EBH Academy — Policies

Elite Body Home Polyclinic Academy

1. Introduction

Elite Body Home Polyclinic Academy is committed to maintaining the highest academic standards and ensuring a fair and transparent environment for all students. This policy outlines the procedure for addressing grievances, complaints, and appeals related to examination procedures, academic decisions, and other related matters. It also ensures that any conflicts of interest, at individual or institutional levels, are identified, managed, and mitigated.

2. Scope

This policy applies to all students of Elite Body Home Polyclinic Academy regarding:

• Grievances or appeals against examination procedures or results.
• Complaints against the conduct of examiners, administrative staff, or institutional processes.
• Instances where a conflict of interest may arise, potentially affecting academic decisions or fairness in the examination process.

3. Grievances and Appeals Process

• Initial Complaint: Any grievances related to examination procedures or the conduct of examiners must be raised in writing and submitted to the Administrative Office within 10 working days of the examination date. Appeals submitted after this period will not be considered.
• Day of Examination: If a student has concerns during the examination process (e.g., regarding the fairness or clarity of exam papers), they should raise these concerns through the designated appeals process within 24 hours of the exam. The institution will review the issue immediately.
• School/Institution Involvement: If the appeal cannot be resolved internally within the Academy, the grievance must be documented with clear and objective details. This written complaint, along with supporting evidence, should be submitted to the appropriate administrative body within 10 working days.

4. Grounds for Appeal

The Academy will consider appeals based on the following grounds:

• Unawareness of Mitigating Factors: If the Academy was not informed about factors that impacted the student’s performance (such as personal or health issues) and there were valid reasons for the student’s inability to provide this information earlier.
• Mathematical or Procedural Errors: Errors in recording or calculating grades.
• Irregularities in Examination or Assessment: Procedural errors or administrative mistakes that lead to doubt regarding the examiners’ decision.
• Bias or Prejudice: Where a student has reason to believe that an examiner or assessor was biased.

Appeals not based on the above grounds, such as dissatisfaction with academic judgment, will not be considered.

5. Institutional Oversight and Conflict of Interest Management

• Conflict of Interest Identification: The Academy will maintain a system to identify any conflicts of interest that may arise. This includes any individual or institutional factors that may compromise the fairness of the examination or assessment process.
• Mitigation: Where a conflict of interest is identified, measures will be taken to mitigate the impact, such as recusing biased individuals from decision-making roles or appointing independent examiners.
• Appeals Committee: An Appeals Committee, independent from the initial examiners or decision-makers, will be appointed to handle appeals where a conflict of interest is identified.

6. Complaints Process for Examination Results

• Students wishing to appeal against an examination result must submit their appeal within 5 working days of receiving their results.
• The appeal should first be reviewed by the Academy. If the Academy supports the appeal, it will be escalated to the relevant administrative body within 10 working days of the results publication.
• All appeals must clearly outline the grievance and include relevant documentation or witness statements, if applicable.

7. Resolution Timeline

• All grievances and appeals will be reviewed by the Director of Education, who will consult the Examination Board. A decision will be communicated to the student and institution within 20 working days of receipt of the appeal.
• If the appeal is upheld, adjustments to the results or decisions will be made where appropriate. The final decision of the Appeals Committee is binding and will be communicated to the student within 10 working days of the committee's meeting.

8. Confidentiality and Transparency

The Academy is committed to ensuring that all appeals and grievances are handled impartially, fairly, and in confidence where appropriate. Personal information will only be shared with members of the Examination Board and relevant administrative staff for the purpose of resolving the appeal.

9. Review and Monitoring

The Appeals and Grievances policy will be reviewed regularly to ensure it remains effective in identifying, managing, and mitigating conflicts of interest at both individual and institutional levels. Regular audits will be conducted to ensure transparency in the application of this policy.

10. Conclusion

This policy affirms the commitment of Elite Body Home Polyclinic Academy to uphold fairness, transparency, and the highest academic standards, while ensuring a robust system to address grievances, manage appeals, and mitigate any potential conflicts of interest.

1. Introduction

Elite Body Home Polyclinic is committed to upholding high standards of academic integrity and ethical conduct. This policy outlines the principles and procedures designed to ensure that all academic activities are conducted with honesty, fairness, and respect.

