Policies and Procedures

VFIT Quality Assurance Policy

VFitnow monitors and evaluates all its systems, policies and procedures for the delivery of regulated qualifications to ensure they are in line with CIMSPA professional standards*. Continuous improvement is assured through ongoing monitoring, thus promoting public confidence in the quality of all VFitnow qualifications.

Prompt action is taken to address any weakness identified, and this monitoring forms part of VFitnow annual self-assessment activities. VFitnow will also monitor and evaluate the following to better inform our processes:

feedback process (link)
malpractice / maladministration events
reasonable assessment adjustment and special consideration requests
the nature and number of enquiries and appeals.

Ensuring the Standards of our Qualifications and Units VFitnow has a responsibility to all learners undertaking our qualifications, courses and workshops, to ensure that we stay in accordance with relevant national standards.

In order to meet this responsibility VFitnow has a set, monitored Internal and External verification process. Our internal quality assurance systems are checked and monitored by the External verifier CIMSPA and re-assessed by ourselves annually, unless otherwise required. The responsibility for its oversight lies with the VFitnow owner. (*as published by Chartered Institute for the Management of Sport and Physical Activity https://www.cimspa.co.uk/)

Contact: If you have any queries about the contents of the policy, please contact our support team on: info@vfitnow.com

Updated April 2024

VFITnow Malpractice and Maladministration Policy

Definition of Malpractice

Malpractice is essentially any activity or practice which deliberately contravenes regulations and compromises the integrity of the internal or external assessment process and/or the validity of certificates and associated achievement. It covers any deliberate actions, neglect, default or other practice that compromises, or could compromise:

the assessment process
the integrity of a regulated qualification
the validity of a result or certificate
the reputation and credibility of VFitnow or the qualification or the wider qualifications community

Malpractice may include a range of issues from the failure to maintain appropriate records or systems, to the deliberate falsification of records in order to claim certificates. For the purpose of this policy this term also covers misconduct and forms of unnecessary discrimination or bias towards certain groups of learners.

Examples of Malpractice

The categories listed below are examples of centre and learner malpractice. Please note that these examples are not exhaustive and are only intended as guidance on our definition of malpractice:

Denial of access to premises, records, information, learners and staff to any authorised VFitnow representative and/or the regulatory authorities
Failure to carry out internal assessment, internal moderation or internal verification in accordance with our requirements
Deliberate failure to adhere to our learner registration and certification requirements
Deliberate failure to continually adhere to our centre approval and/or qualification approval requirements or any actions assigned to your centre
Deliberate failure to maintain appropriate auditable records, e.g. certification claims and/or disposal and/or forgery of evidence
Fraudulent claim(s) for certificates
The unauthorised use of inappropriate materials / equipment in assessment settings (e.g. mobile phones)
Intentional withholding of information from VFitnow which is critical to maintaining the rigour of quality assurance and standards of qualifications
Deliberate misuse of our logo and trademarks or misrepresentation of a centre’s relationship with VFitnow and/or its approval status with CIMSPA
Collusion or permitting collusion in exams/assessments • Learners still working towards qualification after certification claims have been made
Persistent instances of maladministration within the centre • Deliberate contravention by a centre and/or its learners of the assessment arrangements specified for Vfitnow qualifications
A loss, theft of, or a breach of confidentiality in, any assessment materials
Plagiarism by learners/staff
Copying from another learner (including using Information and Communications Technology (ITC ) to do so)
Impersonation – assuming the identity of another learner, or having someone assume your identity during an assessment
Unauthorised amendment, copying or distributing of exam/assessment papers/materials
Inappropriate assistance to learners by centre staff (e.g. unfairly helping them to pass a written exam or practical assessment)
Deliberate submission of false information to gain a qualification
Deliberate failure to adhere to, or to circumnavigate the requirements of VFitnow reasonable Assessment Adjustments and Special Considerations Policy

Definition of Maladministration

Maladministration is essentially any activity or practice which results in non-compliance with administrative regulations and requirements and includes the application of persistent mistakes or poor administration within VFitnow (e.g. inappropriate learner records). The categories listed below are examples of centre and learner maladministration. Please note that these examples are not exhaustive and are only intended as guidance on our definition of malpractice:

Unintentional, but persistent failure to adhere to our centre approval or qualification requirements and/or associated actions assigned to the centre
Late learner registrations (either infrequent or persistent)
Unreasonable delays in responding to requests and/or communications from VFitnow.
Inaccurate claim for certificates made frequently, even if accidentally
Failure to maintain appropriate auditable records, e.g. certification claims and/or disposal and/or forgery of evidence
Withholding of information from VFitnow which is required to assure CIMSPA of VFitnow’s ability to deliver courses/workshops/qualifications appropriately.
Withholding of information from VFitnow which is required to assure CIMSPA of VFitnow’s ability to deliver courses/workshops/qualifications appropriately.
Misuse of VFitnow logo and trademarks, or misrepresentation of a centre’s relationship with CIMSPA and/or its approval status with CIMSPA.
Failure to adhere to, or to circumnavigate, the requirements of VFitnow Reasonable Adjustments and Special Considerations Policy

Making an Allegation of Malpractice or Maladministration

Anybody who identifies or is made aware of suspected or actual cases of malpractice or maladministration at any time must immediately notify the appropriate personnel at VFitnow. In doing so they should put them in writing/email and enclose appropriate supporting evidence. If the area of malpractice or maladministration involves VFitnow then the informant may bypass us as a centre and report straight to CIMSPA. All allegations must include (where possible):

Centre’s name, address and number
Learner’s name and Awarding Organisation registration number (If known)
VFitnow personnel’s details (name, job role) if they are involved in the case
Details of the VFitnow course/qualification affected or nature of the service affected
Nature of the suspected or actual malpractice and associated dates
Details and outcome of any initial investigation carried out by the centre or anybody else involved in the case, including any mitigating circumstances

If VFitnow has conducted an initial investigation prior to formally notifying CIMSPA, VFitnow should ensure that staff involved in the initial investigation are competent and have no personal interest in the outcome of the investigation. However, it is important to note that in all instances, VFitnow must immediately notify CIMSPA if they suspect malpractice or maladministration has occurred.

VFitnow has a responsibility to the regulatory authorities to ensure that all investigations are carried out rigorously and effectively. In all cases of suspected malpractice and maladministration reported to CIMSPA, they will protect the identity of the ‘informant’ in accordance with their duty of confidentiality and/or any other legal duty. VFitnow’s responsibility to prevent malpractice and maladministration To eradicate cases of malpractice/maladministration, VFitnow will ensure:

All staff are aware of policies and procedures and receive appropriate training/briefings on these
Staff have clear roles and responsibilities
There is a documented internal quality assurance procedure/methodology that is clearly in place and is subject to regular internal reviews
There are documented internal standard arrangements in place and evidence that these take place at least once a year
Learners are informed of their roles and responsibilities in terms of not doing anything that may be deemed a malpractice and jeopardise their potential achievements
All assessment and internal verification activities are accurately recorded and carried out in accordance with the VFitnow internal quality assurance arrangements and in line with the VFitnow expectations as outlined in its qualification guides etc.
All registration and certification records are subject to appropriate internal review before submission
All registration, assessment and certification records will be kept on a password protected computer file for up to 3 years after the student has completed their course.

Only authorised and appropriate members of staff will have access to them VFitnow Procedure to Investigate Malpractice or Maladministration To embed effective arrangements to investigate instances of malpractice/ maladministration the following should process will ensue. It is intended that the stages involve generic key activities; however, not all these would be implemented in every case.

Stage 1: Briefing and record-keeping Anyone involved in the conduct of an investigation should have a clear brief and understanding of their role. All investigators must maintain an auditable record of every action during an investigation to demonstrate that they have acted appropriately. The officer assigning the investigating officer(s) will stipulate and/or provide secure storage arrangements for all material associated with an investigation in case of subsequent legal challenge. There may be occasions when a joint investigation occurs with CIMSPA with the roles of the two teams being clarified by VFitnow. It is VFitnow’s responsibility to ensure their investigators are fully aware of the agreed roles and processes to follow during the investigation.

