the standards for which competence is claimed.
- Authentic – the trainee’s work / been produced by the trainee.
- Current – sufficiently recent to be confident that the same level of skill, understanding and knowledge exist at the time of claim.
- Timely – the work has been completed and submitted within the specified timeframes allowed by the Awarding Body.
- Sufficient – meets ALL the requirements of the standards in full.
Factors to be taken into account when sampling
- Role of sales and admin staff in storage, processing and shipping of important paperwork and documents.
- Size of sample
- Training/Assessment methods
- Trainer/Assessor (how many, their experience, workload and location)
- Internal Verifier (how many, their experience, workload and location)
- Different candidates
- All units
1.4 Tasks of Admin Staff, Sales Staff, Trainer/Assessor, Internal Verifier and Quality Verifier
From candidate enrolment through to claiming certificates:
- Must have experience and will be trained in-house regarding ethical sales, customer services and any other relevant training as required as per their PDP or TNA.
- Register candidates for the program.
- Give accurate, informed and reliable Information, Advice and Guidance (IAG) at the time of booking.
- Turn away candidates not suitable for the qualifications in line with Awarding Body regulations.
- Send accurate and correct email booking confirmations and details for the course, timings, venue etc
- Ensure all sensitive personal data is kept confidential and stored according to Data Protection legislation.
- Identify and inform the relevant Trainer, the Training Manager and Office Manager of any candidates requiring additional help for the course and/or exam, where allowed by the Awarding Body.
- Must have experience and will be trained in-house regarding effective time management and project management, customer services and any other relevant training as required as per their PDP or TNA.
- Mail candidates the information pack upon registration where email confirmation does not suffice or where details are requested by post specifically, by the candidate.
- Ensure all sensitive personal documents and details are held according to Data Protection legislation.
- Ensure all Axiom Dynamics and Awarding Body documentation, especially Exam Papers, are held securely in the premises, during shipment and processing.
- Accurate counts must be kept of all Assessment Papers received from Awarding Body, stored, shipped to Training, received back for processing, forwarded to Awarding Body for checking (where applicable). Assessment Papers can include exam papers or portfolio assessments.
- Ensure the correct arrangements have been made for any additional help or special needs of candidates identified by the Sales Staff.
- Ensure all audio/video/electronic assessments are stored and organised securely and backups made.
- Update candidate results and post certificates in a regular, timely manner while maintaining clear records.
- Ensure any malpractice concerns or accidents are reported to the line manager, QV or MD immediately.
- Must hold the minimum required Teaching Qualification (PTLLS / CTLLS / DTLLS / AET / CET / DET / CertED / PGCE etc)
- If required, the assessor must hold the Level 3 Assessor qualification or an acceptable equivalent.
- At registration, verify and re-check info provided by Sales staff including, ID documents, candidate name spellings, date of birth, contact details, payment details, special needs and suitability for completing the course.
- Report the correct numbers of students, resits, payments to the Training Manager and Accountant where relevant.
- Carry out assessments and provide verbal / written feedback (depending on the program being delivered).
- Ensure the correct arrangements have been made for any additional help or special needs of candidates identified by the Sales Staff.
- Ensure the correct number of Contact Hours have been met in line with Axiom Dynamics and Awarding Body policy on Guided Learning Hours (GLH) for that course.
- Deliver the training according to the Lesson Plans provided/approved by Axiom Dynamics and the Awarding Body with the best knowledge, integrity and respect for all.
- Complete all documents and paperwork in line with Axiom Dynamics and Awarding Body’s policies and procedures.
- Ensure any malpractice concerns or accidents are reported to the Training Manager, QV or MD immediately.
- Must sample across all trainers/assessors and all training programs.
- Be involved in the recruitment and training of Trainers and Assessors.
- Must be V1 / D34 / Level 4 IQA qualified with occupational competence and experience of teaching in the relevant subject.
- Provide induction to all new trainers and assessors to ensure that they have a full understanding of the process and have all the correct documentation to carry out training and assessment.
- Prepare a sampling plan.
- Monitor development of Trainers and Assessors.
- Ensure that Trainers and Assessors are using and have access to all the tools necessary to carry out their role.
- Make checks on the registration and enrolment of trainees with awarding body (where necessary).
- Hold team meetings and standardisation meetings, carry out observations of trainers and assessors, sample portfolios of evidence (where applicable), interview candidates from the courses.
