London School

Legalities

Program Policies and Procedures

Students may appeal any decision of the school as it relates to student evaluation and assessment, rules, and regulations, dismissal, and dispute resolution. Individuals should begin with an informal verbal appeal with the instructor or administrator involved. If a more formal approach becomes necessary, the institution provides fair and reasonable mechanism for resolution.

Procedure: Step 1 First try to make a verbal appeal directly with the instructor or administrator involved. In the case of assessment and evaluation appeals, students should remember that theory exams and practical assessments can be re-taken. If there is no response within 48 hours, then…

Step 2 Put the appeal in writing to the Administrative Director. He will request written submissions from all involved parties and set up a meeting. The Administrative Director will provide a written decision to all parties within 48hours. If this doesn’t work…

Step 3 The Administrative Director will request outside mediation/arbitration. The decision of the designated third party will be considered final.

1. All students are expected to be regular in attendance according to the hours described in the student contract and in the course outline for the course that the student has registered in.

2. Daily attendance is recorded and the hours are calculated weekly, and printed monthly. All students are responsible to complete their course of study within the specified number of months as laid out in the student contract and in the course outline. Students who do not complete their course of study within the specified number of months will be expected to pay for any additional months at

the monthly rate of payment as specified in the student contract until they have satisfied all the requirements of their course and completed the minimum required number of hours for their course of study.

3. Students who are receiving financial assistance through BCSAP or Canada Student Loans or through any other funding agency should be aware that the school is abliged to report all attendance records to the various funding agencies, as per their requirements. Should any student’s attendance drop below the minimum acceptable level for their funding agency, that information could be forwarded to the funding agency and the student may be at risk of losing their funding. It is each student’s responsibility to know the attendance requirements for their funding agency.

4. Weekly, each student’s attendance is checked for minimum acceptable levels, (60% attendance). If any student appears in danger  below the required 60%, they are spoken to as a reminder that if they have 3 consecutive weeks of below 60%, they are in jeopardy of losing funding, depending on individual situations.

Student dismissal is considered to be the highest form of sanctioning that the school can apply against a student. As such, a student would only be dismissed from the school under extreme circumstances. Student dismissal is guided by the following nonnegotiable legal rules of conduct:

1. The use of alcohol and any illicit drugs within the school’s premises is prohibited by law. Any student caught using alcohol or illicit drugs on the premises would be subject to immediate dismissal and may be subject to criminal prosecution.

2. Stealing is prohibited by law. Any student caught stealing on the school’s premises would be subject to immediate dismissal and may be subject to criminal prosecution.

3. Physical conflict of any sort, including verbal threats of physical harm, constitutes assault or harassment and is prohibited by law. Students engaging in this kind of behaviour on the premises would be subject to immediate dismissal and may be subject to criminal prosecution.

These first 3 dismissal policies are immediate and fall under the legal rules of conduct.

4. Dismissal may result when any student who misses 3 consecutive weeks of their program or fall below 60% attendance for 3 consecutive weeks. The school director will speak to any student who falls below the 60% after the first week, and the second week, so they understand the consequences. Or if the student is absent for 3 consecutive weeks with no communication (each student is responsible to call, email or message the school if they will be absent), the student will be dismissed as a technical withdrawal student. Depending on the circumstances of their absence, they may re-enroll to finish their program.

London School: Individuals should always try to resolve issues informally. If a more formal approach becomes necessary, the institution provides a fair and reasonable mechanism for resolution.

Process: Step One When a concern arises, the student should first attempt to address it with the individual most directly involved. If unsatisfied with the outcome, the student should submit a written complaint to the Administrative Director. Should this person be absent or be named in the complaint the student should submit the written complaint to the Manager.

Step Two The Administrative Director or the Manager will arrange to meet with the student to discuss the concern as soon as possible and within five days of receiving the student’s written complaint.

Step Three Following the meeting with the student, the Administrative Director or the Manager will conduct whatever enquiries and/or investigations are necessary and provide a written response to the student that includes reasons for the determination on the complaint. The written reasons will be provided no later than 15 days following the receipt of the students written complaint.

Students making a complaint may be represented by an agent or a lawyer.

Students will not be subject to any retaliation as a result of their complaint.