2. Objectives

The objectives of the academic honesty policy are to:

• Encourage a culture rooted in honesty, trust, and accountability.
• Ensure that students' work is evaluated fairly.
• Prevent and address cases of academic misconduct.
• Maintain the institution's reputation for academic rigor and excellence.

3. Scope

This policy applies to all students, faculty, and staff engaged in academic activities at Elite Body Home Polyclinic.

4. Definition of Academic Dishonesty

Academic dishonesty includes, but is not limited to:

• Plagiarism: Using someone else’s work, ideas, or expressions without appropriate acknowledgment.
• Cheating: Using unauthorized materials, information, or tools in academic exercises.
• Fabrication: Creating or altering any information or citation in academic work.
• Collusion: Unauthorized collaboration on assignments meant for individual completion.
• Deception: Providing false information regarding an academic exercise.
• Unauthorized Assistance: Assisting or attempting to help another student engage in academic dishonesty.

5. Responsibilities

5.1. Students

• Adhere to principles of academic honesty in all submissions.
• Seek clarification from instructors when unsure about what constitutes academic dishonesty.
• Report any suspected incidents of academic dishonesty to faculty or administration.

5.2. Faculty

• Clearly communicate academic integrity expectations to students.
• Guide students on proper citation and referencing methods.
• Actively monitor for potential cases of dishonesty.
• Address and report incidents of academic dishonesty according to this policy.

5.3. Administration

• Support faculty and students in understanding and following the academic honesty policy.
• Ensure a fair and consistent approach to handling cases of academic dishonesty.
• Keep records of reported incidents and outcomes.

6. Preventive Measures

6.1. Education and Awareness

• Host workshops and seminars regularly to reinforce the importance of academic integrity.
• Include information on academic honesty in course outlines and student guides.

6.2. Use of Technology

• Implement plagiarism detection tools to verify the originality of student work.
• Use secure testing systems to prevent cheating during exams.

7. Reporting and Investigation

7.1. Reporting Suspected Dishonesty

• Suspected cases should be reported to the relevant faculty or the academic integrity committee with supporting evidence.

7.2. Investigation Process

• The academic integrity committee will review reported cases thoroughly, potentially conducting interviews and examining evidence.

8. Consequences of Academic Dishonesty

8.1. Disciplinary Actions

Consequences may range from a warning, grade reduction, assignment or course failure, suspension, to expulsion, based on the severity of the offense.

8.2. Record Keeping

Records of academic dishonesty will be maintained in the student’s file and may be referenced in future disciplinary decisions.

9. Appeals Process

9.1. Right to Appeal

• Students may appeal academic dishonesty decisions.
• Appeals must be submitted in writing to the academic integrity committee within the designated time frame following the decision.

9.2. Review of Appeal

• The academic integrity committee will review appeals, considering any new evidence provided. A final decision will be issued in writing to the student.

10. Policy Review

This policy will undergo an annual review to ensure its alignment with current best practices. Updates will be communicated to all students, faculty, and staff.

11. Conclusion

By following this academic honesty policy, Elite Body Home Polyclinic seeks to cultivate a culture of integrity and excellence. These principles are crucial to sustaining the credibility and reputation of our academic programs.

Introduction

This policy explains how trainees and students at ELITE BODY HOME POLY CLINIC L.L.C must report incidents, near misses and unsafe conditions. It protects the health, safety and wellbeing of students, staff, patients and visitors, ensures compliance with KHDA, DHA and CIDESCO guidance, and focuses on learning and preventing recurrence rather than blame.

What to report

Report any event that could or did cause harm, including physical injury, exposures (sharps, chemical), allergic reactions, fainting, near misses and unsafe conditions (equipment faults, spills), extreme/disruptive behaviour, threats, violence, intoxication, self-harm, property damage, fire, security incidents, or incidents involving patients/public.

Required information

Exact location (room/unit/building); Date and exact time; Names, roles and contact details of persons involved and witnesses (include student ID); Name and contact details of person in charge at the time (instructor/supervisor); Factual description of event (no opinions); Immediate actions taken (first aid, isolation, equipment removed); Nature of injuries or suspected injuries and property damage details; Evidence preserved (CCTV, photos, audio) where available; Legible signature or electronic submitter identity.