Stage 2: Establishing the facts Investigators should review the evidence and associated documentation, including relevant VFitnow guidance on the delivery of the qualifications and related quality assurance arrangements. Issues to be determined are:

What occurred (nature of malpractice/substance of the allegations)
Why the incident occurred
Who was involved in the incident
When it occurred
Where it occurred – there may be more than one location
What action, if any, VFitnow has taken.Stage 3: Interviews
Interviews should be thoroughly prepared, conducted appropriately and underpinned by clear records of the interviews. For example: Interviews should include prepared questions and responses to questions which should be recorded
Interviewers may find it helpful to use the ‘PEACE’ technique:
- plan and prepare
- engage and explain
- account
- closure
- evaluation

Face-to-face interviews should normally be conducted by two people with one person primarily acting as the interviewer and the other as note-taker. Those being interviewed should be informed that they may have another individual of their choosing present and that they do not have to answer questions. These arrangements aim to protect the rights of all individuals. Both parties should sign the account as a true record/reflection of what was covered/stated/agreed.

Stage 4: Other contacts In some cases, learners or employers may need to be contacted for facts and information. This may be done via face-to-face interviews, telephone interviews, by post or email. Whichever method is used, the investigator will have a set of prepared questions. The responses will be recorded in writing as part of confirmation of the evidence. Investigators should log the number of attempts made to contact an individual. Again, accounts should be signed for agreement with written records to be formatted as non-editable PDF.

Stage 5: Documentary Evidence Wherever possible documentary evidence should be authenticated by reference to the author; this may include asking learners and others to confirm handwriting, dates and signatures. Receipts should be given for any documentation removed from VFitnow. Independent expert opinion may be obtained from subject specialists about a learner’s evidence and/or from a specialist organisation such as a forensic examiner, who may comment on the validity of documents.

Stage 6: Conclusions Once the investigators have gathered and reviewed all relevant evidence, a decision is made on the outcome.

Stage 7: Reporting A draft report is prepared and factual accuracy agreement obtained. The final report is submitted to the relevant staff member within VFitnow for review and sign-off. Stage 8: Actions Any resultant action plan is implemented and monitored appropriately.

Updated April 2024

VFitnow Equal Opportunities And Diversity Policy

We promote a working environment in which diversity is recognised, valued and encouraged. We acknowledge the multi-cultural and diverse nature of European Workforce the UK workforce and society in general. We are committed to principles of fairness and mutual respect where everyone accepts the concept of individual responsibility.

These principles are embedded into VFitnow Equal Opportunities and Diversity Policy. We recognise that discrimination in the workplace/provision of training in any form is unacceptable and, in most cases, unlawful. We view any breach seriously. We will investigate and potentially take appropriate action.

Definitions and Protected Characteristics Diversity.

The concept of diversity encompasses acceptance and respect. It means understanding that each individual is unique, and recognizing our individual differences. These can be along the dimensions of race, ethnicity, gender, sexual orientation, socio-economic status, age, physical abilities, religious beliefs, political beliefs, or other ideologies. It is the exploration of these differences in a safe, positive, and nurturing environment. It is about understanding each other and moving beyond simple tolerance to embracing and celebrating the rich dimensions of diversity contained within each individual.

Protected Characteristics.

No learner, or anyone our organisation deals with, receives less favourable treatment because of their protected characteristics. The protected characteristics are:

Age
Disability
Gender Reassignment
Marriage and Civil Partnership
Pregnancy and Maternity
Race (including colour, nationality, ethnic or national origin)
Religion or Belief
Sex
Sexual Orientation
This is VFitnow’s Stance
In adhering with this stance, VFitnow ensures equality of treatment for all by aiming to:
Raise awareness of equality and diversity
Ensure that you are never discriminated against or receive less favourable treatment because of a protective characteristic
Acknowledge any issues that could be defined as discrimination, victimisation or harassment with an appropriately sensitive and prompt investigation
Comply with CIMSPA in making suitable reasonable adjustments. Your Responsibilities Each and every one of us is a stakeholder in the success of this policy. We expect you to make a positive contribution towards maintaining an environment of equal opportunity throughout the organisation. Please make sure you observe this policy at all times. In particular, you have individual responsibility to adopt the following:
Do not take unlawful discriminatory actions or decisions contrary to the spirit of this policy
Do not discriminate against, harass, abuse or intimidate anyone on account of their protected characteristics
Do not place pressure on any other learners to act in a discriminatory manner
Resist pressure to discriminate placed on you by others and report such approaches to an appropriate member of staff
Co-operate when we investigate, including providing evidence of conduct which may amount to discrimination
Co-operate with any measures introduced to develop or monitor equal opportunity
Discrimination is not just treating one person less favourably than another. It can take place because: o someone associates with a person with a protected characteristic; o someone is believed to possess a protected characteristic (even though they do not);
We expect you to treat, and be treated by other learners and the people our organisation deals with, considerately and with respect.
Where You Encounter Discrimination
If you feel subject to discrimination of any kind as identified within this policy, make clear to the individual concerned that you find it unacceptable. Person-to-person discussion at an early stage may be enough to resolve your concern without involving anyone else. Alternatively, seek the help of a trusted colleague (e.g. a fellow learner or a trusted member of staff) and ask them to approach whoever has caused you offence.
If discrimination continues, or you consider an instance to be particularly serious, you should consider who to highlight the issue with. For the majority of cases this will likely to be the tutor or assessor. However, we appreciate that this staff member may be implicated in your concern and therefore when this happens they should approach the tutor/assessors line manager or the designated internal verifier.
The staff member approached will carry out a suitable documented investigation or where more appropriate will refer the issue to an appropriate individual responsible for this area within the company. In this instance it will be Vivienne Riedlin (viv@vfitnow.com). The result of the investigation into alleged discrimination will be communicated to you with information including the action taken and outcome highlighted if applicable or appropriate.
If you feel dissatisfied about the outcome of the investigation and you want to appeal then you will need to contact CIMSPA within five working days of receiving the outcome, who will carry out a review these concerns.