After having exhausted the dispute resolution process, a student may file a claim with the Private Training Institutions Branch (PTIB) of the Ministry of Advanced Education (www.privatetraininginstitutions.bc.ca) on the basis that the institution misled the student regarding any significant aspect of an approved program.

At London School of Hairdressing and Aesthetics, we are committed to providing quality instruction in hairdressing, aesthetics, and nail technology. In addition, we are committed to helping students attain their career goals and to preparing them to pass any applicable provincial exams.

In order to achieve our purpose and to assist our students in their preparation for employment, it is our policy to provide an environment and mechanisms that support the students’ end goal of securing suitable employment. This is achieved by providing the following:

1. Regular in-class seminars designed to help students create updated resumes and cover letters that have impact.

2. Regular in-class seminars designed to help students become more comfortable with the job interview process.

3. Regular in-class seminars designed to help students become more effective in their networking efforts.

4. Staff members who have established relationships with many professional salons and spas throughout the Greater Vancouver area.

5. Staff members who are capable of providing students with valuable and accurate job placement advice and facilitating students’ preparedness for finding work.

6. Staff members who are eager and willing to continue to meet with students even after they have completed their course of study in order to provide them with further guidance and direction in matters that pertain to their continued professional development.

It is our intention that all students interested in pursuing a career in hairdressing, aesthetics, or nail technology have fair and equal opportunity to be accepted into the relevant course of study. As such, our admissions policy is set out so as to create as few obstacles as possible for prospective students seeking acceptance into our programs. However, there are a few entrance qualifications required by the school and various government authorities that must be in place before the commencement of courses.

Admissions Policy: An interview with a representative of London School either by phone, internet or in person is necessary prior to acceptance. The school admits as regular students:

 Any applicant under 19 years of age that is a high school graduate or holders of a high school equivalency certificate. (Applicants must provide the school with a copy of their high school diploma or equivalency certificate to be accepted into the course of study.)

 Applicants who do not have grade twelve or equivalency but are at least 19 years of age.

 International Applicants with a valid student visa, if applicable. (Students enrolling in a course of less than six months duration, do not require a Visa).  International Applicants must also provide proof of high school graduation or equivalency certificate, or be at least 19 years of age to be accepted into a course of study.

 Applicants who meet at least one of the first four requirements and appear able to meet the physical demands of their chosen course of study.

 Applicants who meet at least one of the first four requirements and appear able to communicate effectively in an English speaking environment. Applicants who appear to have difficulty communicating in English will be asked to complete a locally developed Language Proficiency Indicator. Applicants who fail to achieve a level of seventy percent (70%) on the LPI will be asked to complete an accredited ESL program prior to acceptance.

 In the case where an applicant fails to meet these minimum admission requirements, neither the institution nor the student can waive the requirements.

Enrolment Policy and Procedures: Prospective students must first meet the requirements of the admissions policy before the enrolment process can begin. Enrolment involves the following procedures:

 All applicants must complete and sign a London School Student Application Form.

 All applicants must present at least one valid piece of photo identification (ie. BCDL, BCID, Passport or equivalent).

 All Applicants must be prepared to pay a $100.00 non-refundable deposit upon acceptance into the course of study. All cheques are to be made payable to London School. These funds are applied against the student’s first month of tuition upon actual commencement of their course.

1. It is assumed that some individuals will enter a program or course of study having received prior training, either through another training institution or apprenticeship within a salon or spa. Also, some individuals may hold certificates of training and/or licensing from countries other than Canada.

2. Individuals who have received any form of prior training and/or licensing should provide documentation as proof (including any official student transcripts, certificates, diplomas, licenses held, or apprenticeship papers).

3. Any individual with prior training, experience, or certification should have the opportunity to demonstrate their prior learning.

4. In order to assess an individual’s prior learning, the same assessment and evaluation tools that are used with current students should be used to determine the individual’s level of competency. In this way, an accurate assessment can be made to determine the individual’s comparable level within the school’s training program and an agreement can be reached regarding the number of days, weeks or months that the individual will need to complete his or her training.

5. If the individual wishes to receive a diploma from London School, he or she would have to complete all theory exams and practical assessments to a minimum level of 70% before a diploma would be issued.