Reporting timeframes & process

If life-threatening: call emergency services and Security immediately and notify instructor/supervisor. Serious/adverse incidents: notify CEO or Program Director immediately and submit Incident Report within 24 hours. Non-serious incidents: submit formal Incident Report within 3 working days. If electronic reporting unavailable, initial communication must be via phone or email; follow up with the formal report when possible.

Investigation & CAPA

Investigation steps include preliminary triage and risk assessment, gathering statements, preserving evidence, performing root cause analysis, recommending corrective and preventive actions (CAPA), and producing a final incident report. CAPA must be SMART; trainees may be required to participate in remedial training or supervised practice.

Behavioural incidents

Immediate actions: ensure safety, call emergency services if necessary, isolate the individual if safe, provide urgent medical/psychological care. Reporting: immediate verbal notification to instructor/clinical supervisor and CEO or Program Director. Interim measures (suspension, restricted access, supervised return) may be implemented and documented.

Purpose

This policy outlines the procedures and systems implemented at Elite Body Home Polyclinic to uphold the highest standards in the design, delivery, and assessment of its qualifications. The aim is to ensure these offerings meet both regulatory expectations and industry demands, fostering continuous improvement and excellence in all vocational programs.

Scope

This policy applies to all qualifications and training programs offered by Elite Body Home Polyclinic. It encompasses qualification delivery, assessment processes, quality assurance measures, and ongoing enhancement in line with KHDA and certification body standards.

Policy Principles

1. Ensuring Qualification Quality

Elite Body Home Polyclinic implements a robust framework to evaluate the quality and effectiveness of its educational programs. Regular reviews of curriculum structure, student performance, and relevance to industry trends are carried out to maintain exceptional standards.

2. Oversight of Assessment Processes

Assessment practices are carefully monitored to ensure fairness, reliability, and integrity. Mechanisms are in place to verify that all evaluations accurately reflect learner achievements and adhere to best practices in education.

3. Continuous Review of Delivery and Evaluation

Teaching methods, assessment tools, and learner engagement strategies are routinely observed and assessed to uphold high levels of effectiveness in program delivery and evaluation.

4. Updating Learning Resources

Learning materials are periodically reviewed and updated to ensure alignment with current industry standards and innovations. This ensures learners receive up-to-date, relevant information.

5. Systematic Improvement Practices

Elite Body Home Polyclinic adopts a systematic approach to reviewing and refining its qualifications. Feedback from students, educators, and industry stakeholders informs all enhancements to ensure programs remain effective and responsive.

6. Compliance Monitoring

Regular reviews ensure qualification delivery complies with KHDA and certifying organization standards. This process guarantees that programs meet or exceed current industry expectations.

7. Implementation of Audit Findings

Recommendations from internal and external audits are acted upon promptly to resolve issues and integrate improvements. This ensures any gaps are addressed effectively.

8. Strengthening Internal Quality Assurance

Internal quality assurance systems are regularly evaluated to adapt to changes in the educational and regulatory environment, ensuring the institution maintains a proactive stance on quality management.

9. Commitment to Self-Assessment

The organization engages in regular self-assessment to evaluate the overall implementation of qualifications. Findings from these evaluations drive strategic improvements.

10. Structured Feedback Systems

Feedback from learners, industry professionals, and other stakeholders is systematically gathered and analysed to inform curriculum development and qualification enhancements.

11. Data-Driven Evaluations

Key performance indicators, such as completion and success rates, learner retention, and employment outcomes, are tracked and used to assess program impact and identify improvement areas.

12. Benchmarking Best Practices

Elite Body Home Polyclinic actively benchmarks its qualifications and practices against leading institutions. This comparative analysis helps identify innovative methods and areas for enhancement.

Roles and Responsibilities

• Quality Assurance Team: Responsible for overseeing evaluation processes, data analysis, and implementing improvements across all programs.
• Faculty and Administrative Staff: Contribute by reviewing learning content, participating in self-evaluation, and acting on audit recommendations.