- Create action plans for improved performance activities.
- Complete and maintain all relevant records.
- Provide feedback to the Quality Verifier and Management.
- Attend meetings with Awarding Bodies and provide feedback to the Training and Assessment team.
- Claim Trainees’ certificates once all requirements have been satisfied.
- Ensure any malpractice concerns or accidents are reported to the line manager, QV or MD immediately.
- Must be V1 / D34 / Lead IQA qualified with occupational competence and experience of managing, assessing and teaching in the relevant subject(s).
- Provide training and support to the Internal Verifier.
- Assist in the appointment of Trainers, Assessors and Internal Verifiers.
- Sample the practices of the Admin and Sales staff, the Internal Verifier and Trainer/Assessors.
- Train admin and sales staff to ensure Awarding Body requirements are being met at all stages of registration, training and certification.
- Hold and attend the Standardisation and team meetings.
- Provide feedback to the Assessment team and Top Management on updates received from all levels of staff and candidates.
- Attend meetings with Awarding Body personnel during approval and sampling visits.
- Attend relevant Awarding Body training and workshops and ensure that up-to-date and accurate information and documents are forwarded and explained to relevant departments and Management.
- Deal with any potential or reported cases of malpractice or accidents to maintain integrity and security of data and documents at all times. This may include liaising with internal Management and Awarding Body members.
1.5 Evaluation Strategy
The Quality Verifier has the authority to monitor the performance of internal verifiers, trainers/assessors and admin/sales staff as well as sampling candidates’ portfolios (where applicable), observing candidates whilst undergoing training and interviewing them. Methods used by the internal verifier for sampling portfolios and monitoring the performance of assessors must be auditable.
1.6 Periodic verification
The evidence sampled must contain the internal verifier’s initials/signature and the date the evidence was sampled. If the evidence sampled is satisfactory then the evidence can be signed and dated. If the evidence is not satisfactory then the IV must put a date beside the evidence. Depending on the severity of the case, certification must be blocked until the situation has been resolved. A sampling report with suggestions for future improvements must be completed with a note of the evidence sampled. Sampling report must be sent to the relevant trainer, Training Manager and MD.
1.7 End of Process Verification
When the internal verifier is satisfied that the Trainee is competent and certificate can be claimed, an IV report should be completed and sent to the Quality Verifier. Declarations of authenticity from the candidate, trainer, IV and / or QV must be signed and maintained as well as a clear audit trail of records from each stage.
2.0 Continuous Professional Development
The Quality Verifier is responsible for ensuring that all internal verifiers, trainers and assessors maintain their occupational and professional competence.
3.0 Design and Development
All significant changes/amendments to pre-approved courses (by external Awarding Bodies) will be notified to those Awarding Bodies and where applicable approval will be sought before changes take place.
4.0 Conflict of Interest
As part of our stringent IQA measures, Axiom Dynamics forbids any trainer/assessor/invigilator to train/assess/invigilate any person(s) who are related to them, or any person(s) in whose results the employee may have a vested interest. It is the responsibility of the Lead IV to ensure that allocations are made in a way to ensure this does not happen. In instances where such activities may have happened, this will be deemed as failure to inform Axiom Dynamics of the conflict of interest and the Training Director will internally investigate the incident in question. The investigation should be conducted within 5 days of the reported incident so that appropriate measures can be taken on time. Axiom Dynamics employee involved will have to supply written information on why this potential conflict of interest was not disclosed previously. All results from the investigation will be shared with the relevant Awarding Body and the mutually agreed decision (between the Awarding Body and Axiom Dynamics) for resolution will be final. The final decision will be given to the relevant employee in writing no later than 5 working days from the date of agreement of the resolution. Axiom Dynamics employees are made aware of this policy within their employment contracts.
At Axiom Dynamics, we seek to provide learners with guidance and support to help them achieve their learning and development goals while meeting all regulatory requirements. This policy applies to all qualifications offered by Axiom Dynamics, including those on the Regulated Qualifications Framework (RQF).