London School of Hairdressing and Aesthetics wants its workplace to be a healthy and safe environment. To achieve this, the school will establish and maintain an occupational health and safety program designed to prevent injuries and disease. The employer is

responsible for providing workers with adequate instruction in health and safety and for addressing unsafe situations in a timely, effective manner. All workers are required to work safely and to know and follow our company guidelines for safe work procedures.

London School’s responsibilities include: • Establishing and maintaining a health and safety program. • Conducting an annual review in August of each year. • Conducting regular staff safety meetings. • Training instructors. • Providing a safe and healthy work environment.

Instructors’ responsibilities include: • Orienting new students and clients. • Ongoing training of students. • Performing inspections and investigations. • Reporting any safety or health hazards. • Correcting unsafe acts and conditions.

Students’ responsibilities include: • Learning and following safe work procedures. • Correcting hazards or reporting them to instructors. • Using personal protective equipment where required. • Helping create a safe workplace by recommending ways to improve the health and safety program

WRITTEN SAFE WORK PROCEDURES 1. When working with colour, bleach and/or hydrogen peroxide:  New clients must be given a skin test for allergic reaction 24 to 48 hours prior to the application of any hair colouring chemicals.  Mixing colours and bleach must be done under the direct supervision of an instructor.  The operator must wear protective latex or vinyl gloves at all times.  Barrier cream and/or protective cotton batting must be used around the hairline to protect the client’s skin from potential harm.  Clients must be properly draped with clean towels and a protective chemical proof cape before applying any colour or peroxide.

2. When working with perm solutions and chemical hair relaxers:  New clients must be given a skin test for allergic reaction 24 to 48 hours prior to the application of any chemical texture service.  Application of perm solutions and chemical hair relaxers must be done under the direct supervision of an instructor.  The operator must wear protective latex or vinyl gloves at all times.  Barrier cream and/or protective cotton batting must be used around the hairline to protect the client’s skin from potential harm.

 Clients must be properly draped with clean towels and a protective chemical proof cape before the application of any perm solution or chemical hair relaxer.

3. Working with sharp metal implements:  Proper care and attention must be exercised at all times when using sharp metal implements.  Metal implements must be properly disinfected before and after each use.  Metal implements must be inspected to make sure they are in proper working order prior to each use.  If a client is cut in the process of working with a metal implement, the wound must be cleaned, an antiseptic applied, and covered with a sterile bandage. Refer the client to a physician if further medical intervention is required.

4. Working with electrical appliances:  Electrical appliances must be inspected before each use to ensure that they are in proper working order and that the electrical cord and plug do not look damaged or compromised in any way.  Any damaged electrical appliance must be set aside and clearly marked as damaged and reported to an administrator.  Electrical receptacles must also be inspected prior to plugging in any electrical appliance.  Any damaged electrical receptacle must be clearly marked as damaged, covered with tape, and reported to an administrator.

5. Working with all other tools and equipment:  Proper care and attention must be exercised at all times when working with any tools and equipment.  Tools and equipment must be properly disinfected before and after each use.  Tools and equipment must be inspected to make sure they are in proper working order prior to each use.

6. Working with clients or members of the general public:  A thorough analysis of every client’s skin and/or hair must be conducted prior to any service to ensure that there is no disease or disorder, infection, and/or open sores that would prevent us from continuing with the service.  Students and instructors may not provide services to clients if the student or instructor has any contagious disease, infection, and/or open sores that would prevent him or her from having safe physical contact with clients.

EDUCATION AND TRAINING All workers will be given an orientation by the Administrative Director or Director of Education immediately upon hiring. The following topics will be included in the orientation:

• Emergency exits. • Fire exit routes and marshalling area.

• Location of first aid kit and fire extinguisher. • How to report accidents and injuries. • Location of material safety data sheets (MSDSs). • Applicable written procedures.

INVESTIGATING INCIDENTS An administrator and/or an instructor must investigate any injuries or close calls on the same day the incident occurs. Any incident that results in an injury requiring medical treatment, or that had the potential for causing serious injury, must be investigated immediately. The purpose of an investigation is to find out what went wrong, determine if our health and safety practices were faulty, and most importantly, recommend actions that will prevent a recurrence of the problem.

