Our Policies

Conflict of Interest Policy

Conflict of Interest

1) General principles:

This policy applies to all Charlotte’s Forest School staff, trainers and assessors who are involved in the routine function, training and assessing activities of Charlotte’s Forest School.
All those involved with Charlotte’s Forest School delivery and assessment of ITC Firstqualifications have an obligation to act in a way that does not lead to any conflict of
Definition: A conflict of interest may occur when the personal or business interests of an individual conflicts with their professional duties and responsibilities. Such conflicts could result in damage to the integrity and reputation of the ITC Awards Charlotte’s Forest School deliver or compromise the validity of a learner assessment and the award.

2) This Policy:

Provides a mechanism to protect the course candidates and the integrity of ITC Awards byensuring that reasonable steps are taken to mitigate any potential or identified conflicts of
Identifies the main areas where a conflict of interest could occur in order to minimise andeliminate adverse effects
Complieswith regulatory bodies requirements and policies

3) Examples of Conflicts of Interest

The following list is not exhaustive but common examples:

Director indirect financial gain as a result of actions or involvement;
Director indirect benefits such as employment, gifts, hospitality;
Reciprocal arrangements, which compromise the ability to make reliable and professionaljudgements;
Connections to family relationships and/or close friendships with learners who are beingassessed,
Connections with family members and/or close friendships for training and external assessing ofcandidates,
Trainers with family or close friendship connections who internally verify each other’scourses/assessment decisions,
Assessmentjudgements on behalf of a learner who is their partner or close

4) Declaring a Conflict of Interest

4.1 Charlotte’s Forest School will take all reasonable steps to ensure a Conflict of Interest does not arise however if this is not possible the following steps will be taken:

Declarationsof actual or potential Conflicts of Interest must be made in writing or by telephone (followed up with written confirmation) to Charlotte’s Forest School as soon as they
Charlotte’sForest School will inform the awarding body of such conflict prior to any training activity being undertaken and seek
Charlotte’sForest School will log all Conflicts of Interest and make the log available to the awarding body and/or regulators as requested (Appendix 2).
Failureto Charlotte’s Forest School or the awarding body aware of actual or potential Conflicts of Interest may result in sanctions being
Charlotte’sForest School] Director will make an annual declaration regarding the status of Charlotte’s Forest School Conflict of Interests (Appendix 1).

4.2 This policy must be reviewed and confirmed by each member of Charlotte’s Forest School staff. A signed copy should be returned to Charlotte’s Forest School.

4) Declaring a Conflict of Interest

4.1 Charlotte’s Forest School will take all reasonable steps to ensure a Conflict of Interest does not arise however if this is not possible the following steps will be taken:

Declarationsof actual or potential Conflicts of Interest must be made in writing or by telephone (followed up with written confirmation) to Charlotte’s Forest School as soon as they
Charlotte’sForest School will inform the awarding body of such conflict prior to any training activity being undertaken and seek
Charlotte’sForest School will log all Conflicts of Interest and make the log available to the awarding body and/or regulators as requested (Appendix 2).
Failureto Charlotte’s Forest School or the awarding body aware of actual or potential Conflicts of Interest may result in sanctions being
Charlotte’sForest School] Director will make an annual declaration regarding the status of Charlotte’s Forest School Conflict of Interests (Appendix 1).

4.2 This policy must be reviewed and confirmed by each member of Charlotte’s Forest School staff. A signed copy should be returned to Charlotte’s Forest School.

5) Declaration:

5.1 I have read and understood the contents of the Charlotte’s Forest School Conflicts of Interest policy and agree to abide by this policy.

Charlotte’s Forest School Staff Name	Charlotte’s Forest School Role (Trainer/Assessor)	Date

Appendix 1: CONFLICT OF INTEREST ANNUAL DECLARATION

Record Retention Policy

1) Overview

Charlotte’s Forest School has completed and signed undertaking documents outlining agreed commitments in accordance with ITC First published procedures, enabling Charlotte’s Forest School to deliver approved ITC qualifications, use assessment and verification documents and allow access to data by ITC and the regulators upon request.
The aim of this policy is to ensure that Charlotte’s Forest School retains sufficient assessment and verification records to allow for the review of assessment over time. For short first aid and workplace compliance qualifications all assessment evidence is moderated and evaluated by ITC.

2) Candidate Registration

Charlotte’s Forest School collects data from its candidates in accordance with defined ITC First criteria and supplied documentation.
Candidate details collected:
1. Hard copy physical registration documents for each candidate are required to be sent to ITC First by Charlotte’s Forest School, and are kept for 5 years centrally by ITC.
2. Digital information is forwarded to ITC by Charlotte’s Forest School regarding qualifications enrolled upon and achieved. This is stored by ITC First according to the requirements of the Data Protection Act.
Candidate details obtained from registration documents are:
1. Prefix
2. First Name
3. Family (Surname) Name
4. Date of Birth
5. Gender
6. Ethnicity (Groups based upon 2001 census question)
7. Postal Address
8. Postcode
9. Email Address
10. Telephone
11. Mobile
12. Special Needs & Reasonable Adjustment Request
13. ULN consent
14. ULN
15. Undertaking Signature

3) Candidate Assessment

Charlotte’sForest School collects data from its candidates in accordance with defined ITC criteria identified on the qualification specification and other supplied
Charlotte’s Forest School shares all assessment evidence it has collected with ITC via Google Classroom, detailing:
1. What was assessed, when and by whom
2. The assessment methods
3. The assessment decision
4. Tutor and candidate original signatures (where relevant)
Internal Assessment VerificationCharlotte’s Forest School retains all internal verification records and activity evidence for its assessors and candidates. These are maintained according to agreed internal verification plan and made available to ITC and regulators upon request. This evidence is stored on the secure ITC Web Office database.
Charlotte’s Forest School Staff/EmployeesCharlotte’s Forest School also collects data from its staff and employees used for the processing of payroll, invoices, sending of course documentation etc. Charlotte’s Forest School will treat this data in accordance with data protection principles.

