Policies and Guidlines
Where to turn when you need a helping hand
Management and Staff Resources
Overview
The purpose of the Examination Code of Conduct is to create an ethical environment for examinations. Failure to abide by the Examination Code of Conduct can result in disciplinary action.
Paper Based Assessment (PBA) and Computer Based Assessment (CBA)
During an examination, students:
Are not allowed to talk to each other, exchange information of any kind, or engage in any activity that could result in the unfair advantage for one or more students before, during, or after the quiz or examination, while they are in or out of the classroom;
Must leave all books and other aids in an inaccessible place (except for open-book quizzes or examinations);
Must leave as much space as possible between students (as much as the room allows);
Should try to ensure that their line of sight does not cause others to suspect them of cheating;
Must leave mobile phones and other electronic communication devices switched off
Having technical problems must report it to the invigilator.
Must finish the Examination within the given time.
Should immediately collect examination printouts from the printing area.
Finishing their Examination must collate and staple all the printouts in the required order and then give it to the invigilator.
Must write their names on each sheet/printout.
Obstruction of the Examination Honour Code Process
US Academy of Applied Studies’ decision to adopt an honour system for examinations is a significant one, the abuse of which will fracture the ethical framework central to our mission. The following instances constitute violations of the Examination Honour Code and can lead to serious sanctions including suspension or expulsion from US Academy of Applied Studies:
Failure to abide by the Examination Code of Conduct.
Attempting to prevent the discovery of prohibited conduct, or attempting to obstruct access, to alter, to destroy, or to conceal potential evidence connected with an Examination Honour Code investigation.
Attempting to discourage, intimidate or deter complainants, witnesses, or other participants in an Examination Honour Code investigation.
Initiating an Examination Honour Code complaint without any basis in fact and with the intent to harass another student.
General Practices and Procedures
Suspected violations of the Examination Honour Code may be reported by speaking directly with the lecturer or Head of Academic Administration.
Any questions regarding the Examination Honour Code should be referred to the Head of Academic Administration.
Policy Overview
US Academy of Applied Studies operates under a strict Equal Opportunities Policy. Below is a copy of this policy for the organisation.
Statement of Equality Opportunity
US Academy of Applied Studies is fully committed to the principle of equal opportunities in recruitment and employment and opposes all forms of unlawful or unfair discrimination including those on the grounds of:
Age
Disability
Ethnic or national origin
HIV status
Marital status
Nationality (including citizenship)
Race
Religion
Sex
Sexual orientation
Aim
US Academy of Applied Studies aims to treat all employees and students with dignity and respect and provide a working/learning environment free from all discrimination. It will conduct its affairs at all times in a manner that is consistent with this aim.
US Academy of Applied Studies believes that it is in the organisations best interests, and of those that work/study in it, to ensure that the human resources, talents and skills available throughout the country are considered when employment opportunities arise.
Commitment
To this end, within the framework of the law, US Academy of Applied Studies is committed to achieving and maintaining, whenever practicable, a workforce which broadly reflects the entire country.
Every possible step will be taken to ensure that employees and job applicants are treated equally and fairly and that decisions on recruitment, selection, training, promotion, pay and career management are based solely on objective and job related criteria.
Compliance
US Academy of Applied Studies will comply both with the spirit as well as the letter of the legislation. The existence of law cannot of itself ensure that any policy of non-discrimination will work effectively – it is up to the Management, employees and students themselves to promote equality of opportunity for everyone.
Criteria for dismissal
Criteria for dismissal, including redundancy and expulsion will be solely those consistent with the provisions of US Academy of Applied Studies’ Disciplinary (Misconduct) Policy.
Responsibilities
Individual employees
Individual employees, therefore, at all levels are responsible for ensuring that their own conduct, in the exercise of US Academy of Applied Studies’s affairs, is consistent with this equal opportunities policy. In particular they must not:
Discriminate against colleagues, other employees, job applicants or students or harass them;
Induce, or attempt to induce, other employees/students to practice unlawful discrimination;
Victimise individuals who have made allegations or complaints of discrimination, or provided information about such discrimination.
Management and supervisors
Management and supervisors at all levels are expected to set an example in non-discriminatory behaviour and to ensure, as far as reasonably practicable, that employees/students act in accordance with this policy.
Monitoring of the Policy
US Academy of Applied Studies supports the principle and use of monitoring to ensure the effective operation of the policy. This will be undertaken by the Equal Opportunities Development Officer who will report their findings annually to the Management. All monitoring will respect the confidentiality of the individuals concerned.
Breaches of the Policy
US Academy of Applied Studies will treat seriously any breaches of this policy and all instances of actual, or alleged inappropriate behaviour, will be fully investigated and may be subject to US Academy of Applied Studies’ disciplinary procedures.
Grievances
Grievances concerning discrimination will be investigated in accordance with US Academy of Applied Studies’ normal Grievance Procedure.
Training
US Academy of Applied Studies will identify any scope for the provision of training and encouragement to assist in overcoming barriers to progression and appointment.
In order to achieve effective implementation of the policy, US Academy of Applied Studies will ensure that this Policy Statement is bought to the attention of all employees/students.
All staff members are advised to attend the staff meetings. If any staff member is unable to join a staff meeting, s/he must inform the Chief Academic Officer in advance.
Meeting Agenda will be emailed to all the staff members, prior to the staff meetings.
Minutes of the meeting and any action plan will be emailed to all the staff members after the staff meeting.
Preferred method of internal communication is Email, but staff members are also encouraged to keep each others extension numbers and mobile numbers, which can be used to communicate.
Policy Overview
Absence from work is costly and has an adverse effect on the quality of service to the students. It is therefore vital that organisations control absence.
In US Academy of Applied Studies annual targets for absence rates are set by the Administration Head.
Absence control is primarily achieved through the absence management procedures outlined below. However, annual action plans is drawn to assist in achieving targets.
Absence management procedures
Monitoring is carried out to assess performance against targets which are as follows:
Reports are produced biannually and monitored by the administration section
Reports are produced on a monthly basis and monitored by administration team
Line managers are responsible for achieving section targets. Their performance is monitored through the employee development scheme and normal management process
Definitions
‘Absence’ is defined as not attending for work when required to do so
‘Authorised absence’ is absence which has been authorised by line management prior to or after its occurrence and can be paid or unpaid
‘Unauthorised’ absence is absence which has not received authorisation by line management prior to or after its occurrence and is always unpaid.
‘Un-certificated’ sickness is absence of 1 to 3 days which does not need a self-certificate or medical certificate. The employee must inform their line manager in line with the absence reporting procedure
‘Self-certificated sickness’ is absence longer than 3 consecutive days but less than 8 days (including Saturday and Sunday) and requires a self-certification form to be completed. These are submitted to the line manager by the employee.
‘Medically certificated sickness’ is absence of more than 7 consecutive days (including Saturdays and Sundays) and must be supported by a medical certificate signed by a qualified medical practitioner.
Absence management guidelines – the line manager’s role
Recording and reviewing absence
Managers are responsible for recording the absences of their employees on a weekly or monthly basis and for ensuring the information is entered onto the computerised absence management system. It is therefore important that managers are clear which employees they are responsible for. Managers should receive quarterly reports analysing the absences of each of their employees.
Copies of the absence recording form are available from the Administration Section.
These must be completed on a weekly or monthly basis in full, ensuring that accurate reasons for absence are always given.
Controlling absence
Managers are responsible for controlling, and, where necessary, reducing the absence levels of their employees in the same way that they are responsible for any other aspect of their employees’ performance. The following is a summary of the line manager’s role:
Managers should ensure they carefully check references of prospective employees for information about previous attendance levels before confirming an offer of employment. If no information is available about the attendance record on the written reference, further details should be sought from the referee. If previous absence levels gives cause for concern.
Managers should ensure that all their employees are familiar with the absence reporting procedure and the absence rules (copies available from Administration) and that these are explained to all new employees as part of their induction. It should also be made clear to new employees that attendance levels are reviewed as part of the probationary assessment.
Occupational sick pay is provided to support employees who are genuinely sick and whose absences are authorised. It is not a right or a benefit and managers must ensure that their employees understand this and are fully aware that abuse of the scheme is a disciplinary offence.
Managers need to ensure that employees follow the absence reporting procedure, the key point of which is that the employee should phone the line manager direct by a specific, agreed time on the first day of absence. Failure to notify absence in the required way without good cause is a matter for disciplinary action.
Managers should ensure that employees understand what is expected of them when absent on authorised sickness leave. Employees should keep the manager informed about progress and likely date of return to work.
Managers should conduct back-to-work interviews every time an employee returns from sickness absence.
Managers should review every employee’s attendance record, using the quarterly reports produced by administration section. An absence review meeting should be conducted every time an absence trigger point is reached.
When managers identify that an abuse of the absence procedure has occurred, they should take immediate disciplinary action with the advice of the administration section.
Managers should ensure that they treat all employees consistently in accordance with the procedure in order to set a high standard and demonstrate leadership.
Guidance is given below on dealing with cases of persistent short-term and long-term sickness absence.
Detailed procedure – short-term absence
On receiving a call from the employee, the manager should enquire sympathetically into the nature of the illness and likely duration, note the time and date of call and reason and enter the absence on to the recording form. The manager should also check on any work which may need to be covered.
If an employee is absent and fails to notify in the correct way, the reasons for this should be established on the employee’s return to work. These should be recorded and administration consulted on action to be taken.
Should the discussion between manager and employee reveal that the illness is very minor (for example a slight headache), the manager should try to convince the employee to come in to work, perhaps by offering to reschedule or reallocate any particularly onerous duties.
Managers may arrange to visit a sick employee at home during the absence by prior arrangement with the employee unless abuse of the sickness scheme is suspected, when a visit may be made without prior notification.
Back-to-work interviews
These should be conducted in as private an environment as possible on the day the employee returns to work. The aim of the interview is to welcome the employee back to work, to enquire after their health, to communicate what acceptable levels of absence are and what degree of illness should be expected to give rise to absence (for example, an employee with a slight headache or slight cold would normally be expected to attend work whereas a severe migraine or bout of ‘flu is likely to cause absence).
The manager should also receive self or medical certificates if appropriate and should discuss how the employee’s work was covered in their absence. Usually the interview need only be very brief, but it serves both to show concern for the employee and to act as a deterrent to unnecessary absence. The manager should be satisfied by the reason for absence before authorising sick pay. However, refusal to authorise sick pay without evidence that a sickness absence is not genuine is unacceptable.
Absence review meetings
These should be conducted if; in any three-month period an employee has displayed an unacceptable pattern of frequent short term absence, defined as:
at least 3 separate periods of un-, self- or medically certificated absence
an unacceptable pattern of absence, for example, regular Friday or Monday absence, or absences regularly occurring on a particular day of the week
any other absence giving rise to concern
The manager must take a view on each case as to whether the level or pattern of absences is acceptable or not.
The meeting should take place in private with the absence record available for discussion. It should not be confrontational, but rather an investigation into any underlying problems, medical, work-based or domestic, which may be preventing the employee from attending work regularly. The manager should explain the effect the absences are having on the work performance of the section and where possible, offer counselling, help and advice to assist the employee to attend regularly. It is important to remember that the reasons for absence may be sensitive, and that confidentiality is very important. There may be situations in which an employee will not wish to disclose information to the immediate manager and should be given the opportunity to speak to the Head of Administration.
It is important that the manager explains what is considered to be a reasonable standard of attendance and that the meeting produces a decision, preferably jointly agreed, on action to be taken by both manager and employee and a timescale (generally the following three-month period unless a longer period is jointly agreed to be necessary) to help achieve this standard.
A written, dated record should be made of this decision. This can take the form of a standard setting letter.
Types of action that could be agreed by the manager include:
Referral to the G.P
Referral to a counselling service
Purchase of equipment to make work physically easier
Formal review of employee’s attendance performance after a specified period
When agreed, it is important that these are carried out.
The manager should also give an indication of the consequences of failing to achieve the required improvement within the time period. The consequences will vary with the causes of absence which may not always be easy for the manager to identify conclusively.
There are cases where there is definite proof of misconduct, that is, an abuse of the sickness scheme, including sickness absences which are not genuinely attributable to poor health. Such cases should be dealt with using the disciplinary procedure.
Disciplinary action relating to absence
Examples of employee conduct in relation to absence where disciplinary action is appropriate:
Failure to follow the absence notification rules without good reason
Providing an unsatisfactory reason for being absent from work
A continuing pattern of unauthorised absences
Failure to provide medical certificates when required
Abuse of the sickness scheme by, for example, undertaking paid or unpaid employment elsewhere while absent on sick leave, engaging in activities which are inconsistent with the nature of the alleged illness or engaging in any activities which aggravate the nature of the illness or delay recovery
Deliberate falsification of self or medical certificates (potentially gross misconduct)
On each occasion of misconduct, action should be taken, following investigation, in accordance with the normal disciplinary process and in consultation with the administration section. For minor misconduct the aim is to encourage improvement to an acceptable standard of behaviour. Standard-setting letters may be issued and doctor’s certificates for the first day of absence can be required. More serious misconduct may warrant immediate formal action.
Unauthorised absence
An employee who has failed to follow the procedure for notifying absence is considered to be absent without permission.
On the employee’s return to work, the manager must ascertain the cause of absence and decide whether there was an acceptable reason for the failure to notify. If the reason is acceptable then sickness leave is granted retrospectively. If not, then pay is deducted and disciplinary action initiated as appropriate after a letter is sent to the employee.
When an employee has been absent for 5 days or more without making contact the manager must stop pay and send the employee a letter by recorded delivery.
If the employee fails to respond within a week, another letter should be sent by recorded delivery. Again, if there is no response within a week a further letter should be sent by recorded delivery.
If no response is forthcoming within a further week, the manager should consult the Head of administration section. Further attempts to contact the employee should be made, such as visiting the home, prior to sending a further letter by recorded delivery. Disciplinary action should then be taken against the employee in accordance with US Academy of Applied Studies’s disciplinary procedure.
Frequent genuine short-term absence
An employee may exhibit a pattern of intermittent, persistent absence due to sickness which is supported by medical certificates when necessary. After a period in which a continuing pattern has been documented, the employee should be referred to their GP for an assessment on whether there is an underlying medical condition.
It is common to find in such cases that the employee suffers genuine ill health but all the complaints are minor and unconnected. Alternatively, there may be an underlying medical condition but not one which would result in the employee being declared permanently unfit.
In such cases, action may be taken under US Academy of Applied Studies’s capability procedure on the grounds that the employee’s absence level has prevented them from carrying out their job to an acceptable standard over a period of time, despite counselling, medical and other advice and assistance. The Administration section should be consulted before any further action is initiated.
Once medical advice has been received, the manager should meet the employee to consider:-
Whether, in the light of medical advice, the employee will be able to maintain a satisfactory attendance level.
Whether there are any changes in working arrangements that would allow the employee to improve performance, for example, changes in hours, a period of unpaid leave.
If, following discussion, none of these options appear to be feasible; the manager should inform the employee that the matter will be referred to the Head of Administration for formal action under the capability procedure. The employee can be referred to the Administration section for further information.
If, following formal action, the decision is that the employee is to be dismissed on the grounds of incapability, dismissal is with the appropriate warnings and period of notice and the employee has the right of appeal to the appropriate Executive Director.
Long-term sickness including industrial injury absences
When an employee has been absent for 4 weeks continuously, or earlier, if appropriate, the manager must write to establish the state of health and a likely date of return to work. A home visit at this stage can help to demonstrate US Academy of Applied Studies’s concern, boost morale and aid an early return to work provided it is carried out in a sensitive and sympathetic manner.
It is also important to refer the employee’s case to their GP with information about the job and working conditions for a report on the nature of the illness, whether and when the employee is likely to be able to return, whether they are likely to be able to return full-time or part-time for a while, or whether they will need alternative work.
If the medical advice is that the employee is permanently incapable of working, then the Administration section should be informed.
The manager and administration will need to consider:
The length of the absence to date and likely length of the continuing absence
The nature of the illness
Any medical prognosis or advice
The effect of the continuing absence on the work
If, having taken a balanced view of the above factors, the manager decides that the employee is no longer capable of discharging the terms of their contract of employment, a decision to recommend termination of employment may be appropriate
Terminal illness
When a line manager becomes aware that an employee’s absence problem is due to terminal illness, advice should be sought from the Administration Head.
Administration’s role in managing absence
The administration section will ensure that the absence management policies and procedures are implemented within the organisation, through training, advising and assisting managers, through monitoring progress towards achieving targets and within specific sections and by ensuring action is taken in areas where high levels of absence are identified.
This will include:
Recruitment and selection – ensuring that details of a prospective employee’s absence record are obtained by seeking references from present and/or previous employers and analysing responses received to advise line managers.
Induction – ensuring that new employees are made fully aware and understand the rules and procedures for absence. To point out the high cost of non-attendance in terms of disrupting work schedules, inefficiency, work pressures that are placed on colleagues, overtime payments and the drop in quality of customer service.
Probation – assisting managers in monitoring any tendency towards lateness or absence during a new employee’s probationary period and ensuring that any problems are dealt with formally at the relevant review stages.
Training – providing managers with the knowledge and skills to effectively manage absence through, for example, absence management, counselling skills and communication skills training.
Advice and interpretation – providing managers with professional advice and interpretation of absence policies and procedures.
Welfare and counselling – providing a welfare and counselling service to employees to assist them in dealing with problems affecting their attendance at work.
Referrals to the GP/ Health Service – to establish the medical position of an employee as part of the process of managing absence, usually following a request from the manager.
Records and statistics – ensuring that:
Accurate and clear records are kept
Computerised absence records are up to date
Statistics are regularly produced to measure progress in reducing absence by directorate
Absence reports are produced for each line manager on a quarterly basis.
Sickness on the day prior to or following a public holiday
The National Conditions of Service state that a day’s sickness absence preceding or following a public or extra statutory holiday must be supported by a medical certificate.
Standard procedure for reporting sickness absence (for distribution to employees)
The following procedure (adapting if necessary to meet directorate needs) should be adhered to in the first seven days of sickness absence:
On the first day of absence the employee must notify their line manager as soon as possible, normally not later than midday, stating the nature and probable duration of the sickness. Notification should normally be by a telephone call from the employee or by someone phoning on their behalf. If it is not possible to telephone, written notification is acceptable provided it is posted on the first day of absence. Each department should communicate its specific absence reporting requirements to employees.
If the employee returns to work after one, two or three days absence no further reporting is required, unless the line manager has required a particular employee to provide first day certificates.
If the employee is absent for more than three days, the supervisor must be notified of the reason for continued absence. Notification could be by telephone or letter.
If the employee is away sick for more than seven calendar days, they must obtain a medical certificate from their GP on the eighth day of absence, and send this to their department. If the GP provides a medical certificate during the first seven days of absence this should be sent to the department immediately. Subsequent certificates must be obtained if necessary to cover the full period of sickness.
There is more than one way of teaching well.
Therefore, the ideas presented in this document offer a range of effective strategies for improving teaching from which an instructor can select those which best suit his or her teaching style as well as the course level, size, and content. With judicious selection and adaptation, both novices and experienced teachers can augment their teaching strengths, correct or ameliorate their teaching weaknesses, and greatly expand their repertoire of teaching techniques to respond to new teaching situations.
Section 1 – Being Prepared
Tip 1
Be well-prepared
Maintain your enthusiasm for the subject matter
Have your course reflect your own professional growth
Completely reworking your lecture notes each time you teach the course. It’s important to completely redo your notes each time you teach the course. It helps you rethink the material so that the ideas seem fresh and new to you as well as to the students.
Tip 2 – Review several textbooks for each lecture topic
Introduce recent developments in the field
Have your lectures complement the textbook
There is no such thing as the perfect textbook; each has its strengths and weaknesses. By comparing several approaches, you may be able to distil the best definitions, explanations and examples and are less likely to overlook important aspects of the topic.
Tip 3 – Use an abbreviated set of lecture notes
Have a more interesting style of presentation
Students like structure, but they do not like terribly formal lectures delivered verbatim.
Tip 4 – Reread the texts assigned to students
Identify what you think is most important
Complement the textbook
Rereading the text assignment over the weekend not only ensure that it is fresh in your mind, but also you can acknowledge the parts you will find dull, unclear, or especially important.
Tip 5 – Prepare hand-outs of the outline and important details
Be well-prepared
Give lectures that are easy to outline
It is of utmost important to prepare handouts of the lecture outline and any detailed formulae, derivations, or illustrations to be presented in the class. Your handouts should include the essential points of your lecture, including definitions, notations, important formula, and derivations.
Tip 6 – Prepare a detailed course syllabus
Prepare a detailed course syllabus. It should be organised by class session and each section consists of the major topic, four to eight important study questions or issues the students are expected to understand or be prepared to discuss, and the required reading and recommended supplemental readings.
Tip 7 – Teach the same course in a subsequent semester
Profit from your own mistakes
You can frequently teach the same course “back to back” in two consecutive terms. This way you can maximise learning from mistakes you have made.
Section 2 – Know your students
Tip 8 – Have students fill out a background questionnaire
Relate to students as individuals
Invite students to share knowledge and experiences
Learn something about the students’ backgrounds
Typically such questionnaires include information on the student’s major, prerequisite or related courses taken, job experiences, career plans, and so forth.
Tip 9 – Pair students up to introduce each other
Encourage students to get to know one another
Create a relaxed atmosphere
Pairing students up to introduce themselves first to one another and then to the class. I think this approach tends to establish an atmosphere in which students feel free to talk. It also helps set a pattern for discussion in which students are expected to listen to one another and to address their comments and questions as much toward one another as toward the instructor
Tip 10 – Have students do a structured exercise
Encourage students to get to know one another
Create a relaxed class atmosphere
Developing a structured exercise in which students share their backgrounds with one another. It is especially appropriate in a course on counselling and interviewing, but it might also be used in other seminar or discussion classes where it is important for students to learn how to listen to one another.
Tip 11 – Provide a relaxed informal atmosphere
Get to know your students
Create a climate for discussion
This simple act seems to make the sessions more interactive. People tend to discuss issues over coffee and donuts more readily than in a fixed formal classroom setting.
Tip 12 – Host an informal social gathering for your students
Create a relaxed positive environment
Get to know your students better
Host an informal party halfway through the course. Students become comfortable in saying whatever they want to and are more likely to express their views when they know they are being treated as individuals.
Tip 13 – Ask students their names whenever possible
Relate to students as individuals
Learn student names
Students are hungry for some recognition of their individuality, and they appreciate it enormously when I take time to learn their names.
Tip 14 – Arrive at class 10 minutes early to talk with students
Relate to students as individuals
Arriving at class ten minutes early each day and talking informally with students sitting in different sections of the room.
Tip 15 – Review student transcripts
Motivate students to do their best work
Identify students who may have difficulty in the course
Give help to students who may have difficulty in the course
Reviewing student transcripts to be sure they have prerequisite knowledge and skills to succeed in the course.
Tip 16 – Orient new students to the Institution, the department and course
Help students meet performance objectives
Make new students feel at home at LCC
It is important to orient new students to the Institution in terms of faculty expectations for student performance and the resources available to assist them with any problems they may have. You should let them know where the major tutorial, counselling, and advising services are and invite them to come see you if they are having any difficulties.
Tip 17 – Give a mini-lecture on how to write a paper
Help reinforce high standard of literacy on the campus
In his course, students’ papers are subjected to peer as well as faculty critiques; students learn both editing and writing skills.
Tip 18 – Give a mini-lecture on how to read a book
Give students tips on effective reading skills
Give a mini-lecture on how to read a book most efficiently.
Tip 19 – Devote the last day of class to an overall review
Summarise major points
Emphasise conceptual understanding
Devote the last day of class to an overall review of the course concepts and issues. It is important to give an overall review so that students can compare where they were at the beginning of the course to where they are now. By highlighting the main concepts and issues and how they fit together, you give students a conceptual framework for retaining what they have learned in the course as well as for preparing for the final examination.
Tip 20 – Correct students’ speaking errors
Help students improve their oral communication skills.
Correct students’ diction, grammar, logic, and pronunciation promptly but in a constructive way. If a student makes an error of fact or logic, mispronounces a word, uses words incorrectly or deals in malapropisms, immediately correct him or her by rephrasing what they have said.
Tip 21 – Make personal contact with individual students
Motivate students to do their best work
Get to know your students
Some examples a voluntary questionnaire on the personal and educational backgrounds of members of the class; timetabled one to one tutorial for each student.
Tip 22 – Individualise instruction as much as possible
Relate to students as individuals
It is better to first know the students as individuals, and then focus on their weak points (excessive shyness, lack of confidence, aggressive over-confidence, etc.). Then begin to draw them out individually to help them overcome those weaknesses.
Tip 23 – Treat students like colleagues
Motivate students to do their best work
Help students meet your performance expectations
Section 3 – Lecturing
Tip 24 – Distribute a bibliographic list on each major topic
Give references for more interesting and involved points
Encourage students to read further on a topic
Updating and annotating these bibliographies is made easier if you keep a file on each topic and insert journal articles, book reviews, or notes throughout the year.
Tip 25 – Give students a conceptual framework
Emphasise conceptual understanding
Give students a conceptual framework on which to hang the major ideas and the factual information of the course. The framework might be a structure, a theme, a conceptual typology, a controversial issue, or a theory.
Tip 26 – Divide your course into parts
Discuss recent developments in the field
Respond to student diversity
You can divide course topics into three groups: those which are “Basic” (i.e., should be mastered by every student); those which are “Recommended” (i.e., should be mastered by every student seeking a good competence in the subject); and those which are “Optional” (i.e., should be mastered only by those students with specialised interests).
Tip 27 – Focus your lectures on a few main points
Explain clearly
Emphasise conceptual understanding
Focusing your lecture on a few main points and omitting unnecessary exceptions, complexities or details. The key to explaining clearly is to limit the amount of material covered by a single lecture.
Tip 28 Rephrase explanations of major points several times
Emphasise the main point
Repeat major points several times from a different direction or in different words. Repetition leads to learning, every student will eventually understand.
Tip 29 Use lots of concrete or memorable examples
· Have an interesting style of presentation
· Most excellent teachers agree that the choice of examples is very important, favouring those that are anecdotal, personal or humorous because they find that students tend to remember these best.
Tip 30 Demonstrate (rather than describe) a concept or idea
Emphasise conceptual understanding
Have an interesting style of presentation
Don’t describe how to solve a problem; demonstrate how to solve it on the whiteboard and label and describe the steps and your reasons for them as you go. Demonstrations are superior to discussions because they make use of additional senses. Drawing examples from everyday experiences, even if they cannot be demonstrated in class, will help students to visualise or re-experience them and reinforce their learning.
Tip 31 Empathise with students’ difficulties in learning
Explain clearly
Help students follow explanations or difficult concepts
Empathise with the students’ difficulties in learning the material for the first time.
Tip 32 Let students know what you’re going to discuss and why
Give lectures that are easy to outline
State objectives for each class section
Summarise major points
Beginning each lecture by letting the students know what you are going to talk about and why. By laying out exactly what you are are going to do, you eliminate a lot of student confusion. You don’t want students spending an hour wondering. Why is he talking about that, or what does that have to do with anything, instead of concentrating on what you have to say.
Tip 33 Give students a list of questions
Give students a conceptual framework for taking notes
Give students a list of questions which cover topics to be addressed in your lecture. The questions are designed to give them a conceptual framework and guide so they can identify where we are and where we are going in the overall discussion.
Tip 34 Outline your lecture on the whiteboard as it develops
Reinforce student learning
Keep yourself from going through the material too rapidly
Outline your lecture on the whiteboard as it develops using coloured pens to differentiate major and subordinate heads or points and to diagram relationships.
Tip 35 Use “closed lists” whenever possible in your lectures
Give lectures that are easy to outline
Summarise major points
Closed lists help them both to listen for major points and to take notes. They also provide a very natural bridge or transition mechanism for letting students know when you are changing from one topic to another.
Tip 36 Organise your lectures into 10-minute segments
Organise your lectures to leave time for a summary
Improve the pace and timing of your lectures
The advantage of dividing the time up in this way is that the pace can be adjusted during the lecture when it is clear that it is going to be too long or (rarely) too short. The beginning or the end must not be hurried
Tip 37 Schedule a break if your class exceeds one hour
Give lectures that are easy to outline
Show interest and concern for students
After an hour, it is difficult for students to concentrate and take notes steadily; their efficiency drops. Many teachers provide a break after 50 minutes or so to give students a chance to regain their concentration.
Tip 38 Begin and end your lectures with a summary statement
Summarise major points
Beginning and ending your lectures or discussions with a summary statement.
Tip 39 Use the whiteboard for effective summarization
Summarise major points
Give lectures that are easy to outline
You need to plan your whiteboard work carefully so that the most important concepts are still visible at the end of the hour and can be used in making a summary.
Tip 40 Begin with a brief summary of the last meeting
Check students’ understanding of a major concepts and ideas
Provide a good transition between major topics
Begin each class period with a brief summary of the main points covered in the last meeting and then calling for students’ questions. The advantage of summarising and asking questions at the beginning of a class period is that, the students are fresher and after a brief recapitulation, they are more likely to realise and acknowledge if they have any problems.
Tip 41 Call attention to the most important ideas
Identify what you think is most important
Explicitly call attention to the most important ideas in each lecture.
Tip 42 Explain or demonstrate why a particular point is important
Motivate students to learn
Explaining or demonstrating to students why a particular point is important.
Just saying that it is important is not enough. You need to put the concept in some perspective, to show why it is important. Explaining why an idea is important not only gets the students’ attention, it gives them a framework on which to hang the idea.
Tip 43 Indicate the relative importance of ideas
Identify what you consider is most important
Indicate the relative importance of ideas presented in your lecture.
Tip 44 Use dramatic pauses and repetition
Vary the speed and tone of your voice
Have a more interesting style of presentation
Use dramatic pauses and repetition to draw students’ attention to the main ideas. Dramatic pauses are another way to highlight important ideas.
Section 4 Get Students Involved
Tip 45 Divide your lecture into blocks of time
Have an interesting style of presentation
Divide the class period into blocks of time, one of which is a discussion segment. Try to vary the class activities by dividing the class period into three segments. For the first 20 minutes of class time, you can build up to a discussion question by presenting evidence, facts or issues. The next 30-40 minutes is devoted to student discussion. The last 20-30 minutes of class is spent analyzing the discussion and bringing the topic to a conclusion. Finally you can end the period by posing a question which students are to think about before the next class meeting. Nevertheless, this approach is very effective for engaging students’ interest and encouraging analytical thinking.