  1. If the institution receives tuition from the student, or a person on behalf of the student, the institution will refund the student, or the person who paid on behalf of the student, the tuition that was paid in relation to the program in which the student is enrolled if:

(a) the institution receives a notice of withdrawal from the student no later than seven days after the effective contract date and before the contract start date;

(b) the student, or the student’s parent or legal guardian, signs the student enrolment contract seven days or less before the contract start date and the institution receives a notice of withdrawal from the student between the date the student, or the student’s parent or legal guardian, signed the student enrolment contract and the contract start date; or

(c) the student does not attend a work experience component and the institution does not provide all of the hours of instruction of the work experience component within 30 days of the contract end date.

2.  The institution will refund the tuition for the program and all related fees paid by the student or a person on behalf of the student enrolled in the program if the student is enrolled in the program without having met the admission requirements and did not misrepresent his or her knowledge or skills when applying for admission.

3.  If a student does not attend any of the first 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 50% of the tuition paid under the student enrolment contract unless the program is provided solely through distance education.

4.  Unless the program is provided solely through distance education, if the institution receives a notice of withdrawal from a student:

(a) more than seven days after the effective contract date and

  • at least 30 days before the contract start date, the institution may retain up to 10% of the tuition due under the student enrolment contract, to a maximum of $1,000.
  • less than 30 days before the contract start date, the institution may retain up to 20% of the tuition due under the student enrolment contract, to a maximum of $1,300.

(b) after the contract start date

  • but before 11% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrolment contract.
  • and after 10% but before 30% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 50% of the tuition due under the student enrolment contract.

5. Unless the program is provided solely through distance education, if the institution provides a notice of dismissal to a student and the date the institution delivers the notice to the student is:

(a) before 11% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrolment contract.

(b) after 10% but before 30% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 50% of the tuition due under the student enrolment contract.

6.  If the institution provides the program solely through distance education and the institution receives a student’s notice of withdrawal or the institution delivers a notice of dismissal to the student and:

(a) the student has completed and received an evaluation of his or her performance for at least 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 30% of the tuition due under the student enrolment contract, or

(b) the student has completed and received an evaluation of his or her performance for more than 30% but less than 50% of the program, the institution may retain up to 50% of the tuition due under the student enrolment contract.

7. The institution will refund fees charged for course materials paid for but not received if the student provides a notice of withdrawal to the institution or the institution provides a notice of dismissal to the student.

8. Refunds required under this policy will be paid to the student, or a person who paid the tuition or fees on behalf of the student, within 30 days:

(a) of the date the institution receives a student’s notice of withdrawal,

(b) of the date the institution provides a notice of dismissal to the student,

(c) of the date that the registrar provides notice to the institution that the institution is not complying with section 1(c) or 2 of this policy, or

(d) after the first 30% of the hours of instruction if section 3 of this policy applies.

9. If an international student delivers a copy of a refusal of a study permit to the institution, sections 1(a), 1(b), 4, 7, and 8 of this policy apply as if the copy of the refusal were a notice of withdrawal, unless:

(a) The international student requests an additional letter of acceptance for the same program that was the subject of the refusal of a study permit, or

(b) The program is provided solely through distance education.

At London School of Hairdressing and Aesthetics, we are committed to providing quality instruction in hairdressing, aesthetics, and nail technology. In addition, we are committed to helping students attain their career goals and to preparing them to pass any applicable provincial exams. In order to achieve our purpose and to assist our students in preparing for their final certification exams, it is our policy to assess and/or evaluate our students’ work in a way that provides them with accurate and timely feedback concerning their practical skills and theoretical knowledge. This is achieved by providing the following:

1. Practical assessment worksheets and grading rubrics that accurately reflect the expected learning outcomes in each of our courses. Practical assessments begin in the classroom, (month 1), and continue until graduation. Two sets of practical worksheets are assigned to each student. General and Advanced.

2. Theory exams and marking keys that effectively test core content knowledge in each chapter covered in each of our courses.

3. Theory exams are given in scheduled theory classes. If a student does not achieve a 70% or higher mark, if time allows for the student to sit in the subject classes again, they must redo the chapter then re-sit the exam. If time will not allow for the rotation schedule of classes, then the student is expected to redo any failed exams in the last month of their program.