4) Summary

Charlotte’s Forest School collect and forward to ITC First, the registration, assessment, verification and evaluation evidence from candidates and qualifications.
Charlotte’s Forest School forward all physical evidence to ITC First who will archive for aminimum of 5 years in line with regulatory and internal
Charlotte’s Forest School will retain copies of qualification assessment decisions, courseregister and examination documents for a period of 5 years. These documents are available for inspection by the awarding body and/or regulator as
If candidatesrequest exemption or recognition of prior learning, credit transfer or a ULN then Charlotte’s Forest School will contact ITC who will either perform these functions with the candidate data or inform Charlotte’s Forest School how to do this
Charlotte’s Forest School has agreed to utilise Charlotte’s Forest School staff and employeedata as required ensuring it is stored securely and only retained for as long as it is

Candidate Appeals Policy & Procedure

Appeals to Charlotte’s Forest School

1.1) Appeals

Any individual or organisation that is affected by an assessment decision made by Charlotte’s Forest School and their assessors is eligible to take advantage of the appeals process.

1.2) Candidate appeals

Appeals may be made regarding areas of concern from candidates, including but not limited to:

Administration and assessment errors
Perceived discrimination
Request for reasonable adjustments or special considerations
Failure to take into account any special circumstances
Decisions relating to malpractice or misconduct

Candidates are strongly recommended to informally pursue any appeal, enquiry, or grievance by making a telephone or email enquiry to Charlotte’s Forest School before following formal systems, as many appeals can be resolved satisfactorily through these informal means.

There is a time limit for making appeals of 3 weeks from course completion. There is a time limit of a further 3 weeks for Charlotte’s Forest School to review this appeal. An appeal review fee is payable to Charlotte’s Forest School (refundable if the appeal is upheld).

Disagreement with an assessment judgement is not normally grounds for an appeal. Charlotte’s Forest School assessors follow strict criteria when making their assessment decisions in accordance with ITC assessment specifications.

Appeals generally fall into the following broad categories:

Administration error – perhaps a mistake in recording results.
Assessment error – perhaps using criteria other than those specified in the qualification.
Discrimination – the method of assessment was not fair and reasonable under the circumstances, or the assessor was biased or prejudiced.
Decisions regarding reasonable adjustments and special considerations

1.3) Specific point of contact

Ask for Charlotte Atkinson. Telephone 07879 653488

1.4) Summary of appeals process

The full appeals process is summarised below. It is anticipated that most queries will be resolved informally by Charlotte’s Forest School with a minimum of delay.

Clarification of the original decision
Informal dialogue to review the context and criteria of the decision.
If informal methods are unsuccessful then a formal appeals in writing can be initiated by the affected individual.
Charlotte’s Forest School to contact and discuss the assessment decision with the course assessor and review all available and relevant evidence.
Reference may be made to ITC First for guidance, if specialist expertise is required.
Appellant informed of decision and any subsequent actions by the Centre.
Where the decision is over turned the affected individual will be informed.
Where the decision remains unchanged or the affected individual is dissatisfied, the candidate may refer directly to ITC First using their Appeals Procedure that is available as a download from the website or by request to the ITC Office.

All candidates have the right to raise a complaint to the external regulators of the qualification they are enrolled upon, regarding their appeal. If candidates are not satisfied with how their appeal has been handled by ITC First then learners may refer to the appropriate external national regulator Ofqual, WG or SQA accreditation.

Ofqual – www.ofqual.gov.uk

SQA Accreditation – www.sqa.org.uk

Qualifications Wales – www.qualificationswales.org/english/

Note: Regulators will scrutinise Charlotte’s Forest School and ITC First against their published procedures. The regulators cannot overturn assessment decisions or academic judgments.

1.5) Monitoring, reporting and evaluating appeals decisions

Candidates appeal enquiries will be dealt with according to the timescales contained in Charlotte’s Forest School Customer Charter. Should the result of an appeal call into question the accuracy of other Charlotte’s Forest School results then each questionable result will be investigated by the Centre Director. Appropriate and proportionate action will then be taken which may include:

An increased level of scrutiny in the relevant area.
Reporting to our Awarding Organisation/Body

1.6) Personal interest

All appeals decisions made by Charlotte’s Forest School will follow these published procedures and will be taken by individuals who have no personal interest in the decision(s) being appealed.

1.7) Appeals against Charlotte’s Forest School decisions

These maybe referred to ITC First only after the full Centre appeals process has been followed.

Contact:

ITC First Awards Manager

0345 370 7610

www.itcfirst.org.uk

Risk Assessment Policy

Charlotte’s Forest School Risk Assessment Policy

1) Introduction

This policy contains a check list for Charlotte’s Forest School staff to utilise. The templates have been developed for courses commonly delivered by this Centre.
Eachvenue and course has its own hazards and must be risk assessed by staff on the
Charlotte’s Forest School will require supporting rationale if a decision is made not to delivertraining to customers on health and safety
This document is designed to summarise issues for the Charlotte’s Forest School trainer visitingnew educational premises for perhaps the first time for the delivery of Forest School Leader