Student Policies

The Appeals process is to ensure that if you are not satisfied with the outcome of an assessment decision you have the right to appeal against the decision that has been made. You will be assessed by criteria published via the awarding organisation Focus Awards, you can find this criteria on their website. http://www.focusawards.co.uk.

All Assessors will be qualified in the required assessment area.

Should you feel it necessary to appeal against any decision that has been made then you should follow the appeals procedure as detailed: Appeals Procedure

Stage 1

All appeals should be initially directed to the assessor and should be made within one week of the initial assessment. The assessor will then respond to the appeal within 10 working days.

Stage 2

If you do not agree with the outcome detailed in stage 1, then you send details of your appeal to etutor@origym.co.uk where it will be reviewed by a senior member of the tutoring team who will again take a look at your appeal and the decision of the assessor before returning to you within 10 working days of acknowledgement of your email.

Stage 3

Should you still be dissatisfied with the response of a senior member of the team, then upon receipt of the decision from stage 2, you should further submit your appeal to the Head of the Tutoring Department. They will then review all the information in respect of your appeal and return to you within 10 working days.

If following the review by the original assessor, a senior member of the tutoring team and the head of the department you feel the appeal still has not been dealt with then you can request that the matter be looked into by OriGym’s internal Quality Assurance team.

You should send all information over to the team to allow them to investigate and return to you within 10 working days.

The result of the appeal will be made known in writing to the parties concerned, together with any correspondence with the awarding body. A written record of the appeal will be kept and made available to Focus Awards at their request.

Method Of Booking

It is strongly recommended that you book as early as possible to guarantee you a place at your preferred location. You may only book workshops and/or assessments via the online learning platform. NO BOOKINGS are taken over the telephone or email and any attempts to book this way will not be accepted. If you wish to discuss anything prior to booking an assessment/workshop after such discussion, you will need to log on to your learning platform and book the required date and location.

OriGym accepts no responsibility for bookings that are booked in any way other than via the learning platform.

Online Learning Platform: learning.origym.co.uk.

NB: We are unable to take telephone or email bookings. Bookings of this kind will not be accepted.

Confirmation Of Bookings

All bookings made via the learning platform will be confirmed via email within 24 hours and will also appear in the ‘My Bookings’ section on the learning platform.

It is your responsibility to check the accuracy of the booking made. Should you spot any inaccuracy, you should contact OriGym as soon as possible (no more than 10 working days from the date of the confirmation email) to have the error/omission dealt with.

You will receive final booking confirmations 7 days AND 3 days before the relevant booking. You will receive details of the booking such as the time, date and venue on the ‘My Bookings’ section of the bookings platform.

If your desired workshop/assessment slot is fully-booked, then you can join a waiting list for that slot. If any other students cancel, then the student next in-line on the waiting list will be automatically promoted and notified by email. 

It is your responsibility to cancel your booking in advance if you can no longer make it. You can cancel up to 7 days in advance through the learning platform. Within 7 days please email support@origym.co.uk. If you fail to show up at a booking, you may receive an absence fee.

As the student, it is your responsibility before making a booking to ensure that:

• You are currently a student on the course that you are making the booking for.
• You are up to date with your payments. Results will not be issued to any students with a debt owing on their account.
• Bookings will not be confirmed whilst your payments are in arrears.
• You have completed all prerequisites of the course prior to booking an assessment.
• You have made bookings for the correct workshop or assessment and that it is the right course and the right location.
• By making a booking on your online platform you are accepting the booking terms and conditions.
• If a medical issue has the potential to affect your performance then it is your responsibility to inform us PRIOR to booking the assessment so that an informed decision can be made to ensure we have the most appropriate action plan.

OriGym Centre of Excellence is committed to ensuring that standards of registration and certification are consistent, transparent and in line with the requirements of the awarding organisation/s.

Certification Timeline

All certification claims are made within 10 working days of the above standards being met. Should you require a “status of completion” for a pending employment offer or college course placement etc please don’t hesitate to contact us through support@origym.co.uk.

If your course is paid in full, we’ll request your digital certificate from the awarding body once you’ve completed all requirements. This process normally takes 3–4 weeks.

NB: Certificates are only released once all courses in your chosen package have been paid in full.

How Should I Complain?

Stage 1

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

Stage 2

If they cannot help or you wish to speak to someone else please contact:

Student Services
T: 0800 002 9599
E: support@origym.co.uk

By either phone or email who will record your complaint with a receipt within 5 working days and respond to your complaint within 20 working days.

Where it is not possible to offer a solution you will be notified with a proposed time-scaled action plan.

Stage 3

If stage 2 is not possible, or if you are not satisfied with the help provided by this member of staff, then you can send an email to: support@origym.co.uk. If you are still not happy with the outcome, your complaint will then be taken to the next senior level manager, and following that to the head of department.