4. Multiple opportunities for students to demonstrate their practical skills and theoretical knowledge to the minimum level required for graduation–70% or higher on each practical assessment and each theory exam.

5. Instructors who are capable of making effective use of all evaluation tools and providing students with valuable verbal feedback throughout the various programs. Depending on the program, all worksheets are handed out at the end of Month 1.

Due to the private nature and importance of the information contained in student files, it is our intention that all records pertaining to students be kept accurately and securely and in such a manner that records can be retrieved for students at any time during regular business hours. To this end, the following procedures are in place: 1. The Administrative Director, Martin Constable, collects all personal enrolment information for students beginning any course within the school.

2. Hard copies of current student files are kept in a secure filing cabinet in the office of the Administrative Director.

3. A student may access his or her student record by visiting the office of the Administrative Director at any time he is available during regular business hours. When the Administrative Director is unavailable, the Administrative Assistants in Hairdressing and Aesthetics may also provide a student with access to his or her file.

4. Electronic copies of student files are kept on the password protected laptop of the Administrative Director and are backed up on a separate USB book drive.

5. Once students are enrolled, the appointed instructor in each department is responsible for daily attendance and the administrative assistant in each department then calculates the students’ hours monthly.

6. Once students are enrolled, the administrative assistant in each department is responsible for tracking the results of all practical assessments and theory exams. Hard copies of theory exams and practical assessments are maintained in secured filing cabinets by the administrative assistant in each department.

7. All attendance records, practical results, and theory results are forwarded to the Administrative Director to be added to student files.

8. Attrition data is collected monthly and forwarded to the Administrative Director to be added to student files.

9. The Administrative Director, Martin Constable, is responsible for keeping record of all tuition payments, student loan disbursements, and the distribution of tax receipts for students.

10. All records are kept on the premises (with electronic copies kept on the laptop of the Administrative Director and backed up on a separate USB book drive) for a period of no less than seven years.

11. Archive records are also stored with a third party storage provider, Data Witness. These records will be stored for a period of not less than 55 years.

12. Instructor files, which include completed tests and worksheets, are only kept on premises for 6 months after graduation, and 1 year for a student that withdraws and may return to complete. (These are not the official files kept in the administration office.)

At London School of Hairdressing and Aesthetics, we are committed to providing quality instruction in hairdressing, aesthetics, and nail technology. In addition, we are committed to helping students attain their career goals and to preparing them to pass any applicable provincial exams.

In order to achieve our purpose and to facilitate student success, it is our policy to provide an environment and mechanisms that support student learning throughout our various programs. This is achieved by providing the following:

 A clear statement of purpose that reflects not only the courses offered by the school but also our commitment to helping students attain their career goals and preparing them to pass any applicable certification exams.

 Course outlines and descriptions that match with what actually happens in class.

 Activities, assignments and evaluation methods that are appropriate to each of our programs as laid out in our course descriptions.

 Instructional materials and resources that are adequate and appropriate to each of our programs.

 Attractive premises with enough space for all students, reasonable room for studying, and space for confidential discussions with instructors or staff.

 Instructors who are comfortable with and qualified to teach the course material.

 Instructors who treat students in a respectful manner that is appropriate for their age and experience level.

 Instructors who are available to assist students in a one-on-one instructional or advising capacity.

 Instructors who regularly provide students with valuable feedback and progress reports throughout each program.

 Administrators who are capable of appropriately advising prospective students about all of our programs.

 Administrators who are capable of providing accurate information regarding student loans.

 Administrators who are capable of handling the day to day operations of the school.

 Administrators who are open, available and responsive when any student presents with a problem or concern.

 Mechanisms that provide for student input into instructional and administrative evaluations, including but not limited to course evaluation forms and verbal feedback.

 An existing dispute resolution policy that is fair and effective for all students.

 Staff who are capable of providing students with valuable and accurate job placement advice and facilitati

It is expected that all students who complete and sign a student application form do so with every intention of completing the requirements of the course. However, we also recognize that circumstances sometimes arise that make it impossible for a student to complete a program of study. If it becomes necessary for a student to withdraw at any time following the course commencement date, the following procedures will apply:

1. Any student who needs to withdraw from their course of study will provide written notification to the Administrative Director, including the actual date of withdrawal.