Tip 46 Move around the room to promote discussion
Encourage class discussion
Decrease comments directed solely to you as the teacher
Moving around the room in a way which will promote discussion and alters the kinds of interaction you are able to generate among the students.
Tip 47 Redirect student questions
Invite students to share their knowledge
Have students apply concepts to demonstrate understanding
Respond to student questions
Whenever you have reason to believe that there are students in the class who know the answer to a student’s question, it is useful to redirect the question to one of those students or to the class as a whole. It tends to involve the other students more with the question and it illustrates how fellow students can be a resource for learning.”
Tip 48 Postpone student questions
Handle lengthy, tangential or irrelevant questions
Sometimes students ask questions which go beyond the topic of discussion. These are questions which anticipate an upcoming topic, take a topic to a deeper level than expected, or raise a new issue. The question may be important to the student, but irrelevant for the current discussion. The teacher must decide either to put the question aside for after class or to deal with it at the moment.
Tip 49 Admit when you don’t know the answer
Encourage class discussion
Respond to student questions
Students don’t expect you to know everything. They admire your candour when you tell them you don’t know, and they appreciate your interest when you find out the answer and tell them later. It’s far worse to fake it than to say `I don’t know that, but it’s a good question and I’ll try to find out the answer for you.
Tip 50 Understand why students repeat the same questions
Respond to student questions
Try to keep this in mind and patiently answer all relevant questions. Try to use different language or different examples, hoping that this will make it clear without boring those who grasped the idea a day or two earlier.
Tip 51 Explain the purpose of discussion
Encourage class discussion
Help students prepare for discussion
To get students involved in class discussion, it is helpful to explain the value of their participation and what they can expect to get out of the experience.
Tip 52 Identify discussion questions/issues in advance
Encourage class discussion
Provide a stimulus for discussion
Students are more inclined to participate when they know the focus or intent of the discussion. A preview of the discussion topics can help students organise their thinking and prepare to express their views.
Tip 53 Have students read different books and journal articles
Motivate students to do their best work
Discuss recent developments in the field
Allow students to select different books and journal articles as a basis for discussion. Tell the students to read until they feel that they are familiar enough with the basic concepts, research methods and findings, to take a quiz and participate in a discussion of the topic.
Tip 54 Use an opinion questionnaire as a basis for discussion
Get the discussion started
Having students complete a brief opinion questionnaire and using the results as a basis for discussion.
Tip 55 Begin with common experiences
Encourage class discussion
Beginning the discussion with questions based on common experiences. Students often feel more comfortable talking about an experience they have in common: a field trip, a slide show, a demonstration, a film, a book, an exhibit, etc. A shared experience can stimulate good discussion because, as they exchange their observations, students frequently discover that they have different perceptions and reactions to the same event.
Tip 56 Divide the class into smaller groups
Prepare students for effective discussion
Give students experience in conducting and evaluating discussion
Divide the class into smaller groups. Each group is assigned a specific question or topic to discuss, selected from a list of questions prepared in advance. But, because students do not know beforehand which questions their group will be assigned, they must be prepared to discuss all of them. After the groups have discussed their respective topics, they are called back together and each group summariser presents the results of that group’s discussion, highlighting key terms or other information felt to be important.
Tip 57 Try brainstorming techniques
Help students prepare for an analytical or critical discussion
Brainstorming is a method which can be particularly effective in getting students to consider all of the possible causes, consequences, solutions, reasons or contributing factor to some phenomenon. Students are encouraged to contribute ideas rapidly and each idea is written down on the whiteboard. During the formation of the list no idea is to be questioned or criticised by any member of the class. Spontaneity and inventiveness are to be encouraged. Only after a set period of time (ten minutes, for example) or when the group has pretty well exhausted its ideas is an analytical or critical discussion of the ideas permitted.
Tip 58 Assign students responsibility for summarising major points
Encourage class discussion
Summarise major points
Teach students to become active listeners
This strategy is designed not only to encourage students to participate more actively in the discussion but to listen more carefully for the main ideas, since they may be called upon to give the summary.
Tip 59 Introduce students to the good work done by their peers
Invite students to share their knowledge and experiences
Encourage class discussion
Promote exchange of information
There are several techniques that can be used by you to share the ideas and the special knowledge of individual students to the class as a whole.
Tip 59 Require students to bring examples of previous work to class
Invite students to share their knowledge and experiences
Know what knowledge and skills students bring to your course
Build on previous student performance levels
Requiring students in the first week of class to bring examples of work done in previous classes (term papers, blue books, designs, lab reports, etc.). In this way students can share their work and ideas and get to know each other a little better
Tip 60 Encourage students to apply their backgrounds
Motivate students by relating assignments to their interests
Stress interdisciplinary topics and approaches
Foster students’ ability to synthesise materials
Encouraging students to write papers related to their backgrounds. If you can get students to realise that they each bring different kinds of talent and expertise to the course and encourage them to apply these, that goes a long way toward motivating them to do their best work.
Tip 61 Encourage students to make presentations to the class
Encourage student participation
Draw upon the ideas of students
Tip 62 Have students solve problems at the board
Have students apply concepts to demonstrate understanding
This method increases student discussion and interaction and encourages students to pay close attention in class.
Tip 63 Pose a question and call on a student to answer
Have students apply concepts to demonstrate understanding
Question effectively
Posing a question and calling on a student by name to answer. Students often can provide valuable responses to questions that are put to them directly, responses which they might not otherwise volunteer. If students can’t respond because they have not done the assigned reading, they will feel badly. But they will usually make a greater effort to be prepared to participate in subsequent class meetings.
Tip 64 Answer a question with a question
Respond to student questions
Encourage students to think for themselves
Students sometimes ask questions about term projects, experiments, or papers out of insecurity or because they want the teacher to tell them what to do. In many cases there is no one “right” answer; students are asking questions of judgment. Although a teacher’s reasoned judgment can be helpful to student learning, often it is better for students to arrive at their own conclusions.
Section 5 Is the Class is Understanding you
Tip 65 Increase your eye contact with students
Know if the class is understanding you or not
Know if the students are bored or confused
Have a more interesting style of presentation
Increase the amount of eye-contact you have with the students during your lectures.
Tip 66 Ask students if they understand what you are saying
Clear up any confusion students may be having
Identify what is most important or most difficult for students
Tip 67 Call on students to paraphrase or to summarise
Summarise major points before moving on to another topic
Emphasise conceptual understanding
Teach students to be active listeners
Asking questions of specific students has other benefits too. For example, because students know that they may be called upon, they listen more attentively for the main ideas and that in turn helps them to organise their notes better.
Tip 68 Ask questions during lecture
Have students apply concepts to demonstrate understanding
Introduce variety into your lecture
It’s important to ask questions of students as you are lecturing. First, it makes students active learners so that they must think about the material, rather than just passively absorb it. Second, it helps you to know if they understand what you are saying.
Tip 69 Give students problems to solve during class time
Have students apply concepts to demonstrate understanding
Give help to students who are having difficulty
Giving students problems to solve during class time so that you can observe any difficulties they are having. Having the students try an immediate application of a new concept greatly reinforces their learning.
Tip 70 Reserve the last 10 minutes of class for questions
Give students an opportunity to ask questions or make comments
You will feel better knowing that you will have the time to present the material, and students feel better knowing they have an opportunity to clarify points they may not have understood.
Tip 71 Give frequent assignments
Have students apply concepts to demonstrate understanding
Identify problems individual students may be having
Most excellent teachers give students frequent assignments which allow them to apply course concepts and improve communication and problem-solving skills.
Tip 72 Give frequent quizzes
Identify and help students who are having difficulty
Know the kinds of difficulties students are having
Tip 73 Schedule individual appointments with students
Get to know your students
Give help to students who are having difficulty
Encourage students to come see you during office hours
You will find that this is a real ice-breaker. Even though most of your discussions are mainly chit-chat, some students will use the opportunity to indicate problems they are having in the course or to make suggestions about course improvements.
Tip 74 Encourage students to form study groups
Help students get to know one another
Encouraging students to form small study groups and to send representatives to see you about any difficulties their groups are having. Also, it seems to be easier for some students to come to you for assistance if they ‘represent’ a group, because the problems are then seen as common to many students, not just the group’s representative.
Tip 75 Hand out short questionnaires to get feedback
Clarify reasons for students’ confusion or boredom
Get specific feedback and suggestions during the term
This is a form of what professional evaluators call “formative evaluation” (as differentiated from a “summative” or end-of-course evaluation). It is designed solely to give you very specific, concrete information on where you can make improvements in course content or organization, assignments, or aspects of your own teaching effectiveness during the same term rather than next time you teach the course.
Tip 76 Respond visibly to student suggestions and criticisms
Know if the class is understanding you or not
Know if the students are bored or confused
Conducting and responding to a mid-term evaluation by students. A critical aspect of conducting a mid-semester evaluation is to let students know that their comments have been thoughtfully considered. At the very next class meeting, thank the students for their comments and their suggestions and give a brief, non-defensive account of those suggestions you can use this term.
Section 6 Giving Task & Assignment
Tip 77 Give a brief early assignment
Give interesting and stimulating assignments
Help students improve their performance levels
Help students to develop self-confidence
Giving a brief early assignment that allows students to build on knowledge and skills acquired in previous courses.
Tip 78 Require frequent short assignments
Motivate students to do their best work
Develop students analytic and communication skills
Frequent short assignments give students a chance to demonstrate what they know and to develop and show improvement in their writing and thinking.
Tip 79 Replicate assignments covering basic concepts
Have students apply concepts to demonstrate understanding
Emphasise conceptual understanding
Tip 80 Schedule individual appointments with students
Improve students’ writing
Get to know students
Schedule individual appointments with students to discuss their major assignments both before and after they are due. These appointments are valuable in several respects: the tutor gets an opportunity to know students personally; students get individual attention regarding their work; appointments at the beginning of the term seem to break the ice and students are more inclined to attend office hours on their own to discuss the work.
Tip 81 Use classroom debates
Encourage class discussion
One way to introduce discussion into the class is through an interesting assignment. An example is to ask students to prepare brief remarks or short talks taking a pro or con position on a particular issue.
Tip 82 Ask students to give oral presentations
Help students develop oral communication skills
Tip 83 Use test questions similar to those used in homework
Give exams permitting students to show understanding
Prepare test questions which are similar to those used in quizzes, homework, or discussion. Questions on midterms and final exams should not take a form radically different from those which you use in quizzes, homework assignments, lecture or discussion.
Tip 84 Ask specific questions
Be very specific in the questions you ask.
Problem oriented exams can elicit more meaningful responses than broad, vaguely worded questions.
Tip 85 Hand out study and review questions before the exam
Give exams requiring synthesis of parts of the course
Motivate students to do their best work
Help relieve student anxiety about tests
This helps relieve test anxiety, especially in a lower division course where students are less sure what to expect. This greatly aids the students’ review of the course. If they prepare to answer each question, they will have done a major review and there is no reason they should not do exceptionally well in the exam.
Tip 86 Hold review sessions before the exam
Help relieve student anxiety about tests
Help prepare students for your kind of examination
Tip 87 Give two or more midterms and have the first one early
Identify students having difficulties in the course
Give students with problems an opportunity to seek help or drop the class
Give two or more midterms and schedule the first one at the end of the first three or four weeks of class. It is better to make the first midterm rather difficult, so that students get a realistic picture of the course and their performance.
Tip 88 Distribute sample answers to past exams
Give exams permitting students to show understanding
Make your own grading standards more explicit
As a result of this process, student improvement of the second midterm is often quite remarkable.
Section 7 Invite Criticism of your Own Idea
Tip 89 Encourage students to take a different approach from yours
Invite criticism of your own ideas
Discuss points of view other than your own
Encouraging students to take an approach different from the one you have adopted.
Section 8 Giving Personal Help
Tip 90 Schedule specific topics for office hours
Give personal help to students having difficulty
Get to know students better
Offer extra review sessions
This way, if a student misses a class or doesn’t fully understand the topic, he or she has another chance at the material during office hours. As an added bonus, students and the tutor get to know one another in a small informal setting
Tip 91 Give a diagnostic test at the beginning of the semester
Give personal help to students having difficulty
Relate to students as individuals
Know what knowledge and skills students bring into your course
Its sole purpose is to help you identify those students who need extra help so you can begin working with them early in the course. The results are shared with the individual students. Students need to recognise their weaknesses and begin to correct them if they are to succeed in the course.
Tip 92 Provide self-instructional materials
Help students early in the course
Help develop “prerequisite” skills in students who do not have them
Providing self-instructional materials or “modules” which include basic principles and skills needed to succeed in your course.
Tip 93 Require below PASS level students to see you
Give personal help to students having difficulty
Know if the class is understanding you or not
Motivate students to do their best work
Require all students who are doing below PASS level work on assignments or quizzes to see you. It’s important to find out why students score low. If they are having difficulty understanding the material, you can offer to help them. Showing concern is also a powerful motivator for some students: they automatically begin to do better.
Tip 94 Meet regularly with each student who does poorly on exams
Give personal help to students having difficulty
Motivate students to do their best work
Meet regularly with each student who does poorly on the midterm. In these meetings you can try to discover each individual student’s problem.
Tip 95 Integrate weaker students into the class through group work
Give personal help to students who are having difficulty
Use peer teaching methods
Make special efforts to integrate the weaker students into the class through small group work. You can ask a better student to help out if a weaker student is having difficulty in responding. Then you will have the second student repeat the question to the first student to give him another shot at it. Peer teaching can be extremely effective.
Tip 96 Keep some time free after class to talk with students
Be accessible to students out of class
Manifest a genuine interest in students
Get to know your students
Keeping the hour or two following a class open to talk with students. Make a habit of staying after class to talk with students. The biggest turn-off for students is for a faculty member to immediately to gather up his notes and his briefcase and virtually beat the students to the door after class.
Tip 97 Go to class before it begins
Check out the room and equipment in advance
Get to know your students
Tip 98 Give out your contact details
Be accessible to students out of class
Manifest a genuine interest in students
Section 9 Monitoring & Reporting Progress
Tip 99 Return tests and assignments at the next class meeting
– Keep students informed of their progress
– Emphasise the learning experience of exams and assignments
This is important for two reasons. First, the quick turnaround time ensures that students are still thinking about the assignment. Thus any criticism or feedback is likely to have a stronger impact than if it were delayed a week or more. Second, prompt feedback indicates to the students the importance of what they are doing and your interest and concern for their learning the material.
Tip 100 Discuss solutions or answers to tests and assignments
Try to discuss the solutions or answers to exams, quizzes, or homework assignments at the next class meeting.
Tip 101 Hand out or post solutions as soon as work is turned in
Keep students informed of their progress by handing out or posting solutions to exams, quizzes, and assignments as soon as students turn in their work.
Note that this method gives the students immediate feedback even though it may be a week or more before the assignments can be returned with comments or grades.
Tip 102 Make extensive constructive comments on student work
Keep students informed of their progress
Motivate students to do their best work
It is very important to give students positive as well as negative feedback and to suggest ways in which they might have strengthened their responses. Students need to know what they are doing well, in addition to what they need to improve.
Contents
Introduction………………………………………………………………………………………………. 3
Communications………………………………………………………………………………………… 3
Staff relations……………………………………………………………………………………………. 3
Staff vacancies…………………………………………………………………………………………… 3
Absence……………………………………………………………………………………………………. 3
Compassionate & special leave…………………………………………………………………….. 4
Alcohol/Drugs……………………………………………………………………………………………. 6
Change of personal details…………………………………………………………………………… 6
Criminal convictions…………………………………………………………………………………… 6
Collections/Petitions…………………………………………………………………………………… 7
Zero tolerance to abuse……………………………………………………………………………….. 7
Confidentiality…………………………………………………………………………………………… 7
Contact with media……………………………………………………………………………………. 7
Data protection………………………………………………………………………………………….. 7
Disciplinary procedures………………………………………………………………………………. 7
Driving and parking……………………………………………………………………………………. 7
Equal opportunities…………………………………………………………………………………….. 7
Gambling………………………………………………………………………………………………….. 8
Grievance procedures…………………………………………………………………………………. 8
Health and safety at work…………………………………………………………………………… 8
Staff development……………………………………………………………………………………… 8
Use of VDU……………………………………………………………………………………………… 9
Fire regulations………………………………………………………………………………………….. 9
Reporting of incident/injury………………………………………………………………………… 9
Smoking……………………………………………………………………………………………………. 9
Holidays……………………………………………………………………………………………………. 9
Pay…………………………………………………………………………………………………………. 10
Period of notice……………………………………………………………………………………….. 10
Private work…………………………………………………………………………………………….. 10
Overtime…………………………………………………………………………………………………. 10
Receipt of gifts………………………………………………………………………………………… 10
Security…………………………………………………………………………………………………… 11
Travel on Institution business…………………………………………………………………….. 11
Change of contact details/circumstances & Annual Eligibility Check……………… 11
Policy documents……………………………………………………………………………………… 11
Technician support……………………………………………………………………………………. 12
Use of the institution’s telephone/ photocopy machine………………………………….. 12
Code of practice for staff………………………………………………………………………….. 12
INTRODUCTION
The success of any organisation and that of its employees depends very largely on the employees themselves, and so we look to you to play your part as we shall continue to play ours.
While it is impossible to explain absolutely everything, it is hoped that this pack will give you some insight into the Management’s duties and responsibilities.
The purpose of the following pages is to assist staff in understanding the role of the Management of US Academy of Applied Studies
We welcome you and express our sincere hope that you will be happy here in our team. We ask that you study carefully the contents of this Staff Guide as, in addition to setting out our rules and regulations, it also contains a great deal of helpful information.
Further information can be sought from the Head of Academics.
Communications
The importance of good communications among all our staff is recognised. In addition to day-to-day communication with Department Heads, regular departmental meetings, and Core Communication sessions are held. These include general Institution news as well as section issues. Institution newsletters are produced on a regular basis and information is displayed on staff notice board.
Staff Relations
US Academy of Applied Studies fully accepts its responsibility for good staff relations within the framework of relevant legislation. The Senior Management Team is responsible for administering the Institution’s employee relations policies.
Staff Vacancies
All vacancies are advertised on staff notice board/ are also discussed in the staff meetings.
Absence
Head of Academics must be informed if, for any reason, you need to be absent from work. If this is not possible because of an emergency, you should contact the Head of Academics at the earliest opportunity. The circumstances of each absence will be considered individually and, on occasions, may result in a deduction from pay. Please refer to our Staff Absence Management Policy for detailed information
If you require leave of absence for personal reasons, you should, initially, discuss the matter with the Head of Academics. In general, you will be expected to use time off in lieu or outstanding holiday entitlement where possible, but special leave may be given in certain circumstances, where appropriate. Compassionate leave is granted, as is leave for moving house and relocating.
There are specific rules regarding absence from work, as follows:
(a) Absence from the Institution for less than half a day
Staff wishing to be absent for less than half a day must obtain approval from the Head of Academics
(b) Absence from the Institution for more than half a day
Staff wishing to be absent for more than half a day should provide a written request at least 2 weeks before date of requested absence. A shorter period of notice may be considered after discussion with the Head of Academics.
Staff who are absent from work without permission may be subject to disciplinary procedures.
Sickness Absence
If you are absent from work because of illness, please inform the Head of Academics or the Head of the department as soon as possible, and no later than 10.00 am, on the first day. If this is not possible because of an emergency, please give an explanation to the Head of Department or Head of Academics at the first available opportunity.
Medical evidence of fitness to resume work must be produced after illness requiring a medical certificate.
An Employee Self-Certification form must be completed on return to work after an absence of 7 days or less. If the absence extends beyond 7 days, a doctor’s statement (Medical Certificate) must be sent to the appropriate Institutional office.
For extended periods of absence, additional doctor’s statements (Medical Certificates) must be submitted.
Compassionate and Special Leave
The Head of Academics can allow you compassionate or special leave in the following circumstances:
Compassionate Leave
Family Bereavement
Up to 5 days’ compassionate leave with pay will be given in the event of a death in the family involving your mother, father, spouse, children, brother, sister, guardian, and in-laws.
Serious Illness
Up to 3 days’ compassionate leave with pay may be given in the event of a serious illness affecting your spouse, children or elderly dependant relatives. Such leave will not normally be granted more than once in any 13 week period, and may only be granted in circumstances where the illness is classed as serious by the medical profession.
Other Emergencies
Up to 1 day with pay will be given to allow you to accompany a near relative (see Serious Illness above) to hospital, if it is an emergency, rather than a pre-arranged appointment.
Special Leave
Hospital Attendance
Such time as is necessary with pay will be granted to attend for checkups following an illness or operation.
Health
Paid leave of absence will be granted for such period as may be reasonably required for you to attend for a medical examination. Where arrangements for routine check-ups cannot be made out with working time, appointments should be made, where possible, to coincide with the start or end of the working day.
Interviews
Such time as is necessary with pay will be granted for up to 4 interviews in any one leave year.
Funerals
Up to one day with pay will be granted to attend the funeral of a member of your family – other than one covered under ‘Family Bereavement’ above. In case of non-family member, leave may be granted without pay.
Moving House
Up to 2 days with pay may be granted to newly appointed staff when they move house.
Examinations
Paid leave of absence will be granted to sit examinations following approved training courses. Study leave (either paid or unpaid) may be allowed by the Head of Academics, to whom you should apply in writing in advance.
Study Leave
Unpaid leave can be granted if the course fee is paid by the Institution
Jury Service
Paid leave of absence will be granted for the time during which you have to attend as a juror. Jurors Allowances, which are receivable, will be deducted from your pay, so you must claim them. On receiving a Citation, send it without delay to the Accounts Department, who will return it to you showing your hourly rate of pay to enable you to claim from the Court for “loss of earnings”. After settlement of your allowances, you should pay to the Accounts Department the amount you have received from the Court for “loss of earnings”. You will continue to receive full salary during the period of absence.
Witness
Details as for Jury Service.
Maternity/Paternity and Paternal Leave
Details of maternity/paternity and paternal leave arrangements are complicated, and it is recommended that you contact the Personnel Department for advice and guidance at an early date to help you understand your rights and decide your best course of action.
Time off for Public Meetings
Staff will be allowed reasonable unpaid time off to perform duties of a public nature. In deciding what is ‘reasonable’, the Institution will take into account the time required to perform these duties: the amount of time taken, and the effect on the business of the Institution.
Reporting for Duty during Adverse Weather
During bad weather, you must make every effort to report for work at the recognised start time. This could entail your having to make special arrangements to ensure that you can attend each day.
If you cannot reach work in time, you must telephone the Institution as soon as possible to explain the situation. If the Institution is open, you must make reasonable efforts to reach it.
If, however, you find that you cannot reasonably reach work at all, you can either:
Take annual leave (unless you are a lecturer);
Take unpaid leave of absence;
Ask for paid leave of absence;
Ask to work in a subsequent holiday period without loss of either pay or service (lecturers only).
On returning to work, you must write to the Head of Academics explaining the circumstances and asking for approval of your preferred option. If you have made reasonable efforts to get back to work, and the Management is satisfied as to the reason for non-attendance, then the first day of absence in each unbroken spell of bad weather would normally be granted as paid leave of absence.
If you are a lecturer, and you find it impossible to reach your normal place of work, you should, on the first day; you should contact the Institution for advice.
Early Release of Members of Staff in Adverse Weather Conditions
On occasions, it may be necessary to release certain members of staff early to ensure a safe return home. Members of staff who can be expected to reach home safely will continue to work normally.
The timing of early release will be decided by the Head of Academics or his representative.
The Head of Academics, or his representative, will be guided by official weather forecasts, information obtained from local Roads Area Offices and bus companies as to whether and when members of staff, particularly those from remote areas, should be sent home.
Alcohol/Drugs
Anyone found in the Institution under the influence of alcohol or the improper use of drugs will be sent home and will be liable to disciplinary procedures.
Change of Personal Details
Personal records are kept with the Head of Academics. In order that these can be kept up to date, please immediately (not more than 5 days from the day it changes) notify the Head of Academics of the change in your personal details, such as change of home address, marital status, birth of children, telephone number, immigration status, criminal conviction or change of professional qualifications. Failing to provide up-to-date contact information will be treated as gross misconduct.
The storage of personal records is covered by the Data Protection Act.
Criminal Convictions
The Rehabilitation of Offenders Act 1974, amended in 1986, states that any person who comes into contact with young people under the age of 18 during the course of their employment must declare all previous convictions, spent or not.
An Enhanced Disclosure is carried out for new staff in line with above, however, if during the course of your employment you are convicted of any crime then details of this must be declared, in confidence, to the Head of Academics. Failure to do so may result in dismissal.
Collections/Petitions
The organisation of petitions and the collection of money for charities, sweepstakes, prize draws, or similar events, are not allowed unless written permission has previously been obtained from the Head of Academics.
Zero Tolerance to Abuse
We operate on a ‘Zero Tolerance to abuse’ policy. If you feel that either a member of staff, student or a visitor is not showing acceptable behaviour please report this immediately to the Management. Any abuse or threat will be reported to the police
Confidentiality
Members of staff will not disclose to any person whomsoever any confidential information or trade secret relating to the affairs of the Institution, its suppliers, customers, students or employees either during the course of your employment with the Institution or after termination. A breach of confidentiality may result in disciplinary action. All documents in your possession relating to the work of the Institution or obtained during the course of your employment with the Institution must be returned to the Institution on leaving its employment and, if requested to do so, you will provide details of passwords which may be required to enable the Institution to access any data or electronic documentation stored on computer.
Contact with the Media
Should a member of staff be contacted by any sector of the media they should, in the first instance, direct any enquiry to the Head of Academics, who is the Institution press liaison officer.
Data Protection
Under the Data Protection Act 1984, the Institution is required to provide anyone whose personal details are stored on computer with written information of those details on request. The Institution is entitled to charge for this service.
Disciplinary Procedures
The disciplinary procedures provide a framework for ensuring that standards of conduct are adhered to and fair method of dealing with alleged failures to observe them. The procedures aim to encourage improvements in individuals’ conduct.
Driving and Parking
Please drive with care and consideration at all times. There is a maximum speed limit of 10 mph in the institution car park. If you do not drive carefully, you put others at risk. Any accident occurring on the Institution campuses, whether or not they involve injury, must be reported to the Health and Safety Officer. Any necessary emergency services should be summoned without delay. Vehicles are parked in Institution car park at their owners’ risk and the Institution accepts no liability for the loss or damage to vehicles or their contents while on Institution’s premises.
Equal Opportunities
It is the Institution’s policy to treat job applicants, employees and students equally, regardless of their sex, sexual orientation, age, race, ethnic origin or disability. Please refer to the Equal Opportunities Policy.
Gambling
Gambling is strictly prohibited on the Institution’s premises.
Grievance Procedures
All staff is covered by the procedures for dealing with individual grievances, and there is a common objective that grievances should be resolved as quickly, and as near to the point of origin, as possible. If you have any grievance relating to your employment, you should discuss it with the Head of Academics.
Health & Safety at Work
Your safety at work may depend on your actions and those of your colleagues. You should observe a few common sense rules in your day-to-day work to help maintain a safe working environment. Certain jobs have special safety rules attaching to them, and you will learn these from your Head of Department
Identify potential dangers and take action either to remove them or to limit their effect, don’t ignore danger signs!
Staff development
US Academy of Applied Studies encourages its staff for an ongoing development. Staff wishing to pursue any course that may enhance their knowledge and can benefit the Institution should contact the Head of Academics. Please refer to the Staff Development Policy of the Institution from the policies manual for further information.
Be a good housekeeper
Keep your work place tidy;
Don’t let waste accumulate;
Watch out for trailing telephone and electrical leads;
Don’t obstruct any accesses, routes or passageways;
Keep all exits clear.
Observe fire precautions
Know the fire drill which is posted in your office, classroom or lab
Avoid fire hazards by switching off and unplugging electrical equipment each day;
Don’t store or place flammable liquids or combustible materials near heat sources;
Know where your nearest fire alarm points and extinguishers are.
Check your equipment
Report electrical defects at once;
Do not use suspect or defective equipment.
Protect yourself
Do not attempt to repair any equipment;
Take care
Get help if the job in hand is more than you can safely cope with;
Make sure you have the right equipment;
Avoid improvisation;
Make sure your way ahead is clear.
The Law
Everyone employed by the Institution has a duty (under the Health & Safety at Work Act 1974) to take reasonable care to avoid injury to themselves or others and co-operate with the Institution and others in meeting the requirements of the law. You also have a legal duty not to interfere with, or misuse, anything provided to protect your own or anyone else’s health, safety or welfare.
Use of Visual Display Units and your Health
The use of computer terminal equipment incorporating cathode ray screens to display data has led to concerns about possible effects on the health of those using such equipment for significant periods as part of their work.
US Academy of Applied Studies Health & Safety Policy provides the necessary information and gives guidance so that any problems are minimised. The document can be inspected in Quality Manuals held by Head of Academics. Also available on the Institution’s web site.
The Institution will meet the cost of an eye test for staff that spend a significant amount of time at a VDU, and the cost of basic spectacles or contact lens which may be required specifically for DSE use as a result of such a test.
Fire Regulations
Instructions on the actions to be taken in case of fire are prominently displayed and fire drills are held on a regular basis in the Institution’s building.
Reporting of Incidents
If you identify or encounter a safety hazard, please report it to your Department Head or Head of Academics as soon as possible. Urgent safety matters or problems should be drawn to the attention of the Management.
Reporting of Injuries
No matter how trivial, all injuries received at work must be reported to your Head of Department and the necessary documentation completed, signed and forwarded to the Institution’s Health and Safety Officer.
Smoking
Smoking in US Academy of Applied Studies’s buildings is prohibited. Any breach of the smoking policy is regarded as serious and may be treated as a disciplinary matter. Any member of staff wishing advice on, or support for, giving up should contact the Health and Safety Officer, Occupational Health Nurse or your own GP.
Holidays
Annual holiday entitlement is stated in your Contract of Employment/ Conditions of Service and recorded on your Annual Leave Card.
Pay
All staff is paid monthly by Bank Credit Transfer on the last working day of each month. Statutory deductions are made in respect of tax obligations
Part-time Staff
Temporary Lecturing Staff
Part-time temporary staff are paid on the actual hours worked as detailed on appropriate timesheets. Claims for payment should be completed up to and including the last working day of the month, and forwarded to Accounts Department, to arrive not later than 3 working days thereafter. This will enable payment to be made at the end of the month.
