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AARTEX is committed to providing and maintaining a safe, healthy, and secure working and learning environment for all learners, employees, tutors, assessors, contractors, visitors, and any other persons who may be affected by our activities.
We recognize that effective health and safety management is fundamental to the quality of our education, training, assessment, and business operations. Our objective is to prevent work-related injuries, ill health, accidents, and unsafe conditions by promoting a positive health and safety culture throughout the organization.
AARTEX is committed to:
Management is responsible for providing leadership, resources, and effective arrangements to support health and safety.
Employees, tutors, assessors, and contractors are expected to comply with this policy, follow safe working practices, and report any hazards or incidents without delay.
Learners and visitors are expected to follow all health and safety instructions and conduct themselves in a manner that does not place themselves or others at risk.
Health and safety is a shared responsibility, and everyone associated with AARTEX is expected to contribute to maintaining a safe and positive working and learning environment.
This policy will be reviewed annually, or sooner where changes in legislation, organizational activities, or regulatory requirements make revision necessary.
AARTEX recognises the importance of protecting personal information and is committed to maintaining the confidentiality, integrity, and security of all data obtained during the delivery of its education, training, assessment, and certification services.
This policy establishes the principles for the collection, use, storage, sharing, and disposal of personal information and ensures that all information is handled responsibly, ethically, and in accordance with applicable legal and regulatory requirements.
This policy applies to all personal information processed by AARTEX relating to learners, employees, tutors, trainers, assessors, Internal Quality Assurers (IQAs), consultants, contractors, employers, business partners, awarding organisations, and any third party acting on behalf of AARTEX.
The policy applies equally to information held electronically, in paper format, photographs, audio recordings, emails, and any other recorded medium.
AARTEX is committed to ensuring that personal information is collected only for legitimate educational, business, or regulatory purposes; processed fairly, lawfully, and transparently; accurate, relevant, and kept up to date where reasonably practicable; protected against unauthorised access, disclosure, alteration, loss, or misuse; retained only for as long as required by legal, contractual, or awarding organisation requirements; and securely destroyed when no longer required.
Personal information will only be accessed by individuals who require it to perform their authorised duties.
AARTEX collects and processes personal information only where necessary for learner registration, qualification administration, assessment and verification, certification, identity verification, communication with learners and employers, compliance with awarding organisation requirements, legal and regulatory obligations, and quality assurance.
Personal information will not be disclosed to third parties unless the individual has provided consent, disclosure is required by law, disclosure is necessary for qualification delivery or certification, or disclosure is required by an awarding organisation, regulator, or authorised authority. Only the minimum information necessary for the intended purpose will be shared.
AARTEX maintains appropriate administrative, technical, and physical safeguards to protect personal information. These include controlled access to records, password-protected systems, secure storage, secure transmission of sensitive information, backup arrangements, secure disposal of confidential records, and protection against malware and unauthorised access.
All personnel are expected to take reasonable precautions to prevent accidental loss or unauthorised disclosure of information.
Everyone working for or on behalf of AARTEX has a responsibility to protect confidential information obtained during the course of their duties. Confidential information must not be discussed, copied, shared, or disclosed unless there is a legitimate business, educational, or legal reason to do so. This obligation continues after employment, consultancy, or contractual arrangements have ended.
Management is responsible for ensuring appropriate systems, resources, and procedures are in place to support effective data protection.
Employees, tutors, assessors, IQAs, consultants, and contractors must protect confidential information, use information only for authorised purposes, follow organisational procedures, report suspected data breaches immediately, and maintain the security of information under their control.
Learners are responsible for providing accurate personal information and informing AARTEX promptly of any significant changes.
Any suspected or actual loss, theft, unauthorised disclosure, alteration, or misuse of personal information must be reported immediately to management. AARTEX will investigate all reported incidents promptly, take appropriate corrective action, and notify awarding organisations or regulatory authorities where required.
Personal information will be retained only for the period necessary to satisfy operational, legal, contractual, or awarding organisation requirements. Once retention periods have expired, records will be securely destroyed or permanently deleted using appropriate disposal methods.
AARTEX is committed to promoting awareness of data protection responsibilities. Staff involved in handling personal information will receive appropriate guidance and training to ensure compliance with this policy.
This policy will be reviewed annually or earlier where changes in legislation, regulatory requirements, organisational activities, or awarding organisation expectations require amendment.
At AARTEX, we are committed to dealing with all formal complaints in a fair and timely manner, and to using them as an opportunity for making improvements to our services.
