Inkspire Academy Policies
This page provides the full terms and conditions of your enrolment onto VTCT and CPD training at the Inkspire Academy (previously Sarah Jayne Aesthetics Academy). It is important for you to read, understand and agree to these terms and conditions and to take note of the information contained within regarding various related policies that are applicable to your training at the Inkspire Academy. All students are required to read and understand the terms and conditions below, purchasing our courses indicates all conditions have been understood and accepted.
This Learner Agreement ("Agreement") is made between Inkspire Academy ("the College") and Student collectively referred to as "the
Parties". This agreement is binding from the date of course purchase.
Purpose Of Agreement
The purpose of this Agreement is to explicitly delineate the roles, expectations, and responsibilities of both the Student and the Academy. Its aim is to promote educational excellence, facilitate skill development, and encourage personal growth within the discipline of cosmetics and beauty therapy, thereby fostering a mutually beneficial learning environment.
Course Enrolment
The Student undertakes to enrol in and complete the designated course(s) in accordance with the curriculum provided by the academy. It is incumbent upon the Student to fully comprehend all course requirements, including any prerequisites, attendance obligations, and standards for successful completion. Additionally, the Student is responsible for verifying that they possess all necessary pre-requisite qualifications to be eligible for enrolment. Failure to confirm the validity and possession of such prerequisites may result in expulsion from the course and the forfeiture of any fees paid, with the academy bearing no liability in this regard. The programme must be completed within a period of no less than three months and no more than twelve months, unless otherwise specified. The specific timeframe for each course shall be communicated at the time of enrolment, acknowledging that programme durations may vary.
Academic Integrity and Conduct
The Student is expected to uphold the highest standards of academic integrity, honesty, and ethical conduct at all times. Acts of plagiarism, cheating, or any other form of academic dishonesty are strictly prohibited and shall incur disciplinary measures. Students are required to comply with the Academy’s dress code and health and safety regulations, with detailed policies provided on the initial day of attendance. In instances of inappropriate behaviour or violations of the Academy’s rules, students may receive a formal warning from their course tutor. In cases of serious or repeated misconduct, the Academy reserves the right to implement appropriate sanctions, which may include dismissal from the current course, prohibition from enrolling in future courses, and forfeiture of any fees paid. Disputes related to these matters must be addressed in writing to sarah@inkspireacademy.co.uk, with the management team committed to resolving such issues within fourteen working days and providing regular updates throughout the process. Should a student be dissatisfied with the outcome of the investigation, an appeal may be submitted in writing to the Director. The decision rendered by the Director shall be deemed final and conclusive.
Attendance | Participation | Fees
The Student is expected to commit to attending the training course in accordance with the scheduled timetable. While occasional absences are understandable, they must not exceed fifteen per cent of the total training hours to ensure compliance with the programme requirements.
Should the Student’s absences surpass this threshold, additional attendance will be required. This may incur supplementary costs to the Student, enabling them to fulfill the mandated guided learning hours of the training programme. The Academy shall bear no liability for any consequences resulting from the Student’s absences concerning the completion of their training.
In instances of excessive absence, the Academy reserves the right to undertake appropriate measures, which may include removal from the current course and potential exclusion from future courses, resulting in the forfeiture of any fees paid. Disputes regarding these matters should be formally communicated in writing to sarah@inkspireacademy.co.uk. The management team is committed to resolving such issues within fourteen working days and will provide regular updates on the progress.
If a Student is dissatisfied with the resolution of the investigation, an appeal may be submitted in writing to the Director. The decision rendered by the Director shall be final and binding.
General Terms
Inkspire Academy offers flexible training methods to accommodate diverse learning needs, including in-person, virtual, and online formats. These Terms and Conditions are applicable to all training modalities.
Training Delivery Methods
• In-Person Training: Conducted physically at our campus in small, fixed groups. Some courses may include required online components, which must be completed prior to attending in-person sessions. Failure to complete online training where required will necessitate rescheduling, subject to a £250 administrative fee. Accreditation is granted only after the successful completion of all course components and satisfactory assessment in accordance with the course requirements.