Supply Staff/Guest Lecturers
Supply staff are employed to cover for a member of staff who is ill, attending a course, or who has left Institutional service and has not been replaced. Procedures for payment of supply staff are same as for part-time temporary lecturing staff. Failure to complete timesheets, as detailed above, or the provision of inaccurate information, may lead to a delay in payment being made.
Period of Notice
Terms of notice are specified in your Contract of Employment and are also available from the office of the Head of Academics.
Private Work
The Institution is not in favour of full time staff undertaking private remunerative work associated with the type of professional duties which they carry out for the Institution. Exceptions are work undertaken for local organisations of a social, cultural, religious or sporting nature. If (notwithstanding the Institution’s reservations on this matter) private work is undertaken by staff, then all such work, excluding the above exceptions, must:
Have prior written approval by the Head of Academics
Be undertaken out with normal Institution working hours;
Not be undertaken on Institution property;
Not be undertaken using Institution materials or equipment;
Not interfere with, or affect, the ability of the staff member to carry out the work for which he/she is employed by the Institution;
Not constitute a conflict of interest with Institution activities.
Any contravention of these procedures will be treated as a serious breach of discipline.
Overtime
Conditions of Service provide for certain members of staff to be paid for any approved overtime worked, or to be granted time off in lieu.
While overtime working should be kept to a minimum, it may become necessary to carry out such work from time to time. You should ensure that you obtain your Head of Department’s permission in advance of the overtime being worked.
Receipt of Gifts
The tendering of gifts to staff by suppliers or other business contacts is discouraged.
Security
To ensure that your interests, as well as the Institutions, are well protected, a high standard of security should be maintained at all times. Everyone is issued with an identity card which should be worn at all times within the Institution. Visitors should report to Reception, sign the visitors’ book and receive a visitor’s pass.
Please note that we have security cameras in the building for the safety of our staff and customers. The location and position of these cameras can be changed without any notice.
Security of Institution Property
In cases of theft or dishonesty involving Institution property, the offender will be subject to the disciplinary procedures. If you want to borrow an item of property from the Institution, please obtain permission from your Head of Department.
Security of Personal Property
Money and valuables should never be left unattended in classrooms/Computer lab/Staff rooms/Student room/Kitchen. Every reasonable precaution is taken to protect against loss of, or damage to, your property, but no liability is accepted. Lost or found items should be reported immediately to the reception.
Travel on Institution Business
For travel on Institution business, you will be reimbursed for authorised travel and other incidental expenses necessarily incurred in the course of your work, excluding the cost of travel between home and your Institution base. All claims must be supported by receipts for these incidental expenses, e.g. parking fees. These claims must be made using the ‘Travel and Subsistence Expenses Claim’ form, which should be submitted to Personnel, and will be reimbursed through payroll on a monthly basis. The Institution will not be responsible for any fines/penalties for speeding, parking or other offences. The cost of any penalty charge and subsequent points being added to the driving licence will be the sole responsibility of the individual driver recorded on the Institutional documentation as the driver of the vehicle at the time of the penalty being made.
Change of Details and Annual Eligibility Check Policy
All staff members must provide their up-to-date contact details. If a staff changes his/her address, telephone number, email address, immigration status or any other details, The Institution must be informed with the up-to-date information (within 5 days)
All migrant workers must bring their ORIGINAL Immigration document such as Passport and Permissions to work documents every year for an Annual Eligibility Check. This check is required before the beginning of September term.
Policy Documents
In addition to the website publication of policies, there is a full paper set available at the office of the Head of Academics and the Institution’s library
All staff members are advised to read the policy manual of the Institution and follow the rules and regulation. Should any staff member have any confusion about anything please do not hesitate to contact the Head of Academics.
Technician Support
Requests for audio-visual and other technician support services should be made in advance with the Admin department.
Use of Photocopying Machine
Teachers are allowed to use the photocopying machine themselves however if they wish to get some help it is advised to leave all material for Typing/Photocopying with the admin staff. Depending upon the volume of Typing/Photocopying it can take any duration from few hours to few days.
Telephone Calls/e-mails/Internet
You should not use the Institution’s telephones for private calls except in emergency, and only with the permission of your Head of Department.
Usage of the above should be kept to a minimum and, where possible, conducted during breaks or outside working hours. Any member of staff found to be abusing the situation, as a result of random monitoring, will be subject to disciplinary action, which could include dismissal.
Code of Practice for Staff
A professional relationship will be maintained with students, which avoids over familiarity, favouritism or collusion.
All students must be given a fair and just allocation of interest and support from staff within the context of varying individual needs.
No student will be discriminated against or treated disrespectfully on the basis of ethnicity, disability, gender, academic ability or personal characteristics
Students must be given clear boundaries and deadlines so that their educational experience is planned and structured
It is the responsibility of curricular staff to ensure that students have a positive learning experience and are enabled to provide comment on their experience in a variety of ways
All student complaints and concerns must be taken seriously and dealt with in accordance with the student complaints procedure. Line management should be informed of problems at the earliest opportunity
Staff will on no occasion have physical contact with students other than to protect the student, themselves or others from a potentially harmful situation (this does not refer to the appropriate use of touch which is taught as part of some courses, e.g. lifting and handling)
TABLE OF CONTENTS
No. | Section Title | P |
1 | Introduction ………………………………………………………………………… | 4 |
1.1 | Welcome | |
1.2 | US Academy of Applied Studies | |
1.3 | Changes in Policy | |
2 | EMPLOYEE DEFINITION AND STATUS ……………………………………… | 5 |
2.1 | Probationary Period for New Employees | |
3 | EMPLOYMENT POLICIES ………………………………………………………. | 6 |
3.1 | Equal Employment Opportunity | |
3.2 | Affirmative Action | |
3.3 | Immigration Law Compliance | |
3.4 | Employee Background Check | |
3.5 | Criminal Record | |
3.6 | Anniversary Date | |
3.7 | New Employee Orientation | |
3.8 | Personnel Records and Administration | |
3.9 | Change of Personal Data | |
3.10 | Safety | |
3.11 | Building Security | |
3.12 | Personal Property | |
3.13 | Health-related Issues | |
3.14 | Employee Requiring Medical Attention | |
3.15 | Weather-related and Emergency-related Closings | |
4 | STANDARDS OF CONDUCT ………………………………………………………. | 9 |
4.1 | General Guidelines | |
4.2 | Attendance and Punctuality | |
4.3 | Work Schedule | |
4.4 | Absence and Lateness | |
4.5 | Unscheduled Absence | |
4.6 | Meal and Break Periods | |
4.7 | Harassment Policy | |
4.8 | Sexual Harassment Policy | |
4.9 | Violence in the Workplace | |
4.10 | Confidential Information and Nondisclosure | |
4.11 | Ethical Standards | |
4.12 | Dress Code | |
4.13 | Use of Equipment | |
4.14 | Use of Computers, Phones, and Mail | |
4.15 | Use of Internet | |
4.16 | Use of Computer Software | |
4.17 | Smoking Policy |
4.18 | Alcohol and Substance Abuse | |
4.19 | Solicitations and Distributions | |
4.20 | Complaint Procedure | |
4.21 | Corrective Procedure | |
4.22 | Crisis Suspension | |
4.23 | Transfer Policy | |
4.24 | Employment Termination/Resignation by employee | |
4.25 | Exit Interview | |
4.26 | Return of Company Property | |
5 | REMUNERATION POLICIES …………………………………………………….. | 13 |
5.1 | Basic Remuneration | |
5.2 | Performance Bonuses | |
5.3 | Overtime Pay | |
5.4 | Timekeeping Procedures | |
5.5 | Payroll and Paydays | |
5.6 | Performance and Salary Reviews | |
5.7 | Opportunities for Advancement—Progression and Promotion | |
6 | RELATED BENEFITS …………………………………………………………….. | 14 |
6.1 | Educational Assistance | |
6.2 | Training and Professional Development | |
7 | TIME-OFF BENEFITS …………………………………………………………….. | 15 |
7.1 | Vacation and Holiday Policy | |
7.2 | Sick Leave | |
7.3 | Bereavement Leave | |
7.4 | Jury Duty | |
7.5 | Family/Medical Leaves of Absence | |
7.6 | Uniformed Services Employment and Reemployment | |
7.7 | Personal Leave of Absence | |
8 | EXPENSES …………………………………………………………………………… | 16 |
8.1 | Introduction | |
8.2 | Company Supplies, Other Expenditures | |
8.3 | Expense Reimbursement | |
8.4 | Relocation | |
9 | EMPLOYEE COMMUNICATIONS ………………………………………………. | 17 |
9.1 | Open Communication | |
9.2 | Staff Meetings | |
9.3 | Suggestions | |
9.4 | Closing Statement | |
10 | ACKNOWLEDGMENT ……………………………………………………………. | 17 |
11 | APPENDIX | |
11.1 | Appendix: A …………………………………………………………………………. | 18 |
Disciplinary Procedures ………………………………………………………………. | 19 | |
Disciplinary Standing Committee ……………………………………………………. | 20 |
INTRODUCTION
This document has been developed in order to familiarize employees with US Academy of Applied Studies and provide information about working conditions, key policies, procedures, and benefits affecting employment at US Academy of Applied Studies.
1.1 Welcome
Welcome to US Academy of Applied Studies. We are very is happy to have you as a new member of the “family!”
The mission of US Academy of Applied Studies is to impart needs based quality education to students. US Academy of Applied Studies is engaged in pursuing continuous development in achieving more excellence in providing education and standards of service to all its students and stakeholders.
US Academy of Applied Studies is heading towards its goal very quickly, and strongly believes that it will be able to provide the best education and will become one of the most prestigious education providers in the United States of America.
The Institution believes its continuous development programmes, teamwork, full commitment and continuous research will enable it to make an ultimate dream come true.
1.2 US Academy of Applied Studies
The US Academy of Applied Studies was established in the year 2022 and is committed to providing higher education and learning facilities to students coming from all over the world.
1.3 The US Academy of Applied Studies is located at 1100 w. Town and country Rd. Suit 1250 Orange, CA. 92868
Subject to provisions as depicted in 1.3 (A) below, US Academy of Applied Studies makes the following provisions to be followed when making new policies.
The policies must not be in contravention of any law of the land
The Policies must be made in the interests of employees and of the US Academy of Applied Studies.
The policies must be taken and signed by the US Academy of Applied Studies Authority.
The moment a policy is made the Chief Executive will duly communicate the policy to the employees.
If complex policies are made, the US Academy of Applied Studies will make sure that a training session is arranged to update the employees.
Note: This manual supersedes all previous employee manuals and memos.
1.3 (A)
While every effort is made to keep the contents of this document current, the US Academy of Applied Studies reserves the rights to modify, suspend, or terminate any of the policies, procedures, and/or benefits described in the manual with or without prior notice to employees. If major changes take place an informed meeting will be arranged to elicit the views of the employees.
2 EMPLOYEE DEFINITION AND STATUS
Definition:
An “employee” of the US Academy of Applied Studies is a person who regularly works for US Academy of Applied Studies in return for a wage or salary.
A person working for the US Academy of Applied Studies will not automatically be recognized as an employee if:
she or he does not have a permanent or temporary employment contract;
she or he does not receive salaries or wages as a permanent or temporary employee;
A person is not an employee of the US Academy of Applied Studies if:
She/he has been contracted for discharging a particular job and her/his service is not required once the job has been finished. For example, an electrician, a plumber or a builder;
She/he has been contracted to make a supply and her/his service is not required after the supply is finished;
She/he has been contracted to perform a job repeatedly but not relating to the main purposes of the US Academy of Applied Studies. For example, a cleaner;
She/he is an independent contractor and has control of the mode of the job as per her/his skills and abilities.
Note: The US Academy of Applied Studies reserves the right to change the definition of “employee” subject to provision of any statutory regulation for the time being in force in United States of America.
2.1 Probationary Period for New Employees
The US Academy of Applied Studies monitors and evaluates every new employee’s performance for three months to determine whether further employment in a specific position will be appropriate.
The probationary period can be extended if the trainee-employee fails to achieve the required standard. It is good policy to inform a newly engaged employee whether or not she or he is on probation and, if so, for how long.
The head of the department concerned will recommend the extension period and the extension will be effective on the approval of the Chief Executive.
3 EMPLOYMENT POLICIES
3.1 Equal Employment Opportunity:
The US Academy of Applied Studies is an equal opportunities employer. Employment decisions are based on law, merit and business needs, and not on race, colour, national origin, ancestry, gender, sexual orientation, age, weight, religion, creed, physical or mental disability, marital status, political affiliation, or any other factor protected by law.
3.2 Affirmative Action:
US Academy of Applied Studies is committed to affirmative actions that will build on the strengths of the current workforce and continually enhance the diversity of the organization. Actions taken into account include, but are not limited to, the following:
Continuous market research in the Human Resource area;
Planning and preparing programmes to introduce new skills through training to meet ever developing and growing demand of the education and skills seeker;
Converting plans and programmes into actions to meet demand;
3.3 Immigration Law Compliance
All offers of employment are contingent on verification of the candidate’s right to work in United States of America. During the interview, a new employee will be asked to provide original documents verifying his or her right to work and, as required by the law of United States of America.
3.4 Employee Background Check
Prior to making an offer of employment, the US Academy of Applied Studies may conduct a job-related background check. A comprehensive background check may consist of:
Prior employment verification;
Professional reference checks;
Education confirmation;
Credit check
3.5 Criminal Record
Where appropriate, a criminal record check may be performed to protect the US Academy of Applied Studies’ interest and that of its employees and clients.
3.6 Anniversary Date
The first day an employee reports to work is his or her official anniversary date. This anniversary date is used for following reasons:
To assess Service Length;
To assess Seniority for pay rise, or promotion, or other benefits;
To calculate the date for appraisals
3.7 New Employee Orientation
The formal welcoming process, or “employee orientation,” is conducted by the US Academy of Applied Studies and includes an overview of the company, including the following activities:
Tour of the US Academy of Applied Studies premises;
A general introduction to the US Academy of Applied Studies policies;
Employees’ rights and duties;
Employees’ legal obligation in performing the job;
An outline of relationship between the US Academy of Applied Studies and the employees
3.8 Personnel Records and Administration
The task of handling personnel records and related administrative functions at the US Academy of Applied Studies has been assigned to the Head of Administration. Personnel files will be kept confidential at all times and include some or all of the following documents:
Job offer letter;
Photocopy of relevant parts of passport
Visa, photocopy;
National Insurance Card, photocopy/ other Tax / PAYE information;
Copy of payment slips;
Appraisals review report;
Academic certificates, photocopy;
Training certificates, photocopy;
Note: All medical records, if any, will be kept in a separate confidential file.
3.9 Change of Personal Data
The College will keep all employee’s passport pages, showing all personal details (including biometric details) and leave stamps or immigration status documents – including evidence of their entitlement to work in United States of America and the period that they have permission to stay in United States of America. The College will update these records as necessary. Any change in an employee’s name, address, telephone number, mobile number, marital status, dependents, insurance beneficiaries, or a change in the number of tax withholding exemptions, needs to be reported to the College Chief Executive immediately. The employees must notify the change:
In writing without delay;
The College will send an acknowledgement letter of the change notification to the employee.
All staff records will be updated regularly and staffs will be briefed regularly by the Chief Executive to update the details of any changes. An e-mail will also be sent on a periodic basis requesting details of any changes.
3.10 Safety
The safety and health of employees is a priority. The US Academy of Applied Studies makes every effort to comply with all laws relating to workplace safety requirements. The US Academy of Applied Studies’ workplace safety rules and regulations are the following:
Employees must not cross the strictly restricted areas;
Employees must not attempt to deal with any hazardous electrical equipments;
Employees must not attempt to deal with fire, if not authorized and trained to do so;
Employees must remain in the designated areas in the course of their employment except permitted break-periods.
No employee is expected to, and must not deal with any official electrical equipment unless authorized to do so;
Each employee is expected to obey safety rules and exercise caution and common sense in all work or leisure activities.
Note: Telephones, fax, photocopy machines, and computer will not be considered as hazardous electrical equipment.
3.11 Building Security
Every employee must follow the building security rules and regulations listed here:
Do not attempt to fix anything on the wall;
Do not attempt to fix any partition, door, windows, or anything in the building;
On seeing anything wrong or unusual in the building structure, report it to the administration office and a designated officer will deal with it;
If the building is apparently dangerous because of earth-quake or fire, do not attempt to wait inside the building. Follow the instructions and leave the building immediately.
Note: Employees are not allowed to stay in US Academy of Applied Studies property within a reasonable time after work hours without prior authorization from their supervisor.
3.12 Personal Property
The US Academy of Applied Studies maintains a property management system that efficiently tracks lost and found property. Persons seeking information about lost or found property may do so by contacting the Administration Office.
It ought to be noted that US Academy of Applied Studies assumes no liability for any loss or damage to personal property and recommends that all employees have personal insurance policies covering the loss of personal property left at the office.
3.13 Health-related Issues
The personnel of the US Academy of Applied Studies are not expected to work overtime, although it may be necessary in exceptional circumstances.
If any employee feels unwell and thinks that she or he cannot work at that particular time, the employee must report the illness to his/her supervisor who may grant leave of absence immediately.
In case of serious illness, while at work, report to a colleague or the supervisor who will make arrangements immediately for the sick employee to be taken to the hospital.
Employees who become aware of any health-related issue should notify their supervisor as soon as possible.
3.14 Employee Requiring Medical Attention
Employees should report all work-related injuries and accidents immediately to their supervisor, and then follow theses steps:
Call for an ambulance;
Apply first aid, if you are trained for the College first aid system in operation.
Wait for the ambulance team;
3.15 Weather-related and Emergency-related Closings
At times, emergencies such as severe weather, fires, or power failure can disrupt college operations. In such instances, Senior Staff will decide on the closure of the college and the employees will be officially notified.
4 STANDARDS OF CONDUCT
4.1 General Guidelines
The standards of conduct are equally applicable to all Academic and Administrative staff of the US Academy of Applied Studies. It is to be noted that there are some specific codes of conduct which have been designed separately to meet the standards of academic and administrative staff respectively. Obviously, there are areas of the code specifically designed for academic staff which will not be applicable to administrative staff and vise versa.
All employees are urged to become familiar with the US Academy of Applied Studies rules and standards of conduct and are expected to follow these rules and standards faithfully in doing their jobs and conducting the US Academy of Applied Studies’ ventures in education.
4.2 Attendance and Punctuality
Punctuality is one of the main principles of the US Academy of Applied Studies, as this enables the US Academy of Applied Studies to carry out its objects effectively. The US Academy of Applied Studies expects employees to be present at work at the scheduled time to start their daily work, and to be ready to leave for home at the closing time.
4.3 Work Schedule
Unless otherwise specified by their contracts, full-time employees are expected to work forty (40) hours per week. Employees may also be asked to work overtime, where their contracts specify this or where asked to do so by management.
4.4 Absence and Lateness
From time to time, it may be necessary for an employee to be late for or absent from work. The US Academy of Applied Studies is aware that emergencies, illnesses, or pressing personal problems outside work hours may arise. It is the responsibility of all employees to follow the steps set out below:
It is the duty of the employee to inform management about his or her lateness or absence at the earliest opportunity.
The employee must give reasons as to why the lateness or absence occurred.
The employee must give an undertaking that the lateness or absence shall not be repeated unless there are extenuating reasons for so doing.
When returning to the College, the employee must bring all the necessary documents (if any) as to the reasons for his or her absence or lateness.
4.5 Unscheduled Absence
Absence without any notification is unprofessional on the part of the employee.
Absence from work for seven (7) consecutive days without notifying the College management will be considered a voluntary resignation, unless
The employee can show that his or her absence could not reasonably be notified;
There were good and humanitarian reasons for being absent from the College;
The employee did inform the College about the absence at the earliest possible opportunity.
4.6 Meal and Break Periods
The US Academy of Applied Studies encourages employees to take a rest period and provides a paid rest period of ten minutes in the morning work period and ten minutes in the afternoon work period.
Employees are allowed a lunch break generally between the hours of 11:00 a.m. and 2:00 p.m.
4.7 Harassment Policy
The US Academy of Applied Studies does not tolerate workplace harassment. Harassment can take many forms. It may be, but is not limited to, slander or libel, and can be words, signs, offensive jokes, cartoons, pictures, posters, e-mail jokes or statements, pranks, intimidation, physical assaults or contact, or violence.
4.8 Sexual Harassment Policy
The US Academy of Applied Studies maintains a zero tolerance policy with regard to sexual harassment. Sexual harassment may include unwelcome sexual advances, requests for sexual favours, or other unwelcome verbal or physical contact of a sexual nature when such conduct creates an offensive, hostile, and intimidating working environment and prevents an individual from effectively performing the duties of their position.
4.9 Violence in the Workplace
The US Academy of Applied Studies operates a zero tolerance policy towards violence. Any employee found to be abusive or violent will be dealt with by management. Consistent with this policy, acts or threats of physical violence, including intimidation, harassment, and/or coercion, which involve or affect US Academy of Applied Studies or which occur on US Academy of Applied Studies or client property, will not be tolerated. These will be reported to, and dealt with by, management.
4.10 Confidential Information and Nondisclosure
By continuing employment with the US Academy of Applied Studies, employees agree that they will not disclose or use any of US Academy of Applied Studies’ confidential information, either during or after their employment ceases. The US Academy of Applied Studies sincerely hopes that its relationship with its employees will be long-term and mutually rewarding. However, employment with the US Academy of Applied Studies assumes an obligation to maintain confidentiality.
4.11 Ethical Standards
US Academy of Applied Studies insists on the highest ethical standards in conducting its business. Doing the right thing and acting with integrity are the two driving forces behind US Academy of Applied Studies’ great success story. When faced with ethical issues, employees are expected to make the right professional decision consistent with US Academy of Applied Studies’ principles and standards.
4.12 Dress Code
Employees of US Academy of Applied Studies are expected to present a clean and professional appearance while conducting business, in or outside the office. Dressing in a fashion that is clearly unprofessional, that is deemed unsafe, or that negatively affects US Academy of Applied Studies’ reputation or image is not acceptable and will be dealt with by management.
4.13 Use of Equipment
The US Academy of Applied Studies will provide employees with the equipment needed to do their job. None of this equipment should be for personal use, nor removed from the physical confines of the US Academy of Applied Studies —unless it is approved for a job that specifically requires use of college equipment outside its confines.
4.14 Use of Computers, Phones, and Mail
US Academy of Applied Studies property, including computers, phones, electronic mail, and voice mail, should be used only for conducting college business. Incidental and occasional personal use of college computers, phones, or electronic mail and voice mail systems is permitted, but information and messages stored in these systems will be treated no differently from other business-related information and messages, i.e. will be destroyed at the convenience of the college.
4.15 Use of Internet
Employees are responsible for using the Internet in a manner that is ethical and lawful. Use of the Internet must solely be for business purposes and must not interfere with employee productivity.
4.16 Use of Computer Software
The US Academy of Applied Studies does not condone the illegal duplication of software. Under the copyright law, the registered holder is given certain exclusive rights, including the right to make and distribute copies.
4.17 Smoking Policy
This is a strict policy and a legal requirement to be followed by all members of staff under the law.
No smoking of any kind is permitted inside any US Academy of Applied Studies office. Smoking may take place only in designated smoking areas.
4.18 Alcohol and Substance Abuse
It is the policy of US Academy of Applied Studies that the workplace be free of illicit drugs and alcoholic beverages, and free of their use. Alcohol has been proven to impair the coordination, reaction time, emotional stability, and judgment of the user. This could have tragic consequences where demanding or stressful work situations call for quick and sound decisions to be made.
4.19 Solicitations and Distributions
Solicitation for any cause during working time and in working areas is not permitted. Employees are not permitted to distribute any unrelated and unauthorized literature in work areas at any time during working time.
4.20 Complaint Procedure
Employees who have a job-related issue, question, or complaint should first discuss it with their immediate supervisor. If the issue cannot be resolved at this level, US Academy of Applied Studies encourages employees to contact Senior Management Employees who observe, learn of, or, in good faith, suspect a violation of the Standards of Conduct of US Academy of Applied Studies should immediately report the violation in accordance with the procedures.
4.21 Corrective Procedure
The US Academy of Applied Studies is a caring and professional employer, but unacceptable behavior that does not lead to immediate dismissal may be dealt with in any of the following manners:
(a) Oral Reminder or Verbal Warning;
(b) Written Warning;
(c) Decision-Making Paid Leave/Counseling Session;
(d) Termination;
(e) Dismissal; (Under defined special circumstances)
4.22 Crisis Suspension
An employee who commits any serious violation of the US Academy of Applied Studies policies at minimum will be suspended, with pay, pending an investigation of the situation. Following the investigation, the employment may be terminated without any previous reference to disciplinary action.
4.23 Transfer Policy
The US Academy of Applied Studies recognizes that a desire for career growth and other needs may lead an employee to request a transfer to another position. An employee with proper qualifications will be eligible for consideration for transfer to other duties provided that:
The transfer does not occur within one year of the employee’s date of hire or within one year of any previous transfer.
The employee does have the qualifications and/or training for the proposed transfer
4.24 Employment Termination/Resignation by employee
The Employer may terminate the employment by giving written notice to the employee as follows:
with not less than four weeks’ notice duration the first two years of continuous employment;
with not less than six weeks’ notice for each full year of continuous employment after the first two years until the twelfth year of continuous employment ; and
with not less than twelve weeks’ notice after twelve years of continuous employment.
The Employer may terminate the employment without notice but payment of one month in lieu of notice in the case of serous or persistent misconduct such as to cause a major breach of Employer’s disciplinary rules or/and confidence/competition will be made.
If an employee wants to terminate his or her contract of employment with US Academy of Applied Studies, the employee must follow the procedures given as follows:
The employee must write to the Chief Executive;
The employee must give the required notice i.e. as per her/his contract of employment.
One week for service below 3 months,
Two weeks’ notice for service below 6 months,
Three weeks’ notice for service below 12 months,
Four weeks for service over 12 months
4.25 Exit Interview
In a voluntary separation situation, the US Academy of Applied Studies would like to conduct an exit interview to discuss the employee’s reasons for leaving and any other impressions that the employee may have about the College.
4.26 Return of Company Property
Any US Academy of Applied Studies property issued to employees, such as computer equipment, keys, parking passes or company credit card, must be returned to the US Academy of Applied Studies at the time of termination. Employees will be responsible for any lost or damaged items.
5 REMUNERATION POLICIES
5.1 Basic Remuneration
It is US Academy of Applied Studies’ desire to pay all employees wages or salaries that are competitive with other employers in the marketplace and in a way that will be motivational, fair, and equitable. Remuneration may be based on roles and responsibilities, individual, and company performance, and in compliance with all applicable laws, on academic or professional qualifications and on the experience of the particular employee.
5.2 Performance Bonuses
Performance bonuses may be paid to US Academy of Applied Studies employees at the recommendation or discretion of management. There are two factors that typically determine bonus payments and the amount payable:
(a) Company Performance—Profits;
(b) Personal Performance;
5.3 Overtime Pay
Overtime payments are made to employees in accordance with current legislation and the terms of employees’ contracts. Overtime must be approved by the employee’s supervisor and checked by Senior Management.
5.4 Timekeeping Procedures
By law, US Academy of Applied Studies is obligated to keep accurate records of the time worked by employees. Each employee must fill out the appropriate electronic US Academy of Applied Studies time record each week, and time records must be completed in accordance with the US Academy of Applied Studies time-reporting guidelines.
5.5 Payroll and Paydays
The frequency of US Academy of Applied Studies payroll distribution is dependent upon an employee’s employment status. Regular full-time salary employees are paid monthly on or by the last business day of each month. Regular hourly employees are paid weekly on or by the Friday following the end of the pay week.
5.6 Performance and Salary Reviews
US Academy of Applied Studies aims to help employees succeed in their jobs and to grow confident. In an effort to support this growth and success, US Academy of Applied Studies has an annual review process for providing formal performance feedback. Feedback includes a Performance Evaluation, formal Assessment, and an Appraisal; depending on the employee’s anniversary date, the performance review is held during either the March or the September review cycle. The written record must be kept by the Administrative Head and used to help to reckon performance ability for promotion etc.
Salary/wage reviews typically occur in conjunction with the annual performance review process. The calculation and implementation of changes in basic salary/wages depend on both the company and personal performance, and will typically occur in either April or October; whichever most closely follows the review cycle.
It ought to be noted that performance appraisals will take place twice in a year. The first appraisals exercise will not have any effect on the appraisals report but will provide comment to the employee, if any, to increase competence and skills. The final appraisals will have effect on the appraisals report.
5.7 Opportunities for Advancement—Progression and Promotion
US Academy of Applied Studies would like to provide employees with every opportunity for advancing to other positions or opportunities within the College. Approval of progression moves or promotions depends largely upon training, experience, work record, and business needs. However, US Academy of Applied Studies reserves the right to look outside the College for potential employees as well.
6 RELATED BENEFITS
6.1 Educational Assistance
The US Academy of Applied Studies believes that education leads to self-improvement and recognizes that the skills and knowledge of its employees are critical to the success of the organization. In that vein, US Academy of Applied Studies encourages higher education and is willing to pay for courses, which are directly related to an employee’s present job or which will help an employee prepare for more responsibilities or promotions within the organization. The College also has an in-service training encourages lecturers to update their knowledge and skills by undertaking further courses and acquiring new specialisms.
6.2 Training and Professional Development
A specific schedule of basic training and orientation has been established for job and employment classifications. The Coaching/Mentoring System provides guidance in professional development and US Academy of Applied Studies encourages all interested employees to take advantage of the continuing education initiative and further job specific training. All courses must be approved by the management (the Academic Head and Head of Administration).
7 TIME-OFF BENEFITS
7.1 Vacation and Holiday Policy:
All US Academy of Applied Studies employees of regular status are eligible for holiday pay. Holiday pay will be based on the employment status of the employee, i.e., full-time employees will be credited with 8 hours of holiday pay and part-time employees will be credited with 4 hours of holiday pay, per holiday. US Academy of Applied Studies recognizes the following holidays as paid holidays:
Full Time:
1 week holiday for completion of 3 months of employment with US Academy of Applied Studies.
2 weeks holiday for completion of 6 months of employment with US Academy of Applied Studies.
3 weeks holiday for completion of 9 months of employment with US Academy of Applied Studies.
4 weeks holiday for completion of 12 months of employment with US Academy of Applied Studies.
\
Part Time:
3 and half days holiday for completion of 3 months of employment with US Academy of Applied Studies.
7 days holiday for completion of 6 months of employment with US Academy of Applied Studies.
1o and half days holiday for completion of 9 months of employment with US Academy of Applied Studies.