Policy Review and Compliance

This policy will be reviewed annually to ensure its alignment with KHDA regulations and evolving industry requirements. Any instances of non-compliance will be addressed promptly to safeguard the institution’s reputation and compliance standing.

Commitment to Excellence

Elite Body Home Polyclinic is dedicated to ongoing improvement in all its offerings. Feedback from all stakeholders is actively utilized to refine practices and ensure programs deliver exceptional value and outcomes.

Introduction

Elite Body Home Polyclinic is committed to upholding the highest standards in the issuance and management of certificates and transcripts for its training programs. This policy defines the procedures for certificate and transcript issuance, ensuring compliance with relevant regulatory standards and preserving the credibility of the certification process.

Policy Guidelines

Regulatory Attestation: All certificates issued will undergo attestation by appropriate regulatory authorities before being provided to learners. Transcript Issuance: Transcripts detailing learners’ performance and achievements will be issued periodically. Certificate Distribution: Certificates will be promptly distributed to learners who have completed requirements. Record Retention: Copies of all certificates issued will be maintained indefinitely for verification. Replacement Certificates: Replacement certificates can be issued for valid reasons such as loss or damage, subject to submission of required documentation.

Purpose & Scope

The purpose of this policy is to establish a safe and supportive learning environment. It outlines health and safety standards, risk assessment procedures, and protocols to prevent accidents and ensure compliance with health regulations. The policy applies to all students, staff, faculty, and any individuals involved in training or educational activities.

Health & Safety Standards

Safe learning environment, PPE requirements, emergency procedures, equipment and facility safety, student responsibilities, induction training and continuous safety education. Regular risk assessments and equipment inspections will be conducted and updated annually or as needed.

Purpose

This policy is designed to safeguard the integrity and credibility of Elite Body Home Polyclinic by ensuring that all decisions made by its staff, faculty, and administration are impartial and free from any conflicts of interest, whether actual or perceived.

Scope

This policy applies to all employees, faculty, contractors, and anyone else involved in decision-making processes at Elite Body Home Polyclinic.

Definitions

• Conflict of Interest: Any situation where an individual’s personal, financial, or other interests could influence, or appear to influence, their actions or decisions on behalf of the Polyclinic.
• Personal Interest: This encompasses financial benefits, relationships, business involvements, or any other factors that may compromise impartiality.

Policy

1. Disclosure of Conflicts

All individuals under this policy must disclose any potential or actual conflict of interest to their immediate supervisor or to the designated compliance officer promptly, as soon as they become aware of it.

2. Recusal from Decision-Making

If a conflict of interest is identified, the person involved must remove themselves from any related decision-making processes. This includes abstaining from discussions, voting, or exerting influence in any manner on the issue in question.

3. Review and Resolution

Disclosed conflicts will be reviewed by the ethics committee or a designated compliance officer. A course of action will be determined to either manage the conflict or to ensure it does not impact the Polyclinic’s operations.

4. Confidential Handling

All disclosures and discussions related to conflicts of interest will be handled confidentially, and only individuals with a legitimate reason to know will have access to such information.

5. Prohibited Activities

Engaging in activities that could lead to a conflict of interest without prior authorization is prohibited. This includes accepting gifts, favors, or any form of compensation from entities with which Elite Body Home Polyclinic has or may have a business relationship.

6. Consequences of Non-Compliance

Failure to disclose a conflict of interest or to comply with this policy may result in disciplinary measures, which may include termination of employment or contract.

7. Ongoing Monitoring and Policy Updates

Elite Body Home Polyclinic commits to regularly reviewing and updating this policy to ensure its continued effectiveness in preventing conflicts of interest.

Acknowledgment

All individuals covered under this policy must confirm in writing that they have read, understood, and agree to comply with the Conflict of Interest Policy.

This policy reflects Elite Body Home Polyclinic’s commitment to maintaining transparency, ethical standards, and accountability within its operations.

1. Introduction

Elite Body Home Polyclinic is committed to upholding equal opportunities in education and employment. This policy reflects our commitment to cultivating an inclusive environment where all individuals are treated with respect and fairness, regardless of their backgrounds or personal characteristics.