• Online Training: Self-directed learning via our e-learning platform. Accreditation may be granted automatically upon course completion, subject to assessment criteria.
Fees and Payments
• Administration Fees: A non-refundable fee of £250 per course is payable upon enrolment. Changes to enrolment within fourteen days of the course start date will incur an additional £250 fee per amendment. These fees are non-refundable.
• Awarding Body Registration Fees: The Academy will register students with relevant awarding bodies, with fees paid by the Academy at onboarding. These fees are non-refundable.
• Booking Fees: Deposits range from £50- £250, dependant on course/package and include the non-refundable administration fee.
• Course Fees: Full payment or financing arrangements must be settled at least fourteen days before the course commencement. Failure to do so will result in cancellation and forfeiture of paid fees.
Payment Methods
Various payment options are accepted, including finance agreements through partnered providers. A fourteen-day cooling-off period applies to financed payments, after which agreements are binding and non-refundable. Administration and registration fees are non-refundable regardless of payment method.
Cancellations and Refunds
• By Students: A seven-day cooling-off period is granted post-enrolment. After this, all fees are non-refundable regardless of course progress. Non-attendance or failure to complete the training will result in cancellation and retention of fees.
• Late Notice Cancellation: Amendments requested within or after 48 hours of the scheduled session will incur a £250 fee. Failure to pay will lead to cancellation and retention of fees.
• By Inkspire Academy: The Academy reserves the right to cancel, reschedule, or modify sessions with at least 48 hours’ notice. No liability is accepted for costs incurred by students due to such changes.
• Promotional Course Bundles: These are non-refundable.
• Reassessment Fees: A fee of £250 applies for rescheduling assessments missed without prior notice, with a minimum of one week’s notice required for rescheduling. Valid reasons such as medical emergencies will be considered.
• Failed To Attend Exam Fee: A fee of £50 applies for rescheduling missed exams, with a minimum of 72 hours’ notice required.
Course Extensions and Breaks
• Extensions: Extensions of up to four weeks may be granted at the discretion of the Academy, contingent upon an agreed action plan. Failure to comply will result in removal from the program, with fees retained.
• Course Breaks: Up to six months may be granted for exceptional circumstances, subject to an agreed plan. Failure to adhere will result in removal from the program, with fees retained.
Assignments & Assessments
The Student is required to complete all assignments, projects, and assessments at least two weeks prior to attending any onsite training sessions. Late submissions will be subject to penalties unless prior arrangements have been made with the course instructor. Assessors will endeavour to review submissions and provide feedback within twenty business days. It is important to note that the process of signing off folders and issuing certificates may take up to twelve weeks after all assignments, case studies, examinations, and observations have been duly submitted to the IQA.
Students are afforded three attempts to pass examinations, assignments, and observation assessments. Failure to meet the requisite passing criteria after these attempts will necessitate the implementation of an action plan, with a minimum interval of fourteen days and a maximum of eight weeks between reassessment attempts. Should a student fail all three attempts, a fee of £25 will be charged for each subsequent theory exam attempt, and £100 for each in-person observation assessment.
Repeated failure to complete assessments or assignments as scheduled or as directed by the course instructor may result in expulsion from the training course, subject to the discretion of the Academy. Disputes concerning these policies should be formally addressed in writing to sarah@inkspireacademy.co.uk. The management team commits to resolving such matters within fourteen working days and will provide regular updates throughout the process.
If a student is dissatisfied with the outcome of the resolution, an appeal may be submitted in writing to the Lead IQA. The decision rendered by the Lead IQA shall be deemed final and binding.