14 days holiday for completion of 6 months of employment with US Academy of Applied Studies.
All full-time College employees are eligible to accrue vacation time. Vacation hours accrue on a monthly basis. Employees hired before the 15th day of the month begin to accrue vacation starting with the month they were hired in. Employees who begin employment on or after the 15th day of the month begin accruing vacation the month following the date of hire.
If any of the employees wants to book a holiday she or he has to inform the College, and it must be:
in writing;
made at least 3 weeks in advance, if at all possible.
7.2 Sick Leave
Sick leave may be used during an employee’s own illness or for an illness in the employee’s immediate family. Sick leave will be limited to six (6) 8-hour days per year for all full-time employees and six (6) 4-hour days for all part-time employees.
7.3 Bereavement Leave
Generally, a full-time or part-time employee shall be entitled to Bereavement Leave upon the death of people listed below:
a spouse (including a de facto spouse);
son, daughter, stepson, stepdaughter;
parent, stepmother, stepfather;
brother, sister, stepbrother, stepsister;
grandson, granddaughter, grandparent;
mother-in-law, father-in-law, son-in-law, or daughter-in-law.
7.4 Jury Duty
The US Academy of Applied Studies is committed to supporting the community in which it operates, including supporting US Academy of Applied Studies employees in fulfilling their responsibilities to serve as jurors whenever it is possible. When an employee receives notification regarding upcoming jury duty, it is her/his responsibility to notify the College within one working day of receiving the notice.
7.5 Family/Medical Leaves of Absence
Occasionally, for medical, personal, or other reasons, employees may need to be temporarily released from the duties of their job with US Academy of Applied Studies. It is the policy of US Academy of Applied Studies to allow its employees to apply for and be considered for certain specific leave of absence. All requests for leave of absence should be submitted in writing to the College.
7.6 Uniformed Services Employment and Reemployment
As an Equal Opportunity Employer, US Academy of Applied Studies is committed to providing the basic employment and reemployment services and support.
7.7 Personal Leave of Absence
In special circumstances, the US Academy of Applied Studies may grant leave of absence for a personal reason, but never for taking employment elsewhere or becoming self-employed. Personal leave of absence must be requested in writing and is subject to the discretion of the College.
8 EXPENSES
8.1 Introduction
The following is a comprehensive guide to the US Academy of Applied Studies expenses policy and procedures for the reporting and reimbursement of expenses. Any manager who approves expense reports should be familiar with this policy—authorizing an expense report indicates to the US Academy of Applied Studies that the expenses reported are legitimate, reasonable, and comply with this policy.
8.2 Company Supplies, Other Expenditures
Only authorized persons may purchase supplies in the name of the US Academy of Applied Studies. No employee whose duties do not specially include purchasing may incur any expense on behalf of the US Academy of Applied Studies. Without a properly approved purchase order, US Academy of Applied Studies is not obliged to reimburse purchaser.
8.3 Expense Reimbursement
Under normal circumstances, it is the policy of US Academy of Applied Studies to reimburse travel expenses on the basis of actual expenses involved. Persons traveling on US Academy of Applied Studies business are entitled to transportation, hotel accommodation, meals, and limited incidentals (for example, taxis and telephone calls) that meet reasonable and adequate standards for convenience, safety, and comfort.
8.4 Relocation
This policy applies to current and newly hired US Academy of Applied Studies employees who will be relocated to a new office or location. The College must formally approve all moves.
US Academy of Applied Studies will pay reasonable costs of transportation and lodging in connection with the transfer of the employee and the employee’s dependents from the old location to the new location. Travel to the new location will be by the most direct route, and lodging arrangements should be made by or approved by the College. This covers the period from when the employee leaves the old location and travels directly to the new location.
9 EMPLOYEE COMMUNICATIONS
9.1 Open Communication
The US Academy of Applied Studies encourages employees to discuss any urgent issues they may have with a co-worker directly with that person. If a resolution is not reached, employees should arrange a meeting with their direct supervisor. If the concern, problem, or issue is not properly addressed, employees should contact a more senior colleague. Any information discussed in an Open Communication meeting is considered confidential, to the extent possible while still allowing management to respond to the problem. Retaliation against any employee for appropriate usage of Open Communication channels is unacceptable.
9.2 Staff Meetings
In order to keep the communication channels open, US Academy of Applied Studies implements a once-a-month company-wide staff meeting. Employees receive communications about the agenda and discussion topics every month. The meeting may be of academic staff only or administrative staff only, or it may comprise of all the staff. Whatever it is, it must be clearly stated when being convened. Minutes must be taken and kept at all times for future reference.
9.3 Suggestions
The US Academy of Applied Studies encourages all its employees to put forward any suggestions or ideas about making the US Academy of Applied Studies an excellent College to work for. Any employee who sees an opportunity for improvement is encouraged to talk it over with management. All suggestions are valued and given strictly confidentially.
9.4 Closing Statement
Successful working conditions and relationships depend upon successful communication. It is important that employees stay aware of changes in procedures, policies, and general information. It is also important to communicate ideas, suggestions, personal goals, or problems as they affect work at the US Academy of Applied Studies.
10 ACKNOWLEDGMENT
I acknowledge that I have received a copy of the US Academy of Applied Studies Employment Policies, and I do commit to read and follow these policies.
I am aware that if, at any time, I have questions regarding US Academy of Applied Studies policies I should direct them to a senior colleague.
I know that US Academy of Applied Studies policies and other related documents do not form a contract of employment and are not a guarantee by US Academy of Applied Studies of the conditions and benefits that are described within them. Nevertheless, the provisions of such College policies are incorporated into the acknowledgment, and I agree that I shall abide by the provisions.
Employee’s Printed Name Position
Employee’s Signature Date
APPENDIX:
10.1 Disciplinary Procedures
Appendix: A
Introduction:
The basic purpose of the disciplinary procedure is to keep College personnel in line with high standards of service, so that students, staff, and all the stakeholders can experience the excellence of professionalism.
Disciplinary Procedure Step-By-Step:
Stage: 1 Initial Proceedings
Step: 1 Write a letter explaining the gross breach of duty or misconduct.
Step: 2 Ask for an explanation from the person about the alleged breach or misconduct.
Step: 3 Make a meticulous assessment of her or his previous service record.
Step: 4 Make a list of the good and bad performances from her or his service record.
Stage: 2 Hold an investigation (by the manager)
Step: 1 Talk to the department’s personnel where the misconduct or breach took place.
Step: 2 Talk to witnesses, if there are any.
Step: 3 Find out the evidence that confirms the breach or misconduct, if there is any.
Stage: 3 Assessments
Step: 1 Assess the alleged breach or misconduct.
Step: 2 Assess the answer made by the employee.
Step: 3 Assess the investigation findings.
Step: 4 Make a comparative study of alleged breach or misconduct, employee’s explanation and investigation findings.
Step: 5 Assess the Prima Facie of the allegation.
Stage: 4 Post Assessment Activities
Step: 1 Send a letter to the employee by fixing a hearing date, time, place, and the person who will conduct hearing.
Step: 2 Tell the employee about the papers or documents that she or he is required to bring with her or him.
Stage: 5 Final Hearing
Step: 1 Listen to the employee and take full notes of what she or he says.
Step: 2 Take a good look and assess meticulously the reasons and explanations about the alleged breach or misconduct.
Step: 3 Tell the result or findings of your investigations.
Step: 4 Tell the conclusions of what you believe to be true i.e. whether she or he is in breach of duty or liable for gross misconduct.
Step: 5 Give reasons about the conclusions.
Step: 6 Now, give final decisions.
Step: 7 Write a letter to the employee about the final decisions.
Explanatory Note:
The Disciplinary Committee will be in charge of all the disciplinary issues of the US Academy of Applied Studies.
The Chairperson of the disciplinary committee will be able to delegate his power to any one of the two members or other to decide on behalf of the Committee Chair.
If any one of the Disciplinary Standing Committee is found alleged for a gross misconduct or breach of duty, that Person will be excluded from the Committee and the new committee will draw proceedings against him or her.
In case of any disciplinary issue the DC will form a sub-committee to make investigation on the matter and to make decisions about the employee in question.
An appeal can be made against the decisions of the sub-committee and the appeal must be made to full disciplinary committee.
The full disciplinary committee will then make final decisions by following full disciplinary hearing procedure, and will make final decisions.
There will be no further appeal against the decisions of the full disciplinary committee i.e. the decision of the full disciplinary committee will be final.
Appeal Procedure against Decisions of Disciplinary Sub-Committee:
Rule: 1 An aggrieved employee has the right to make an appeal against the decisions of the disciplinary committee.
Rule: 2 The aggrieved employee must make an appeal in writing and it must be addressed to Chairperson.
Rule: 3 The aggrieved employee must give details of the grounds, provide evidence, if any, relating to the grounds for appeal with the application.
Rule: 4 The disciplinary committee must provide particular date, time, venue to hold hearing of the appeal, and must send a letter to that effect as soon as possible.
Rule: 5 On that date the full disciplinary committee must be present and must listen to the aggrieved employee. The Committee must also make a good and close examination of the evidence, if any, that may be presented by the aggrieved employee.
Rule: 6 The Disciplinary Committee must listen to the witnesses, if any, of the aggrieved employee and take full note of what they say.
Rule: 7 The Committee must then make meticulous assessment of the following issues in order to make objective decision:
grounds raised by the aggrieved employee;
evidence presented by the aggrieved employee,
witness statements of the aggrieved employee;
any other documents or evidence relating to his or her claim;
Rule: 8 The Committee must listen to the legal representative or other type of representative and take notes of all the statements.
Rule: 9 The Committee must assess the issues relating to the client as presented by the representative.
Rule: 10 The Committee will then make a comparative study and assessment of all types of submissions, documents, evidence, and take its final decisions.
Rule: 11 The Committee will read out its final decisions to the aggrieved employee in his presence or in the presence of his representative.
Rule: 12 The Committee will send a copy of its decisions in writing and it must be signed and sealed.
Rule: 13 After the decisions of the Committee there will be no further appeal.
Explanatory Notes:
The US Academy of Applied Studies will have a two-tier disciplinary committee, and they will be as follows:
<> Disciplinary Committee
<> Disciplinary Subcommittee
The disciplinary committee will be apex in the hierarchy and will hear the appeal only.
The disciplinary subcommittee will basically conduct first hearing after necessary assessment.
The disciplinary subcommittee will be accountable to the disciplinary committee.
The disciplinary subcommittee may be constituted by a minimum of one member maximum three members.
If the subcommittee is constituted of more than one member, one of the members will be chairperson of the subcommittee.
The chairperson must be a senior member in the hierarchy in the US Academy of Applied Studies. (Please see the US Academy of Applied Studies Hierarchy Chart)
Every subcommittee will be Ad hoc and will be responsible to deal with the matters entrusted to them by the Disciplinary Committee.
As soon as the matters have been dealt with; the subcommittee will automatically be dissolved.
Course Delivery
Enrolment
On your first day at US Academy of Applied Studies you will be welcomed to the campus during our enrolment day. Enrolment is the administration process you will attend when you first arrive at US Academy of Applied Studies, and it will involve registering for classes, settling any outstanding fees, and collecting books and timetables. It is also an opportunity for you to meet academic and administrative staff, open a bank account, apply for your student discount card, and much more.
For enrolment dates please contact:
Academic and Financial Counsellor/Advisor
Email: https://ussat.us/booking-form/
We look forward to welcoming you at US Academy of Applied Studies for your future studies.
Documents to be presented at Enrolment
You must submit the following documents at enrolment:
Passport-sized photographs
Photocopies of qualifications-if required (if in a language other than English, please provide English translations certified by a relevant authority)
Evidence of work experience, where applicable
Passport photocopy
Confirmation of Acceptance Letter issued by the Institution
Registration document issued by the relevant awarding body (if applicable)
Address (with postcode), telephone number/mobile telephone number, e-mail address and ID copy
The Institution will present the following documents:
Welcome Pack
Health & Safety Instructions
Who is who
Student Handbook
Enrolment & other letters – if applicable
ID Card
Class time-table
Personal Tutor’s details
Change of Contact Details Form
Induction
Induction follows enrolment and is designed to familiarise you with the Institution campus. You will be introduced to your course leaders, learn about study materials and our library, and meet your fellow students. Induction day is good fun that includes a variety of social events that have been designed to give you a flavour of studying and living in this area
Learning & Assessment
US Academy of Applied Studies’ learning philosophy is based on assisting students to form broad conceptual understandings while gaining depth of knowledge, skills and attitudes that will benefit them in their chosen field. This is achieved by focusing on learning outcomes for the students and implementing a range of different teaching methods to cater to the different learning styles of individuals.
Lectures
A lecturer will talk about the subject of study, and students are expected to take notes, even where handouts are provided. They are designed to give a basic understanding of the particular subject which a student will be expected to enhance through private research.
Seminars
These are interactive discussion groups. The tutor will discuss a pre-arranged topic with the class, who are expected to have prepared and read in advance in order to take part fully in the debate. Students may be asked to prepare a presentation for the class, which will then lead to the discussion.
Class Tests & Mock Examinations
US Academy of Applied Studies administers class tests and mock examinations – if applicable, in order to prepare students with adequate knowledge and understanding for the final assessments.
Assessments
The method of assessment depends on the course you are pursuing. Some courses are assessed by unseen examinations only, while some others are by both assignments and examinations.
Students Complaints Procedure
US Academy of Applied Studies endeavours to create a positive learning environment for students, one in which each student has the opportunity to achieve their personal best. Part of the maintenance of that positive environment is a fair and open complaints and appeals procedure made available to all students.
Informal Complaint
This is a less formal procedure where a complainant may raise his or her concern about the way the services were provided. The complainant simply may see the complaint officer and orally inform the matter which will be dealt with immediate basis. However, if the matter is serious and the complainant is utterly dissatisfied, the compliant officer will rather accept the complaint as a formal one.
Formal Complaint
If a student or a visitor wants to bring a serious complaint about any matter in relation to the way the services are provided, the complainant may bring a formal complaint. It requires the complainant to take a complaint form from the reception. The complainant may also additionally write his or her allegations in addition to filling the complaint form.
Student Disciplinary Procedures
Students are recommended to follow the academic standard code of practice in order to keep a good atmosphere in the US Academy of Applied Studies campus. The students must not break any of the standard practice such as unfair means in the examinations, intimidation to fellow students or any academic or administrative staff of US Academy of Applied Studies However, if any student is found in breach of academic code, the academic disciplinary committee will take the necessary action to keep the student in line with his or her conduct. More information about Student Disciplinary Procedure can be found in our Student Hand Book.
Fees
Students may pay their tuition fees in a single payment at the time of enrolment or by instalments.
Single Payment: Single payment should be made within 30 days of the course start date. Students paying tuition fees in a single payment may receive 10% discounts.
Payment by Instalments: Students may pay by three instalments. No supplementary charge will be added to the tuition fees.
The following conditions will apply to those paying by instalments
Students who choose to pay by instalment(s) must continue to do so until the full balance of the course fee is paid in full.
A facility to pay by instalments may be withdrawn or charged an interest from individuals who fail to meet instalment deadlines promptly or their cheques are dishonoured.
Refunds
The Institution assumes that all prospective students will have thought long and hard about taking up a course and therefore applying for admission.
However, the Institution understands that there are many reasons for wishing to withdraw from a course, both before and after courses have commenced.
Consequently, the Institution pursues a policy on refund of fees. Please refer to our ‘Policy and Procedures for handling of Deposits, Fee payments and Refunds’ for full information about our refund policy.
Student Suspension and Cancellation of Enrolment
Student enrolment can be suspended or cancelled by the Institution if a student is found to be in breach of any terms and conditions of the local immigration departments. However, students have the right to appeal against the decision.
Definitions
Suspension – temporary postponement of enrolment during course.
Cancellation – cessation of enrolment in course.
US Academy of Applied Studies may temporarily suspend or cancel enrolment under the following circumstances:
Student’s misconduct
Non-payment of outstanding fees
Persistent non-attendance
Persistent failure in making progress
Student Attendance
According to US Academy of Applied Studies’s Attendance Policy, students must attend a minimum of 80% of their whole course of study.
If a student is absent in 3 (three) expected contacts and that absence is not excused, s/he will be given a warning by E-mail/Telephone.
Students who have been absent for 6(six) expected contacts will be issued with a written warning stating that the student will be expelled contacts. If the student is absent for 10 (ten) expected contacts, he/she will be terminated from the Institution.
Finally, the Institution will also notify the Immigration Departments immediately of the student’s failure to comply with the Attendance Regulations.
For more information about student attendance, please refer to our ‘Procedures for Recording and Monitoring Students’ Attendance’.
Conduct
US Academy of Applied Studies promotes a productive and harmonious learning environment. Students are expected to conduct themselves responsibly on the Institution premises. Misconduct may result in suspension of the student from the Institution. In such cases no refund of fees will be given and any outstanding tuition fees will be payable.
Academic Progress
You are required to make overall significant progress in order to achieve your goal; enhance your career prospect and comply with the regulations of immigration departments. You are permitted to proceed with your approved course of study only if you maintain satisfactory progress as evidenced by attendance at classes, satisfactory performance in examinations and the proper completion of such other work/task as may be allotted to you. Please note that if your progress is unsatisfactory, you will be given extra care and support and other relevant remedial measures to help you make progress. At the same time, you will be warned about the consequences you might face due to your unsatisfactory progress. If you persistently make unsatisfactory progress even after pursuing our remedial measures under a given a period of time, you may eventually be excluded from the Institution and your details will be reported to the immigration department. Further information relating to your Academic Progress can be found in US Academy of Applied Studies Policy and Procedures on Monitoring and Reporting Students’ Academic Progress. You are strongly encouraged to contact your personal tutor who will be able to assist you should you have any queries regarding Academic Progress. If in the early and mid-term monitoring your progress is unsatisfactory, you will be given 1st warning letter, if you fail in the Final Examination of the Awarding Bodies in the 1st attempt, you will be given 2nd warning letter, if you fail in the Final Examination of the Awarding Bodies in the 2nd attempt, you will be given final warning letter, and if you fail in the Final Examination of the Awarding Bodies in the 3rd attempt, you will be terminated from the Institution and the Immigration department will be notified immediately.
Re-Sits & Retakes
You are expected to finish your intended course on time in accordance with the advised Institution course start and end dates. Each student is also expected to pass their examinations/assignments/ dissertation as per the Awarding Body/Institution schedule. If you are unable to complete the course and pass the examinations you will have to pay an additional fee to the Institution and the awarding body/Institution in order to re-sit or re-take examinations in accordance with their specific guidelines. Students’ at US Academy of Applied Studies will only be allowed to re-sit examinations or repeat any part of their course up to two times per individual examination or module.
Quality Assurance and Enhancement
KEY DIFFERENTIATORS
Our people are good at what they do
We understand the goals and needs of the students
We are flexible & innovative in our approach
We stay the course and our solutions work
We use technology & best practice to enhance competitiveness and value for our students, staff and others who are affected by our activities
2. Quality Policy
The object of the Quality Policy is to continuously improve the quality of its educational activities and solutions to its students. US Academy of Applied Studies pursues this by:
2.1. Providing Students Satisfaction
Understanding what is needed
Setting students’ expectations
Meeting commitments
Being flexible, proactive and responsive
Building trusted relationships
Delivering students’ expectations
2.2. Efficiently & Economically
Estimating and planning effectively
Reducing wasted effort
Solving problems quickly
Operating effectively and efficiently
Delivering to time and budget
2.3. Through a Committed Workforce
Open to learning
Sharing knowledge
Working as a team
Developing people and ideas
Engendering trust
Building transparent relationships
2.4. With Manageable Risk
Identifying risks and issues
Plan in preventative and mitigation strategies
Handling risks as they arise
Dealing with issues logically in a timely fashion
Innovating by process improvement
Evaluating options carefully
Picking the right answers to the problems
Improving the value of employees
3. US Academy of Applied Studies’s Vision
US Academy of Applied Studiesaims to be the Students’ first Choice
US Academy of Applied Studiesaims to deliver education to our students using expert knowledge
US Academy of Applied Studiesaims to be recognized as a company that delivers innovative solutions to difficult problems
US Academy of Applied Studies aims to grow sustainably, delivering value to shareholders, opportunity to staff and security to our students.
US Academy of Applied Studiesaims to excel
US Academy of Applied Studiesaims to recruit and develop the best people: a committed workforce expert in their fields
4. US Academy of Applied Studies’ Values
Focus – be clear about what we are doing
Inclusion – people are informed & involved
Commitment – work hard & enjoy the work
Belief – that we are the best at what we do
Honesty – open and honest about our activities
5. QUALITY ASSURANCE
5.1. Purpose of the Quality Document
US Academy of Applied Studies requires all courses and activities in support of student learning to be subject to rigorous quality assurance procedures. This Quality Manual has been developed to ensure that the student learning experience is placed at the centre of all activities.
US Academy of Applied Studies ensures that quality is an integral part of the design, development, and offering of all services, therefore emphasizes the use of problem prevention and correction in order to supply quality services.
US Academy of Applied Studies’s quality assurance system facilitates ownership and accountability at the point of activity with each step of the activity, which is seen as an opportunity for evaluation and review on a self-assessment basis. This review process results in action plans and the setting of targets to facilitate systematic improvement.
5.2. Quality Assurance
A popular definition sees quality simply as “fitness for purpose”. Gold taps are therefore not a measure of quality when all the customers want reliable brass ones. In other words quality is the efficient use and effectiveness of resources to be measured against specified criteria. Quality assurance can mean the process of monitoring quality of product or service according to certain tolerances or standards.
Quality assurance can best therefore be described as “the complete process of ensuring that the nature and quality of services are sufficient to secure the Institution’s aims and objectives”.
Quality depends on the commitment, professionalism and personal responsibility of every member of academic, administrative and support staff. Quality assurance is about people and attitudes. It includes them and needs them; however it is people who actually deliver them.
Quality improvement is not simply concerned with getting marginally better results from current activity. The greater challenge is to continually improve the manner in which services provided by the Institution are delivered to meet individual needs and raise student achievements within the context of inclusive learning.
5.3. Quality Assurance System
US Academy of Applied Studies ’s Quality Assurance system is designed to be rigorous and effective in:
Ensuring continuous improvement in all aspects of our students’ needs and expectations
Raising student achievement
Fulfilling the requirements of external stakeholders/associates
Ensuring the provision of the best possible services
5.4. Aims
To strengthen US Academy of Applied Studies’s reputation for providing high quality learning that:
Is student-centred
Enhances students’ employability
Is valued by students, employers, professional bodies and the community
Contributes to the vision for a high quality HE sector
To support the achievement and delivery of US Academy of Applied Studies’s strategic goals
To further embed within US Academy of Applied Studies a culture of critical self-evaluation leading to continuous quality enhancement and management of risk.
To assure standards through rigorous self-regulation and review, the effective use of external reference points and appropriate peer and student involvement in review processes at all levels.
5.5. Commitments
US Academy of Applied Studies is committed to achieving the aims of the Quality Assurance Policy by focusing on three main quality perspectives
An assurance perspective whereby academic standards are verified and commitment to students is honoured
An enhancement perspective whereby US Academy of Applied Studies’s vision is realized through critical self-evaluation and programmes and teaching which are imaginative and forward looking
A customer care perspective, where the Institution listens and responds to the student voice; respects and embraces diversity; encourages student engagement with quality processes; and ensures that systems are in place to respond appropriately to issues raised.
5.6. Communication
US Academy of Applied Studies will continuously insist on:
Valuing quality enhancement as an integral component of effective learning and teaching and recognising that the expertise and commitment of all staff is critical to realising the strategy
Making use of relevant external and internal points of reference to inform and support our approach to quality enhancement
Improving the flow of quality-related information into and within US Academy of Applied Studiesensuring the effective dissemination of good practice
Identifying appropriate SMART targets, defined by outcome rather than process wherever possible and contributing to the drive for the better achievement of students
Supporting US Academy of Applied Studies’s capacity to respond to new challenges and promoting greater collaboration and co-operation across and between institutions
5.7. Compliance
US Academy of Applied Studies will only accept those students who, to the best of our knowledge, meet the requirements of the immigration office
US Academy of Applied Studies will not engage in any false, misleading or deceptive conduct or otherwise contravene any of US Academy of Applied Studies’s obligations towards the government, the public and students as a whole.
The Institution will require all its employees to adhere to the guidelines stated in the Staff Handbook
The Institution will require all its employees to abide by the rules and regulations of Immigration departments and other regulatory bodies
The Institution will create mechanisms by which employees and students can express genuine concerns and have them investigated, with every reasonable assurance of confidentiality as appropriate
The Institution will appoint a person to be responsible for monitoring staff’s adherence to the Staff Handbook guidelines, investigating alleged breaches and reporting to the CE. CE will decide on any action to be taken to ensure compliance with the guidelines
The CE will be responsible for initiating and supervising investigations into alleged breaches of the guidelines by members of staff, and for ensuring that appropriate action is taken
The person responsible for monitoring staff’s adherence to the Staff Handbook guidelines may be asked to report on any practice that appears to be in breach of the guidelines
5.8. Staff’s Contribution
Staff will contribute to the implementation of the Quality Assurance Policy by:
Designing and delivering high quality and relevant educational experiences that motivate students and engage them in their study.
Creating and delivering an excellent student experience by:
Critically reflecting on the student experience and achievement and how it can be enhanced
Gathering and responding to student feedback on learning, teaching and assessment activities specifically and the student experience generally
Incorporating equity and fairness into the design, delivery and assessment of educational experiences and its support structures and activities
Ensuring that students receive prompt and constructive feedback on performance
Identifying, sharing and embedding good practices
Demonstrating academic leadership as lecturers, module leaders, programme leaders etc.
Participating actively in relevant staff development opportunities
Ensuring continuous professional development in order to face the challenges as they arise and help the development of the Institution
5.9. Students’ Contribution
Students will contribute to the implementation of the Quality Assurance Policy by:
Taking an increasingly proactive and responsible role for their own learning including:
Providing feedback on their learning experience
Using feedback to self-assess and improve their own future performance
Engaging in activities that enhance their employability
Raising issues related to their learning appropriately as they arise
Attending lectures, tutorials and other relevant activities as appropriate
Participating in activities linked to quality assurance such as:
Contributing to student/staff liaison tasks
Ensuring that any work submitted by them adheres to guidelines prescribed on the Policy on Academic Misconduct and Plagiarism
5.10. Quality Improvement
Quality improvement is a continuous process which should be integrated into the normal delivery of the learning programme and not as a response to internal inspection.
US Academy of Applied Studies will run different training programs and workshops to equip its employees with required knowledge and update them on current issues affecting Higher Education.
US Academy of Applied Studies will consider the feedback given by students and visitors to improve the existing state of services
Development Consultant will constantly endeavour to identify tools and mechanisms to improve the quality of products and services
US Academy of Applied Studies will carry out regular checks on its products and services to evaluate current situation so as to bring improvement in the future
6. EQUAL OPPORTUNITIES
6.1. Policy
The Institution welcomes diversity amongst its students, administrative staff and visitors
The Institution is committed to support students, academic and administrative staff irrespective of sex, sexual orientation, racial origin, religion and political affiliation
Participants in the educational process should treat all other members of the Institution’s community with tolerance and respect
The CE of the Institution is responsible for over-seeing the implementation of the Equal Opportunities Policy
(Please refer to the ‘Equal Opportunities Policy’ of the Institution for more information)
6.2. Institution Environment: Access and Participation
A clear statement of the Institution’s commitment to equal opportunities will be given in appropriate Institution publications
The Institution will create an environment in which all students feel comfortable, irrespective of personal circumstances
Institution admissions systems will be free from any form of bias and all students will receive a positive welcome from the first point of contact
Guidance given to students, or potential students, will be non-discriminatory in terms of gender, race, disability, etc.
6.3. Marketing, Publicity and Public Liaison
The Institution will ensure professionalism and integrity to market its educational products.
The Institution’s publicity will reflect best equality practice. All publications will be screened to ensure that appropriate and sensitive language and images have been used
The Institution will develop and promote a multicultural atmosphere by selecting students from different parts of the world where all the students would become mutually a singular body and brand of US Academy of Applied Studies
The Marketing Office of the Institution will ensure that all the communications and advertisements are clear, easy, fully explained and informative.
(Please refer to the ‘Marketing Strategy’ of the Institution for more information)
6.4. Curriculum
The activities of teaching and learning will be conducted in accordance with equality of opportunity
Learning resources used to deliver the curriculum will be conducive to learners of all styles and be free from racist, sexist and other discriminatory assumptions, images and language. Curriculum content should, where possible, reflect the multi-cultural and multi-ethnic nature of contemporary society
The Institution will ensure that the staff and existing students are aware that no discrimination will be tolerated on the basis of the disability of a person and everyone will be treated equally.
6.5. Recruitment and Promotion
Recruitment for all positions within the Institution will be carried out in a manner which accords with best equal opportunities practice
Jobs will be advertised in the Institution’s website and in other major platforms.
Equal consideration will be given to the interest of full-time, part-time, permanent and temporary staff. Staff will be promoted to the upper level of the organisation based on their performance.
6.6. Staff Development
The Staff Development & Performance Review scheme of US Academy of Applied Studies’ aims to link individual performance review with plans for organisational and staff development
Every member of US Academy of Applied Studies’ staff will be expected, encouraged and enabled to conduct a regular and systematic self-evaluation of his or her own practice, to promote professional self-development
All staff will be aware of their responsibilities for implementing the Institution’s equal opportunities policies.
There will be training opportunities for all staff
All members of staff should have opportunities for career progression and be treated as professional colleagues regardless of the positions held within the Institution
The Chief Executive of the Institution has overarching responsibility for policy implementation relating to the development of all staff.