2. Upon receipt of written withdrawal notification, the Administrative Director will prepare all necessary documentation, including an official student transcript and tax receipts (i.e. T2202A). These documents will be forwarded to the student either in person on or before the date of withdrawal or by mail

3. Upon receipt of written withdrawal notification including the date of withdrawal, the Administrative Director will arrange for any refund of tuition fees as provided for in the student application form and in the London School refund policy. If there is any refund owing, this amount will be paid by cheque to the student either in person on or before the date of withdrawal or by mail within thirty (30) days of the withdrawal date.

At London School of Hairdressing and Aesthetics, we are committed to providing quality instruction in hairdressing, aesthetics, and nail technology. In addition, we are committed to helping students attain their career goals and to preparing them to pass any applicable provincial exams.

In order to achieve our purpose, it is important to have a clear set of procedures including all required outcomes and hours of instruction that determine when students

have met or exceeded the minimum requirements for graduation. The requirements and procedures for graduation are as follows:

1. In order to graduate, the individual student must complete the prescribed number of hours of training for the program he or she is registered in, within the specified number of months as laid out in the student contract, and in accordance with the school’s Attendance Policy.

2. In order to graduate, the individual student must complete all practical assessments for his or her program with a minimum final mark of 70% on each assessment, not a cumulative mark of 70%. This is in accordance with the Student Assessment/Evaluation Policy. If the student wishes to appeal the final marks, he or she may do so according to the Student Appeals Policy.

3. In order to graduate, the individual student account must be paid out in full, including tuition and all equipment and textbooks.

4. The Administrative Director will verify that the individual student has met the minimum requirements for graduation (items 1-4).

5. Once it is determined that the individual student meets the minimum requirements for graduation, the Administrative Director will award the student the appropriate diploma(s) that indicates successful completion and graduation from the program.

6. In the case where a student does not meet the minimum requirements for graduation, the student will have two options: (1) The student may receive a letter from the school stating the number of hours of training completed, but indicating that the student has not met the requirements for graduation from the program. (2) The student may register and pay for additional months of training as long as it takes to complete the minimum requirements for graduation, in which case the Administrative Director will award the student the appropriate diploma(s) that indicates successful completion and graduation from the program.

7. The Administrative Director will make a copy of the student diploma(s) and place the copy in the student file.

8. All documents and copies pertaining to student graduation will be kept according to the Student Records Retrieval and Archiving Policy.

A credit transfer, from a same program that which the student wants to continue or refresh, is only accepted with proof of hours or certificate from a registered college.

A prior learning assessment will be done on the applicant for further confirmation that they have the skill level to continue their studies. After determining that the skill level is on par to the hours they have presented, London School will continue the education, and the said student can transfer the existing hours to their course.

Proof of education from another school/college must be kept in student’s file. Acceptable proof being: transcript, certificate, or a letter with school/college letterhead. London School will also consider the viability of said document.

London School is committed to ensuring that its learning environment promotes the respectful and fair treatment of all students. While on London School premises or while part activities or events hosted by London School, the following activities are prohibited: No Bullying, harassment, or discrimination, between students, staff, and/or administration.

Any negative activity should be addressed to the manager, Kerry Constable, or the director, Martin Constable, to be handled in the following manner:

Process: Step One When a concern arises, the student should first attempt to address it with the individual most directly involved. If unsatisfied with the outcome, the student should submit a written complaint to the Administrative Director. Should this person be absent or be named in the complaint the student should submit the written complaint to the Manager.

Step Two The Administrative Director or the Manager will arrange to meet with the student to discuss the concern as soon as possible and within five days of receiving the student’s written complaint.

Step Three Following the meeting with the student, the Administrative Director or the Manager will conduct whatever enquiries and/or investigations are necessary and provide a written response to the student that includes reasons for the determination on the complaint. The written reasons will be provided no later than 15 days following the receipt of the students written complaint.

Students making a complaint may be represented by an agent or a lawyer.

Students will not be subject to any retaliation as a result of their complaint.

After having exhausted this process, a student may file a claim with the Private Training Institutions Branch (PTIB) of the Ministry of Advanced Education (www.privatetraininginstitutions.bc.ca).