2. Objectives

The objectives of the equal opportunity policy are to:

• Promote equality and diversity within the clinic community.
• Prevent discrimination, harassment, and victimization.
• Ensure fair treatment in all areas of education and employment.
• Foster an inclusive culture where everyone feels valued and respected.

3. Scope

This policy applies to all students, faculty, staff, and applicants for admission or employment at Elite Body Home Polyclinic.

4. Principles

4.1. Non-Discrimination

Elite Body Home Polyclinic strictly prohibits discrimination based on race, color, religion, gender, national origin, age, disability, marital status, sexual orientation, gender identity, or any other characteristic protected by law.

4.2. Equal Access

All individuals are entitled to equal access to educational programs, activities, and employment opportunities.

4.3. Inclusion

The clinic is committed to creating an inclusive environment where diverse perspectives and experiences are respected and valued.

4.4. Reasonable Accommodations

Elite Body Home Polyclinic will provide reasonable accommodations for individuals with disabilities to ensure equal access to educational and employment opportunities.

5. Responsibilities

5.1. Management

• Ensure compliance with equal opportunity laws and regulations.
• Promote a culture of equality and diversity within the clinic.
• Address any policy violations promptly and impartially.

5.2. HR Department

• Implement and oversee equal opportunity practices in recruitment, hiring, training, and promotion.
• Provide diversity and inclusion training to staff and faculty.
• Maintain records of equal opportunity initiatives and outcomes.

5.3. Faculty and Staff

• Treat all students, colleagues, and applicants with fairness and respect.
• Support the clinic’s commitment to equality and diversity.
• Report any incidents of discrimination or harassment according to this policy’s guidelines.

5.4. Students

• Treat peers, faculty, and staff with respect and inclusivity.
• Contribute to a welcoming and inclusive learning environment.
• Report any instances of discrimination or harassment to the appropriate authorities.

6. Recruitment and Employment

6.1. Recruitment

• Job opportunities will be broadly advertised to attract a diverse candidate pool.
• Selection criteria will focus on merit, qualifications, and experience.

6.2. Employment Practices

• Hiring, promotion, and compensation practices will be conducted without discrimination.
• Reasonable accommodations will be made for employees with disabilities.

6.3. Professional Development

Equal opportunities for training and professional development will be available to all employees.

7. Education and Training

7.1. Inclusive Curriculum

The curriculum will incorporate diverse perspectives and promote understanding of varied cultures and backgrounds.

7.2. Training Programs

Regular training on diversity, inclusion, and non-discrimination will be provided to students, faculty, and staff.

8. Complaint Procedures

8.1. Reporting Discrimination

Individuals who feel they have experienced discrimination or harassment should report their concerns to the HR department or designated equal opportunity officer.

8.2. Investigation Process

• All reports of discrimination or harassment will be investigated promptly and thoroughly.
• Confidentiality will be maintained as much as possible, and retaliation against individuals who report discrimination or harassment is strictly prohibited.

8.3. Resolution

If discrimination or harassment is confirmed, appropriate corrective actions will be taken, potentially including disciplinary measures.

9. Monitoring and Evaluation

9.1. Data Collection

The clinic will collect and analyze data on equal opportunity practices to monitor progress and identify improvement areas.

9.2. Continuous Improvement

Feedback from students, faculty, and staff will be used to continually enhance equal opportunity practices and initiatives.

10. Policy Review

This policy will be reviewed annually to ensure its relevance, compliance with current laws, and alignment with best practices. Updates will be communicated to all clinic community members.

11. Conclusion

By adhering to this equal opportunity policy, Elite Body Home Polyclinic strives to foster a diverse, inclusive, and equitable environment for everyone. Upholding these principles is essential for creating a supportive and enriching educational and workplace experience.

Signature

Introduction

Elite Body Home Polyclinic is committed to providing high-quality educational programs and services. This policy outlines the conditions under which refunds and compensations are not provided, setting clear expectations for learners regarding their financial obligations.

Objectives

The objectives of the No Refund and Compensation Policy are to: Clearly define circumstances where refunds and compensations are not applicable; Ensure transparency and manage expectations regarding financial commitments; Provide guidelines for handling requests related to refunds and compensation.

Scope

This policy applies to all learners enrolled in courses at Elite Body Home Polyclinic.