1.1 Recognition of Prior Learning (RPL)
‘Recognition of Prior Learning’ (RPL) is defined by Ofqual as “a method of assessment [leading to the award of credit] that considers whether learners can demonstrate that they can meet the assessment requirements for a unit through knowledge, understanding or skills they already possess and so not need to develop through a course of learning.” Regulatory arrangements for the Qualifications and Credit Framework (Ofqual/08/3726) RPL can be used where a learner has not had their prior learning formally recognised. If a learner has certificated learning, then they should apply for exemption, not RPL. In the RQF, RPL refers particularly to previously uncertificated learning, and achievements through RPL always lead to the award of credit. Axiom Dynamics acknowledge that one of the principles keys to ‘claiming credit’ in the RQF is that individuals should not be required to repeat things that they have already learnt. This principle not only relates to RPL but also to two related but different processes: exemption and credit transfer.
1.2 Exemption and Credit Transfer
An exemption is a facility for a learner to claim exemption from some of the achievement requirements of a qualification, using evidence of certificated achievement deemed to be of equivalent value. Within the Regulatory arrangements for the Regulated Qualifications Framework, ‘exemption’ is defined as “the facility for a learner to claim exemption from some of the achievement requirements of an RQF qualification, using evidence of certificated, non-RQF achievement deemed to be of equivalent value.” (page 40) This definition of ‘exemption’ makes clear that the process relates exclusively to certificated learning outside the RQF. Within the RQF the principle of not repeating things already learnt involves the process of ‘credit transfer’. To summarise, in the RQF, RPL relates to the recognition and qualification process for unqualified skills, knowledge and/or experience. Exemption refers to the process of gaining exemption from certain credit(s) due to previously gained qualifications outside the RQF. Finally, Credit Transfer refers to the process of gaining credit(s) through qualifications already achieved within the RQF. All three, are processes which help the learner utilise their previous qualifications, skills and experiential learning to work towards a new qualification they are hoping to achieve, thus avoiding the need to repeat things already learnt.
1.3 RPL – Axiom Dynamics’s role
- At Axiom Dynamics we wish to offer all students the opportunity to achieve RPL whenever the qualification and awarding body regulations allow.
- To facilitate the process we promise to ensure that:
- Learners are registered as soon as they formally start to gather evidence.
- Records of assessment are maintained, as for any other unit/qualification.
- Certification and claims are made according to normal procedures.
- All relevant evidence is assessed before assessment decisions are confirmed.
- There are designated personnel with the appropriate expertise to support and assure the RPL process.
- Advise candidates of the possibility and advantages of RPL from the outset of each course through information, advice and guidance (IAG) provided, for example;
- At the time of booking over the phone or website
- In course materials or student handbook or the website
- At the pre-course interview or Professional Discussion stage
- At the time of course induction
- Liaise with the candidate to devise assessment plan(s) to help them work towards gathering the necessary evidence and documentation to achieve the learning outcomes and assessment criteria for the unit(s) to be claimed via RPL.
- While Axiom Dynamics is dedicated to making the RPL process as widely accessible and practicable as possible there may be circumstances where it may not be possible for us to offer RPL as a method of achieving credit(s) for a qualification.
- Such exceptions may include:
- Explicit requirements for a licence to practise
- Health and safety requirements.
- A condition of admission to a regulated profession.
- Where a unit requires that assessment take place in a given setting and/or at a given time.
- Any instance where a regulatory authority or relevant awarding body does not allow and/or facilitate the RPL process.
1.4 RPL – The candidate’s role
The individual is central to the RPL process; it will ultimately be their choice and responsibility to decide whether to claim credit in the RQF through an RPL route.
All qualifications in the RQF are achieved through a process of credit accumulation. Individuals who wish to achieve a qualification must accumulate these credits according to designated rules of combination.
To achieve RPL for any unit(s) of a qualification within the RQF, the candidate must be able to:
- Advise their tutor or Axiom Dynamics staff at the earliest possible opportunity that they wish to achieve RPL for any credit(s) of a qualification.
- Demonstrate that they can meet the standard of the unit, defined by the learning outcomes and assessment criteria.
- Understand that ALL the learning outcomes of a unit must be achieved for credit(s) to be awarded, and the number of credits will always be defined by the credit value of the unit.
- Accept that there is no facility to claim or to be awarded some of the credits in a unit.
- Carry out the process of collecting evidence against the requirements of the unit(s) through which credit is claimed. In some cases, this may involve working out an assessment plan with the tutor.