Uniform & Presentation
Learners are required to attend the academy dressed in professional attire that complies with industry standards for hygiene and safety. The uniform policy stipulates that hair, nails, jewellery, and makeup must be maintained in a neat and appropriate manner: hair must be tied back and kept off the shoulders; nails should be short, clean, and free of acrylics or extensions; jewellery should be minimal, limited to small stud earrings and a wedding band; and makeup, if worn, should be natural and subdued, or learners may attend without makeup.
The designated uniform comprises a black beauty tunic and trousers or black scrubs. Additionally, learners must wear closed-toe, fully supported shoes at all times.
Failure to comply with the uniform policy will result in the learner being refused entry and asked to return in proper attire. If compliance cannot be achieved on the same day, a new attendance date will be arranged, subject to a fee of £250 for administration and rescheduling.
The Head of Centre reserves the right to refuse entry based on uniform non-compliance. This policy is strictly enforced to uphold industry best practices, professionalism, and hygiene standards within a clinical treatment and training environment. By enrolling in the course, learners acknowledge and agree to adhere to these terms as outlined in the Terms & Conditions.
Use Of Academies Facilities & Equipment
The Student shall be granted access to the Academy’s facilities and equipment as deemed necessary for the successful completion of their course. The Student agrees to utilise these resources responsibly and with due care. Any damage or misuse of the Academy’s property may incur charges for repair or replacement, and could also lead to disciplinary measures in accordance with the Academy’s policies.
Feedback & Communication
The Academy commits to providing the Student with regular feedback concerning their progress and performance. The Student is expected to maintain open and respectful communication with Academy staff and peers. Additionally, the Student shall actively seek assistance or clarification whenever necessary to facilitate their learning and development.
Complaints, Grievance & Appeals Process
The Student shall have the right to raise concerns, complaints, or grievances concerning their educational experience. The Academy has established procedures designed to address such matters in a fair and prompt manner. Should the Student wish to raise an issue or grievance at any point during their training, they are advised to do so in writing by submitting an email to vtct@inkspireacademy.co.uk. The matter will be reviewed and managed by the designated manager. The Academy endeavours to resolve all concerns within fourteen working days and will keep the Student informed of any progress made. If the Student is dissatisfied with the outcome of any investigation, an appeal may be submitted in writing to the Director. The decision made by the Director shall be deemed final and binding.
Changes To Enrolment
All alterations to the Student’s enrolment, including course modifications or withdrawal, must be formally communicated to the Academy’s administration in accordance with the prescribed policies. The Academy reserves the right to modify, amend, or revise the course timetable and content at any time, in the interest of providing an optimal educational experience, provided that reasonable written notice of such changes is given to the Student. It is also noted that courses are non-exchangeable once commenced or outside the designated period for course amendments.
Compliance With Policies & Regulations
The Student shall adhere to all policies, rules, and regulations established by the Academy, and shall also comply with all relevant local and national laws. This compliance is essential to maintaining a disciplined and lawful training environment.
Personal Belongings
The Academy shall not accept any responsibility for the safekeeping or loss of personal belongings. Students are advised to keep their personal items secure at all times and are cautioned not to leave them unattended overnight on the premises.
Safeguarding
The Academy is committed to proactively ensuring the safety and well-being of young people and vulnerable adults. We will act promptly and diligently in response to any safeguarding concerns. Should you have any issues or matters you wish to discuss during your attendance at the course, please contact the Manager in the first instance. The Academy takes all safeguarding concerns seriously and will address them with the utmost urgency and care.
Validity Of Evidence
Assignments and case studies may include work conducted outside the centre and without supervision. To verify the authenticity of such work, the Academy may request photographic evidence and written feedback in the client’s own handwriting. The Academy reserves the right to investigate or seek further proof of validity if necessary. Failure to provide the required evidence or any doubt regarding its authenticity may result in the refusal to process the qualification, and no refund shall be issued under such circumstances.