Internal Quality Assurance
OriGym Centre of Excellence
Exchange Court
1 Dale Street
Liverpool
L2 2PP

What Happens If My Complaint Is Upheld?

If any part of your complaint is upheld we will of course respond to the complainant accordingly and give due consideration to how we can improve our service and arrangements.

For example, by reviewing our procedures to assess the impact on our arrangements and assessment process (if relevant) or arranging for staff training. In extreme circumstances, internal disciplinary procedures may be exercised where the performance or behaviour of our staff is deemed inappropriate.

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

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

For specific information related to appeals, please see Appeals Procedure.

As a student of OriGym Centre of Excellence, it is your responsibility to ensure you comply with our request to meet the criteria set by the awarding organisation Focus Awards, one of which is to ensure the identity of all students.

Upon enrolment onto the course, you will have provided identification of your identity, name and address which is stored in your personal electronic file.

ALL STUDENTS MUST BRING PHOTOGRAPHIC IDENTIFICATION TO AN ASSESSMENT/ WORKSHOP. FAILURE TO DO SO WILL RESULT IN THE TUTOR REFUSING THE STUDENT TO COMPLETE THE ASSESSMENT/ WORKSHOP.

This policy has been created to ensure students are fully aware of OriGym’s processes and terms relating to course cancellations, and potential fees that may be incurred for failing to adhere to them.

Please note, this policy does not supersede our terms and conditions contained within your legally governed contract.

This policy is for guidance purposes only and OriGym reserves the right to make amendments to this policy at any time.

Course Cancellations

If you have enrolled onto a course with OriGym and wish to cancel your course, you can do so within the first 14 days only in line with distance selling law in the United Kingdom, providing you have not expressly chosen to waive your 14-day cooling-off period.

You will be entitled to a full refund on all monies paid and you can do this by emailing support@origym.co.uk. We will only accept course cancellations that have been sent in writing to this email address. Please review your terms and conditions from your enrolment for further details pertaining to cooling-off period.

For online and part-time courses outside of the cooling-off period, you have the right to cancel. This is contingent on you completing less than 2% of a course and being within 48 hours of the course start date. If you have completed more than 2% of a course or more than 48 hours have elapsed since the start date, then no refund will be given.

After 14 days you will be unable to cancel your course and will be fully liable for all fees incurred. Cancellations past this point in time are solely at the discretion of OriGym and their senior management.

The safety of our staff and students is our primary concern, and it will remain our priority in any decisions that need to be taken.

A decision concerning closure or cancellation will be made in conjunction with various agencies including those that manage the external training centres that OriGym are partnered with.

OriGym will inform all those booked onto any of the workshops, assessment or full-time courses as much in advance as possible by email and telephone (it is important that your contact details are kept up to date).

It should be noted that whilst we endeavour to do this with as much notice as possible, we ask that you are considerate that on occasion notification may come with less than preferable notice to the parties.

Refunds will not be offered of any kind where an emergency situation arises.

ALL STUDENTS MUST RE-BOOK THROUGH THE ONLINE PORTAL.

OriGym does not tolerate discrimination; we will always investigate allegations of discrimination and take appropriate action. We promote a working environment in which diversity is recognised, valued and encouraged. We acknowledge the multi-cultural and diverse nature of the UK workforce and society in general, and uphold the principles of fairness and mutual respect.

These principles are embedded into OriGym Centre of Excellence processes in selection, recruitment, programme delivery, assessment and quality management/assurance. We recognise that discrimination in the workplace or in the provision of training in any form is unacceptable and in most cases, unlawful.

Diversity

The concept of diversity encompasses acceptance and respect. It means understanding that each individual is unique, and recognising our individual differences.

Victimisation

Victimisation is a term used in discrimination law to describe an action by an employer against an employee, in retaliation for involvement in bringing, or supporting, a complaint of discrimination.

Direct Discrimination

Direct Discrimination occurs when someone is treated less favourably than another person because of a protected characteristic they have or are thought to have, or because they associate with someone who has a protected characteristic.

Indirect Discrimination

Indirect discrimination is when there’s a practice, policy or rule which applies to everyone in the same way, but it has a worse effect on some people than others. No learner, or anyone our organisation deals with, receives less favourable treatment because of their protected characteristics.

The protected characteristics are:

• Age
• Disability
• Gender Reassignment
• Marriage and Civil Partnership
• Pregnancy and Maternity
• Race (including colour, nationality, ethnic or national origin)
• Religion or Belief
• Sex and Sexual Orientation.

Notice of Non-Discrimination

OriGym Centre of Excellence does not discriminate in its educational programmes, services or activities based on race, colour, creed, sex, national origin, age, disability, genetic information, or sexual orientation.

Our equality and diversity commitment will be demonstrated through:

• Raising awareness of equality and diversity.
• Ensuring that no staff member or student is discriminated against or receives less favourable treatment because of a protected characteristic.
• Acknowledging any issues that could be defined as discrimination, victimisation or harassment with an appropriately sensitive and prompt investigation.
• Complying with Focus Awards policy in making suitable, reasonable adjustments which can apply to all of the listed protected characteristics.
• Ensuring that all our procedures support the above principles.