VFITnow Complaints Procedure

Introduction

This document sets out Vfitnow complaints policy and procedure and is aimed at our learners and all interested parties who encounter a direct or indirect service from Vfitnow. Vfitnow values the learners who undertake our courses/workshops. Our aim is for you to experience great teaching that puts you at the heart of how we teach, giving you the opportunity to achieve the best results. We value honesty, a good work ethic, clear guidelines and supporting each other in our learning journey.

Therefore, it is important should you feel you have encountered a level of service that is below both yours and our expectations that you raise any concerns you may have with us immediately so that we may address them and learn lessons appropriate to improving service level expectations.

Scope of Policy

This policy covers complaints that learners and members of the public may wish to make in relation to the workshops/qualifications offered by Vfitnow.

It is not to be used to cover enquiries about services offered by Vfitnow or appeals in relation to assessment decisions made by Vfitnow.com. These areas are covered by our Appeals Policy. Should a complaint be submitted which is in fact an appeal we will respond to inform the relevant party that the issue is being considered in accordance with our Appeals Policy.

If you are unhappy about the way an examination or assessment was delivered and conducted and you suspect malpractice and/or maladministration may have occurred you should send your concern to us in accordance with the arrangements in our Malpractice & Maladministration Policy. This should occur as soon as possible to protect any associated evidence that may form part of your complaint.

How Should You Complain?

Stage 1. All VFitnow staff are trained to support our customers and are all keen to help, so you should first try to sort out any problem at the earliest opportunity by speaking to the person who dealt with your problem initially.

Stage 2. If they cannot help or you wish to speak to someone else please complete our complaints form and pass it on to info@vfitnow.com, who will email you a receipt for your complaint within 5 working days and will respond with a solution for your complaint within 20 working days. Where it is not possible to offer a solution within 20 working days you will be notified of the time scaled action plan.

Stage 3. If stage 2 is not possible, or if you are not satisfied with the help provided, please send a written complaint which must be received within 20 working days of exhausting stage 2 of the event you are complaining about, and address it to Vivienne Riedlin (viv@vfitnow.com). If you have fully exhausted the process and are still unhappy with the outcome then you can contact CIMSPA directly. Contact details can be found on www.cimspa.org.uk

Confidentiality and Whistle Blowing

Sometimes a complainant will wish to remain anonymous. However, it is always preferable to reveal your identity and contact details to us. If you are concerned about possible adverse consequences please inform us that you do not wish for us to divulge your identity.

What happens if your complaint is upheld?

If any part of your complaint is upheld we will of course respond to the complainant accordingly and give due consideration to how we can improve our service and arrangements. For example, by reviewing our procedures to assess the impact on our arrangements and assessment process (if relevant) or arranging for staff training. In extreme circumstances, internal disciplinary procedures may be exercised where the performance or behaviour of our staff is deemed inappropriate.

In situations where a complaint has been successful, or where an investigation following notification from CIMSPA indicates a failure in our processes, Vfitnow will give due consideration to the outcome and will, as appropriate, take actions such as:

Identify any other learner, who has been affected by that failure
Correct, or where it cannot be corrected, mitigate as far as possible the effect of the failure
Ensure that the failure does not recur in the future
Compensate the learner if the centre has found it has compromised its own terms and conditions that form part of the contract between us and the learner in question.