All complaints will be treated confidentially and handled only by those directly involved in the investigation and resolution.
As an Awarding Body Training Partner, AARTEX's complaints procedure operates alongside, and does not replace, the Awarding Body's own Complaints Procedure, published in the Policies section of the Awarding Body website. This section confirms how the two procedures connect.
This policy should be read alongside the AARTEX Appeals Policy (AP-001), which applies where a learner wishes to challenge a specific assessment, malpractice, or reasonable adjustment decision, rather than raise a service complaint.
This policy will be reviewed at least annually, or sooner if required, to ensure it remains effective and up to date.
The Awarding Body is committed to fair assessment and to safeguarding the integrity of its qualifications, and treats any allegation of malpractice or maladministration involving learners or Learning Partners as a serious matter. As an Awarding Body Training Partner, AARTEX adopts this policy as the local complement to the Awarding Body's own Malpractice Policy (applicable to cases and appeals opened from 1 January 2026), so that suspected malpractice or maladministration is prevented where possible, identified promptly, investigated fairly, and reported to the Awarding Body in line with the Awarding Body's requirements.
This policy applies to all learners, tutors, invigilators, and administrative staff involved in the delivery, assessment, and administration of Awarding Body qualifications at AARTEX. It covers conduct before, during, and after assessment, including digital and closing-interview assessment formats.
Malpractice: Any act, omission, or practice by a learner, tutor, invigilator, or other AARTEX staff member that compromises, or could compromise, the integrity, reliability, or fairness of the Awarding Body's assessment process, or the validity of a certificate or result.
Maladministration: Any failure by AARTEX to comply with the Awarding Body's administrative requirements — for example in record-keeping, registration, certification claims, or the application of reasonable adjustments and special considerations — that does not necessarily involve dishonesty but nonetheless compromises the proper administration of Awarding Body qualifications.
The following are examples and are not exhaustive. The Awarding Body's own Malpractice Policy sets out its full, current list.
Any AARTEX tutor, invigilator, or member of staff who suspects malpractice or maladministration — whether by a learner or by another member of staff — must report it promptly to the Quality Assurance Manager. In line with the Awarding Body's own policy, failure by a member of staff to report suspected malpractice will itself be treated and investigated as malpractice.
Where AARTEX's investigation upholds a finding of learner malpractice, outcomes may include: the assessment being declared void, the learner being required to resit, or a formal warning being recorded, depending on severity.
Where a member of staff is found to have committed malpractice or contributed to maladministration, AARTEX will take action under its own disciplinary procedures, in addition to any action the Awarding Body takes directly against AARTEX as the Learning Partner.
Independently of any action AARTEX takes, the Awarding Body may, at its own discretion, impose sanctions directly against AARTEX as a Learning Partner where malpractice or maladministration is found — ranging from a recorded warning up to withdrawal of accreditation to deliver one or more Awarding Body qualifications, or withdrawal of Learning Partner accreditation entirely. AARTEX has no ability to appeal a the Awarding Body decision to withdraw accreditation under the Learning Partner Agreement.
For Awarding Body qualifications accredited by the relevant qualifications regulator, the Awarding Body will report malpractice findings to the relevant qualifications regulator as required by the relevant qualifications regulator's regulatory conditions.
A learner who wishes to challenge an AARTEX decision made under this policy may do so under the AARTEX Appeals Policy (AP-001). Appeals against a decision made directly by the Awarding Body under its own Malpractice Policy are heard under the Awarding Body's own Appeals Policy, not under this policy or AP-001.
Malpractice and maladministration cases are handled confidentially and shared only with those directly involved in the investigation, in line with the AARTEX Data Protection & Confidentiality Policy (DP-001). The Awarding Body has confirmed it holds an identified lawful basis for processing malpractice and maladministration data it receives from Learning Partners.
Every report of suspected malpractice or maladministration, whether or not it is upheld, is logged in the Malpractice & Maladministration Investigation Register (MIR-001). Confirmed cases, together with reasonable adjustments, special considerations, and enquiries about results, are also reflected in the Learners Progress & Assessment Tracking Register (LPS-001) against the relevant learner record, so that AARTEX's records demonstrate — not merely assert — that these matters are tracked.
This policy will be reviewed at least annually, or sooner if the Awarding Body issues a new version of its Malpractice Policy or Appeals Policy.
AARTEX is fully committed to eliminating all forms of discrimination and to promoting equality, diversity, and inclusion across all areas of its operations.
We actively encourage harmony, mutual respect, and equal opportunity for all learners, employees, partners, contractors, and stakeholders. Equal opportunities for training, development, and professional achievement are made available to everyone involved in our organization.