Our equality and diversity objectives:

• To further underpin these principles we resolve:
• To structure our internal audit programme (specified by our Integrated Management System manual) so that questions of equality and diversity are monitored and fully dealt with.
• To make it widely and persistently known within the organisation that all reports of discrimination or victimisation will be thoroughly investigated and action taken against anyone found to be a guilty party.
• To make known and understood the clear responsibility of every member of staff to behave equitably with no exceptions and no excuses, such as the claim that no harm was intended or a remark was only in jest.
• To ensure that everyone involved in our organisation is aware of the procedure for complaints concerning discrimination or victimisation.

Equality And Diversity Performance

Our objectives will be delivered in the context of a programme of equality and diversity targets, which will be established and monitored by our senior managers.

Who is this policy statement for?

Copies of this policy statement will be made freely available to all those with an interest in the company. This statement will be promoted to employees, customers and representatives of the local communities in which we operate.

No learner, or anyone our organisation deals with, receives less favourable treatment because of their protected characteristics. In adhering to this stance OriGym Centre of Excellence ensures equality of treatment for all.

Students with Disabilities

If you have a disability that may affect your studies, please first of all note this on your enrolment form.

Secondly, contact the OriGym Student Services – support@origym.co.uk as soon as is possible.

The information supplied by you will be communicated to those key members of staff who require it to ensure the effective delivery and assessment of your course.

OriGym will make reasonable adjustments to accommodate your needs and to provide appropriate support for you to complete your study successfully.

Where necessary, you will be asked for evidence to help identify appropriate adjustments.

Assessment Arrangements

For Students with a disability, arrangements are made for students who have a disability/ learning difficulty for which valid supporting evidence can be made available.

Contact the OriGym Student Services for advice and information via support@origym.co.uk as soon as possible.

Your Responsibilities

Each and every one of us is a stakeholder in the success of this policy. We expect you to make a positive contribution towards maintaining an environment of equal opportunity throughout the organisation. Please make sure you observe this policy at all times.

In particular, you have an individual responsibility to adopt the following:

• Do not take unlawful discriminatory actions or decisions contrary to the spirit of this policy.
• Do not discriminate against, harass, abuse, or intimidate anyone on account of their protected characteristics.
• Do not place pressure on any other learners to act in a discriminatory manner.
• Resist pressure to discriminate placed on you by others and report such approaches to an appropriate member of staff.
• Co-operate when we investigate, including providing evidence of conduct which may amount to discrimination.
• Co-operate with any measures introduced to develop or monitor equal opportunity.

Student Contact Information

If any of your contact information, including email, phone, or address, changes whilst you are studying with us, please notify the Student Services so your official record can be updated.

Current information is essential to our ability to keep you up to date regarding class and programme updates and changes as well as for correct certification.

If You Encounter Discrimination

If you feel subject to discrimination of any kind as identified within this policy, make clear to the individual concerned that you find it unacceptable. Person-to-person discussion at an early stage may be enough to resolve your concern without involving anyone else.

Alternatively, please email us at etutor@origym.co.uk including details of the incident and a senior member of the team will review the same and be in contact with you within 3 working days.

If discrimination continues, or you consider an instance to be particularly serious, you should consider who to highlight the issue with. For the majority of cases this will likely be the tutor or assessor. However, we appreciate that this staff member may be implicated in your concern and therefore, when this happens they should approach the tutor/assessor’s line manager or the designated internal verifier.

The staff member approached will carry out a suitable documented investigation or, where more appropriate, will refer the issue to an appropriate individual responsible for this area within the company, our Lead Quality Assurer.

The result of the investigation into alleged discrimination will be communicated to you with information, including the action taken and outcome highlighted if applicable or appropriate.

If you feel dissatisfied about the outcome of the investigation and you want to appeal then request your case to be escalated to the Managing Director, within five working days of receiving the outcome, who will carry out and appoint a senior staff member to review these concerns.

Discrimination is not just treating one person less favourably than another. It can take place because:

• Someone associates a person with a protected characteristic.
• That someone is believed to possess a protected characteristic – even though they do not.

We expect you to treat, and be treated by, other learners and the people our organisation deals with considerately and with respect.

Grading policy has been addressed in this student handbook and outlined grading for assessments will either use numerical grading with a minimum pass percentage (%) or a pass / refer grade.

In all courses, the specific grade required will be listed on the course unit structure and the assessment itself. Those failing an assessment can re-sit it at the next available opportunity.

Grading Methods:

Assignment Quizzes:
Immediate automated response.

Assignment Questions:
Deferred marking and feedback. A 10 working day turnaround policy is established for all courses.

Case Studies:
Deferred marking and feedback. A 10 working day turnaround policy is established for all courses.