No Refunds Policy

Non-Refundable Situations

Course Completion: Fees for courses that have been completed or are currently in progress are non-refundable. Voluntary Withdrawal: Learners who voluntarily withdraw from a course after the start date are not eligible for refunds. Missed Classes: No refunds will be issued for missed classes or sessions, regardless of the reason. Non-Attendance: Fees are non-refundable for learners who do not attend classes or fail to complete course requirements.

Non-Refundable Fees

Application Fees: Application and registration fees are non-refundable. Material Fees: Fees for course materials, equipment, and other resources are non-refundable. Late Fees: Any late payment fees or administrative charges are non-refundable.

No Compensation Policy

Service Interruptions: Compensation will not be provided for minor disruptions in services or access to facilities. Quality Disputes: Compensation is not available for perceived differences in course quality or instructional methods unless the course is cancelled by the clinic. Personal Circumstances: No compensation will be provided for personal circumstances that affect attendance or participation.

Exceptions

Course Cancellation by the Clinic: If a course is cancelled by Elite Body Home Polyclinic before it begins, learners will receive a full refund of course fees. Serious Issues: In cases of significant issues affecting course delivery, the clinic may offer alternative solutions, though compensation is not guaranteed.

Introduction

Elite Body Home Polyclinic is dedicated to delivering high-quality training through effective teaching, learning, and assessment practices. This policy establishes the framework to ensure consistent program delivery, comprehensive learner support, and adherence to the standards set by relevant awarding and certification organizations.

Information, Advice, and Guidance

Accessible Information: Clear and detailed information, advice, and guidance about the training programs and assessments are provided to both staff and learners. This is made available through comprehensive course guides and manuals.

Roles and Responsibilities

Defined Roles: The roles and responsibilities of all staff involved in training delivery and assessments are clearly defined and documented, ensuring all team members understand their duties.

Delivery Standards

Adherence to SOPs: Training programs are delivered according to Standard Operating Procedures (SOPs) established in alignment with the requirements of awarding and certification bodies.

Communication

Effective Channels: Communication between all staff involved in the delivery and assessment of training is facilitated through structured channels, including emails, meetings, and group communication platforms.

Delivery and Assessment Systems

Structured Systems: Effective systems are in place to ensure the successful delivery and assessment of training programs. This includes detailed delivery schedules, assessment frameworks, and internal verification (IV) procedures.

Malpractice and Maladministration

Prevention and Investigation: Comprehensive policies and protocols are implemented to prevent and address incidents of malpractice or maladministration, ensuring the integrity of the assessment process.

Teaching and Assessment Time

Time Allocation: Adequate teaching and assessment time is allocated to ensure effective delivery. Detailed schedules are created to facilitate organized learning and evaluation.

Learning Materials

Quality and Updates: Learning materials such as guides, digital tools, and practical resources are regularly updated to reflect current industry trends and best practices, ensuring relevance and high-quality instruction.

Learner Progress Review

Regular Feedback: Learner progress is reviewed at regular intervals through structured feedback sessions and skills development programs to support continuous improvement.

Assessment Tools and Guidance

Relevance and Support: Assessment tools are tailored to meet the specific requirements of each program. Learners receive clear guidance and support throughout the assessment process, with tools revised periodically to maintain effectiveness.

Inclusive and Diverse Learning Environment

Equal Opportunities: Resources and systems are designed to promote inclusivity and diversity, ensuring all learners have equal opportunities to succeed.

Assessment Monitoring and Evaluation

Action-Oriented Monitoring: Assessment outcomes are continuously monitored, and actionable plans are implemented to address identified gaps, ensuring quality and consistency in results.

Industry Involvement and Practical Learning

Enhancing Practical Skills: Procedures are in place to integrate industry involvement and work-based learning into training programs. This ensures learners gain practical, industry-relevant skills and experience.

Responsibilities

Leadership Team: Ensure policy implementation and compliance across all programs. Quality Assurance Team: Monitor and evaluate teaching, learning, and assessment practices for effectiveness. Administrative Team: Maintain effective communication and coordination among stakeholders.

Policy Review

This policy will undergo an annual review to ensure it aligns with institutional goals, industry standards, and regulatory requirements.