Updated April 2024

VFITnow Appeals Procedure

The purpose of this appeals procedure is to ensure that every learner who is not satisfied with the outcome of an assessment decision has the right to appeal against the decision that has been made. This procedure applies to all students of VFitnow who wish to appeal against an assessment decision. The appeals procedure applies to any learner following completion of any VFITnow education (courses/workshops) and provides learners with a formal route to appeal against a decision.

VFITnow learners will be assessed against published criteria laid out by the organisation and by assessors who must hold:-

Fully-Certified Pilates Certificate (Level 3) and/or
Fully-Certified Yoga Certificate (Level 3)

In addition, VFITnow will ensure that assessors have relevant industry experience and demonstrate an active involvement in a process of industry relevant Continued Professional Development (CPD) All new VFitnow assessors will be given a clear action plan for achieving the appropriate qualification(s) and should be countersigned by an appropriately qualified individual until the qualification(s) are achieved.

Examples of areas that may be deemed grounds for appeal include:

You feel you have not been given the correct support throughout the course.
A marking decision was unfair and/or the final overall decision to award the certificate.
You feel you have been unfairly treated by a member of staff or fellow learner
You experienced major delays or course days were not run at all

All appeals must adhere to the following procedure:

1. All appeals must be addressed to www.vfitnow.com or info@vfitnow.com

2. The appeal must include the details of the appeal along with all supporting evidence using the following protocol:

a) All appeal must be sent to info@vfitnow.com

b) All supporting evidence needs to be sent with appeals letter (including video evidence, if necessary)

c) A panel will investigate the circumstances of the appeal and respond in writing within 10 days

d) If necessary, a theory paper will be hand-marked by an independent body.

e) Any additional evidence may be requested during this time in writing, by person or by telephone.

f) In relation to a practical appeal, the practical component will need to be assessed via video submission only.

g) All available evidence needs to be presented to info@vfitnow.com along with any re-assessment.

h) If required, the student and the original assessor will give their evidence to an independent body.

i) A signed and dated written record of the decision should be given to the student within 2 working days post-hearing.

If the outcome of the appeal is successful, one of the following will be awarded:

The mark for an individual item of course work is amended
The result of a practical or theory component is amended
The overall result is amended
The student is given the opportunity to retake the assessment at no further cost.

If the student feels the outcome is unsatisfactory then an appeal against this decision can be made directly to CIMSPA. Contact information and procedure can be sent on request.

Additional Notes

It is extremely difficult to investigate appeals without impartial evidence. Therefore, appeals against referrals in practical assessments will only be considered when accompanied by video evidence.

The student has the right to video any aspect of his/her assessment using his/her own video equipment, provided that it does not interfere with the assessment process, other candidates or the assessor’s ability to carry out his/her role. It is the responsibility of the candidate to arrange a video operator and/or advise the teacher/tutor of any medical problem, which may affect student performance. This will enable a decision to be made if deferral is needed.

All practical assessment appeals must be received in writing within 20 working days from the candidate’s receipt of his/her assessment results.

Throughout the assessment process Vfitnow will comply fully with CIMSPA policy on reasonable adjustments and special considerations that can be found: Fees There will be a charge of £125.00 for handling appeals that progress beyond the initial stage that are NOT upheld. If upheld the fee should be waived.

Updated April 2024

VFITnow Reasonable Adjustment and Special Considerations Policy

Introduction

This policy is primarily for our learners who are undertaking or have completed a VFitnow qualification or course/workshop. It is also for use by our staff to ensure they deal with all reasonable adjustment and special consideration requests in a consistent manner.

This policy outlines:

Our arrangements for making reasonable adjustments and special considerations in relation to our qualifications.
How learners qualify for reasonable adjustments and special considerations
The reasonable adjustments we will permit and those where permission is required in advance before they are applied
What special considerations will be given to learners Our Responsibility

It is important that all VFitnow staff involved in the management, assessment and quality assurance of their qualifications, including our learners, are fully aware of the contents of this policy.

Review Arrangements

We will review the policy annually as part of our self-evaluation arrangements and revise it as necessary in response to learner feedback, changes in our practices, actions from the regulatory authorities or as a result to changes in legislation. If you would like to feedback any views please contact us via the details provided at the end of this policy.