Online Multiple Choice Exams:
Immediate automated response.

Invigilated Multiple Choice Exams:
Invigilator report and result within 24 hours.

Face-to-Face Assessment:
Assessor will confirm at the time of the assessment the result, with confirmation being uploaded to the learning platform within 5 working days.

The Centre is responsible for the administration and delivery of both internal and external assessments and examinations. Both assessment types must be conducted in line with the principles outlined in the tutor guidance manual.

Assessments

Assessments will be internally verified or moderated according to the Centre’s Internal Quality Assurance Procedure. Oral feedback must be given to learners as soon as possible after a practical assessment. In the case of written or other product work submitted, the feedback must be given within 10 working days of the official submission date. Feedback should be as helpful as possible to the learner, i.e. confirming what has gone well and giving clear guidance on what the learner needs to do to improve on their performance. Learners are permitted continual re-assessment; however, these must be re-booked for a separate occasion and comply with the booking procedure.

Arrangements for Learners with Special Assessment Requirements

Assessment must be available to all those who have the potential to achieve the standards required for a particular qualification. However, some learners may need access to alternative means of providing evidence and/or additional support. Care must be taken that any proposed assessment methods are of equal quality and rigour to those for mainstream learners and demonstrate that the learner has achieved the standard.

Learners may be identified as having a particular assessment requirement in relation to, for example, learning difficulties, a visual or hearing impairment, a mental illness, or English as an additional language. This means that they will need appropriate support in their development to help them meet the required standards such as:

• Help with communication and number skills.
• Adapted equipment and physical environment.
• Special information technology.
• Confidence-building.

Awarding body guidance in relation to special assessment requirements must be strictly adhered to. For external examinations OriGym’s Quality Assurance Team must be notified in order to ensure that appropriate arrangements are approved by the relevant awarding body.

For internally assessed work, which is subject to external verification/moderation, queries should be directed to the Director of Learner Services or the Quality Manager.

Assessment Appeals

All learners must be informed of the Centre’s Appeals Procedure at the start of their course. The Appeals Procedure is the only recourse open to a learner who disagrees with the outcome of an assessment. However, the right of appeal against a decision involving academic judgement is limited. Academic appeals will only be considered on matters of procedure, competency and/or prejudice.

A learner may be able to appeal the result of an external examination depending on the regulations of individual awarding bodies. Where an appeal is allowed, it may be originated either by the student or the Centre, again depending on the awarding body. Learners should seek advice from the Centre’s Quality Team, who, if appropriate will appeal on their behalf.

OriGym is committed to all learners receiving an enhanced learning experience where they achieve their goals and aspirations. Therefore, we value the learner induction process, which highlights what a learner can expect from OriGym whilst they are studying with us.

Learners can expect OriGym to facilitate the following:

Information provided prior to enrolment

• All OriGym courses and services.
• Equivalent exemptions and RPL arrangements that may apply.
• Entry requirements and final qualifications obtained.
• Possible outcomes of learners completing Focus Awards certifications.
• List of available facilities to learn in.
• Fees and any other charges associated with your course.
• The facilities and support available for learners with a disability.

Induction on enrolment/first day of learning

Learners can expect OriGym to:

• Outline the learner and centre’s expectations (code of conduct/learning agreement or service level agreement).
• Provide a copy of and a level of understanding for vital centre policies and procedures such as the appeals, equality and diversity and complaints. These can be found in the Student Handbook.
• Confirm the unique identity of learners through the collection of photo identification.
• Provide accurate information about the teaching and learning timetable where appropriate.
• Assessment arrangements for the course of study.
• Provide information on how learner achievements and progress are recorded and communicated.
• Issuing an introduction to course resources.
• Provide information on reasonable adjustments and special considerations in line with Awarding Body policies.
• Provide a schedule of assignments for each unit at the beginning of the course.
• Provide information on how to discuss their course with an OriGym tutor.
• Health and safety, including all venue arrangements and considerations.
• Provide details of how OriGym will mark the assignment/assessment and the type of feedback learners will receive.
• Give learners information about what is expected for each unit, the marking criteria, and what formal supervision there will be.
• Additional fees and when they might apply.
• Establish learning styles of learners and cater for where appropriate.
• Offer administration and support services.

OriGym provides high-quality academic support and learning resources to learners. However, success in learning depends critically on the efforts made by learners as outlined in the learner terms and conditions.

What OriGym expects from you at induction:

• Provide correct, truthful and honest information to the best of your knowledge.
• Participate fully in the process.
• Inform OriGym if you change your personal details.

Learner information

Details of learners’ personal details, registrations, assessment results and qualification or unit achievements are retained by OriGym for a minimum of 1 year and Focus Awards for a minimum of 6 years unless authorised by a learner, this information will not be shared with other parties other than OriGym and Focus Awards.

Learners wishing to access personal details in relation to Focus Awards qualifications will be subject to an identity check before any information is disclosed.