Every learner and employee will be treated with dignity and respect. Individuality will be valued so that each person can perform to their fullest potential. Our goal is to ensure that our workforce and learning community are truly representative of all sections of society.
It is the firm policy of AARTEX not to discriminate unlawfully against learners, employees, partners, members, directors, clients, visitors, contractors, or any third parties.
We strictly prohibit discrimination, victimization, or harassment on the basis of:
The purpose of this policy is to ensure equality in employment, training, assessment, and all company-related activities, including relationships with third parties and partner organizations.
AARTEX strongly opposes and discourages all forms of unlawful or unfair discrimination.
Any act of physical, verbal, non-verbal, or psychological behavior intended to degrade, humiliate, intimidate, or undermine another individual will not be tolerated.
Harassment, bullying, intimidation, or victimization in any form is strictly prohibited and is considered a serious violation of organizational standards and cultural values.
AARTEX is committed to fairness, justice, and equal opportunity for all employees, whether full-time, part-time, temporary, or contractual.
With regard to recruitment and selection:
At AARTEX, we are committed to:
This policy is fully supported by senior management and is reviewed annually to ensure continued effectiveness and compliance.
Responsibility for implementing this policy lies with all employees and stakeholders. However, management holds primary responsibility for ensuring its effective implementation and enforcement.
AARTEX will:
Non-compliance with this policy may result in serious disciplinary action, including termination of employment or contract, where appropriate.
Complaints will be handled in accordance with the company's formal Complaints Policy, and outcomes will be communicated within a defined timeframe to the relevant parties.
This Learner Grievance Policy is designed to address and resolve grievances related to the educational experience in an efficient, confidential, and equitable manner. It outlines the procedures for the submission, investigation, and resolution of learner grievances.
This policy applies to all learners enrolled in courses offered by AARTEX, including online, hybrid, and in-person formats. It covers grievances related to the following:
Grievance: A complaint raised by a learner regarding specific aspects of their educational experience which they feel has been handled improperly or unfairly.
Complainant: The learner submitting the grievance.
Respondent: The person or department against whom the grievance is filed.
Grievance Officer: The designated official responsible for administering the grievance process.
To file a grievance, the complainant must submit a written complaint to the Grievance Officer within 30 days of the incident. The complaint should detail the nature of the grievance, the parties involved, and any evidence supporting the complaint. The Grievance Officer will acknowledge receipt of the grievance within five business days and provide the complainant with information about the steps involved in the grievance process.
The Grievance Officer will conduct a preliminary review to determine whether the complaint warrants a full investigation. If a full investigation is deemed necessary, the Grievance Officer will gather information and evidence from all relevant parties, including the complainant, the respondent, and any witnesses. The investigation will typically be completed within 30 days from the date of acknowledgement of the grievance.
Based on the findings of the investigation, the Grievance Officer will propose a resolution. The complainant and the respondent will be informed of the resolution proposal and will have the opportunity to accept or contest it. If the proposal is contested, a review panel will be convened to make a final decision.
If either party is dissatisfied with the final decision, they may appeal to an independent appellate body within the organization. Appeals must be submitted in writing within 15 days of the final decision. The appellate body will review the grievance and the procedures followed and will issue a final determination within 30 days.
This policy may be reviewed and amended periodically to ensure its effectiveness and relevance. All amendments will be communicated to learners through official channels.
At AARTEX, we recognize the importance of protecting confidential information and intellectual property assets. This Confidentiality and Intellectual Property Policy outlines the guidelines and procedures to safeguard our organization's sensitive information and intellectual property rights.
Confidential Information: Any non-public information that is disclosed or made available to an employee, contractor, or third party in the course of their work for AARTEX, which is not generally known outside the organization.
Intellectual Property: Includes, but is not limited to, trademarks, copyrights, patents, trade secrets, and any other proprietary rights.
This policy applies to all employees, contractors, consultants, and third parties who have access to AARTEX's confidential information or are involved in the creation and protection of intellectual property.
All employees and relevant parties must treat confidential information with the utmost care and refrain from disclosing it to unauthorized individuals or entities.
Confidential information should only be shared on a need-to-know basis within the organization and should not be used for personal gain or any purpose other than for the benefit of AARTEX.
Employees must sign a confidentiality agreement upon joining AARTEX, and this obligation continues even after their association with the organization ends.
All employees and relevant parties must promptly disclose and assign any inventions, designs, software, or other creations developed during the course of their employment or engagement with AARTEX.