Arrangements Not Covered By This Policy

Circumstances for both internal and external assessment not covered in this policy should be discussed with VFitnow before assessment takes place. Please contact us via the details provided at the end of this policy.

Appeals If you wish to appeal against our decision to decline requests for reasonable adjustments or special consideration arrangements, please refer to our Appeals Policy. Process for Requesting Reasonable Adjustments and/or Special Considerations If you wish to make a request, you should email info@vfitnow.com and in doing so supply relevant supporting information:

- Learner’s name and VFitnow course/workshop registration number/title, nature of, and rationale for the request
- Supporting information/evidence (e.g. medical evidence or a statement from the invigilator or any other appropriate information)
- Requests for reasonable adjustments should be submitted a minimum of 20 working days before the assessment.
- Requests for special consideration should be submitted as soon as possible after the assessment and a maximum of five working days after the assessment. Requests for special consideration may only be accepted after the results of assessment have been released in the following circumstances:

– Application has been overlooked at the centre and the oversight is confirmed by the centre contact

– Medical evidence comes to light about a learner’s condition, which demonstrates that the learner must have been affected by the condition at the time of the assessment, even though the problem revealed itself only after the assessment

– For onscreen assessments where results are immediately available.

If the application for special consideration is successful, the learner’s performance will be reviewed based on the available evidence. It should be noted that a successful application of special consideration will not necessarily change a learner’s result.

How VFitnow will Deal with Requests

We will aim to respond to all requests within five working days of receipt. If we are unable to respond on the same day we will provide you with an estimated response date.

Definition of Reasonable Adjustments

A reasonable adjustment is any action that helps to reduce the effect of a disability or difficulty that places the learner at a substantial disadvantage in the assessment situation. They are made to an assessment for a qualification to enable a disabled learner to demonstrate their knowledge, skills and understanding of the levels of attainment required by the specification for that qualification.

Reasonable adjustments must not affect the integrity of what needs to be assessed, but may involve:

Changing usual assessment arrangements, for example allowing a learner extra time to complete the assessment activity
Adapting assessment materials, such as providing materials in Braille (where available and/or appropriate)
Providing assistance during assessment, such as a sign language interpreter or a reader
Re-organising the assessment room, such as removing visual stimuli for an autistic learner
Changing the assessment method, for example from a written assessment to a spoken assessment
Using assistive technology, such as screen reading or voice activated software
Providing the mechanism to have different coloured backgrounds to screens for onscreen assessments or asking for permission for copying to different coloured paper for paper-based assessments
Providing and allowing different coloured transparencies with which to view assessment papers

Reasonable adjustments are approved or set in place before the assessment activity takes place; they constitute an arrangement to give the learner access to the programme. The use of a reasonable adjustment will not be taken into consideration during the assessment of a learner’s work.

VFitnow is only required by law to do what is ‘reasonable’ in terms of giving access. What is reasonable will depend on the individual circumstances, cost implications and the practicality and effectiveness of the adjustment. Other factors, such as the need to maintain competence standards and health and safety, will also be taken into consideration.

Definition of Special Considerations

Special consideration can be applied after an assessment if there was a reason the learner may have been disadvantaged during the assessment. For example, special consideration could apply to a learner who had temporarily experienced:

An illness or injury
Some other event outside of their control and which has had, or is likely to have had, a material effect on that learner’s ability to take an assessment or demonstrate his or her level of attainment in an assessment.

Special consideration should not give the learner an unfair advantage; neither should its use cause the user of the certificate to be misled regarding a learner’s achievements. The learner’s result must reflect his / her achievement in the assessment and not necessarily his / her potential ability.

Special consideration, if successful, may result in a small post-assessment adjustment to the mark of the learner. The size of the adjustment will depend on the circumstances and reflect the difficulty faced by the learner. Learners should note that:

Where an assessment requires the learner to demonstrate practical competence or where criteria have to be met fully, or in the case of qualifications that confer a licence to practice, it may not be possible to apply special consideration
In some circumstances, for example, for on-demand assessments, it may be more appropriate to offer the learner an opportunity to take the assessment at a later date.

VFITnow Staff Policy Introduction

This policy is primarily for our staff who deliver VFitnow courses/workshops or qualifications. The three main employees roles are: Tutors, Assessors and Verifiers. Each role has a pre requisite qualification and a job description outlining their roles and responsibility to ensure a high level of quality assurance.