In accordance with Condition D4.2 of the Ofqual Conditions of Recognition Focus Awards is not obliged to disclose information, if to do so would breach a duty of confidentiality or any other legal duty.

Plagiarism means claiming work to be one’s own when it has been copied from another person or another source. You should submit work written by you using your own words. If you use an information source, you should ensure that it is correctly referenced and we expect full Harvard referencing to be used.

Procedure

If, after submission of work, it is found that you have copied from elsewhere, it will not be accepted and you will be requested to submit an additional piece of work for assessment in order to continue with the course. Continuous disregard to plagiarism may result in you losing access to the course.

Academic Integrity

You are expected to be honest in all academic pursuits. Conduct such as cheating, lying, helping others to cheat, and using someone else’s words as your own (plagiarism) are examples of academic dishonesty. This includes the use of AI software and chatbots (such as ChatGPT) to generate your work.

Tutors and Assessors are required to report all episodes of academic misconduct, unintentional as well as deliberate, to OriGym’s Senior Tutoring team for review. An offence of academic dishonesty will be evaluated as to its seriousness and could ultimately result in the most severe consequence of dismissal from the course.

OriGym is committed to ensuring that your student experience with us is delivered using quality teaching methods and products.

It is this commitment to quality of not just the learning experience but ensuring that as a qualified personal trainer/ gym instructor, you are armed with the most up to date research, information and skills.

As an OriGym student, you can rest assured that our internal quality assurance system is in place to check on the consistency of quality within our marking and assessments. But also with our products, services and resources.

The Internal Quality Assessment process sees a sample of all students’ marking assessed every 5 days. This ensures consistency in fairness, quality of marking and provides continuous development to our tutors and assessors.

The process of Internal quality assurance is further developed by our external verification via the awarding body.

OriGym Centre of Excellence is committed to ensuring that all learners are afforded equitable access to educational opportunities and assessments. This policy delineates the procedures for the implementation of Reasonable Adjustments and Special Considerations, thereby guaranteeing that no learner is disadvantaged on the grounds of disability, learning difficulty, ongoing medical condition, or extenuating circumstances beyond their control. All processes detailed within this policy are aligned with the requirements, procedures, and guidance issued by Focus Awards. Internal practices are systematically maintained to remain congruent with the standards published by the awarding organisation.

1. Scope

This policy applies to:

• All learners enrolled on courses with OriGym Centre of Excellence
• All staff members involved in teaching, assessment, verification, or learner support
• All forms of assessment, both internal and external, including theoretical examinations, practical assessments, coursework, and portfolio submissions
• All qualifications delivered under the approval of Focus Awards

2. Policy Statement

OriGym Centre of Excellence upholds the following principles:

• Ensuring all learners are treated with fairness, consistency, and in accordance with ethical standards
• Maintaining assessment decisions that meet the prescribed standards
• Implementing Reasonable Adjustments without compromising the validity, reliability, or integrity of any qualification
• Adhering strictly to all Focus Awards policies pertaining to Reasonable Adjustments and Special Considerations
• Complying with all relevant legislation, including the Equality Act 2010

3. Definitions

3.1 Reasonable Adjustments

Reasonable Adjustments are defined as modifications made in advance to assessment conditions. These modifications are intended to mitigate the impact of a disability or difficulty that may place a learner at a disadvantage, without altering assessment outcomes or diminishing required standards of competence.

Illustrative examples include:

• Provision of additional time (typically 25%)
• Use of a reader or scribe
• Employment of assistive technologies, such as screen readers
• Availability of adapted papers (e.g., large print or coloured paper)
• Permitting rest breaks during assessments
• Ensuring accessibility of assessment venues
• Adaptation of practical assessments as necessary

3.2 Special Considerations

Special Considerations refer to adjustments made post-assessment to address situations wherein a learner’s performance has been adversely affected by illness, bereavement, trauma, or other significant events beyond their control.

Examples include:

• Illness on the day of assessment
• Bereavement of a close relative or associate
• Personal crises
• Medical emergencies

4. Responsibilities

Learners:

• Notify the centre of any disability, difficulty, or relevant circumstances at the earliest opportunity
• Provide suitable supporting documentation as evidence of their circumstances
• Collaborate fully with assessment staff to facilitate appropriate support

Centre Staff:

• Preserve the confidentiality of learner information
• Support learners throughout the application and assessment processes
• Ensure compliance with Focus Awards procedures
• Submit applications for adjustments or considerations as required
• Maintain accurate and secure records of all actions undertaken

Assessors & Internal Quality Assurers:

• Ensure that all adjustments conform to Focus Awards requirements
• Verify that no adjustment compromises the integrity of assessments
• Report any concerns regarding processes or implementation promptly

5. Application Process

5.1 Reasonable Adjustments

OriGym Centre of Excellence administers Reasonable Adjustments in accordance with Focus Awards procedures. While certain adjustments may be authorised internally, others necessitate formal approval by Focus Awards.