(Please refer to US Academy of Applied Studies’ The Staff Development & Performance Review for complete guidance)
6.7. Harassment
The Institution will not tolerate any harassment, and sees it as a form of discrimination
Students, staff and visitors to the Institution can be accused of harassment, or can be the victim of harassment
An appropriately senior member of staff will be designated to deal with these incidents in the first place, and subsequently investigate, and take appropriate action in accordance with Institution’s disciplinary procedures
All staff and students will be informed of these procedures
In addition to dealing with the offender, the Institution will provide support for the victim
6.8. Quality Assurance
Quality assurance procedures will require reflection on equality and diversity issues, and appropriate comment when completing quality assurance documentation. This will apply across all curriculum and service areas
The Institution will comment on equality and diversity issues in its annual self-assessment report, summarising the observations and actions identified at curriculum and service area level
7. MANAGEMENT AND STAFF
7.1. Management
In US Academy of Applied Studies, the Chief Executive is the head of the Institute who is responsible for the overall affairs. Under his/her leadership, the Institution will implement all of its policies and gradually move forward. Academic Head, Director of Administration and Development Consultant will be there to help and advise the CE
Employees of US Academy of Applied Studies must abide by the guidelines stated in the Staff Handbook of the Institution
Staff may face disciplinary actions if they act against the interest of the Institution
US Academy of Applied Studies will ensure that all involved in the operation of the Institution enjoy their rights without any hindrance
7.2. Staff
In selecting a lecturer and allocating teaching tasks, the Institution will ensure that the lecturer has the appropriate skills, experience and knowledge in the subject area being taught
Lecturers will receive constructive and regular feedback on their performance (including strengths and weaknesses)
Lecturers’ performance will be monitored over the duration of the teaching and this should include classroom observation
In selecting a staff, the applicant’s relevant experience and qualifications will be the centre of focus. All applicants must prove and provide evidence to show that they are eligible to work.
7.3. Staff Development
US Academy of Applied Studies is committed to supporting and promoting training and staff development, recognizing that it represents an investment in the most important asset, its staff
It is the policy of US Academy of Applied Studies to ensure that all personnel are trained and experienced to the extent necessary to undertake their assigned activities and responsibilities effectively. US Academy of Applied Studies generally procures and recruits employees capable of meeting the skill, experience and educational requirements of the Institutions activities
All staff and senior employees are responsible for recommending the training needs of others and for ensuring that all employees are suitably qualified and experienced to execute their entrusted responsibilities. Once training needs are identified these are provided under the supervision of the CE
The Institution believes that training and staff development is likely to be most effective when individual member of staff take responsibility for their own development. It recognises and will give appropriate support (including time), encouragement and direction to enable this process to occur
US Academy of Applied Studies will encourage and where possible, support academic staff intending to pursue relevant teaching qualifications
US Academy of Applied Studies will encourage and support the involvement of individual members of staff in training and staff development activities
Lecturers including academic head are expected to undertake appropriate training either themselves or supported by US Academy of Applied Studies
(Please refer to US Academy of Applied Studies’ Staff Development and Performance Review for complete guidance)
8. RELIGIOUS OBSERVANCE
8.1. Religious Festivals
In order to help students participate in their religious festivals the institution will endeavour to announce holidays on significant festivals.
9. INFORMATION DISCLOSURE
9.1. Privacy of Present and Former Students
The Institution respects the right to privacy of its present, former and potential students, and will take all reasonable steps to protect personal information given to it by students
9.2. Confidential Information
Any staff maintaining any lists or other databases of students in computer must comply with the requirements of relevant Data Protection Legislation.
The Institution recognizes the importance of protecting its information assets and, in particular, the information relating to its staff, students and other individuals in whatever form that information is held. All data, whether held electronically or manually are kept securely and not disclosed unlawfully.
9.3. Disclosure Required by Law
This rule of confidentiality does not apply if disclosure is required by law or with the consent of the individual concerned
Information about the qualifications which have been awarded to individual students (i.e. name and subject of award, class of degree if appropriate, and date of award) is not confidential, and may be released
It is permissible to indicate to enquirers whether or not the individual who is the subject of the enquiry is or has been a student, although oral requests from agencies such as government offices should be dealt with by asking for the request to be put in writing
In exceptional or urgent cases, the caller should be put through to the CE
9.4. Authenticity of Enquiry
Even where disclosure of information is permitted, reasonable steps must be taken to determine the authenticity of the enquiry before any information is disclosed
9.5. Communication with Law Enforcement Agency
The Institution’s policy is to offer reasonable assistance to police in their enquiries. However, steps should be taken to establish the authenticity of a police request by, for example, asking the caller to leave name, rank, and station telephone number, and then phoning back and asking for the officer concerned.
In case of any doubt about how to deal with a particular enquiry, it should be passed on to the CE for further assistance.
10. INFORMATION ON PROGRAMMES OF STUDY
10.1. Course Information
Full details of the course structure and philosophy i.e. how the courses progress, the aims and objectives, learning outcomes etc.
Specific skills that may be required during the course e.g. essay writing, giving presentations, basic computing skills etc., and when they will be required
Policy on possible module choices particularly optional modules
10.2. Assessment Information
The purpose, methods and schedule of assessment tasks during, and at the end of a module or programme of study
The criteria for assessment including, where appropriate, descriptors of expected standards of student attainment; what is expected in order to pass or to gain a particular grade or classification
The marking and grading conventions that will be used
Consequences of assessment, such as decisions about progression to the next level, final awards and the right of appeal
A briefing about academic misconduct
How and when assessment judgments are published
Any opportunities for re-assessment
Policy on late submission of work where applicable
Consequences of academic misconduct
US Academy of Applied Studies will follow the guidelines given by the awarding bodies in relation to assessment for the purpose of informing students
7.3. Academic Progress
US Academy of Applied Studies’s policy on students’ progress is very rigid and it monitors students’ progress throughout the programme
The Personal Tutors are required to report their students’ progress to the Academic Committee through the Course Coordinator at the end of each semester. The outcome of the report is considered at the Academic Committee meeting at the end of each semester
Students are required make overall significant progress in order to achieve their goal; enhance career prospect and comply with the regulations of Immigration Departments Students are permitted to proceed with their approved courses of study only if they maintain satisfactory progress as evidenced by attendance at classes, satisfactory performance in examinations and the proper completion of such other work/task as may be allotted to them
If any student’s progress is unsatisfactory, he/she will be given extra care and support and other relevant remedial measures to help him/her make progress. At the same time, he/she will be warned about the consequences he/she might face due to his/her unsatisfactory progress
If a student persistently makes unsatisfactory progress even after pursuing the US Academy of Applied Studies’s remedial measures under a given period of time, he/she may eventually be excluded from the Institution and Immigration Departments will be notified about it duly.
US Academy of Applied Studies monitors students’ progress in three stages namely Early Monitoring, Mid-Term Monitoring and Term Final Progress. In both Early & Mid-Term Monitoring, students will be given assignment/task/mock test etc. as appropriate and be given feedback on their works. Term Final Progress includes the examinations/assignments as conducted by the awarding body of each programme. Based on the students’ performance in examinations/assignments marked and graded by the concerned awarding body, the Course Coordinator of each academic department of US Academy of Applied Studieswill make a report that will be presented to the Academic Committee
(Please refer to US Academy of Applied Studies’s Policy and Procedures on Monitoring and Reporting Students Academic Progress for detailed information)
7.4.Other
Channels of communication i.e. how students make their views known, how they receive feedback on their views
Role of lecturers, giving definitions of module/personal tutor as appropriate, and what sort of queries each deals with
Course/subject review committee meetings and minutes
Purchase of books; recommended texts, price, when they will be required during the course
Comparison of examinations with earlier results
Student feedback and the evidence of actions taken
Information about administrative office hours
8. CAREER INFORMATION & GUIDANCE
8.4. Career Potential Support
Academic programmes, extra-curricular programmes and activities, part-time employment and work experience, voluntary work in the community-all contribute to the development of students’ career potential whilst studying at US Academy of Applied Studies
US Academy of Applied Studies will ensure:
To give greater clarity about the diverse ways in which the US Academy of Applied Studies supports the career development of its students and about the respective roles of academic staff, and of the support provided for career development. Details of any aspects of such which students can expect to be provided by the Institution staff
to make clear to students their entitlement to this support, what they can expect, and from whom
US Academy of Applied Studies is not an employment agency and therefore it will not be engaged in finding jobs for students
8.5. Learning Placements
Where Placement Learning is an intended part of a programme of study, US Academy of Applied Studies will ensure that:
The responsibilities for Placement Learning are clearly defined
The intended learning outcomes contribute to the overall aims of the programme
Any assessment of Placement Learning is part of a coherent assessment strategy
Clear policies and procedures are in place to ensure that responsibilities for Placement Learning are met and that learning opportunities during a placement are appropriate
Placement providers know what their responsibilities are during the period of Placement Learning
Students are made aware of their responsibilities and rights
Students are provided with appropriate guidance and support in preparation for, during, and after their placements
Staff who are involved in Placement Learning are competent to fulfill their role
There are procedures in place for dealing with complaints and that students are aware of, and can make use of, them
9. COMPLAINTS PROCEDURE
9.1 Purpose of the Complaints Procedure
The purpose of the complaints Procedure is to establish an effective monitoring system in the organization. The Institution can learn and check the ongoing irregularities or ineffectiveness of systems, when there is a complaint about the matter from an interested party. The complaints procedures are also used as indicators of standards of customer services that have been successfully established and tested.
When a complainant approaches the Institution with a genuine complaint, it is believed that the complainant has given the Institution a chance to rectify the errors or ineffectiveness or unfairness in the system. It also helps the Institution to take appropriate policy decisions after careful consideration and investigation of the alleged complainant. The most important purpose of the complaints Procedure is to ensure that no client leaves the organization with bad experience, dissatisfactions or grievance.
Please refer to the US Academy of Applied Studies Complaints Procedure for more information.
10. FEEDBACK TO STUDENTS
10.3. Appropriate Feedback
US Academy of Applied Studies will ensure where appropriate, feedback is provided to students on their works in order to facilitate improvement and promote learning.
US Academy of Applied Studies should ensure that feedback is provided at times which are appropriate to enable the students to benefit from such feedback
Formal feedback must be given to students on their works collected for Early and Mid-Term Monitoring purposes. Students will be given feedback on their performance at the end of the term (Term Final Progress) as well
Lecturers and course coordinators should ensure that their feedback on students’ works is constructive
11. MARKETING AND RECRUITMENT
11.1. Students Recruitment
US Academy of Applied Studies will promote all educational programmes accurately and honestly in terms of quality, standing and availability.
Differences between US Academy of Applied Studies and competitors should be portrayed in a comprehensible and accurate way so as to project a cooperative marketing image to the target audience. No false or misleading comparisons should be drawn with any other provider.
US Academy of Applied Studies should promote themselves in a professional and ethical manner and ensure that all marketing activities reflect best practice.
In all advertising and public communications, the Institution will avoid untruth, concealment and overstatement about its programmes, achievements and services.
The Institution will avoid recruitment practices that involve the offer of improper financial or other inducements to students.
The Institution will make all reasonable attempts to deliver learning programmes and support services to meet the individual needs of students, efficiently and effectively to accepted quality standards, and will take reasonable steps to rectify any shortcomings in the service delivered.
Learning support, information, advice and guidance offered to students will be impartial and guided by the best interests of the student.
11.2. Appointment of Agents
US Academy of Applied Studies insist on appointing consultants who:
Demonstrate qualities and abilities to expertly fulfill genuine needs of international students while respecting US Academy of Applied Studies’ policies
Do not support or encourage illegal actions
Maintain proper and high standards of professional conduct of business as an international education agent
Accurately represent US Academy of Applied Studies, its courses, facilities and procedures
Maintain the honour and confidentiality of the student and information supplied by them
Do not allow unjustified criticism of other educational representatives or Institutions
Will resolve any conflict directly with the students in a professional manner
Keep themselves constantly updated in areas of advice and new developments in all sectors be it new courses, immigration regulations and or new procedures
Provide US Academy of Applied Studies and students with information they need disclosing all relevant information
Swiftly respond to communications
Support and promote US Academy of Applied Studiesand its educational programmes
Do not discriminate on the basis of ethnic origins, religion or sexual orientation, disability or age
Abide by the Marketing ethics of US Academy of Applied Studies
Notify any applicable charges to the student and US Academy of Applied Studies in advance
Will be accountable to both US Academy of Applied Studies and students
11.3. External Relationships
The Institution will be responsive to its community and within the framework of its own Mission Statement will seek to provide programmes and services relevant to the needs of individuals and employers.
The Institution will provide timely and accurate information to the best of its abilities on individual student to employers or others, within the confines of relevant Data Protection Legislation and any other relevant legal requirements.
The Institution will ensure that its contracts with organisations comply with acceptable ethical standards and legal frameworks
12. HEALTH AND SAFETY
12.1. Introduction
As an employer and premises occupier, US Academy of Applied Studies will ensure as far as reasonably practicable, the health, safety and welfare of members of staff, students, and other people who may be affected by its activities. All members of staff have a role to play in health, safety and welfare matters. Such roles include observing approved Institution’s policy, and carrying out specific procedures in the event of particular incidents.
12.2. General Statement of Policy & Principle
The US Academy of Applied Studies is committed to best practice in ensuring health & safety in the campus. It aspires to continual improvement beyond basic legal compliance in respect of members of staff, students, visitors, contractors who may be carrying out work on the Institution’s sites, and any other persons who could be affected by its activities.
The Chief Executive has overall responsibility for health and safety matters in the Institution, although staff and students of the Institution share some responsibility for their own health and safety and that of others whilst engaged upon the Institution business.
The Health & Safety Policy will be implemented through a commitment to the following objectives:
Provision must be made and maintenance must be for safe and healthy working conditions,
Equipment and systems of work;
The implementation of a health and safety management system involving a process of regular audits, inspections and resultant actions must be ensured;
The effective consultation must be held with members of staff and health and safety representatives;
There will be sufficient resource and activities for the promotion of best practice in health and safety within the Institution;
The Institution must ensure the competence of members of staff and students with designated responsibilities;
The Institution must show consideration of health and safety issues at all stages of project management;
The Institution must allocate adequate resources and enlist specialist advice;
The Institution must encourage a fit and healthy workforce;
The Quality Assurance Committee of the Institution will ensure that this Policy is carried out through the approval of strategy, policy and action plans, and by regular monitoring.
12.3. Environment Policy
US Academy of Applied Studies is committed to complying with all relevant environmental legislation at local, regional and national level as a minimum requirement and to continually improve environmental performance through appropriate initiatives, controls, provision of resources and training of employees.
The aim is to minimise significant impacts of US Academy of Applied Studies’ activities, products and services. These are based on a commitment to following environmental principles:
Prevention of pollution
Effective and responsible waste management and disposal.
Promoting reuse and recycling of products.
Maintaining a high level of awareness of environmental issues in the workforce.
Involving suppliers, contractors and customers in environmental initiatives.
(Please refer to Health & Safety: Principle & Policy for more information)
13. QUALITY ASSURANCE AUDIT
13.1. Introduction
US Academy of Applied Studies is keen and committed to maintaining the quality assurance in each of the academic and administrative departments. So, the primary objective of US Academy of Applied Studies is to establish a proper system of quality audit which can effectively and efficiently manage the quality assurance within the Institution.
US Academy of Applied Studies Quality Assurance Committee will be vigilant and make sure that quality assurance matters are discussed and audits are conducted every year without any failure. US Academy of Applied Studies will conduct academic audit on a regular basis.
13.2. Internal Audit Objectives
The purpose of audit can be identified as the following:
To ensure that the quality assurance systems and procedures adopted throughout the Institution are efficient, effective, and sufficient to deliver the intended outcomes
To fulfill an enhancement function through the dissemination of information on good practice throughout the academic department and, where weaknesses are identified, to require and/or recommend appropriate action for improvement
To ask to disclose any relevant information relating to the academic matters
To hold meeting individually with any of academic personnel for example a lecturer
To hold meeting with the students of different academic departments
13.3. Quality Assurance Auditor
US Academy of Applied Studies will ensure that suitably experienced personnel are appointed to take charge the obligation of conducting the quality assurance audit for each of the academic and administrative departments. Quality Assurance Auditor will be appointed by the Quality Assurance Committee in consultation with the Chief Executive or Director of Administration.
US Academy of Applied Studies will ensure that the Quality Assurance Auditor possesses a strong analytical background and is much organised. Excellent interpersonal skills, data analysis, computer skills and a very good level of understanding of private and Higher Education and rules & regulations of Immigration Departments are essential for a Quality Assurance Audit and therefore these attributes will be highly focused on before an Auditor is appointed.
13.4. Personnel who must be present during Academic Audit
The following personnel must be present during the academic quality assurance audit:
Academic Head
Deputy Head of the Academic Department, if any
Lecturers
Course Co-coordinators
13.5. Areas of Audit
Lecturers
Lectures
Handouts
Revision Lectures
Mock Examinations
Mock Examinations Feedbacks
Student Satisfactions
Student Success Rate
Department Meetings
13.6. Lecturers
The QAA will assess the following issues in terms of lecturer’s quality of the relevant Academic Department.
Areas of Assessment | |
Appearances | Dress Code |
Attitude | Eye contact |
Subject Knowledge | Analytical quality |
Motivation ability | Trainings attended |
Feedbacks standards | Punctuality |
Organizational orientation | Student orientation |
Body language | Hierarchy observance |
13.7. Lectures
The QAA will assess the following areas while auditing the lectures of the Academic Department:
Areas of Assessment | |
Preparation | Subject knowledge |
Cross reference ability | Update version of lectures |
Referring to the authoritative texts | Reference to the additional readings |
References to the leading websites | Lectures as per syllabi |
Explanatory notes and ability | Easy to understand |
Lectures delivery & flow | Pronunciations |
Voice projections | Pace & pause |
Clarity of expression | |
13.8. Hand-outs
The QAA will also assess the following areas of the hand-outs provided by the lecturers.
Areas of Assessment | |
Updated version | Reference of the authoritative texts |
Reference of the additional readings | Headings, sub-headings, paragraphs |
Numbering style | Syllabuses orientation |
Informative & suggestive | Analytical approach |
Cross references | Easy to understand |
Sentence style | Grammatical perfections |
Appropriateness of Length | Topics explanations |
13.9. Revision Lectures
The QAA will assess the following areas of the revision lectures.
Areas of Assessment | |
Exam orientation | Informative & suggestive |
Ready reference | Easy to follow |
Effectiveness of the lectures | Oriented to examiners’ view |
References to essential readings | Quick to finish |
13.10. Assessing Department’s Activities
The QAA will assess the department’s activities of the Institution in details. The QAA will consider the provisions of the Academic Best Practice Guide (ABPG) of US Academy of Applied Studies and will check whether the Department, which is under audit, is observing the provisions of the ABPG properly. The following areas will meticulously assessed by the QAA and these are:
Lesson plan
Regular lectures
Attendance chasing
Updated lectures handouts
Revision lectures
Mock Examinations
Mock Examinations Feedbacks
Student Counseling
Student special advice sessions
Departmental regular meetings with lecturers
Department follow up activities
13.11. Assessing Department’s Documents and Evidence
The QAA will also meticulously assess the supporting documents or evidence of the academic activities. The QAA will not make any comment unless he or she has assessed the relevant documents or evidence relating to the academic activities. The documents or evidence actually substantiate what the Head of the Department is suggesting. If the suggested activities do not have any documents or evidence to show, it will be assumed that the Department, which is under audit, has failed to perform accordingly. The QAA will assess the following documents or evidence while auditing the Academic Department.
13.12. Student Affairs
Records of Student application form
Records of Student’s registration with awarding body
Students’ attendance records
Records of chasing letters for attendance
Records of Examinations results
Other records of student progress
Records of Student’s credentials
Records of academic feedbacks
Records of examinations feedbacks
Records of written assignments
Records of assignments feedbacks, if any
Records of disabled student’s facilities, if any
Records of student supporting letters
13.13. General Academic Administration
Records of Minutes of academic staff meetings
Records of complaints formal or informal
Records of any corrective actions
Records of extenuating circumstances
Records of external body’s report e.g. academic performance appraisals
Records of disciplinary actions, if any
Records of staff appraisals
Records of staff trainings & developments
Records of staff disciplinary actions and reports
Records of feedbacks from students
Records of appropriate time table
14.14. Administrative Audit
The QAA will assess the following areas while auditing different administrative departments and issues:
Enquires & Application
Areas of Assessment | |
Fast, reliable and professional service | Sending welcome letter & Prospectus |
Reply within two working days | Data securely held |
Caller/communicator verification | Follow-up |
Enquiries recorded in CMS | Applicant’s decision (acceptance or decline) updated in CMS |
Admission
Areas of Assessment | |
Students’ age verification | Relevant regulations explained to students |
Certified educational certificates | Warm welcoming of students at the campus |
Prompt communication | Giving Student Handbook to each student |
Advice given on fees payment | Fee arrangements before the Induction Day |
Record Keeping
Areas of Assessment | |
Computerised and manual records | Keeping required documents in students’ file |
Keeping data securely | Keeping copies of issued letters in students’ files |
Not disclosing data unlawfully | Entering attendance record into CMS on a daily basis |
Checking each file by the Manager Administration | Up to date and accurate records |
Marketing
Areas of Assessment | |
Honest & ethical approach in marketing | Ensuring the availability of promotional materials & prospectuses in abundance |
Appropriate research | Advertising and publicity activities |
Agents training | Ensuring the availability of briefing documents for agents |
Checks on deposits and tuition fees paid by students | Copies of all agents’ agreements & certificates |
Health & Safety
Areas of Assessment | |
Clear and accurate fire exit & emergency signs | Fire notices & records of fire drills |
Safe & clean environment for staff and students | List of first-aiders and registration with HSE |
Food and drink meetstatutory hygiene requirements | Health and safety law poster |
Relevant staff given health & safety, first aid & fire precautions training | Accident report book and first-aid box available at the reception |
Complaints Handling
Areas of Assessment | |
Availability of Complaints Form at the reception | Written confirmation of decision |
Proper dealing with informal complaints | Report of findings by the Complaint’s Officer |
Acknowledgement of formal complaints | Handing over the report to the Principal |
Rapid investigation of formal complaints | Revision process |
Decisions notified to complainants | Notification of final decision to the complainant |
Student Service
Areas of Assessment | |
Effective meet and greet service | Giving advice, information & assistance to students |
Availability of request form at the reception | Serving students with a smiling face |
Fast student service | Giving Health & Safety Manual & Student Handbook to students |
Availability of ongoing pastoral support to students | Arranging counselling Service |
Maintaining Educational Values
US Academy of Applied Studies will place high standards of professional ethics at the heart of all its undertakings. In this regard, the Institution undertakes that the welfare of students will be the pivot around which policies and management practices revolve. The Institution will design and maintain high professional standards not only in the marketing of its services but also in the provision of educational services, such measures as will safeguard the educational interests and welfare of students.
Promotion and Marketing of courses
The Institution will, as part of its strategic drive, design a promotion and marketing policy. However US Academy of Applied Studies will ensure professionalism and integrity will underpin all activities to market its educational products. The Institution will further ensure that accuracy and student satisfaction are maintained throughout the application process and during a person’s time enrolled as a student.
Values relating to Students
The Institution believes that probity and accountability in dealing with its students or prospective students is a prerequisite for success. In this regard such values will be maintained and will form a core part the Institution’s statement of values.
Students and prospective students will require accurate information to make decisions. For this purposes, the Institution will not deliberately give inadequate or misleading information on its learning programmes or other services.
In all advertising and public communications, the Institution will avoid untruth, concealment and overstatement about its programmes and achievements.
The Institution acknowledges the dangers of unmerited financial inducements. Therefore the Institution will avoid recruitment practices that involve the offer of improper financial or other inducements to students.
The Institution will make all reasonable attempts to deliver learning programmes and support services to meet the individual needs of students, efficiently and effectively to accepted quality standards, and will take reasonable steps to rectify any shortcomings in the service delivered.
In its provision of learning support, information, advice and guidance offered to students the Institution will be impartial and guided by the best interests of the student.
The Institution will maintain complaints and appeals procedures. The Institution will publish details of its complaints and appeals procedures. It will deal with all students with equal care and respect.
In handling complaints the Institution will ensure that complaints are dealt with fairly, openly and efficiently.
US Academy of Applied Studies will always operate within the parameters of the Laws of United States of America within the requirements of the law, and in accordance with relevant Data Protection legislation, the Institution will maintain the confidentiality of information on individual students. US Academy of Applied Studies will provide sufficient accurate information to students, which set out the total costs/fees to students and the objectives, assessment procedures and competency standards and outcomes to be achieved by the students. These will include:
Copy of the Code of Ethics
Admission Procedures & Criteria
Student Handbook
Course Handbook
Refund Policy
Details of all Fees and Costs incurred in a course
Grievance/Appeal procedure
Support services including facilities available
Promotion and Marketing of courses
Web Marketing
US Academy of Applied Studies will market its educational products with integrity, accuracy and professionalism ensuring that student satisfaction is maintained throughout the application process and during their time enrolled as a student.
Enrolment/Recruitment
US Academy of Applied Studies will conduct the recruitment of students at all times in an ethical and responsible manner. Recruitment will rest on an assessment by the institution of the extent to which the stated competency standards and outcomes of the course are likely to be achieved by the applicant given his/her qualifications, proficiencies and aspirations. This assessment will be made by appropriately qualified staff. Acceptance onto courses will comply with all equal opportunity legislation.
Refund Policy
US Academy of Applied Studies has a refund policy in place, which is fair and equitable. The policy contains guidelines for guaranteeing the refund of fees to students.
Learner Grievances/Appeals
The Institution will work hard to ensure that students are satisfied at all times. However the Institution acknowledges that, as a human institution, grievances may sometimes arise. In the event of a grievance the student is, as a matter of procedure, first required to submit details of the matter in writing to the Director of Studies. Every effort will be made to settle the grievance internally, in a fair and equitable manner, to the satisfaction of interested parties.
In the event that the matter cannot be settled internally, the student will be advised of an appropriate legal body where they can seek further assistance should they so wish.
Guarantee
US Academy of Applied Studies guarantees to honour any representation made in this Code of Practice.
US Academy of Applied Studies recognises its obligations to students, clients, staff and the communities in which it operates to observe and maintain the highest ethical standards. These standards are to be upheld in the day-to-day activities of all members of the Institution. They include and embrace the principles of selflessness, integrity, objectivity, accountability, openness, honesty and leadership. In addition, helping students to acquire a sense of professional and personal ethics in their work is an important part of the educational process offered by US Academy of Applied Studies .In particular:
Students – we seek to offer a rewarding experience to all our students to support their future careers, on programmes clearly described and outlined in the Institution prospectus. Programmes are based on the transmission of up-to-date knowledge of fundamentals and their application.
Employees – we seek to offer a rewarding experience for all our employees; to promote personal development and to support, encourage and motivate people to reach their full potential and to contribute to the improved performance of the organization, and rapidly rise to senior positions.
Teaching – we seek to bring all our knowledge and experience to the design, delivery and assessment of our teaching programmes
Academic community – we seek to fulfill our responsibility to the wider academic community, undertaking all academic work to the highest professional standards, and contributing wherever possible to the development of that community worldwide.
Suppliers – we seek to trade productively with all our suppliers, who have, like US Academy of Applied Studies also committed to reducing their environmental impact. We expect value for money, good service and fair treatment from all suppliers and recognise suppliers’ needs for fair terms of trade, including prompt payment and clear briefings.
An introduction to Internal Quality Assurance Audit
US Academy of Applied Studies is keen and committed to maintain the quality assurance in each of the academic/administrative departments. So, the primary objective of US Academy of Applied Studies is to establish a proper system of audit which can effectively and efficiently manage the quality assurance within its partner Institution. US University of Technology, Science and Art’s Quality Assurance Committee will be vigilant and will make sure that quality assurance matters are discussed and audits are conducted regularly and efficiently. US Academy of Applied Studies will conduct academic/ administrative audit three times in an academic year.
Internal Audit Objectives
The purpose of audit at a US Academy of Applied Studies partner institution can be identified as follows:
To ensure that the quality assurance systems and procedures adopted throughout the Institution are efficient, effective, and sufficient to deliver intended outcomes.
To fulfil an enhancement function through the dissemination of information on good practice throughout the academic department and, where weaknesses are identified, to require and/or recommend appropriate action for improvement
To maintain the US Academy of Applied Studies’s Brand as a Quality provider of Global Education.
To maintain consistency of provision across all its partners
Chief Quality Assurance Officer (CQAO)
US Academy of Applied Studies will ensure that a senior academic has been appointed to take charge of the obligation of conducting the quality assurance audit for each of the academic/ administrative departments of the Institution
The Principal/Director of Studies of the institution will be the ex-officio CQAO. The CQAO will be in charge of all aspects of academic quality assurance matters. The Audit Final Report (AFR) will be submitted by the CQAA for further action in relation to the academic quality assurance matters of the audited department.
The CQAA will nominate the auditor for each of the academic departments and will notify the relevant department the name of the nominated academic auditor. The CQAA will then hold a meeting with the nominated Academic Quality Assurance Auditor and will decide how to commence the academic audit and any other urgent and relevant matters relating to quality assurance audit for the academic departments.
Academic Quality Assurance Auditor (AQAA)
The Academic Quality Assurance Auditor (AQAA) will be a senior member of staff who will conduct the academic audit. The AQAA will follow the appropriate procedure and any other relevant directions of the CQAO while conducting the academic audit. The AQAA will have the following powers.
To ask to disclose any relevant information relating to the academic/ administrative matters.
To check all academic documents including, sample questions papers, answer scripts, students’ attendance, and academic performance records.
To hold meetings individually with any of the academic personnel.
To hold focus meetings with students of the academic department.
The AQAA will be subjected to confidentiality i.e. will not disclose his or her findings except to the authorised personnel of US Academy of Applied Studies
Personnel who must be Present during Audit
The following personnel must be present during the academic quality assurance audit:
Head of Department/Dean/Director of studies
Course Coordinators of the Academic Department
Lecturers
Academic Administrator,
Selection of students
If there is any course committee of the Academic Department, the student member of the academic committee must be present.
Audit Final Report (AFR):
The AQAA will prepare a report after the completion of the audit based on his or her findings. The Audit Final Report of the AQAA will contain the issues stated in Appendix Form 10:
The final audit report is an important document as it contains records of academic/ administrative performance. All findings will be objective in nature and all recommendations must be acted upon.
Academic Audit
Areas of Audit
9.1. Lecturers
The QAA will assess the issues stated in Part-A of the Appendix Form 01, in terms of lecturer’s performance.
9.2. Lectures
The AQAA will assess the issues stated in Part-B of the Appendix Form 01, while auditing the lectures of the Academic Department:
9.3. Handouts
The AQAA will also assess the issues stated in Part-A of the Appendix Form 02, while auditing the handouts provided by the lecturers.
9.4. Revision Lectures
The AQAA will assess the areas of the revision lectures mentioned in Part-B of the Appendix Form 02.
9.5. Mock Examinations
The AQAA will assess the issues stated in Part-A of the Appendix Form 03 while auditing the records of the Mock Examinations.