1.5 RPL – The assessment of achievement
Once the candidate has gathered the relevant evidence to achieve any credit(s) via RPL, their assessor will give feedback to the candidate, discuss the results and give support and guidance on the options available to the candidate, which may include, further learning and development. At this stage, the assessor will also confirm to the individual whether or not a recommendation for the award of credits will be made. If the RPL evidence and assessment has been sufficient, the tutor/assessor will ensure that the relevant unit(s) are claimed as usual. If the RPL evidence and assessment has been insufficient, the tutor/assessor will advise and guide the candidate to the best possible solution i.e. further evidence required, formal learning process, further learning and development etc. If the candidate is not happy with the assessor/tutor’s final decision, they have a right to appeal the decision informally and then formally, according to Axiom Dynamics’s usual Appeals Policy.
1.6 – Claiming an ‘Exemption’ and ‘Credit Transfer’
An excellent advantage of the RQF qualifications to candidates is the process of ‘Credit Transfers’ and Axiom Dynamics will endeavour to help individuals to take advantage of the ‘Credit Transfer’ process to achieve further qualifications in their industry.
To facilitate candidates in the ‘Exemption’ and ‘Credit Transfer’ process, Axiom Dynamics ensures that:
- All qualifications and credit(s) achieved by an individual are registered correctly with the relevant awarding bodies.
- Candidates are made aware of the advantages of these processes, for example, saving time, energy and costs while gaining credit(s) for skills and learning they already have.
- We work closely with the relevant awarding body for claiming either ‘Exemption’ or ‘Credit Transfer’ for the candidate.
- All assessment records, previous certification evidence and other records are maintained thoroughly and transparently.
- All relevant records are available for inspection by the awarding body when requested for External Verification.
- All the usual stringent Quality Assurance, Internal Verification and Assessment guidelines and procedures are applied to these processes, as equal to any other regular examinations or assessments.
- Our database and electronic systems have been upgraded and updated to provide the flexibility required when dealing with booking and providing results and certification for the individual unit(s) and whole qualifications.
In turn, the candidates are asked to provide timely, authentic and original certificated evidence of previous qualifications relevant to the unit(s) for which they are applying to be exempted or have credits transferred.
Course Cancellations & Refunds
► Classroom Course (In house course)
By completing your registration for a course and making a payment of full or installment fee, you agree to the following Terms and Conditions:
You have the right to cancel your booking at any time at the following terms:
1.1 Any Classroom course cancelled after registration – admin fee of 25% of the course price applies (which will not be refunded), remaining deposit will be refunded. You need to request the course cancellation 5 working days before the course starting date.
1.2 You are not eligible for any refund if you made a request for course cancellation less than 5 working days before the course starting date.
1.3 1Training reserves the right to cancel a course if number of delegates have not reached the minimum required to run the course effectively. The company also reserves the right to cancel in the event of an unforeseen circumstance which disables a safe training environment. In the event of a cancellation, 1Training will either arrange for an alternative course date or offer a full refund of the fee paid.
► Online Courses (Distance Learning)
Under this refund policy and under guidance of the Consumer Contracts Regulations 2013, you may cancel your purchase of the course within the period of 14 calendar days (cancellation period) from the date on which the contract of purchase is concluded. Please note that, the right to cancel will not apply, after we issued your login detail for online study platform before receive your cancellation request to us.
If you choose to cancel within this period you will receive a refund of the price within 30 days if you are eligible for refunds.
If we posted any study material to you, you should return them to us before the refund.
Please allow up to 2 working days to receive your online training details (Login details).
Once a course has been redeemed, we cannot grant a refund. All refund requests can be sent to Finance@AxiomDynamics.co.uk.
► Course Postpone
Classroom Courses (In house courses);
If you need to postpone your course, you need to make a request 5 working days before the course starting date and it does not cost for you. You are not able to make a request for course postpone less than 5 working days before the course starting date.
► Refund Procedure
1. Any refund will take take up to 30 days to process.
These terms and conditions apply between you, the User of this Website (including any sub-domains, unless expressly excluded by their own terms and conditions), and Axiom Dynamics, the owner and operator of this Website. Please read these terms and conditions carefully, as they affect your legal rights. Your agreement to comply with and be bound by these terms and conditions is deemed to occur upon your first use of the Website. If you do not agree to be bound by these terms and conditions, you should stop using the Website immediately. In these terms and conditions, User or Users means any third party that accesses the Website and is not either (i) employed by Axiom Dynamics and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to Axiom Dynamics and accessing the Website in connection with the provision of such services. You must be at least 18 years of age to use this Website. By using the Website and agreeing to these terms and conditions, you represent and warrant that you are at least 18 years of age.
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