The process is as follows:

1. The learner discloses their need for adjustment
2. Supporting evidence is provided by the learner
3. Centre staff review the submitted documentation
4. The appropriate adjustment is duly approved and formally documented
5. The adjustment is implemented
6. All actions and decisions are recorded to ensure accountability and compliance

5.2 Special Considerations

Special Considerations are administered in strict accordance with Focus Awards procedures, including adherence to deadlines and submission of supporting evidence.

The process is as follows:

1. The learner informs the centre of their circumstances within five working days of the assessment
2. Relevant supporting evidence is submitted
3. The centre reviews the submitted evidence and circumstances
4. Submissions to Focus Awards are made where necessary
5. The outcome is communicated to the learner within ten working days

6. Evidence Requirements

Acceptable forms of evidence supporting Reasonable Adjustments or Special Considerations include, but are not limited to:

• Medical reports
• Psychologist assessments
• Letters from General Practitioners
• Documentation from social services
• Education, Health and Care Plans (EHCP) or Special Educational Needs (SEN) statements

Evidence must explicitly state the learner’s condition or circumstance, expected duration, and the impact on assessment performance.

7. Restrictions & Limitations

Adjustments and considerations are subject to the following constraints:

• They must not undermine the reliability or validity of the assessment
• They cannot alter the required competence standards of the qualification
• They must not confer any unfair advantage upon the learner
• They must not involve any prompting or assistance not allowed under Focus Awards guidelines

8. Confidentiality

All information pertaining to Reasonable Adjustments and Special Considerations is stored securely and managed in full compliance with the Data Protection Act 2018 and UK GDPR, thereby ensuring the privacy and confidentiality of all learner data.

9. Appeals

Learners wishing to appeal a decision regarding Reasonable Adjustments or Special Considerations must follow OriGym Centre of Excellence Complaints & Appeals Policy. Where relevant, learners may also appeal via the Focus Awards Appeals Policy.

10. Review of Policy

This policy is reviewed annually, or earlier if any of the following circumstances arise:

• Updates to Focus Awards policy on Reasonable Adjustments or Special Considerations
• Relevant legislative amendments
• Quality assurance activities identify the necessity for revision

1. Definition 

A method of assessment (leading to the award of credit) that considers whether a learner can demonstrate that they meet the assessment requirements for a unit through knowledge, understanding or skills they already possess and do not need to develop through a course of learning.

2. Introduction 

OriGym seeks to enable learners to avoid the duplication of learning and assessment. There are two ways in which this will be achieved. 

The opportunity to transfer credits, i.e. to recognise previously accredited achievement from within or outside the Qualification and Credit Framework (QCF) to count towards other qualifications. For individuals with learning or achievements that have not been certificated/accredited it may be possible to assess and validate these through an RPL process. These achievements may then count towards a qualification. 

3. Policy 

OriGym policy is that each learner must produce valid and reliable evidence of learning to support any claims based on experience. A learner may claim RPL against a whole unit or several units. It is not possible to award part units, but where the RPL evidence does not fully meet the needs of a complete unit, the missing information may be provided via the same assessment processes as other learners. 

OriGym will have, prior to sampling or claiming for certification, sought approval and agreement by Focus Awards for the RPL claim. Evidence of the RPL will be uploaded to Qualitas as part of the sampling or claim process. 

In order to achieve recognition of achievement, there are two options open to the learner: 

• Undertake the same assessments that lead to the relevant unit or qualification. These assessments may be undertaken without further learning. 
• Submit a portfolio of evidence based on previous learning, skills and/or competence cross-referenced to the learning outcomes and assessment criteria of the unit or units for which RPL is being sought. 

Learners wishing to claim this method of accreditation must agree to the procedure with either the Head of Education or the Lead Internal Quality Assurer. 

The learner must play an active role in the process and must produce evidence and map it to the learning outcomes and assessment criteria of all units they wish to claim. The individual wishing to make the claim may also require the support of their employer or others in order to be able to confirm achievement of assessment criteria for which there is no tangible evidence, e.g. practical tasks. 

Principles of RPL 

Principle 1: 

RPL is a valid method of enabling individuals to claim credit for units, irrespective of how their learning took place. There is no difference between the achievement of the learning outcomes and assessment criteria of a unit through prior learning or through a formal programme of study. 

Principle 2: 

RPL policies, processes, procedures, practices and decisions should be transparent, rigorous, reliable, fair and accessible to individuals and stakeholders to ensure that users can be confident of the decisions and outcomes of RPL. 

Principle 3: 

RPL is learner-centred, voluntary process. The individual should be offered advice on the nature and range of evidence considered appropriate to support a claim for credit through RPL, and be given guidance and support to make a claim. 

Principle 4 

The process of assessment for RPL is subject to the same quality assurance and monitoring standards as any other form of assessment. The award of credit through RPL will not be distinguished from any other credits awarded. 