9.6. Mock Examinations Feedback
The AQAA will assess the issues stated in Part-B of the Appendix Form 03 while auditing the records of the Feedback of Mock Examinations.
9.7. Course Committee
The AQAA will assess the issues stated in Part-B of the Appendix Form 04 while auditing the records of the Course Committee.
9.8. Student Satisfaction
The AQAA will assess the issues stated in Part-B of the Appendix Form 05 while auditing the records of the student satisfaction feedback.
9.9. Student Success Rate
The AQAA will assess the issues stated in Part-A of the Appendix Form 05 while auditing the records of the student success rate.
9.10. Department Meetings
The AQAA will assess the issues stated in Part-A of the Appendix Form 04 while auditing the records of the department meeting.
9.11. Special Performance
The AQAA will assess the issues stated in Part-C of the Appendix Form 05 while auditing the records relating to other special performance and obligation.
Administrative Audit
The QAA will assess the following areas while auditing different administrative departments and issues by using the Appendix Form 7 -10:
Enquires & Application
Admission
Record Keeping
Marketing
Appointment and monitoring of agents
Health & Safety
Complaints Handling
Student Service
Immigration Compliance
Audit Procedure
10.1. Assessing the department’s activities
The AQAA will assess the department’s activities of the Institution in detail. The AQAA will consider the provisions of the Academic Best Practice Guide (ABPG) of US Academy of Applied Studies and will check whether the Department, which is under audit, is observing the provisions of the ABPG properly.
The AQAA may have more specific areas of assessment apart from the areas, which are listed above. The Head of the department must comply with the requirements of the AQAA and will provide necessary support to the AQAA.
10.2. Assessing the Department’s Documents and Evidence
The AQAA will also meticulously assess the supporting documents or evidence of the academic activities. The AQAA will not make any comment unless he or she has assessed the relevant documents or evidence relating to the academic/administrative activities. The documents or evidence actually substantiate what the Head of the Department is suggesting. If the suggested activities do not have any documents or evidence to show, it will be assumed that the Department, which is under audit, has failed to perform accordingly. The AQAA will assess the documents or evidence by using the prescribed Form while auditing the Academic Department.
10.3. Recording of Discrepancies (NON-Conformities)
The AQAA will record any discrepancies that he or she may experience and will try to immediately identify the correctional actions which may be required to remedy the discrepancies. The record must identify the issues mentioned in Appendix Form 11:
10.4. Discussing the Discrepancies with the Head of Department
The AQAA will then sit with the Head of the Academic/administrative Department, which is under audit, and will discuss the areas of discrepancies indentified by him or her. The AQAA will use the “Discrepancy Identification Form (DI Form)” and will use the Appendix Form 12 which contains the issues to be discussed with the Head of the Department.
After the discussions the AQAA will obtain signature in DI Form to make sure that the matters have been discussed.
10.5. Discussing Recommendations of Immediate Correctional Actions, if any
The AQAA will then discuss the recommended immediate correctional actions for eliminating the elements of discrepancy. The AQAA will indicate the matters mentioned in Appendix Form 13, while suggesting the recommendations of correctional actions and these are:
10.6. Reaching an Agreement on Points of Discussions
The AQAA must reach an agreement with the Head of the Academic Department on point of discussions. The agreement must be signed by both the AQAA and the Head of the Department, which is under audit. This agreement is very important as it will carry evidence of basic points of discussions and the obligations as agreed by the Head of the Department arising out of the audit discussions.
10.7. Completing the Audit
The AQAA will officially conclude the audit after all the necessary checks, assessments and visits. While concluding the audit the AQAA will reaffirm the points of discussions and agreed actions to be taken by the Head of the Department. The AQAA will also indicate the date of the audit report to the Head of the Department. The AQAA must ensure before finally conclude the audit that the Head of the Academic really understands the points that have been raised during the audit.
10.8. Preparing the Report on the Basis of Audit
The AQAA will then prepare an audit report based on his or her findings by using the Appendix Form 14. The report is a compulsory requirement for the quality assurance.
10.9. Audit Report Submission
The Audit Final Report (AFR) must be communicated to the following personnel and they are:
Chief Quality Assurance Officer
Head of Academic Department (which was audited)
The audit report must be prepared and submitted no later than 14 days from the date of the academic audit.
10.10. Discussing with the CQAA about the Quality Audit Report (AFR)
The CQAA will hold a meeting in order to update the CQAO in relation to the academic/ administrative audit’s findings and steps which will be taken for the correction or remedy. The CQAA will receive instructions, if there are any, and will take the necessary action. The CQAA will also pass the instructions of the CQAO to the relevant Academic Department.
The CQAA will keep records of the discussions and will write a letter to the Head of the Department advising required actions.
Monitoring the Quality Assurance as per QAR
The CQAO and the CQAA will be jointly responsible to make sure that the Head of the Academic Department, which was audited, is complying with the recommendations as mentioned in the Audit Final Report. The progress of the academic department as per the AFR will be constantly monitored by the CQAO and the CQAA.
Conclusion
The processes and procedures have been made in order to ensure that the quality assurance checks are progressing smoothly and without any apparent confusion. If there is any disagreement with the AQAA the matter will be resolved by the Chief Quality Assurance Officer and the decisions of the CQAA will be final in such a situation.
Student Welfare
Policy Overview
US Academy of Applied Studies is keen to minimize all kinds of non-conformities and to encounter those non-conformities through an established system of receiving and dealing with complaints. Appropriate systems of receiving and dealing with the complaints provide the gateway to learn the views of those who experienced the institution’s services. This gives US Academy of Applied Studies an opportunity to rectify the non-conformities and thus brighten the image of the institution when correctional actions to remedy the non-conformities are taken.
Who can complain?
The following people may bring complaints:
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those who are not satisfied with any services received from US Academy of Applied Studies;
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students (or those acting on student’s behalf)
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visitors
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service users
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staff members
Reasons for Complaints
Complainants may bring complaints for any of the reasons set out below:
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That the advice provided was not appropriate or wrong;
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That the personnel did not provide appropriate guidance;
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That the matter has been dealt with negligently;
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That the institution did not update the complainant properly and in time, thus complainant failed to take appropriate action and suffered loss and damage;
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That the complainant received substandard services;
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That the complainant had been misled about the matter;
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That the institution did not deal with complainant’s problem expeditiously and thus had caused him/her problems of a substantial nature;
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That the institution has charged in excess of the fee scheme;
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That the institution had never provided the complainant with the services for which he/she had already paid;
You may also add any other reasons that suit you most in your complaint. Please give details of the reasons as much as possible. State your reasons clearly and without any apparent ambiguity.
Purpose of the Complaints Procedure
The purpose of the Complaints Procedure is to establish an effective monitoring system in the organization. US Academy of Applied Studies can identify any on-going irregularities or ineffectiveness of systems, when there is a complaint about the matter from an interested party. The complaints procedures are also used as indicators of standards of customer service that have been successfully established and tested.
When a complainant approaches US Academy of Applied Studies with a genuine complaint, it is believed that the complainant has given US Academy of Applied Studies a chance to rectify the errors or ineffectiveness or unfairness in the system. It also helps US Academy of Applied Studies to take appropriate policy decisions after careful consideration and investigation of the complaint. The most important purpose of the complaints procedure is to ensure that no student leaves the organisation with bad experience, dissatisfactions or grievance.
Informal Complaints Procedure
Introduction
This is a less formal procedure where a complainant may raise his or her concern about the way a particular service was provided. The complainant may meet with the complaints officer and discuss the matter that will be then immediately dealt with. However, if the matter is serious and complicated and the complainant is still dissatisfied, the complaints officer may accept the complaint as a formal one.
Report to the Complaints Officer
If a student, visitor, or other interested party is dissatisfied because of the way she or he was dealt with, the dis-satisfied person may complain about the matter. The Complaints Officer will record the complaint in writing and will immediately look into the matter.
Investigation
The Complaints Officer will then immediately investigate the matter. If necessary, the Complaints Officer will contact the department from which the complaint emanated. If the complaint is able to be immediately resolved, the Complaints Officer will take a decision as to the resolution of the complaint and inform the relevant parties. However, if it is not possible to investigate the matter on the same day, the Complaints Officer will provide a possible time frame to deal with the complaint, explaining to the complainant why it was not possible to give a decision immediately. If, upon investigation, the Complaints Officer feels that the situation is serious enough to warrant a formal complaint, the complainant will be advised of this, and encouraged to pursue this.
Decision
If the Complaints Officer is able to resolve the complaint and provide a decision, this will be done so orally, but should be followed by a written confirmation of the decision to the relevant parties. A copy of the written decision must be given to the senior management of the academic or the administrative head. If the Complaints Officer is unable to satisfactorily resolve the complaint, the advice of the Senior Management Team may be sought, or the complaint may be escalated to the status of a Formal Complaint.
Formal Complaints Procedure
If a complainant wishes to bring a serious complaint about any matter in relation to the way services are provided, or the way thy have been dealt with, or if an informal complaint has not been deal with satisfactorily, the complainant may bring a formal complaint.
A complaint email should be sent, with documentary evidence attached as appropriate, and this should be submitted to the Complaint’s Officer for consideration. At this stage, the documentary evidence submitted need not be the original copies and fees should be paid.
Letter of acknowledgement
When the Complaints Officer receives a formal complaint, a letter of acknowledgement will be sent. The letter must set out the next steps to be taken and indicate a time frame of the investigation. The maximum time for an investigation will be four weeks.
Investigation
After receiving the formal complaint, the Complaints Officer must contact the department or the member of the staff against whom the complaint has been brought. Details of the complaint will be provided for their prompt response. The Complaints Officer will consider the evidence brought by both parties, and may interview witnesses if appropriate in order to accumulate further evidence.
Report of Findings
The Complaints Officer will report their findings in writing to the academic or administrative head and will inform both parties in writing of his/her decision in the matter, along with recommendations as to steps to be taken in order that the matter may be fully resolved. The written decision must indicate the following:
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Background of complaint
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Summary of investigation
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Summary of evidence or documents and witness statements
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Summary of findings
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Decision
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Reasons for such decisions
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Conclusion
The letter must clearly explain the steps already taken in relation to the complaint such as suspension or reprimand.
Appeal of Decision
If the complainant is not satisfied with the decision given by the Complaints Officer, he/she may submit an appeal. The appeal will be heard by the academic or administrative head.
Appeals should be submitted in writing to the academic or administrative head within 14 days of the Complaints Officer’s original decision. Additional evidence which the complainant wishes to submit should be attached. The head will consider all evidence available, both new evidence and that from the Complaints Officer’s investigation, and shall provide the staff member or department against whom the complaint has been lodged the opportunity to respond to the accusations in writing.
The head will then complete a report, in line with the guidance above, and make a decision as to the outcome of the appeal. He/she may decide to support to the original decision of the Complaints Officer, or may make alternative recommendations as to the resolution of the complaint. The decision of the academic or administrative head will be final and no further right of appeal will be offered.
Access for All
US Academy of Applied Studies welcomes disabled people. Our Policy for Equality and Diversity makes sure that all learners have the same rights. The Management is responsible for supporting disabled learners and those with language support needs.
Who do I contact?
How do I make contact?
Additional Support Technology and Equipment
Special Arrangements During Examinations and Assessments
Counselling And Welfare Arrangements
Physical Access
Complaints and Appeals
Who do I contact?
Please contact either the Head of Academic Counsellor of the Institution or you academic counsellor.
How do I make contact?
The contact can be via https://academy.edu.eu/booking-form/.
Additional Support (Subject to availability)
Support is arranged depending on your individual needs. It is your support and you will be involved in regular discussions to talk about your support. You can ask for changes to be made to your support at any time. At the beginning of the year you will be asked to agree a Support Plan. This explains the types of support we will give you, the levels of that support and over what period.
Additional Support could include:
Adjustments by your subject tutors
Communication support
Note-taking support
Reader support
In or out of class support by a member of the staff
Provision of assistive equipment and technology (subject to availability)
Assistive Technology
We are committed to provide full available support in terms of technology.
Access Arrangements during Examinations and Assessments
A full support will be given according to needs of an individual, during the assessment and examinations.
Complaints and Appeals
If you are not happy and want to complain you have the right to do so. The Institution has formal complaints and appeals procedures. You can find information in the Student guide.
Your new life at US Academy of Applied Studies starts here…
Amongst the sights and sounds of one of the world’s most exciting cities, you are embarking on your journey to become what you would like to be. Use this Handbook to navigate your way through your time at US Academy of Applied Studies, from your first day to your leaving day, and beyond, helping you to get the most out of your enjoyable experience.
How to use this Handbook
This Handbook has been designed to help you settle into life at US Academy of Applied Studies with greater ease, as well as to show you the impressive range of support services available to US Academy of Applied Studies’ students and provide a comprehensive guide to any questions you may have about student life. The booklet informs you about these support services and also offers practical advice and information on a wide range of subjects.
This Handbook is just a starting point for a lot of the information contained in it, and has been designed for use in conjunction with other resources such as US Academy of Applied Studies’ website. This handy booklet will help guide you through your first days at US Academy of Applied Studies. Make sure you read it carefully so you are prepared with the correct documents to make the enrolment process hassle-free.
During your first few weeks you will find yourself referring to the Handbook frequently as you orientate yourself at US Academy of Applied Studies, but it will also be of use in the longer term as it provides information and advice on a comprehensive array of topics.
WELCOME MESSAGE FROM THE CHIEF EXECUTIVE
[TBW]
ACADEMIC ISSUES
2.1 Enrolment
When you arrive at US Academy of Applied Studies, you will be welcomed to the campus during our Enrolment Day-it is visual for now. Enrolment is the administrative process you will attend when you first arrive at the Institution, and it will involve registering for classes, settling any outstanding fees, and collecting books (if applicable) and timetables. It is also an opportunity for you to meet academic and administrative staff, and much more. Please note that US Academy of Applied Studies only accepts students who are post secondary graduate (or equivalent) prior to the course commencement date.
2.2 Registration with the Awarding Body
In common Programs, US Academy of Applied Studies is the awarding body authorized by BPPE. But, if there will be any third party awarding or licensing body, make sure that you are registered with Awarding Body(ies) as per their Rules & Regulations before or at the time of taking admission in US Academy of Applied Studies.
2.3. Know your Subjects
It is very important that you know well about the subjects you will study. Please make sure you know the following details beforehand:
Subject-name
Number of core and optional subjects (if any)
Name of the lecturer teaching a particular subject
2.4 Class Time-table
Class time-table will help you avoid any clash between your lectures and other commitments. It is strongly recommended that you do not get involved with other commitments when your course or term time is going on.
2.5 Know your Lecturers
The most important thing is that you must know who your lecturers are. They are the people who will be helping you throughout your academic life in US Academy of Applied Studies It is recommended that right from the beginning of your course you must know who your lectures are. You must know the following things:
Name of the Lecturer
The Subject taken by the Lecturer
Day and Time of the Lecturer’s Class
2.6 Know about your Class Rooms, Library etc.
All classes, meetings, assessment and all other activities are carrying out online via the University platform.
ADMINISTRATIVE ISSUES
3.1 Who is Who?
Staff Name | Department |
3.2 Paying your Fees
You can pay your fees by online or bank transfer. If you are experiencing financial difficulties, which prevent you from paying your fees duly, you may talk to one of the Financial Counselor by book an appointment via https://ussat.us/booking-form/.
Please note that you may pay your tuition fees in a single payment at the time of enrolment or by instalments.
Single Payment: Single payment should be made within 30 days of the course start date.
Payment by Instalments: You may pay by three instalments as well. No supplementary charge will be added to the tuition fees.
The following conditions will apply to you if you pay by instalments:
You must continue to pay your installment until the full balance of the course fee is paid in full.
A facility to pay by installments may be withdrawn or charged an interest from you if you who fail to meet installment deadlines promptly by adding $50 as an administrative fees and add 1.5% monthly to the due amount.
3.3 Institution Letters
As a student, you may require all or one of the following letters issued by the Institution:
Enrollment letter
A Tax Exemptions letter
Other relevant letters
Depending on the type of letter, you must allow 5 – 10 working days to process the letters. Please note that you must fill in the relevant form or send an email in order to obtain the letter.
3.4 Student ID card
Students may ask for ID card – with extra fees. The ID card proves your status as a student of US Academy of Applied Studies.
ACADEMIC SUPPORT
4.1 Induction Pack
Induction Pack has been designed to provide all the necessary information to the students. All information relating to academic and administrative matter is provided in the Induction Pack. This helps you understand the following things:
Course Details
Relevant details relating to academic matters
Administration process outline
Guide to apply for letters and other facilities
4.2 Lectures
In US Academy of Applied Studies one of the most important methods of course delivery is lecture where a lecturer addresses students online where camera on is a encouraged. Your lecturer will make you well acquainted with all the topics of a particular subject and you are highly encouraged to participate in the discussion to clarify any issue that you do not well comprehend.
4.3 Lecture Handouts
The lecture handout is designed to give suggestive approach as to the study of a particular topic. The lecturers of US Academy of Applied Studies are required to distribute handouts to students to make the taught topic easy to understand. However, you should make sure that you consult all the recommended books on top of the lecture handouts.
4.4 List & Guide of Essential & Additional Reading
There are lots of books in the market for each of the subjects and it is not possible for new students to actually understand what to read or not to read. Most importantly the students can not decide which book to read to meet the standard of the level they are studying. In such a case students need guideline from the academics. US Academy of Applied Studies’ lecturers provide a list of academic textbooks that are recommended as essential reading. They also recommend another list of books as additional reading – some may be found in the USSAT electronic library.
You are strongly advised to read and focus on the essential reading list. The additional readings have been recommended to help you learn more and get support to your essential understanding of the topic.
4.5 Teaching Assistant
The Teaching Assistant is responsible for preparing and delivering a programme of study for each module. S/he is a model of excellence for the students.
The Teaching Assistant will guide you through the subject s/he has been entrusted with. You will be ensured by the Teaching Assistant that you are going through the whole curriculum properly. If you have any problems or concerns regarding your studies, you can consult him/her without any hesitation.
4.6 Academic Counselor
As a student you will be allocated with a Academic Counselor by the Institution. Your Academic Counselor will assist you to retain an interest in your personal and academic development throughout your academic career. You can consult her/him for any of your academic matters.
Your Academic Counsellor is responsible for offering guidance in your academic work, monitoring progress and initiating the provision of additional support where this may be required. S/he is always prepared to fulfil a more generally supportive role and to discuss any matters affecting your academic work. In cases where personal difficulties are affecting your academic work, the Academic Counsellor may consider initiating appropriate consultation with you and/or the Course Co-ordinator and Academic Head, you may book an appointment through https://ussat.us/booking-form/.
4.7 Course Co-ordinator
There is a Course Co-ordinator for each course administered by the US Academy of Applied Studies The Course Co-ordinator deals with overall management of the academic affairs of the relevant discipline and acts as a course leader. S/he is responsible for ensuring that lesson plans and practical activities are relevant and appropriate. S/he conducts teaching observations on request by the Academic Head or as part of the Institution’s observation policy; gives feedback and leads on where the quality of teaching needs to improve; and suggests development activities etc. You can consult your Course Co-coordinator for any of your academic matters.
4.8 Academic Head
The Academic Head leads the Institution in the development and implementation of its academic quality assurance and enhancement strategies and procedures. S/he is responsible for ensuring that the academic sessions of the Institution run smoothly. S/he is also responsible for advising and contributing to the development of the Institution’s programmes. You can consult the Academic for any of your academic matters especially if you have any serious problems in making progress; however you need to book an appointment with him/her through your Course Coordinator.
4.9 Mock Examinations
US Academy of Applied Studies is always sincere about the quality assurance and this is the reason why all lecturers are encouraged to provide students with Mock Examinations. The students will have the opportunity to appear at all provided mock examinations before they actually appear at the final examinations.
4.10 Academic Feedback
US Academy of Applied Studies is very much keen to prepare the students for the final examinations. To prepare the students properly the lecturers provide feedbacks, written and oral. The feedbacks actually provide details of strengths, weaknesses of the students and also provide ways to improve the weaknesses.
The feedback also provides guideline to continuously develop their skills and analytical ability in dealing with problems as posed by the questions. The purpose of feedback is not to show the students what their difficulties are, but to show what they need to do to develop in case of any difficulties.
4.11 English Language Support
US Academy of Applied Studies facilitates its registered students with English Language Support course(s) in addition to the main courses. If you have any weakness in English or if you are advised by your Academic Counselor, you can participate in English Language Support program. Furthermore, you will get sufficient English Language books and other resources in the Library to enrich your skills in English.
4.14 US Academy of Applied Studies Libraries
US Academy of Applied Studies library is located online https://library.ussat.us/.
The library is in fact resourceful as it contains numerous leading textbooks, journals, prospectuses of different universities and so on.
4.16 Study Room
US Academy of Applied Studies has a common study room at the USSAT platform and zoom. The room is specially designed for individual and group study.
4.17 Photocopying & Printing Facilities
US Academy of Applied Studies provides recorded lectures’ videos on the students’ accounts, where these videos are subject to copyright. Also, students are provided with handouts on their accounts, which are downloadable free.
4.18 Examinations & Assessments
Examinations are arranged by using Questions bank with random selection, and proctored by external TAs from other departments via webcam.
ACADEMIC OBLIGATIONS
5.1 Attending Lectures
According to US Academy of Applied Studies Attendance Policy, students must attend a minimum of 60% of their whole course of study. The US Academy of Applied Studies’ platform “Moodle” is recording automatically the student attendance and add it to the Grade book.
For more information about student attendance, please refer to our ‘Procedures for Recording and Monitoring Students’ Attendance’.
5.2 Absence of Teacher
It is important to know that if a lecture is suspended due to a lecturer’s absence as a result of any emergency circumstance e.g. accident, illness etc, cover-up lectures will be provided for you and you will be notified about it duly.
5.3 Punctuality
The Institution believes that being late for classes is not only detrimental to the academic process of the late comer, but also disruptive for the entire class. A student can be marked as absent if s/he arrives for class more than 20 minutes after the start or leaves the class more than 20 minutes before the end.
5.4 Going Ahead with your Lectures
Students are strongly advised to maintain consistency with the class lectures. You must follow the lectures in the class and be prepared for the lessons, when you attend each class. This in actual fact helps you follow your next lectures. Do not keep your home-work pending until the last minute. This is very dangerous for any student. Please try and avoid all attitudes that in the end jeopardize your academic life.
Going ahead with your lectures means following step-by-step, the process set out below:
1st Step: Listen to your Lectures carefully, and take full lecture notes
2nd Step: Read your notes when you go home
3rd Step: Identify any point you do not understand
4th Step: Take an active part in the next lecture or seminar
5th Step: Correct your misunderstandings in that seminar or class
6th Step: Prepare additional notes for your better understanding and exams.
5.5 Submitting Coursework/Assignment
You must submit all the coursework/assignments in due time. One of the main purposes of assignments is to assess your understanding of a subject area. They also serve other intellectual purposes:
To organize your thinking.
To bring a wide range of material to bear on a given problem or issue.
To respond critically and with your own ideas to the issue.
To select and use information to support an argument.
To present this argument in a clearly structured and literate way.
Please note that failure to submit your assignments in due time may result in an unsatisfactory progress in the final assessment.
All assignments should be submitted on the university platform “Moodle”
5.7 Academic Progress
You are required to make overall significant progress in order to achieve your goal; enhance your career prospect and comply with the regulations of the immigration department. You are permitted to proceed with your approved course of study only if you maintain satisfactory progress as evidenced by attendance at classes, satisfactory performance in examinations and the proper completion of such other work/task as may be allotted to you. Please note that if your progress is unsatisfactory, you will be given extra care and support and other relevant remedial measures to help you make progress. At the same time, you will be warned about the consequences you might face due to your unsatisfactory progress. If you persistently make unsatisfactory progress even after pursuing our remedial measures under a given a period of time, you may eventually be excluded from the Institution and your details will be reported to the immigration department
Further information relating to your Academic Progress can be found in US Academy of Applied Studies Policy and Procedures on Monitoring and Reporting Students’ Academic Progress. You are strongly encouraged to contact your Academic Counsellor who will be able to assist you should you have any queries regarding Academic Progress. If in the early and mid-term monitoring your progress is unsatisfactory, you will be given 1st warning letter, if you fail in the Final Examination of the Awarding Bodies in the 1st attempt, you will be given 2nd warning letter, if you fail in the Final Examination of the Awarding Bodies in the 2nd attempt, you will be given final warning letter, and if you fail in the Final Examination of the Awarding Bodies in the 3rd attempt, you will be terminated from the Institution and Immigration departments will be notified immediately.
5.8 Re-Sits & Retakes
You are expected to finish your intended course on time in accordance with the advised Institution course start and end dates. Each student is also expected to pass their examinations/assignments/dissertation as per the University schedule. If you are unable to complete the course and pass the examinations you will have to pay an additional fee to the university in order to re-sit or re-take examinations in accordance with their specific guidelines. Students’ at US Academy of Applied Studies will only be allowed to re-sit examinations or repeat any part of their course up to two times per individual examination or module based on approved request.
5.9 Mitigating Circumstances
It is obvious that there are some circumstances that genuinely prohibit some students from performing well in their studies. Please find the circumstances below that will be considered in mitigation:
Severe illness,
Sudden accidents,
Parental illness or accidents,
Illness or accidents of family member,
If you are faced with any of the above situations, you must immediately inform the program coordinator or your academic counselor, by writing. However, there is no automatic guarantee that consideration will be given. Each case will be dealt with individually and on merit.
ADMINISTRATIVE SUPPORT
6.1 Keeping Your Records Updated and Change of Address Notification
Updating your data is highly recommended, especially your photo and address. Your transcript will contain your photo and will be send to your address by mail. So, updating your data ensure receiving your final documents. Also, you should confirm your financial account data, and update any change for financial transactions securing.
6.2 Sickness Affecting Study Performance
US Academy of Applied Studies understands that no human has control over illnesses. It is natural that students may suffer illness and therefore, students’ performances and attendance at lectures may severely be affected. The student who suffers illness must submit relevant documents in support of his or her illness.
The Academic Committee of the Institution will decide about extra classes or extension of time to submit coursework or assignment, if any. The academic committee will communicate its decisions after due assessment of your case.
CONDUCT
You are expected to conduct yourself responsibly on the Institution premises. Misconduct may result in you being suspended from the Institution. In such cases no refund of fees will be given and any outstanding tuition fees will be payable.
7.1 Disciplinary Procedures
When you enroll on a program of learning at the Institution you sign and commit to a Code of Conduct. If your behavior, attendance record or academic standards are persistently below the standards required of the Code and are not resolved by informal discussion and negotiation, then disciplinary proceedings may be started against you.
The disciplinary procedure is a formal process which applies to all learners enrolled at the Institution. There are two types of activity in which disciplinary action may be required:
7.1.1 General Misconduct
This covers student’s behavior such as refusal to institution instructions, breach of health and safety regulations, being under the influence of drink or drugs, bullying and harassment of others, or misuse of Institution platform or any other action or incident considered to be of a similar nature to the above examples.
7.1.2 Academic Misconduct
This covers students’ behavior in relation to their program of learning such as copying, plagiarism, collusion, cheating etc or any other action or incident considered to be of a similar nature to the above examples.
In addition, each has three levels of seriousness: Level 1 Minor; Level 2 Serious and Level 3 Major.
Reasons for immediate suspension – some examples are below:
Assault, fighting or other acts of violence, vandalism, bullying and harassment, theft, being in possession of illegal drugs, behaving in a way that brings the Institution into disrepute.
Computer hacking, cheating in exams, extensive and/or persistent plagiarism or use of model answers, buying, selling or stealing of work.
For more information, please refer to the ‘Students’ Disciplinary Procedures’ of US Academy of Applied Studies.
7.2 Complaints Procedure
US Academy of Applied Studies endeavours to create a positive learning environment for students, one in which each student has the opportunity to achieve their personal best. Part of the maintenance of that positive environment is a fair and open complaints procedure made available to all students.
There are 2 ways for submitting your complaint:
7.2.1 Informal Complaint
This is a less formal procedure where a complainant may raise his or her concern about the way the services were provided. The complainant simply may see the Complaint Officer and orally inform the matter which will be dealt with immediate basis. However, if the matter is serious and the complainant is utterly dissatisfied, the compliant officer will rather accept the complaint as a formal one.
7.2.2 Formal Complaint
If a student or a visitor wants to bring a serious complaint about any matter in relation to the way the services are provided, the complainant may bring a formal complaint. It requires the complainant to take a complaint form from the reception. The complainant may also additionally write his or her allegations in addition to filling the complaint form.
SECURITY
8.1 Identification Card
You will be issued with an ID Card which is valid for one academic year. You must produce it when requested by a member of the Institution staff. The card is also required for using some of the University services and facilities.
8.2 Valuables
As personal possessions are your own responsibility during your time at US Academy of Applied Studies, you are advised to ensure the security of those possessions. US Academy of Applied Studies also advise you to consider personal possession insurance that would also cover educational visits and work experience.
Students’ welfare
9.1 General Counseling
US Academy of Applied Studies provides counseling services to those students who fall back in their studies. This is assistance to those students who have ability to follow the course but for some reasons they have failed to perform well. US Academy of Applied Studies faculty members usually hold meeting with the students and try to understand as to why the students have failed to maintain required level of progress. Once reason has been detected the counselors then provide advice and necessary supports, or give indication to academic personnel his required assistance, if it is purely an academic matter.
9.2 Financial Advice
US Academy of Applied Studies understands that you may experience financial difficulties and may not be responsible for such difficulties. In such cases US Academy of Applied Studies provides advice to you as how to manage your resources in terms of money to tackle the situation.
9.3 US Academy of Applied Studies Student Union
The US Academy of Applied Studies Student Union helps bridge the gap between the students and the lecturers and administrative personnel of US Academy of Applied Studies It represents interests of the students and raises issues in relation to student welfare to the US Academy of Applied Studies Management. Members of the Student Union are elected by the students and the elected members usually serve the students for a term of two years. The Student Union has representatives from all the faculties of the Institution.
9.4 Social & Cultural Programmes
US Academy of Applied Studies is a leader in organizing social and cultural events in the campus. The purpose of such event is to allow you to learn and enjoy the beauty of different cultures. Students from different countries take part in such social and cultural events. In those programmes they present their cultural activities, thoughts, ideas & beliefs. However, you are advised not to advance any political or disputed doctrine in the name of presenting the cultural and social programme.
9.5 Career Advice
Whilst studying at US Academy of Applied Studies it is important to start thinking about your future career. Career advice and guidance provided by the Institution is available to all the students. For more information on career advice, please contact the Student Support Service.