These job descriptions are reviewed every 3 years. Tutors, Assessors and Internal Verifiers Required Criteria All Tutors, Assessors and Verifiers working within VFITnow

Possess a discipline specific qualification equivalent to the qualification being taught.
Possess an A1 (previously D32/D33 and/or V1 (previously D34)
Have relevant industry experience
Demonstrate active involvement in a process of industry relevant Continued Professional Development during the last two years. On an annual basis, all staff will participate in a refresher programme related to VFitnow courses, policies and procedures.

Updated April 2024

VFITnow Assessment Policy

Where required, students will be assessed on their knowledge as follows:

1. A theoretical assessment in multiple choice format with a minimum pass mark of 80%.

2. A practical assessment (30 minute video submission). For the practical assessment a handout of a lesson plan template that student are required to complete, and submit a supporting video of evidence of this particular lesson plan. Marking is on a point based observed summative session checklist with a pass mark of 80%.

VFITnow Safeguarding Policy

Purpose

VFITNow recognises that, under the Children Act 1989 and 2004, it has a duty and responsibility for making arrangements to ensure all its functions are discharged having regard to safeguarding and promoting the welfare of children/young people in their care – this includes all services directly provided and commissioned by the local authority. The organisation also recognises and meets its responsibilities under Working Together 2018 and The Domestic Abuse Act 2021 for safeguarding children. A child is anyone up until their 18^th birthday.

“Safeguarding and promoting the welfare of children” is defined in Working Together 2018 as:

protecting children from maltreatment
preventing impairment of children’s health and development
ensuring that children grow up in circumstances consistent with the provision of safe and effective care
taking action to enable all children to have the best outcomes

Persons affected

All staff, paid and unpaid, this includes Trustees and other volunteers
All service users
All visitors and contractors

Safeguarding Policy

VFITNOW is committed to the importance of safeguarding and promoting the welfare of children. It has:

a clear line of accountability for the commissioning and/or provision of services designed to safeguard and promote the welfare of children;
a senior board level lead to take leadership responsibility for VFITNow’s safeguarding arrangements;
a culture of listening to children and taking account of their wishes and feelings, both in individual decisions and the development of services;
clear whistleblowing procedures and are suitably referenced in staff training and codes of conduct, and a culture that enables issues about safeguarding and promoting the welfare of children to be addressed;
arrangements which set out clearly the processes for sharing information procedures with other professionals.
a designated professional lead for safeguarding at VFITNOW. Their role is to support other professionals in their agencies to recognise the needs of children, including rescue from possible abuse or neglect. Designated professional roles should always be explicitly defined in job descriptions. Safeguarding leads should be given sufficient time, funding, supervision and support to fulfil their child welfare and safeguarding responsibilities effectively;
safe recruitment practices for individuals whom VFITNow will permit to work regularly with children, including policies on when to obtain a DBS/VOG check;
appropriate supervision and support for staff, including undertaking safeguarding training
ensuring that staff are competent to carry out their responsibilities for safeguarding and promoting the welfare of children and creating an environment where staff feel able to raise concerns and feel supported in their safeguarding role;
staff are given a mandatory induction, which includes familiarisation with safeguarding responsibilities and procedures to be followed if anyone has any concerns about a child’s safety or welfare;
all staff should have regular reviews of their own practice to ensure they improve over time in their work with children, young people and families.
clear policies in line with those from the Stichting Het Rijnlands Lyceum and National and International law for dealing with allegations against people who work with children. Such policies should make a clear distinction between an allegation, a concern about the quality of care or practice or a complaint. An allegation may relate to a person who works with children who has:
behaved in a way that has harmed a child, or may have harmed a child;
possibly committed a criminal offence against or related to a child; or
behaved towards a child or children in a way that indicates they may pose a risk of harm to children.