Principle 5 

Assessment methods of RPL must be of equal rigour to the assessment methods, be fit for purpose and relate to the evidence of learning. Credit may be claimed for any unit through RPL unless the assessment requirements of the unit do not allow this, based on a rationale consistent with the aims and regulations of the framework. 

RPL is also of value to learners transferring across various learning programmes that have relevant learning but do not have relevant credits or certificates. This may include learners transferring from NQF to QCF specifications. OriGym advocates the five-stage procedure for RPL as set above. The result of the assessment will be logged on the learner’s Records, and all records of RPL claims for credit will be kept for three years by the Centre.

Students who require a replacement certificate, where OriGym is not at fault, will be required to pay a fee of £50.

Please note that the £50 is to cover Awarding Organisation fees and OriGym administrative costs.

Assignment questions and case studies submitted for re-submission will enter the marking pool at the same point as first submissions.

Please allow 10 working days for grading and feedback. No exceptions will be made on this marking policy.

Safeguarding and PREVENT Policy in Accordance with CIMSPA Standards

1. Policy Statement

OriGym Centre of Excellence is dedicated to providing a safe, supportive, and inclusive learning environment for all. We fully uphold the expectations set by CIMSPA and strictly adhere to key safeguarding legislation, including Working Together to Safeguard Children (2018), Keeping Children Safe in Education (KCSIE), the Care Act 2014, and the Prevent Duty (2015).

2. Scope

This policy is applicable to all individuals engaged with OriGym, including learners, staff, tutors, assessors, contractors, and visitors. It covers all OriGym learning environments, whether online, in-person, or during placements.

3. Definitions

• Safeguarding: The act of protecting individuals’ well-being and preventing harm, abuse, or neglect.
• Adults at Risk: Persons aged 18 or over who may be unable to protect themselves from harm or exploitation.
• PREVENT: A government strategy aimed at safeguarding individuals from radicalisation or extremist influence.

4. Roles and Responsibilities

• Designated Safeguarding Lead (DSL): The DSL is responsible for leading safeguarding within the organisation, managing referrals, maintaining records, and delivering safeguarding training.
• Deputy DSL: Assists and supports the DSL in all safeguarding matters.
• Staff: All staff members are required to report any safeguarding concerns immediately, complete mandatory training, and maintain professional boundaries at all times.

5. Safeguarding Principles

OriGym adheres to the principles of learner-centred support, proportionality, transparency, partnership working, and early intervention to ensure effective safeguarding for all.

6. Types of Abuse

The organisation recognises and seeks to prevent various forms of abuse, including physical abuse, emotional abuse, neglect, sexual abuse, exploitation, cyberbullying, financial abuse, discriminatory abuse, domestic abuse, grooming, self-harm, and radicalisation.

7. Responding to Concerns

If there is an immediate danger to an individual, staff should call 999 without delay. All safeguarding concerns must be reported to the DSL within two hours. When reporting, only factual information should be recorded. The DSL will assess the situation and determine the appropriate course of action.

8. PREVENT Duty

OriGym is committed to promoting British Values and identifying early indicators of vulnerability to radicalisation. Staff are trained to recognise concerns and report them to the DSL, who may escalate the matter to the Local PREVENT team or Channel Panel as appropriate.

9. E-Safety

OriGym ensures that digital learning environments are safe and secure. Platforms are monitored, and any online risks, including cyberbullying, are addressed promptly to protect learners and staff.

10. Safe Recruitment

All recruitment processes at OriGym include comprehensive safeguarding measures, such as Disclosure and Barring Service (DBS) checks, identity verification, qualification checks, reference checks, and induction training. These steps align with CIMSPA expectations to ensure only suitable individuals are engaged by the organisation.

11. Training Requirements

All staff members are required to complete annual CPD training in Safeguarding and PREVENT. The DSL and Deputy DSL must undertake enhanced safeguarding training to fulfil their responsibilities effectively.

12. Confidentiality

Information related to safeguarding is shared strictly on a need-to-know basis. OriGym upholds GDPR requirements, except in situations where immediate risk to an individual overrides confidentiality considerations.

13. Whistleblowing

Both staff and learners are encouraged to report unsafe practices or concerns without fear of retaliation. The organisation is committed to ensuring that whistleblowers are protected.

14. Policy Review

This policy is reviewed annually or sooner if there are changes in relevant legislation to ensure ongoing compliance and effectiveness.