AARTEX retains ownership of all intellectual property created by employees and relevant parties in the course of their work for the organization. Unauthorized use, reproduction, or distribution of AARTEX's intellectual property is strictly prohibited.
Confidential information should be stored securely, both physically and electronically, using appropriate safeguards.
Employees must use password protection, encryption, and other security measures to prevent unauthorized access to confidential information.
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Any suspected or actual violations of this policy should be reported immediately to the appropriate supervisor, manager, or the designated point of contact for confidentiality and intellectual property matters.
Violations of this policy may result in disciplinary action, up to and including termination of employment or contract, as well as legal action to protect AARTEX's rights.
AARTEX and its employees will comply with all applicable laws and regulations related to confidentiality and intellectual property.
AARTEX is committed to providing a dynamic and supportive learning environment that respects the dignity of all participants. This Trainer/Learner Interaction Policy is designed to guide both trainers and learners in their interactions, ensuring that educational engagements are conducted professionally, ethically, and efficiently.
The purpose of this policy is to:
This policy applies to all trainers and learners engaged in any AARTEX training programs, workshops, online courses, and other educational activities sponsored by AARTEX.
All interactions should be conducted with respect and courtesy. Discrimination, harassment, or any form of bullying will not be tolerated. Trainers and learners are expected to maintain a high standard of professional conduct at all times. This includes punctuality, preparedness, and the responsible use of electronic devices during sessions.
Communications should be clear, constructive, and relevant to the training topics. Feedback should be provided in a supportive and constructive manner. Personal or sensitive information discussed in training sessions must be kept confidential unless disclosure is required by law or with the consent of the involved parties.
All digital communications, including emails, social media interactions, and platform messages, should be professional and appropriate for an educational environment.
Trainers are encouraged to solicit feedback from learners to improve the educational experience. Likewise, learners are expected to provide honest and respectful feedback. Evaluations of learner performance should be fair, transparent, and based on the established criteria outlined at the start of the course.
The trainer's scope is to deliver content clearly, effectively, and enthusiastically, adapting to the needs of learners as appropriate. Trainers must provide timely and constructive feedback and support to learners, including additional resources where necessary. Trainers must also maintain professionalism in all interactions and ensure the learning environment is free from discrimination and harassment.
Learners are encouraged to actively participate in learning activities and discussions during the course. It is considered courteous to show respect for the trainer and fellow learners. This includes listening to others and not engaging in disruptive behavior. Learners are also expected to complete all assignments and tests honestly and according to the provided guidelines.
Any issues or conflicts should first be addressed directly between the involved parties, if possible. If unresolved, they should be escalated to the designated mediator within AARTEX. A neutral party will facilitate mediation efforts to resolve conflicts that cannot be resolved informally. All formal disputes and their resolutions must be documented and filed with the Human Resources department at AARTEX.
Compliance with this policy will be regularly monitored through surveys, feedback forms, and occasional observation of training sessions. Violations of this policy may result in disciplinary action, up to and including dismissal from the training program for learners and termination of employment for trainers.
This policy is subject to review and amendment at least every two years or as necessary to reflect changes in legal requirements and educational best practices.
The Learner Appeals Policy and Procedure has been meticulously developed to provide a structured and equitable process for individuals who wish to appeal decisions related to our training programs. This document outlines the grounds for appeal, the procedural steps to be followed, the roles involved, and the commitment to maintaining confidentiality and a non-retaliatory environment.
AARTEX acknowledges that individuals may have legitimate concerns or disagreements with training-related decisions. The grounds for filing an appeal include:
Individuals seeking to file an appeal must adhere to the following steps:
The Training Appeals Officer, appointed by AARTEX, plays a pivotal role in the appeals process:
AARTEX is committed to upholding the principles of confidentiality and ensuring a non-retaliatory environment.
All information related to the appeal process will be treated with the utmost confidentiality, and access will be restricted to individuals directly involved in the appeals process. Individuals participating in the appeals process will not face any form of retaliation or adverse consequences as a result of their involvement.
Accurate record-keeping is vital for compliance and auditing purposes.
The Training Appeals Officer is responsible for maintaining detailed records of all training-related appeals and their resolutions. These records contribute to ongoing quality improvement efforts and ensure compliance with organizational and regulatory standards.
To ensure continued effectiveness and relevance, the Learner Appeals Policy and Procedure undergoes an annual review.
AARTEX is committed to reviewing the policy annually and making necessary updates to align with organizational objectives and any changes in relevant standards or regulations.