OTHER IMPORTANT ISSUES
10.1 Equal Opportunity
US Academy of Applied Studies aims to promote equal opportunity for all, and to ensure that no one is discriminated because of gender, race, ethnic origin, disability, nationality, colour, religion, political/religious beliefs, age, sexual orientation, marital status, or family responsibilities.
10.2 Data Protection
Next to its people, US Academy of Applied Studies regards information as it’s most important asset. Because of this, the Institution recognises the importance of protecting its information assets and, in particular, the information relating to its staff, students and other individuals in whatever form that information is held. All data, whether held electronically or manually, are kept securely and not disclosed unlawfully.
10.3 Disability Strategy
US Academy of Applied Studies is keen to consider all the potential students irrespective of their abilities in terms of physical and mental health. For disabled students who cannot follow the course due to their disability, US Academy of Applied Studies will take the necessary steps to consider their application for admission.
Please refer to the ‘Disability Strategy’ of the Institution for more information.
10.4 Disclaimer
This Handbook does not replace US Academy of Applied Studies’ regulations. All students will be required, as a condition of enrolment, to abide by and submit to the procedures of US Academy of Applied Studies which are amended from time to time.
Every effort has been made to ensure the accuracy of the information contained within this Handbook, but it is subject to alteration without notice. US Academy of Applied Studies will use all reasonable endeavors to deliver programmes in accordance with the descriptions set out in this Handbook. However, US Academy of Applied Studies reserves the right to make variations to the contents or methods of delivery of programmes, to discontinue programmes and to merge or combine programmes, if such action is reasonably considered to be necessary by US Academy of Applied Studies. If US Academy of Applied Studies discontinues any program it will use its reasonable endeavors to provide a suitable alternative programme.
FAQ
Where do I go first to register my course?
You must go to the Admissions Office to register yourself in the desired course. The admission staff will help you in registering you in the course.
Where do I go to receive the Institution letters?
You must go to the Program coordinator to fill in the required forms. The staff in the Reception will advise and help you in filling the forms. You just have to tell them what you actually want.
Where do I go to receive my ID Card?
You must apply by filling the ID Card Form which will be available on the platform. You will need to allow time for your card to be processed. ID Card will be send to you either by email/mail.
Where do I go to discuss my financial difficulties?
You must meet the Financial Officer to discuss your difficulties.
Where do I go to discuss my weakness in studies?
Go to the https://academy.edu.eu/booking-form/ in order to book an appointment with your Academic Counselor.
Can I work part-time?
Depends on the program you are registering with.
How do I know about the details of my course?
You will be given a full induction at the beginning of your course. You will be provided with an intensive induction pack where all the necessary information will be included. The induction pack will contain the following information:
Full title of your course
The course duration
The certificate awarding body-if other than USSAT
The advance date of your examination
The modules you will be taught
Who your course Co-ordinator is
Who your lecturers are
When to apply for the examination entry.
Please read the induction pack carefully and try to grasp the most important information in order to make a smooth start to your study. If you have any queries you must meet one of our student service officers.
COMMENTS & COMPLIMENTS
US Academy of Applied Studies aims to provide high quality education and services to everyone who studies at, works and visits the Institution. Your views are important to US Academy of Applied Studies and we need you to tell us when a service is failing or something is not right. US Academy of Applied Studies would like to hear from you about services that you like and/or if you have an idea for any improvement or change to a service.
USEFUL CONTACTS
Student Affairs Office: [email protected]
Financial Office: [email protected]
Graduation Affairs Office: [email protected]
Academic/Financial Counselor: https://academy.edu.eu/booking-form/
14. ANNEX
Annex A
US Academy of Applied Studies Students’ Regulation (General)
Introduction:
US Academy of Applied Studies is keen to maintain the excellence in academic performances and quality education. This can be achieved only by disciplining the staff and the students of the Institution. In view of this US Academy of Applied Studies is happy to make regulations for the students, which must be observed by all the students, while they are studying courses with us.
Regulation 1: The students must attend at least 60% lectures in an academic year.
Regulation 2: The students must submit required Coursework or Assignments, or appear at the written examination without adopting any unfair means.
Regulation 3: The students must maintain at all the time good appearance and behavior with the fellow students and to all the members of US Academy of Applied Studies staff.
Regulation 4: The students must not behave intimidatingly under any circumstances.
Regulation 5: The student has a duty to provide accurate details relating to personal and
previous academic issues.
Regulation 6: The students must not be involved in any act, business, or job, or must not enter in to a contract in contravention with the laws.
Regulation 7: The students must not be involved in any form of behavior that amount to Bribery or attempts to bribe.
Regulation 8: The student must not remove without permission any materials, or deliberately cause loss and damage in any form or manner to any from the Institution library or IT lab.
Regulation 9: The Students must not solicit any thought or philosophy or campaign to enhance racial hatred, or increase sense of discrimination based on race, religion, and colour.
Regulation 10: The students must follow the heath and safety rules and procedures during the stay in US Academy of Applied Studies campus.
Regulation 11: The students must not use any US Academy of Applied Studies property, or US Academy of Applied Studies office equipment without prior permission.
Regulation 12: The students must not act in such a manner that in effect badly affects course or academic integrity.
Regulation 13: The students must NOT act unlawfully or against the interests of the Institution.
Regulation 14: The students must avoid plagiarism and any proof of it may result in removal from the course.
Any deliberate and serious breach of any of the regulations will be gross misconduct on the part of the students.
Annex B
Disciplinary Procedures
Introduction:
The basic purpose of the disciplinary procedure is to keep our students in line with the academic standards so that students can experience the excellence of academic and professional studies.
Disciplinary Procedure Step-By-Step:
Stage: 1 Initial Proceeding
Step: 1 Write a letter explaining the gross breach of duty or misconduct.
Step: 2 Request an explanation from the accused student about the breach or misconduct.
Step: 3 Make a meticulous assessment of her /his previous academic performances and conducts.
Stage: 2 Hold an investigation
Step: 1 Talk to the department’s personnel i.e. where the misconduct or breach took place.
Step: 2 Talk to witnesses, if there are any.
Step: 3 Collect and collate the evidence regarding the misconduct from both parties
Stage: 3 Assessments
Step: 1 Assess the alleged breaches or misconducts.
Step: 2 Assess the answer made by the accused student.
Step: 3 Assess the investigation findings.
Step: 4 Make a comparative study of alleged breach or misconduct, alleged student’s explanation and investigation findings.
Step: 5 Assess the prima facie of the allegation.
Stage: 4 Post Assessment Activities
Step: 1 Confirm in writing to the student the date of the hearing, time, place, and the person who will conduct hearing.
Step: 2 Inform the student of the papers or documents that she or he is required to bring.
Stage: 5 Final Hearing
Step: 1 Listen to the accused student and take full notes of what she or he says.
Step: 2 Take a good look and assess meticulously the reasons and explanations about the alleged breach or misconduct.
Step: 3 Report the result or findings of your investigations.
Step: 4 Report the final decision of the hearing i.e. whether she or he is in breach of duty or liable for gross misconduct.
Step: 5 confirm the decision of the final hearing in writing to the student.
Explanatory Note:
The Disciplinary Committee will be in charge of all the disciplinary issues of US Academy of Applied Studies
The Chairperson of the disciplinary committee will be able to delegate his power to any one of the two members or other to decide on behalf of the Committee Chair.
In case of any disciplinary issue the DC will form a sub-committee to make investigation on the matter and to make decisions about the student in question.
An appeal can be made against the decisions of the sub-committee and the appeal must be made to full disciplinary committee.
The full disciplinary committee will then make final decisions by following full disciplinary hearing procedure, and will make final decisions.
There will be no further appeal against the decisions of the full disciplinary committee i.e. the decision of the full disciplinary committee will full and final.
Annex C
Student Appeal against Disciplinary Decisions
Appeal Procedure against Disciplinary Committee Decisions:
Rule: 1, An aggrieved student has the right to make an appeal against the decisions of the disciplinary committee.
Rule: 2, The aggrieved student must make an appeal in writing and it must be addressed to the Chairperson.
Rule: 3, The aggrieved student must give details of the grounds, provide evidence, if any, relating to the grounds for appeal with the application.
Rule: 4, The disciplinary committee must provide particular date, time, venue to hold hearing of the appeal, and must send a letter to the effect as soon as possible.
Rule: 5, On that date the full disciplinary committee must be present and must listen to the aggrieved student. The Committee must also make a closer examination of the evidence, if any, that may be presented by the aggrieved student.
Rule: 6, The Disciplinary Committee must listen to the witness, if any, of the aggrieved student and take full note of what the witness says.
Rule: 7, The Committee must then make meticulous assessment of the following issues for better decisions:
Grounds raised by the aggrieved student;
Evidence presented by the aggrieved student,
Witness statements of the aggrieved student;
Any other documents or evidence relating to his or her claim;
Rule: 8, The Committee must listen to the legal representative or other type of representative and take notes of all the statements.
Rule: 9, The Committee must assess the issues relating to the client as presented by the representative.
Rule: 10, The Committee will then make a comparative study and assessment of all types of submissions, documents, evidence, and take its final decisions.
Rule: 11, The Committee will read out its final decisions to the aggrieved student in his/ her presence or in the presence of his/ her representative.
Rule: 12, The Committee will send a copy of its decisions in writing and it must be signed and sealed.
Rule: 13, After the decisions of the Committee there will be no further appeal.
Explanatory Notes:
The US Academy of Applied Studies will have a two-tier disciplinary committee, and they will be as follows:
Disciplinary Committee
Disciplinary Appeal Committee
The disciplinary appeal committee will be apex in the hierarchy and will hear the appeal only.
The disciplinary committee will conduct the first hearing after the necessary assessment.
The disciplinary committee will be accountable to disciplinary committee.
The disciplinary committee may be constituted of a minimum of one member.
If the committee is constituted of more than one member, one of the members will be chairperson of the subcommittee.
The chairperson must be senior member in the hierarchy of the US Academy of Applied Studies
Annex D
Complaints Procedure
Policy Overview
US Academy of Applied Studies is keen to minimize all kinds of non-conformities and to encounter those non-conformities through an established system of receiving and dealing with complaints. Appropriate systems of receiving and dealing with the complaints provide the gateway to learn the views of those who experienced the institution’s services. This gives US Academy of Applied Studies an opportunity to rectify the non-conformities and thus brighten the image of the institution when correctional actions to remedy the non-conformities are taken.
Who can complain?
The following people may bring complaints:
those who are not satisfied with any services received from US Academy of Applied Studies;
students (or those acting on student’s behalf)
visitors
service users
staff members
Reasons for Complaints
Complainants may bring complaints for any of the reasons set out below:
That the advice provided was not appropriate or wrong;
That the personnel did not provide appropriate guidance;
That the matter has been dealt with negligently;
That the institution did not update the complainant properly and in time, thus complainant failed to take appropriate action and suffered loss and damage;
That the complainant received substandard services;
That the complainant had been misled about the matter;
That the institution did not deal with complainant’s problem expeditiously and thus had caused him/her problems of a substantial nature;
That the institution has charged in excess of the fee scheme;
That the institution had never provided the complainant with the services for which s/he had already paid;
You may also add any other reasons that suit you most in your complaint. Please give details of the reasons as much as possible. State your reasons clearly and without any apparent ambiguity.
Purpose of the Complaints Procedure
The purpose of the Complaints Procedure is to establish an effective monitoring system in the organization. US Academy of Applied Studies can identify any on-going irregularities or ineffectiveness of systems, when there is a complaint about the matter from an interested party. The complaints procedures are also used as indicators of standards of customer service that have been successfully established and tested.
When a complainant approaches US Academy of Applied Studies with a genuine complaint, it is believed that the complainant has given US Academy of Applied Studies a chance to rectify the errors or ineffectiveness or unfairness in the system. It also helps US Academy of Applied Studies to take appropriate policy decisions after careful consideration and investigation of the complaint. The most important purpose of the complaints procedure is to ensure that no student leaves the organisation with bad experience, dissatisfactions or grievance.
Informal Complaints Procedure
Introduction
This is a less formal procedure where a complainant may raise his or her concern about the way a particular service was provided. The complainant may meet with the complaints officer and discuss the matter that will be then immediately dealt with. However, if the matter is serious and complicated and the complainant is still dissatisfied, the complaints officer may accept the complaint as a formal one.
Report to the Complaints Officer
If a student, visitor, or other interested party is dissatisfied because of the way she or he was dealt with, the dissatisfied person may complain about the matter. The Complaints Officer will record the complaint in writing and will immediately look into the matter.
Investigation
The Complaints Officer will then immediately investigate the matter. If necessary, the Complaints Officer will contact the department from which the complaint emanated. If the complaint is able to be immediately resolved, the Complaints Officer will take a decision as to the resolution of the complaint and inform the relevant parties. However, if it is not possible to investigate the matter on the same day, the Complaints Officer will provide a possible time frame to deal with the complaint, explaining to the complainant why it was not possible to give a decision immediately. If, upon investigation, the Complaints Officer feels that the situation is serious enough to warrant a formal complaint, the complainant will be advised of this, and encouraged to pursue this.
Decision
If the Complaints Officer is able to resolve the complaint and provide a decision, this will be done so orally, but should be followed by a written confirmation of the decision to the relevant parties. A copy of the written decision must be given to the senior management of the academic or the administrative head. If the Complaints Officer is unable to satisfactorily resolve the complaint, the advice of the Senior Management Team may be sought, or the complaint may be escalated to the status of a Formal Complaint.
Formal Complaints Procedure
If a complainant wishes to bring a serious complaint about any matter in relation to the way services are provided, or the way thy have been dealt with, or if an informal complaint has not been deal with satisfactorily, the complainant may bring a formal complaint.
A complaint form should be completed, with documentary evidence attached as appropriate, and this should be submitted to the Complaint’s Officer for consideration. At this stage, the documentary evidence submitted need not be the original copies.
Letter of acknowledgement
When the Complaints Officer receives a formal complaint, a letter of acknowledgement will be sent. The letter must set out the next steps to be taken and indicate a time frame of the investigation. The maximum time for an investigation will be four weeks.
Investigation
After receiving the formal complaint, the Complaints Officer must contact the department or the member of the staff against whom the complaint has been brought. Details of the complaint will be provided for their prompt response. The Complaints Officer will consider the evidence brought by both parties, and may interview witnesses if appropriate in order to accumulate further evidence.
Report of Findings
The Complaints Officer will report their findings in writing to the academic or administrative head and will inform both parties in writing of his/her decision in the matter, along with recommendations as to steps to be taken in order that the matter may be fully resolved. The written decision must indicate the following:
Background of complaint
Summary of investigation
Summary of evidence or documents and witness statements
Summary of findings
Decision
Reasons for such decisions
Conclusion
The letter must clearly explain the steps already taken in relation to the complaint such as suspension or reprimand.
Appeal of Decision
If the complainant is not satisfied with the decision given by the Complaints Officer, s/he may submit an appeal. The appeal will be heard by the academic or administrative head.
Appeals should be submitted in writing to the academic or administrative head within 14 days of the Complaints Officer’s original decision. Additional evidence which the complainant wishes to submit should be attached. The head will consider all evidence available, both new evidence and that from the Complaints Officer’s investigation, and shall provide the staff member or department against whom the complaint has been lodged the opportunity to respond to the accusations in writing.
The head will then complete a report, in line with the guidance above, and make a decision as to the outcome of the appeal. S/he may decide to support to the original decision of the Complaints Officer, or may make alternative recommendations as to the resolution of the complaint. The decision of the academic or administrative head will be final and no further right of appeal will be offered.
Annex E
Policy and Procedures for the handling of Deposits, Fee payments and Refunds
Introduction
It is important that students pay their fees and any required deposits at the right time to avoid any problems with starting the studies. Students are encouraged to read the following carefully and of course, get in touch with the Institution if there is anything they need to clarify.
Deposits
All successful overseas applicants to any of US Academy of Applied Studies programs are required to pay a minimum deposit plus non-refundable registration fee (enrollment fees + 10% of the program tuition fees) to accept their place.
Upon receiving the deposit and/or the required documents, the Institution will send a Confirmation of Acceptance Letter and other relevant documents which are necessary for the visa application of the overseas students.
Students can pay the deposit by online or bank transfer.
If a student pays directly to US Academy of Applied Studies bank account, the surname of the student should be mentioned as reference which will appear in the bank statement.
Deposits paid in person: If the students are already in United States of America or if someone else pays the deposit on student’s behalf, the deposits may also be paid by cash or cheque to our Bank Accounts.
Deposits to third parties: The tuition fees should not be paid to anyone else but the Institution. Students are reminded not to deposit tuition fee with third parties or send money to the Institution by post. Some of the Institution’s approved overseas representatives will accept bank drafts, made payable to the Institution only. Students are encouraged not to pay any or all of their tuition fees to overseas representatives; if any deposit is paid a receipt must be obtained from the Institution immediately, signed by an authorized person and stamped. The Institution advises the students to email or inform us whenever they make payments to the overseas agents/consultants. If the students have any doubts, they should contact the Institution over phone or email.
Fees
Students may pay their tuition fees in a single payment at the time of enrolment or by instalments.
Single Payment: Single payment should usually be made before the course start date. Students paying tuition fees in a single payment may receive 10% discounts.
Payment by Instalments: All fees must be settled prior to the commencement of the course. If instalments option is chosen, the fees must be paid as per the agreed instalments. No supplementary charge will be added to the tuition fees.
The following conditions will apply to those paying by instalments
Students who choose to pay by instalment(s) must continue to do so until the full balance of the course fee is paid in full.
A facility to pay by instalments may be withdrawn or charged an interest from individuals who fail to meet instalment deadlines promptly.
Refunds
The Institution assumes that all prospective students will have thought long about taking up a course and therefore applying for admission.
However, the Institution understands that there are many reasons for wishing to withdraw from a course, both before and after courses have commenced. Consequently, the Institution policy on refund of fees upon withdrawal is as follows: In the event of cancellation, for whatever reason, the following will apply:
Cancellations must be made in writing and will only be considered to have been made on the date on which they are received by the Admissions.
For cancellations which are received before two weeks of the course commencement date, a non-refundable registration fee of the enrolment will be deducted and any balance held will be refunded.
Where cancellations are received after two weeks of the course commencement date, for whatever reason, no refund will be given. In the event that the cancellation is received within two weeks of the course commencement date, the refund will be at the discretion of the Institution.
A full refund of tuition fees will be made if the Institution is unable to offer an advertised course.
Where it is proved that a prospective student has submitted a forged document or documents (e.g. certificates, transcripts etc.) with a view to obtaining an Institution Offer Letter, such a prospective student will not have his or her fees refunded by the Institution.
Although the Institution will always endeavor to respond to refund requests with a sense of urgency, under normal circumstances it takes up to six weeks to process a refund. The process will start from the day the Refund Application Form along with other required documents are submitted to the Institution.
In order to claim a refund of tuition fees the student or sponsor must meet the following conditions:
Advise the Head of Administration in writing of withdrawal from the course before the start date of the course.
Complete and return the Refund Application form along with Student Card and other Institution property, including all original documentation issued by the Institution.
No refund will be given to a student under the following circumstances:
Cancellation due to change in personal circumstances, including a family bereavement.
If the student failed to attend a minimum of 60% over the period of the course enrolled or of any illegal activities by the student.
If the disruption in studies is due to students’ conviction, court proceedings or a litigation involving them.
Review of the Policy: The Institution may at its discretion, review and alter its Policy and Procedures for handling of Deposits, Fee payments and Refunds at any time without giving prior notice to or consulting with anyone concerned or affected by this policy.
Note: Enrollment fees are non-refundable.
For more information about our Policy and Procedures for handling of Deposits, Fee payments and Refunds, please contact:
CONCLUDING REMARKS
We are dedicated to providing a better education to our students and with this view in mind we have concentrated on employing our resources to maximize the facilities so that our students can use them for their benefits. We will ensure that the students are satisfied with the standards of our lectures, resources, and facilities. Please note that we are always prepared to listen to your suggestions. If you have any suggestions that will improve our services and standards please feel free to contact us. Please call us on: 001 765 237 9101 or alternatively email us at: [email protected].
Awards and Qualifications
Policy Overview
Academic misconduct is dishonest, unacceptable and not allowed by US Academy of Applied Studies. If you are discovered or suspected of academic misconduct, US Academy of Applied Studies will investigate and this may result in disciplinary action being taken.
The following sections give some examples of academic misconduct.
Cheating
Cheating is acting unfairly or dishonestly to gain an advantage.
Plagiarism
Plagiarism is:
Taking someone else’s work, images or ideas and passing it off as your own;
Using the computer, either the Internet, or information stored on any type of disk. USB pen or similar device, or a hard copy or floppy disk which belongs to someone else, and passing it off as your own.
Collusion
Collusion is secretly agreeing with another to cheat or deceive. US Academy of Applied Studies’ expectations of its students
You will:
Only hand in your own original work for assessment;
Show when you have used information provided by someone else by giving the person’s name and where you found the information in your work (or in your portfolio).
For example, if you use someone else’s words you will enclose the quote with inverted commas. You will also repeat this information at the end of the piece in a bibliography or references section.
You should seek advice and guidance from tutors if you are unsure how to do this properly.
Similarly show when you have downloaded information from the Internet.
You will never:
Use another person’s disk as if it were your own work
Nor copy work from a disk belonging to someone else and use it as if it were your own.
Use someone else’s artwork, pictures or graphics (including graphs, spreadsheets etc.) as if it they were made by you
Let other students use or copy from your work and pass it off as if it was their own original work.
US Academy of Applied Studies’ investigation of academic misconduct
All cases of suspected academic misconduct will be fully investigated by US Academy of Applied Studies. If academic misconduct is proven disciplinary action will be taken. The outcome will depend on the severity of the offence. The member of staff who has looked into what you have done will decide how serious the case is at first and will then consult senior colleagues. The claims against your wrongdoing will be written down so that you know the case you have to answer.
US Academy of Applied Studies’ classification of academic misconduct
US Academy of Applied Studies considers some cases to be academic misconduct and some as gross academic misconduct. US Academy of Applied Studies deals with cases of gross academic misconduct more severely. The following sections give information on this classification, together with guidance on the actions US Academy of Applied Studies will take.
Academic Misconduct
Cases of academic misconduct
Cases of academic misconduct include
Copying from books without acknowledgement which has a significant contribution to the overall work ;
Limited plagiarism from professional work (not course books);
Limited copying of other candidates’ work (hard copy or from electronic media), or excessive help within one piece of work;
Limited downloading of information from the Internet;
The use of model answers downloaded from the Internet;
The assessed work contributes to final grade;
Repeated minor cases of academic misconduct.
US Academy of Applied Studies’ action in cases of academic misconduct
What you have done will be discussed with you in a private tutorial. As a result of these discussions US Academy of Applied Studies may take one of the following actions depending on how serious what you have done;
Your mark or assessment grade will be reduced;
You will have work returned to re-do and hand it in for remarking;
You will be awarded a zero mark;
You may not be allowed to take the unit/exam/test again
You will be given a warning about how you must act in the future
Gross Academic Misconduct
Cases of gross academic misconduct
Cases of gross academic misconduct include:
Extensive copying of textbooks in one piece of work or limited copying in two or more pieces of work which makes a significant contribution to the work/s;
Extensive plagiarism of professional works (more than 100 words);
Buying, selling or stealing of work;
Repeated evidence of extensive use of information from the Internet without acknowledgement;
Using model internet answers;
Using past candidates’ work from previous years;
Undue help from outside US Academy of Applied Studies;
Repeated cases of academic misconduct.
US Academy of Applied Studies’ action in cases of gross academic misconduct
What you have done will be discussed with you in a private tutorial. As a result of these discussions US Academy of Applied Studies may take one of the following actions depending on how serious what you have done appears to US Academy of Applied Studies:
A zero grade in the exam/test/module is given;
The assessed work is not awarded a mark grade;
You are not allowed to re-sit the exam or test;
You are not allowed to re-do the piece of assessed work;
You are disqualified from your course;
You are excluded from US Academy of Applied Studies
Further action by US Academy of Applied Studies
In all cases of academic misconduct US Academy of Applied Studies will:
Make a note on your progress record of the allegation, the outcome and any penalty you are given.
In all instances of academic misconduct US Academy of Applied Studies may:
Inform the relevant examining body what you have done, in accordance with the awarding body’s/examining board’s policy
Inform external examiners/verifiers of what you have done, in accordance with the awarding body’s examining board’s policy;
Use the recorded information if US Academy of Applied Studies is asked to provide a reference for you.
Overview of the Academic Misconduct Policy
US Academy of Applied Studies seeks to promote the highest level of educational standards and will ensure that students who graduate from US Academy of Applied Studies achieve their aims on the backdrop of merit. In this respect US Academy of Applied Studies will ensure that no form of inappropriate practices is tolerated. These include cheating, plagiarism, personating and so on. These are forms of academic misconduct and are entirely unacceptable for any student of US Academy of Applied Studies.
This Academic Misconduct Policy seeks to:
Define different categories of academic misconduct that may occur in an academic setting;
Give guidance to staff to help prevent the occurrence of such misconduct;
Determine the procedures to be adopted in suspected cases in line with US Academy of Applied Studies’ disciplinary procedures.
The use of the word “academic” in the title seeks to define the scope of Academic Misconduct Policy as it relates to the delivery and assessment of the curriculum. It is intended to include vocational courses and assessed programmes. It should be noted that this Academic Misconduct Policy is not a contract document and therefore no contractual, remedies could be sought on the basis of this document.
Purpose of the Academic Misconduct Policy
The Academic Misconduct Policy is aimed at achieving the following objectives:
To ensure the integrity of the programmes of US Academy of Applied Studies.
To establish clear and equitable channels for addressing allegations of misconduct.
To provide a fair opportunity for proper investigations of student’s concerns regarding the matters of academic misconduct
To ensure that all students are fairly treated in academic misconduct investigations.
To provide adequate flexibility for an aggrieved student to seek appropriate legal redress.
The following forms of academic misconduct are covered in the corresponding numbered sections:
Plagiarism;
Cheating;
Collusion;
Falsification;
Personation
Plagiarism
Plagiarism includes:
copying another student’s work;
Aiding another student to plagiarise;
Taking an essay, wholly or in part;
Quoting without appropriate referencing from a magazine, a newspaper, a journal, a book, a website or web-based essay bank;
Obtaining premature access to test or examination papers.
Violating copyrights and licensing agreements.
The use of US Academy of Applied Studies’ equipment to make illegal copies of copyrighted or licensed materials is considered as serious as other forms of academic dishonesty. In addition to the possible disciplinary action taken by US Academy of Applied Studies, the student may be faced with legal action.
The close paraphrasing or summarising of material from other sources;
Presenting ideas that were developed in collaboration with other students, with no recognition of the contribution made by other members of the group.
Self-plagiarism, whereby a student attempts to submit in a particular module a piece of formative work which has already been assessed for another module either at US Academy of Applied Studies or any other institution, is equally unacceptable. Work may be based on research previously undertaken by the student, but this should be acknowledged in the new piece of work to show the development in the student’s thinking. Lecturers may ask to see the original work in order to compare the two.
Appropriate Practice
In their essays, reports, papers and dissertations, students should always give credit to sources, whether quoting directly or paraphrasing. Information, ideas or quotations obtained from any primary or secondary source must be acknowledged according to the convention operated for that particular module or programme. Students who are unclear as to procedure must seek advice from academic staff, as inadequate or lack of appropriate referencing may result in disciplinary action ranging from the failure of a piece of submitted work to permanent exclusion on the grounds of fraudulence.
Cheating
Cheating is acting unfairly, or dishonestly, to gain an advantage. Cheating by students occurs mainly under examination conditions and is covered by the relevant examination body’s own procedures. Cheating includes:
Communicating with, or copying from any other candidate during an examination except insofar as the examination regulations may specifically permit this, e.g. group assessments;
Communicating during an examination with any person other than a properly authorised invigilator or another authorised member of staff;
Introducing any written or printed materials into the examination room unless expressly permitted by the partner awarding institution’s course regulations;
Introducing any electronically stored information into the examination room, unless expressly permitted by the partner awarding institution’s course regulations;
Gaining access to unauthorised material relating to an examination before or during the examination;
Obtaining a copy of an “unseen” written examination paper in advance of the date and time of its authorised release;
In any other ways, the provision, or assistance in the provision, of false evidence or knowledge or understanding in examinations.
Guidance Note:
In this context the term examination is deemed to include tests carried out under examination conditions.
Collusion
Collusion includes situations where a student:
Submits as entirely his/her own, with intention to gain unfair advantage, work done in collaboration with another person;
Collaborates with another candidate in the completion of work which is intended to be submitted as that other candidate’s own unaided work;
Knowingly permits another candidate to copy all or part of their own work, and to submit it as that other candidate’s own unaided work.
Guidance Note:
US Academy of Applied Studies encourages all students to share ideas and exchange reference material prior to each student writing up their own personal presentation of an assessed piece of work.
Falsification
The presentation of data in laboratory reports, projects …etc. based on experimental work falsely purported to have been carried out by the candidate or obtained by unfair means.
Personation
“Personation” is the legal term for what is usually referred to as “impersonation”. Personation is the assumption by one person of the identity of another person with intent to deceive, or to gain unfair advantage. It may exist where:
One person assumes the identity of a candidate, with the intention of gaining unfair advantage for that candidate;
The candidate is knowingly and willingly impersonated by another with the intention of gaining unfair advantage for the person personated.
Guidance on Academic Misconduct – Preventative Action by Staff
To prevent the occurrence of academic misconduct, US Academy of Applied Studies staff should:
Inform students clearly of the Academic Misconduct Policy on academic integrity and honesty and of any guidelines on academic misconduct, recording the date(s) and occasion(s) for future reference;
Include statements on academic misconduct in the Student Handbook;
Make students aware of the penalties for academic misconduct at the earliest stage of the course, e.g. a zero mark for the assessment, expulsion, etc.;
Provide students with guidance on the format of formal acknowledgement of source material;
Inform students in writing if possible, of the extent to which they can collaborate in coursework:
Please refer to the notes in the guidelines from the awarding body as to what is, and is not, allowed when collaborating;
Be aware that most students are very computer literate and can scan text and surf the web for model essays, etc., with ease;
Ensure adequate access controls are in place and that learners are adequately supervised when using computers (especially when networked) to prevent learners from copying or printing out other people’s work as part of their own;
Devise procedures for assessing work in such a way that plagiarism, cheating and collusion are more detectable.