15. Contact Details

• Designated Safeguarding Lead (DSL) and Deputy
• Local Authority Safeguarding Team: 
  • Children’s social care team: Liverpool
  • http://www.liverpoolscb.org/reporting_concerns.html
  • Telephone: 015 1233 3700 (24 hour)
• PREVENT/Channel Contact: 

Merseyside Police Prevent Team: 0151 777 8321

All OriGym Students Must:

• Demonstrate honesty and integrity.
• Respect the differences in people, their ideas and opinions.
• Treat one another with respect and dignity, especially when there is disagreement.
• Respect and treat others fairly.
• Respect the rights of others.
• Demonstrate respect for others, especially those in positions of authority.
• Respect the need of others to work in an environment that is conducive to learning and teaching in an online setting.
• Be courteous and polite at all times in electronic mail exchanges, telephone calls and face-to-face meetings.
• Respect the integrity of all online systems and networks.
• Respect all copyright laws.
• Respect the personal information and privacy of others.
• Be active and engaged participants in the learning programme.
• Courteously follow directions from teaching and administrative staff.

Unacceptable Behaviour

All OriGym Students Must Not:

• Engage in bullying or aggressive behaviour.
• Threaten or intimidate others.
• Engage in behaviours motivated by hate or bias.
• Commit any act of vandalism that causes damage to OriGym property, both physical and electronic, including software. As well as the property of OriGym third-party partners.
• Create a disturbance which interrupts or disrupts the proceedings of the workshop, assessment or any learning environment.
• Engage in any behaviour that would be considered as conduct injurious to the moral tone of OriGym or injurious to the physical or mental well-being of others.
• Misrepresent an identity or assume the identity of another by using login credentials other than those specifically assigned. This includes using email or login information issued to another, including family members as well as practical workshops and assessments.

Students Can Expect That:

Appropriate and progressive discipline will result when the code of conduct rules and routines are violated.

Login privileges will be revoked at the discretion of OriGym Directors for acts deemed injurious to the moral tone of the company [OriGym], injurious to the physical or mental well-being of any other member of the OriGym Community.

Expulsion may be considered for any act considered by the Directors of OriGym to be significantly injurious to the moral tone of the company [OriGym] and/or to the physical well-being of others or for any conduct which is so refractory as to demonstrate that the student is unwilling to respect or respond to authority and/or respect the rights or dignity of other OriGym staff or students despite having been given reasonable opportunity to do so.

In Addition, All Students Must Not:

• Share login credentials with anyone else.
• Knowingly upload any file or programme that contains a virus, malware or other malicious code.
• Reproduce course content, including assessments, electronic mail correspondence, digital captures, discussion or chat threads in any fashion and to any other server without explicit written permission from the OriGym Directors.
• Use anyone else’s login account.
• Write, use, send, download or display any information that is hostile, insulting to others, obscene, threatening, or otherwise offensive.
• Discuss in any open forum information that is critical of another student or tutor/assessor.
• Discussion forums and chat threads are open to all school members and not appropriate mediums for private correspondence.

Engage in any of the following acts of academic misconduct:

• Cheating: The act or attempted act of deception, in which a participant falsely represents that he or she has learned information in an academic exercise including unauthorized collaboration with others.
• Plagiarism: Representing the words, data or ideas of another as one’s own in any academic exercise. This includes the use of AI software and chatbots (such as ChatGPT) to generate your work.
• Collusion: Intentionally or knowingly helping or attempting to help another commit academic misconduct such as substituting for a test or completing an assignment for someone else. Collaborating with others while taking online tests or similar summative evaluation.

The purpose of this policy is to ensure students are fully aware of OriGym’s processes and terms relating to cancellations for workshops, CPDs, and assessments, and the potential fees that may be incurred for failing to adhere to them.

Please note, this policy does not supersede our terms and conditions contained within your legally governed contract. This policy is for guidance purposes only, and OriGym reserves the right to make amendments to this policy at any time.

Cancellations And Deferrals

Workshops, CPDs & Assessment Cancellations:

Our venues hold limited places, and assessment bookings are made on a first-come-first-serve basis by students via the booking platform. Cancellations of any bookings are allowed 7 days prior to the booking taking place; however, all fees where applicable are non-refundable. This will allow us to offer your spot to another student and sustain fairness to all students.

You can cancel via the OriGym bookings platform directly.

Please note, failure to adhere to this process or if you do not turn up without the stated prior notice, a £50 charge will be applied to your account and your booking availability suspended until that £50 charge has been cleared.

Workshop Or Assessment Cancellations By OriGym

OriGym reserves the right to change workshop and assessment days of any of our courses with 24 hours’ notice and are not liable for any charges that are incurred in the form of travel, accommodation or any other form of incurred financial loss.

If, however, an assessor fails to turn up, a venue has to close down at short notice or an unforeseen event occurs within 24 hours which leads to cancellation of your workshop or assessment by OriGym, we shall pay you for travel and accommodation upon successful approval of receipts.

Payment reimbursement will be within 7 days of receiving such receipts and to the account information we have on file.

Late Cancellations

It is strongly recommended that you book as early as possible (especially for those taking assessments) to guarantee a place at your preferred assessment centre.

If you cancel outside of the permitted cancellation time frame a surcharge of £50 will be added to your account and your future bookings will be suspended.

Payment will need to be received before attendance of prior bookings or of access to additional bookings. A member of the bookings team will contact you with regards to this.