Lateness Policy
Students are required to adhere strictly to the scheduled times for all courses and sessions. Failure to do so may result in the student being unable to participate in the current course or session. Arrivals exceeding thirty minutes late will necessitate rescheduling, subject to an administrative fee of £100. For assessments, students arriving late will not be granted access, and the assessment must be rescheduled, incurring the applicable administrative charge. This policy is established to ensure the smooth and efficient operation of courses and assessments, respecting the time commitments of all participants.
Strike Rule
The Academy has established a ‘Three Strike Rule’ to uphold a positive and respectful learning environment, ensuring compliance with behaviour, uniform, and other institutional policies.
First Strike: Upon the initial instance of non-compliance with any Academy policy, the student shall receive a formal written warning. This serves as a reminder of the Academy’s expectations and policies, accompanied by guidance on rectifying the behaviour or adherence issue.
Second Strike: A subsequent violation will result in a more stern written warning, emphasising the severity of the matter and the potential consequences of further non-compliance. The student may also be required to meet with a faculty advisor or administrator to discuss their conduct and the importance of adhering to Academy policies.
Third Strike: A third violation will lead to the issuance of a final warning and may result in the student’s removal from the Academy. This step is taken after careful consideration and aims to uphold the standards and values of the institution. The student will be afforded the opportunity to present their case prior to a final decision.
Throughout this process, the Academy remains committed to supporting all students and ensuring a fair and just system. Nonetheless, the maintenance of a respectful, safe, and conducive learning environment is of utmost importance, and the ‘Three Strike Rule’ serves to uphold accountability and adherence to the Academy’s standards.
GDPR
Students are strictly prohibited from taking photographs or video recordings of tutors, fellow learners, learning materials, or any part of the premises. All materials provided to students are intended solely for educational purposes and must not be forwarded or shared externally. This prohibition includes, but is not limited to, videos and other educational resources, which are protected by copyright law. Any unauthorised sharing or distribution of such materials on websites, public platforms, or social media is expressly forbidden. Violations of this policy will result in the Academy initiating legal action against the responsible individual. This policy is enforced to safeguard the intellectual property rights of the Academy and to maintain the privacy of all individuals associated with the institution.
VTCT Terms & Conditions
The Academy provides courses that are accredited by the Vocational Training Charitable Trust (VTCT). In offering VTCT qualifications, the institution is bound by VTCT’s terms and conditions. By accepting the Academy’s terms and conditions, students also acknowledge and agree to abide by VTCT’s terms and conditions as applicable.
Internal Verification
The Academy maintains an internal verification process designed to uphold high standards. Periodically, student portfolios may be sampled by the verifier, who may also attend practical assessments. This procedure is a requirement of VTCT and complements the standard assessment methods. The purpose of internal verification is to ensure that assessors evaluate students fairly and accurately. The verifier’s focus is primarily on assessing the assessment procedures and assessors, rather than individual students. As a condition of enrolment, students agree to allow the internal verifier access to sample any written or practical work as necessary. The verifier may also request modifications to a student’s training programme and, where appropriate, may require additional evidence or assessments to confirm the completion of training units within the programme.
External Verification
VTCT training courses provided by the Academy are subject to external quality assurance conducted by verifiers from VTCT. This process is carried out transparently to the students. Periodically, student portfolios may be sampled by the verifier, who may also attend practical assessments. This requirement is mandated by VTCT and complements the standard assessment procedures. The purpose of external quality assurance and internal verification is to ensure that assessors evaluate fairly and accurately. The internal verifier’s primary concern is the assessment process and the assessors, rather than individual students. It is a condition of the course that the internal verifier has access to sample any written or practical work as necessary. The verifier may also request modifications to a student’s training programme and, where necessary, may require additional evidence or assessments to confirm the completion of training units within the programme.
Termination Of Agreement
This Agreement shall remain in force until the Student has completed their enrolled courses, unless terminated earlier by either party in accordance with the terms and conditions outlined on the Academy’s website. In addition to this Learner Agreement, the Student consents to adhere to the general terms and conditions of the Academy, as detailed in the publicly available policies.