VFITNow will ensure that staff understand:

What they need to do, and what they can expect of one another, to safeguard children.
Core legal requirements, making it clear what individuals and VFITNow should do to keep children safe. In doing so, VFITNow seeks to emphasise that effective safeguarding systems are those where:
The child’s needs are paramount, and the needs and wishes of each child, be they a baby or infant, or an older child, should be put first, so that every child receives the support they need before a problem escalates;
That all staff who come into contact with children and families are alert to their needs and any risks of harm that individual abusers, or potential abusers, may pose to children;
The requirement to share appropriate information in a timely way and can discuss any concerns about an individual child with colleagues and local authority children’s social care;
The necessity to use their expert judgement to put the child’s needs at the heart of the safeguarding system so that the right solution can be found for each individual child;
The necessity to contribute to whatever actions are needed to safeguard and promote a child’s welfare and take part in regularly reviewing the outcomes for the child against specific plans and outcomes;

Key principles will be communicated that;

safeguarding is everyone’s responsibility: for services to be effective each professional and organisation should play their full part;

and

a child-centred approach: for services to be effective they should be based on a clear understanding of the needs and views of children

Revision History

This policy and related guidance will be monitored by the Chief Executive of VFIT on a regular basis for compliance and will be reviewed at least annually.

Updated April 2024

VFITnow Conflict of Interest Policy

Purpose

The purpose of this policy is to ensure that all employees and agents of VFITNow perform the duties of their position with the highest level of integrity and professionalism while prioritizing the interests of VFITNow. In the normal course of business, employees and agents of VFITNow may have the opportunity to advance their own personal or financial interests above the interests of VFITNow.

Any party who acts outside of VFITNow’s best interest or uses their knowledge or position within VFITNow to procure personal or financial benefits outside of their standard terms of employment are in violation of this policy. Failure to comply with this policy may result in disciplinary action up to and including termination.

Scope

This conflict of interest policy applies to all employees of VFITNow, either employed part-time or fulltime, and it applies to all agents involved in the business of VFITNow, e.g., owner, director, contractor, stakeholders, or another third party. All of these parties are expected to follow the provisions of this policy where it applies to them.

Examples

A conflict of interest may take many different forms that include but are not limited to:

Employees or agents participating in activities that render direct or indirect profit to a competitor
Starting a business that provides services similar to VFITNow
Employees’ or agents’ ability to use their position with VFITNow for their own personal or financial benefit
Employees or agents using equipment supplied by the VFITNow to support an external business
Offering paid services during time off to a customer of VFITNow
Employees or agents using equipment supplied by the VFITNow for personal use
Employees or agents using connections obtained exclusively through VFITNow for their own private purposes
Employees or agents acting in ways that may compromise VFITNow’s legal standing (e.g., taking bribes or sharing confidential information)

Generally, employees are advised to avoid situations where personal as well as financial interests and external activities could come into opposition with the company’s fundamental interests.

Procedure

Duty to disclose

All employees and agents of VFITNow are required to disclose any known, potential, or suspected conflicts of interest to their superior(s) as soon as said employees and agents become aware of them. Failure to disclose potential or actual conflicts could lead to a range of disciplinary actions up to and including termination of employment.

Reviewing potential conflicts

When a possible conflict of interest becomes known or is suspected, the employee’s supervisor will collect all of the relevant information and may question any involved parties. If the company determines that a conflict of interest exists or is likely to arise, steps will be taken to resolve the situation. If it is determined that no conflict exists, the inquiry may be documented, but no further action will be taken.

Dealing with conflicts of interest

If the conflict in question involves a member or members of the team responsible for investigating or dealing with conflicts of interest, that member or those members will be excused from the process.

Disciplinary action

All conflicts of interest will be reviewed on a case-by-case basis to determine the appropriate course of action. A review may result in no actions being taken, or it may result in disciplinary action. VFITNow has full discretion to deem what disciplinary action is both fitting and necessary, including potential suspension and/or termination of employment.

Acknowledgment

The party (employee) understands VFITNow’s policy for conflicts of interest as it’s been laid out here, including their duty to disclose any known or potential conflicts immediately. Furthermore, the signing party agrees to abide by the procedures outlined in this policy for the full length of their professional relationship with VFITNow.

Our responsibilities

VFITnow is required to:

identify and monitor all conflicts of interest which relate to our activities as an awarding organisation or end-point assessment organisation
identify and monitor any scenario in which it is reasonably foreseeable that any such conflict of interest will arise in the future
establish and maintain an up to date record of all conflicts of interest which relate to our activities as an awarding organisation or end-point assessment organisation
take all reasonable steps to ensure that no conflict of interest has an Adverse Effect.
take all reasonable steps to avoid any part of the assessment of a learner (including quality assurance) being undertaken by any person who has a personal interest in the result of the assessment, or, in cases where this is not possible, to make arrangements for the relevant part of the assessment to be subject to scrutiny by another person.