Procedures to deal with Academic Misconduct
All instances of suspected academic misconduct should be fully investigated utilising the proper disciplinary procedures.
The determination of whether an instance of academic misconduct has occurred is a matter for the US Academy of Applied Studies’s Course Co-ordinator. The allegations against the student should be provided to the learner in writing before any action is taken, so that the learner is clear of the case to be answered.
Minor instances of academic misconduct
Minor instances may be dealt with in accordance with the informal (verbal) warning section of the Disciplinary Procedures, i.e. A verbal warning by the tutor, reported to the Academic Head.
Examples of minor cases could include a student:
Receiving undue help in good faith because instructions have been misunderstood;
Copying a couple of sentences or using someone else’s diagrams;
Copying small amounts of text from books without direct acknowledgement,
But which does not make a significant contribution to the overall work.
Downloading from the internet without acknowledgement, using another’s disk or copying work from another’s disk;
Using another’s artwork;
Not referencing work properly;
Failing to acknowledge the source of a small section of an assignment;
Infringing the Academic Misconduct Policy when the assessed work does not contribute to final grade;
More serious cases of academic misconduct
More serious cases of academic misconduct should be dealt with through the formal disciplinary procedure. The entire process will be governed by the US Academy of Applied Studies Disciplinary Procedure as outlined in the Student Handbook. If the case is proven the following sanctions may be imposed as appropriate:
Notify the awarding/examining body, in line with their procedures;
Inform external examiners/verifiers in line with awarding/examining body’s procedures.
Disqualify the student from the course.
Marketing and Recruitment
US Academy of Applied Studies will execute a strategic policy that will include, among others, maintaining strategic alliances with recruitment agencies that help facilitate the Institution’s promotional policies. However the Institution will ensure that the agents abide by strict standards such as the following:
Conduct of Agents
All US Academy of Applied Studies agents shall at all times conduct themselves with integrity and in a manner that will reflect positively on the image of their profession and of the Institution as reliable and trustworthy providers of high-quality education and training.
All US Academy of Applied Studies agents shall promote themselves and US Academy of Applied Studies in a professional and ethical manner and shall ensure that their business activities reflect best practice and demonstrate fairness, consideration and objectivity in their actions.
No US Academy of Applied Studies agents may publish any advertisement or promotional materials which refer in any way to the Institution without its prior approval.
No US Academy of Applied Studies agents may delegate duties or obligations unless expressly approved to do so by the Institution.
All US Academy of Applied Studies agents have to confirm that s/he has read and understood the regulations and guidelines for studying in USA and has kept conversant with the developments as relevant to such representation.
The agent will not engage in any false, misleading or deceptive conduct or otherwise contravene any of US Academy of Applied Studies’ obligations towards the government, the public and students as a whole.
Communication with clients
All US Academy of Applied Studies agents shall be honest in communicating information about themselves, the Institution and potential students in published, oral or any other form. They shall not knowingly or by a failure of professional standards provide or disseminate false, incomplete or misleading information about US Academy of Applied Studies.
Promotional activities
All US Academy of Applied Studies agents shall promote themselves and the Institution fairly and without recourse to unfavourable or negative comparisons with other institutions, or otherwise employ unfair or unprofessional practice to damage the interests of other institutions.
Welfare of Students
All US Academy of Applied Studies agents shall act at all times in the best interests of students or prospective students as well as the Institution. They shall offer advice and counselling and provide information to students, and where appropriate their parents, in a manner consistent with this principle.
Legal Compliance
All US Academy of Applied Studies agents shall conduct themselves with due regard to the regulatory conditions in the market(s) in which they operate. They shall comply with applicable national laws, regulations and official policies.
All US Academy of Applied Studies agents shall conduct themselves with due regard to the need for transparency and openness in all their dealings with client institutions.
All US Academy of Applied Studies agents shall be alert to ethical dilemmas and potential conflicts of interest and seek guidance or objective advice for clients if such situations arise.
Discrimination Policy
All US Academy of Applied Studies agents shall show appropriate sensitivity to and respect for other cultures and value systems and shall not discriminate or tolerate discrimination on the part of others on the basis of ethnic or national origin, gender, sexual orientation, religion, disability or age.
Complaints Procedure
All US Academy of Applied Studies agents shall ensure that clients receive a copy of the “Code of Ethics for Education Agents” at the point of contact and that any complaints arising from the service of that Agent should be referred to US Academy of Applied Studies directly.
US Academy of Applied Studies Marketing Objectives
In order to achieve the US Academy of Applied Studies’ mission, the Marketing Office of US Academy of Applied Studies has engaged to fulfil the following objectives:
To develop and promote the US Academy of Applied Studies brand by positioning the Institution as a centre of excellence.
To keep the US Academy of Applied Studies brand as a leader of education in the market.
To protect the US Academy of Applied Studies brand.
To effectively communicate the US Academy of Applied Studies’ mission and activities internally.
To target external audiences to make them part of the US Academy of Applied Studies’ ventures.
To build a supportive constituency of alumni and friends to benefit from their influence, contacts, expertise and voluntary help.
To raise charitable income from individuals, trusts, commercial and other sources.
To strengthen US Academy of Applied Studies’ position as a highly selective institution by generating sufficiently large pools of high quality applicants, and by converting them into US Academy of Applied Studies’ students.
To strategically develop and administer student exchanges and study abroad programmes in order to advance US Academy of Applied Studies’ international objectives.
To develop a sense of community, corporate loyalty and responsibility amongst staff & students.
To develop and promote a multicultural atmosphere by selecting students from different parts of the world where all the students would become mutually a singular body and brand of US Academy of Applied Studies.
2. Responsibility of US Academy of Applied Studies’ Marketing Office
US Academy of Applied Studies’ Marketing Office discharges huge responsibility in reaching the students, guardians and above all the stakeholders with US Academy of Applied Studies’ brands. In doing so the US Academy of Applied Studies Marketing Office fulfils the following responsibilities:
To make plans and prepare campaigns for US Academy of Applied Studies’ brand and programmes offered by US Academy of Applied Studies
To develop and coordinate media coverage for promotional campaigns of US Academy of Applied Studies’ programmes.
To produce the following printed promotional material:
Institution Prospectus,
Additional marketing materials such as posters and flyers,
Student Service booklets,
Institution Newsletter,
Other adhoc
To plan, prepare and deliver presentations to schools and Institutions while conducting international marketing
To organise Institution events e.g. open Days, Advice Sessions, and Seminars.
To plan, prepare and maintain the News/Events section of the Institution website.
To prepare advertisements, press releases, editorial, photo shoots for insertion in local and national press, and other media.
To plan, prepare and provide a promotional presence during key enrolment periods for the students, potential students and other visitors.
To conduct market research and prepare reports by indicating:
Students’ demands,
Current market position of the Institution,
US Academy of Applied Studies’ strengths and weaknesses in the market,
Recommendations to alleviate weaknesses,
Support that is needed to conduct effective marketing activities.
To conduct appropriate market research in order to identify more marketing areas.
To provide information to the Senior Management of the US Academy of Applied Studies in relation to:
Students’ demand forecast
Demand change forecast
Additional budget
Declining programmes
Most popular programmes
US Academy of Applied Studies Marketing Principles & Policies
US Academy of Applied Studies intends to conduct appropriate research into existing demands of the students and so the Marketing Office is very much focused on pursuing research to understand the demand of the students.
The students, guardians and stakeholders have the right to get appropriate information about the courses and programmes offered by the US Academy of Applied Studies. So, in principle the Marketing Office of US Academy of Applied Studies is focused to provide appropriate information that will help the students, guardians and stakeholders to take proper decisions.
Communication is very important in reaching the students and other stakeholders of US Academy of Applied Studies. The US Academy of Applied Studies Marketing Office is always oriented to make quick responses to any queries in a just and appropriate manner.
While communicating with the students, existing and potential, US Academy of Applied Studies’ Marketing Office is required to follow US Academy of Applied Studies’ Code of Ethics.
All the communications and advertisements must be clear, easy, fully explained and informative. The Marketing Office must ensure that all kinds of vagueness and inconsistency are dealt at the earliest possible time which means that:
No communications and advertisements will be sent out without proof reading.
No advertisements will be publicised unless those have been checked and approved by Senior Management of US Academy of Applied Studies.
All the marketing tools especially the prospectus must be consistent, updated, well explained, and easy to understand.
While planning and preparing the campaign and promotional offers the Marketing Office must ensure that they have avoided exaggeration and only the practical offers and campaigns have been included.
US Academy of Applied Studies’ Marketing Office must not make any offers or campaigns, which turn out to be anti-competitive.
While conducting marketing activities overseas, US Academy of Applied Studies’ marketing Office must ensure that the law and cultures of the concerned overseas countries have not been ignored.
While conducting marketing in any part of the world US Academy of Applied Studies’ Marketing Office must not discriminate based on any of the following:
Race
Religion
Nationality
Political belief or ideology
Gender
Ethnicity and so on.
US Academy of Applied Studies is highly student oriented, so, it expects from its Marketing Office that it should only concentrate on the campaign that would serve the students’ purposes most.
US Academy of Applied Studies will only consider appointing agents who have appropriate standing within local educational communities, sound financial standing, the legal status to contract binding agreements, and an appropriate understanding of United States of America Higher Education System.
US Academy of Applied Studies will only negotiate arrangements with agents which are compatible with the effective discharge of its responsibilities for the academic standards of awards.
US Academy of Applied Studies will monitor the conduct of the agent and if it perceives that the terms of the contract have been breached, require remedial action to be taken or, in the case of serious breaches, terminate the contract.
US Academy of Applied Studies at the end of the two-year period will conduct a full review of the agency terms leading to a recommendation on whether the agreement should be continued or terminated.
Widening Marketing
US Academy of Applied Studies is continuously striving to widen the market in three aspects which are:
Taking the programmes and courses to all parts of the world.
Researching and proposing new courses and programmes to meet the needs of the employers and students.
To take US Academy of Applied Studies’ brand to the entire world as a quality education provider.
Advertisement & Publicity
Advertisement is a major tool for reaching out to people effectively. So, the Marketing Office gives importance to advertising the courses and programmes offered by the Institution. The advertisement of the courses and programmes needs extra care because this is the tool by which the students and stakeholders make decisions whether or not to go ahead in establishing a relationship with the Institution. The advertisement must be comprehensive in terms of providing essential information. That is the reason why US Academy of Applied Studies’ Marketing Team follows a step-by-step course of action in order to deal with the advertisement and publicity.
Step 1: Collect information from the different Academic Offices relating to the courses and programmes to assess the details.
Step 2: Identify the core information that the students will be more interested to know while reading the advertisement materials.
Step 4: Prepare a plan of proposed advertisements of the courses and programmes offered by the Institution.
Step 5: Finalise the advertising materials for publicity purposes.
Step 6: Finally, decide the appropriate tools of publicity of the advertising materials.
Marketing Tools
US Academy of Applied Studies’ Marketing Office uses the following tools for the marketing purposes.
Students’ Prospectus
Publicity Materials
Web Marketing
Ex-Students via alumni
Tele marketing
Pens & T-shirts with US Academy of Applied Studies Logo & Name
Criteria for becoming an Agent
US Academy of Applied Studies appreciates that this countries educational sector has become highly competitive. This situation calls for innovation on the part of educational providers in identifying credible sources of promoting its services to prospective students. For this reason, the Institution enters into formal contractual arrangements with reputable recruiting agents in various parts of the world. US Academy of Applied Studies agents are issued with an authorization certificate/letter for a maximum period of 2 years
It is instructive to note that US Academy of Applied Studies is not oblivious to the need to ensure that prospective students obtain a very high level of professional service from its agents. To meet this goal, the Institution has established a criterion for assessing the competence of its agents. The Institution has also established a Code of Ethics for Education Agents.
As a rule of thumb, US Academy of Applied Studies recognises only two categories of agents:
Internally reputable Recruiting Agents: The agents are reputable and selected companies/business entities that have signed a formal contract with US Academy of Applied Studies and volunteered themselves into a binding ‘Recruitment Agency Agreement’ that allows them to advise and recruit students on behalf of the Institution.This agreement is aimed at ensuring mutual benefits for both organisations.
Local Recruitment Agencies: US Academy of Applied Studies sometimes approaches small local, recruitment agencies or are approached by such agencies. Where this is case, the Institution will ensure that the agencies meet USA standards of ethical conduct in student recruitment.
Immigration Department Compliance
The Agent has to confirm that he/she has read and understood the relevant regulations and guidelines for studying in USA and has kept conversant with the developments as relevant to such representation.
The Agent will not engage in any false, misleading or deceptive conduct or otherwise contravene any of US Academy of Applied Studies’s obligations towards the government, the public and students as a whole.
Note: Depending on the regions or countries, the agents might be called representatives for the Institution, Education Consultants, Consultancies or Overseas Student Advisors. All prospective students must be ensured that they are only dealing with current agents of US Academy of Applied Studies and that their contracts have not been cancelled or unilaterally or mutually terminated.
Selection
A prospective agent may offer his or her services, be recommended, or otherwise identified by the Institution. In order to consider the use of such an agent, the institution requires that:
Credible Legal Standing/Identity: The agent must have legal standing empowering him/her to operate legally.
Recognition by the local accreditation body (where applicable)
Previous Reputation: US Academy of Applied Studies prefers to work with agents who have already established their reputation in the market both locally and internationally. However, the institution also works with some promising agents.
Intended Advertising/ Promotional Code: The agent must follow the Promotional Code of the US Academy of Applied Studies
Economic indicators: US Academy of Applied Studies requires the agent to submit his/her business plan and financial report (if any).
Legal Compliance: The agent must comply with the rules and regulations of the relevant bodies.
Appreciation of US Academy of Applied Studies Code of Ethics and Code of Ethics for Education Agents: The agent must be obliged to accept the rules and regulations of the ‘US Academy of Applied Studies Code of Ethics and Code of Ethics for Education Agents’.
These matters should be fully investigated by the Marketing Manager (or nominee) who should seek information from local government offices and agencies, government offices and agencies based in the country, other HE institutions for which the prospective agent may have worked, and the prospective agent. On the basis of these investigations, the Marketing Manager should advise the Head of Administration whether or not to proceed with the appointment procedure.
Negotiation
Where the Head of Administration authorises the procedure to continue, the Marketing Manager or (nominee) should negotiate arrangements with prospective agents. These should cover the obligations of the agent and restrictions upon their conduct, the obligations of the Institution, and arrangements for monitoring, commercial arrangements, financial arrangements, procedures for terminating the agreement, arbitration, and matters of legal jurisdiction.
Legally-binding Agreement
Once arrangements have been negotiated with an agent, they should be embodied in a legally binding agreement or contract. The contract should be signed by the Marketing Manager on behalf of the Institution and by the agent.
The Obligations of US Academy of Applied Studies
US Academy of Applied Studies obligations are:
To make an adequate supply of approved promotional materials available as well as details of the fee structure.
To advise the agent when courses are filled or capacity limited.
To advise the agent promptly of any new or additional courses or of any substantial variation in the syllabus for a course.
To record and notify the receipt of all applications prior to forwarding them to the Admissions Office for processing.
To deal promptly with enquiries from the agent.
To send members of Institution staff on a number of occasions, annually/ to be agreed with the agent, to support the latter’s work in promoting the institution and advising potential applicants.
Register of Approved Agents
Once the contract has been concluded, the agency may be entered on the Institution’s Register of Approved Agents. The information held on the Register includes:
The name and address of the agent
The date of the formal agreement of the contract and the date on which it will end.
Monitoring Arrangements
Monitoring will be undertaken by the Head of Administration (or nominee), and include visits to the agent by the Chief Executive (or nominee). The Head of Administration will monitor the activities of the agent. He or she will assess whether the agent is fulfilling the terms of the agreement.
In the event of a perceived breach of obligations or of restrictions, the Head of Administration will notify the agent and require remedy within fourteen days. If a remedy is not forthcoming, the Head of Administration may terminate the agreement, following which the name of the agent will be removed from the approved register.
Review Arrangements
At the conclusion of the contract, the agreement will be subject to formal review. The review will seek to establish:
Whether the agent retains the status within the educational community, financial standing, and legal status to be re-appointed.
Whether the agent will continue to be able to discharge their obligations and abide by institution imposed restrictions.
The review will be conducted by the Head of Administration (or nominee) who would consult with the Chief Executive. The Chief Executive will then decide whether or not the contract should be renewed and the agent’s name should be allowed to remain on the register.
Termination Arrangements
The Institution reserves the right to terminate the agreement in the event of it being breached by the agent, the latter engaging in conduct which is prejudicial to the Institution, the insolvency of the agent, a change in management or control without the consent of the Institution, or the death or incapacity of an agent.
Legal Jurisdiction
The Institution insists that the American Law governs the agreement and that any proceedings arising out of it should be brought in USA, but that it may, if necessary, pursue proceedings in any jurisdiction it thinks appropriate.
Quality Compliance
Policy Overview
The policy sets out how US Academy of Applied Studies manages its approach to the retention of semi-current records that need to be retained in archive/storage space for a certain length of time before destruction, and archive records that need to be retained permanently by the staff. The policy is based on the premise that the storage space has two categories of material. The definitions of these categories are set out below:
Material identified for permanent retention, which forms part of the institution’s archive [“archive material”]; and
Material that needs to be retained over a certain period but which is eventually destroyed [“storage material”]. Material in this category does not form part of the archive and is retained for reference purposes until being destroyed in accordance with the policy.
Designated Space Allocation
The Director of Studies is responsible for ensuring space allocations are clearly defined for both specific sets of records and for each programme. Where needed, the policy provides each member of staff with its own dedicated archive/storage space (mostly the space is allocated in the Institution server and LMS). Similarly, certain records managed by each staff have specific areas designated for their use. It is the responsibility of each member of staff to respect the allocation of space.
The Management of Archive Material
Archive material is held within the Staff’s archive/storage space within a designated area or within space allocated to a relevant Department. Departments are free to use their space as appropriate. All archive material is subject to a five year review to ensure unnecessary material is not retained indefinitely, and can only be stored within this area if accompanied by a completed standard archive label. The label provides the following information:
Date of archive;
Individual and/or Office responsible for archive;
Description of material;
Review date.
The relevant Staff/Department is responsible for ensuring that archive material is stored appropriately and in a way which maximises the capacity of available space.
The Management of Storage Material
The Staff/Department uses its archive/storage space to hold a significant amount of storage material that is destined for eventual destruction. The Staff/Department is allocated specific space for their own needs, and are free to use their space as appropriate. All storage material can only be held within these areas if accompanied by a completed standard storage label. The label provides the following information:
Date of storage;
Individual and/or Staff responsible for storage;
Description of material;
Purpose of retention; and
A destroy date.
The relevant Staff/Department is responsible for ensuring that material is destroyed timely and appropriately and in accordance with US Academy of Applied Studies’ policy and the specified date set when the storage period begins. The Staff/Department is also responsible for ensuring that storage material is managed in a way which maximises the capacity of available space.
Archive/Storage Responsibility
The Head of Academic has overall responsibility for the effective management of the Staff/Department storage space and for ensuring adherence to this policy. The individual Staff is responsible for ensuring they understand and adhere to the policy. Annual summer checks are carried out to ensure that both archive and storage material are being managed within the archive/storage space in accordance with this policy and accompanying records management policies and procedures.
Policy Review
In accordance with US Academy of Applied Studies standard records management practice, the policy is reviewed every three years to ensure it meets effectively the Institution’s operational and legal requirements.
1.0 Introduction
Personnel Management is one of the important aspects of US Academy of Applied Studies’ quality management. US Academy of Applied Studies’ personnel are emissaries of the Institution’s quality and brand. Personnel performances and activities represent US Academy of Applied Studies’ principles, policies, and above all US Academy of Applied Studies’ ideologies. Thus, selecting and managing personnel is very important in order to run US Academy of Applied Studies’ academic and administrative affairs. As a consequence, US Academy of Applied Studies has formed a Personnel Management Committee (PMC), which is dedicated to selecting core academic and administrative personnel. The following document defines the Institution’s Procedures for the appointment of all staff. It aims to ensure that consistent and fair procedures are used to recruit staff.
2.0 Purpose
The Staff Appointment Policy is intended to ensure that all appointments are approached fairly and consistently whilst recruiting and developing human resources to improve the efficiency and effectiveness of the institution’s services. The Staff Appointment Policy will be in accordance with the institution’s Equal Opportunities Policy Statement and Disability Strategy.
3.0 Scope
This Policy applies to the appointment of all individuals employed by US Academy of Applied Studies
4.0 Principles of Recruitment & Personnel Management
US Academy of Applied Studies’ Personnel Management Committee will follow the principles described below in the recruitment of personnel for the Institution.
Personnel will be selected on the basis of merit, skills, qualifications and experience.
Selection will not be based on race, religion, colour, belief, political affiliation or nationality of the candidates.
Every one will be treated equal and no one will be given preference due to any undue or improper consideration.
If appointed, there will be equal opportunities for promotion entirely dependent upon performances, long service and loyalty.
Dismissals shall be on the basis of misconduct or redundancy in accordance with business policy and as under the employment laws.
5.0 Personnel Recruitment Planning
The Personnel Management Committee’s job is to prepare an effective planning for recruiting personnel for both the academic and administrative departments. The PMC must obtain from all the academic and administrative departments the following information:
The number of personnel
The level of the personnel
The qualification required
The experience required
The synopsis of responsibilities
After collecting the information the PMC then prepares the Job Description, Person Specification and the Advertisement inviting the applications. The Personnel Management Committee of US Academy of Applied Studies will consist of the following members.
Chief Executive (Chief Executive)
Academic Head
Head of Administration and Compliance
5.1 Staffing Authorisation Procedures
Staff Requisition Forms must be completed for all posts.
Completed Staff Requisition Forms must be forwarded to the Board of Directors for consideration. When a decision has been taken by the Board, a signed copy will be retained by the Chief Executive as a record of the decision. Salaries will be determined in accordance with the agreed pay, terms and conditions of employment where this is appropriate to the post.
Staff Requisition Forms must be accompanied by a job description, person specification and draft advertisement for the post.
The job specification will consist of the following:-
US Academy of Applied Studies Vision Statement/Values
Job Description
The Job Description will include details of:-
Job Title;
To whom the post is responsible;
To whom the post is accountable;
Job Purpose;
Key Task Summary;
Key Tasks;
Objectives;
Date produced/updated.
It is the responsibility of the Personnel Management Committee (PMC) to compile the Job Description and amend/review those job descriptions already in existence to reflect current Institution requirements.
Person Specification
The person specification provides the yardstick against which candidates are evaluated and as such, the details must be based on the job description and accurately reflect the qualifications, experience, skills and personal qualities necessary to effectively undertake the Key Tasks of the post. It is normal for the person specification to contain those characteristics which are deemed essential criteria for successful job performance and those which are desirable. Desirable requirements should not be unnecessarily restrictive or contain requirements which exclude particular groups since this may constitute unlawful discrimination. It is the responsibility of the PMC to complete the Person Specification.
Getting authorisation of Staff Requisition Forms from the Board of Directors is the responsibility of the Chief Executive. Where the vacancy is for the post of Chief Executive, the decision to recruit will be that of the Board of Directors. Advertising of posts or interviews must not take place prior to authorisation being given by the Board of Directors.
5.2 Advertising of Posts
All approved staffing requests in excess of six months will be subject to competitive selection procedures. It will be at the discretion of the Chief Executive whether posts are advertised internally only as opposed to external and internal advertisement. Information on current vacancies will be displayed on Staff Notice Board and can be accessed through the Institution’s Website.
Advertising details should address the following:-
internal advertising – (vacancies will normally be advertised internally at the same time as the external advertisement is placed);
where appropriate, some vacancies will be advertised internally only;
local labour market information;
untapped sources of labour;
Institution policy;
Financial implications.
All advertising material must reflect the Institution image and is subject to a house-style designed for employment advertising.
5.3 Candidate Short Listing
All applicants are given equal consideration, and selection for interview is based on strictly job-related criteria as defined by the Job Specification. When the positions will be advertised, the PMC will begin to receive CVs/ Resumes from candidates. The PMC will start assessing the CVs and short-listing the CVs for conducting interview. Call up letters for interview will be sent to the short listed candidates. The call up letter will carry the following information.
Date of interview
Time of interview
Venue
Originals of the documents required as evidence of the photocopies. These are to be returned to the candidates
Guidance to attend the interview
Location directions along with map
The next important point in the procedure is for the Personnel Management Committee to hold an interview for those who have been short listed for the interview
5.4 Minimum Set Criteria for the Appointment of Staff at US Academy of Applied Studies
Relevant honours degree or equivalent academic and professional qualification or experience.
Evidence of successful engagement in teaching and learning with an understanding of appropriate pedagogy in the subject area (for teaching staff only).
Proof of eligibility to work within [Country]
Informed of recent/current self-development activities in the subject area.
Ability to exercise a degree of innovation and creative problem solving.
Works under the general supervision of a more senior colleague who determines the broad direction of the work to be undertaken.
Demonstrates clear, logical and concise written and oral communication skills.
Ability to prioritise and meet deadlines.
Ability to work as part of a team.
5.5 Interview & Assessment
The most difficult and complex part of any recruitment strategy is to plan and prepare appropriate method of interview and assessment. Wrong methodology may result in the selection of a wrong person in the wrong position.
In most instances, the interview will be conducted one person after another and face-to-face. Candidates may be asked questions about an actual teaching programme of a topic selected by a member of the interviewing panel. The answers to the question may help to determine the suitability or otherwise of the person selected. A question put to one candidate must also be put to the other candidates as a matter of fairness to all. Candidates for the appointment of teaching positions may be required to undergo a demonstration of teaching during the interview process.
Staff involved in recruitment and selection procedures will be given staff development in all aspects of the process. All interviews should be conducted in a professional manner with due regard to the wording of potentially discriminatory areas of questioning.
Where possible, immediately following the interview of the final candidate, the Personnel Management Committee will discuss their views and will aim to reach a consensus or majority on the most suitable candidate for the post. In the event that this position cannot be reached the Chair of the Personnel Management Committee will liaise with the Board of Directors to determine what action will be taken.
5.6 References
Two references will be requested for short-listed candidates. References are normally requested prior to interview and are confidential to the Personnel Management Committee.
5.7 Records
Interview assessment records will be retained for one year following the date of the interview and on the personal file of the successful candidate for the duration of their employment at the Institution. This is in accordance with the Institution’s Data Protection Policy.
Recruitment & Checks
Once the PMC is satisfied that the candidate has proper documents and passes the assessment, the candidate can be finally selected. Successful applicants will normally be informed verbally within three working days following completion of all selection procedures by the Personal Management Committee. The Chief Executive will then send a Conditional Offer Letter detailing the position, salary and benefit packages. The offer letter should also provide a time limit as to the acceptance of the offer. The Conditional Offer letter will be subject to the following conditions:
Receipt of two satisfactory references;
Receipt of satisfactory proof of citizenship or proof of eligibility to work within USA for residence
Receipt of original copies of the Qualifications;
Where a conditional offer is made, this must be made clear to the candidate at the time of the offer. All appointments are subject to a probationary period of three months. It must be stated to the candidate that the continuation of employment at US Academy of Applied Studies is subject to the verification of qualification from the Awarding Body.
If the candidate is satisfied with the terms and conditions of employment of US Academy of Applied Studies, and when the required documents are received, the candidate will be asked to join US Academy of Applied Studies.
All students must note that it is their responsibility to ensure regular attendance.
Minimum acceptable attendance is 80%. If a student’s attendance is below 80% s/he may not be allowed to sit for the examination and the Immigration Department will be notified.
Please ensure that you are following your time table.
An attendance will be marked by the tutor/admin at the beginning of the class. Student will be marked as Present, Absent, Sick or Authorised Leave.
Students arriving late (max 30 minutes) will be marked late on the attendance register.
Students arriving more than 30 minutes late may not be allowed to enter in the class and WILL BE marked as absent.
Any Authorised Leave must be authorised by the Head of Academic Administration in advance and must be requested in writing with reasons for your absence.
All sick leaves will be treated as unauthorised leave until a doctor’s letter is presented.
Attendance registered will be collected by the Administrator 30 minutes after the class start time.
If a student is unable to come to class, he/she must inform the institution over the phone/in writing/email/text within one hour of class start time and supply an evidence/written statement for his/her absence upon next visit to the institution. If their absence is due to illness they must bring a doctor’s note (if the absence is longer than one week)
Students are given a fair chance to explain the reason for non-attendance. If a student fails to attend the institution for 4 Sessions, a warning letter or email or text message will be issued/sent by the institution on the following Monday.
If a student fails to respond (in writing) to the warning letter within one week and continues to miss his/her classes for 8 contacts, the Institution will issue an expulsion notification and the Immigration Department will be notified on the following week.
Students are advised to monitor their attendance by logging in on the institution database, using their username and password.
A student can only enrol for a course if he/she meets the minimum requirement for that particular course. Original certificates of all previous qualifications, experience must be presented.
All overseas students must be able to provide: valid passport, permission to study, details of any institutions previously attended, proof of funds and any other documents required as well as giving a brief outline of their plans for the future.
The Admissions Office will verify all documents before a Certificate of Enrolment/Visa Letter is issued.
The Institution may request the student to attend an interview prior to joining a course.
For some courses, the Institution reserves the right to ask potential student to sit a Language proficiency Examination in order to judge his/her level of written and spoken of the course language.
All students must read and understand the Terms and Conditions of Enrolment and institution policies.
Unconditional Offer
A student can only be given an unconditional offer for a course if s/he meets the minimum requirements for that particular course.
All overseas students must be able to provide the following documents (or notarised copies of the documents):
Their valid passport;
Details of any colleges previously attended;
Original certificates of qualifications obtained;
Original certificates of competence in course language
Any other documents required;
A brief outline of their plans for the future.
The college may ask the student to:
Attend an interview before an Offer/ Visa Letter is issued.
Sit an examination in order to judge his/her level of written and spoken- if it is a program requirement.
Enrolment
A student can only enrol for a course if he/she meets the minimum requirements for that particular course. Original certificates of all previous qualifications, experience must be presented
All overseas students must be able to provide on enrolment:
Their valid passport;
Details of any colleges previously attended;
Original certificates of qualifications obtained;
Original certificates of competence in [language of tuition];
Proof of funds- if required.
Any other documents required;
A brief outline of their plans for the future.
Before a Certificate of Enrolment is issued to a student:
The Admissions Office will verify all the student’s details and documents;
The student must sign a declaration that they have read and understood the Terms and Conditions of Enrolment and college policies.