Appeals Procedure for participants enrolled on CPD courses

We at The Clinicians’ RoadMap provide a formal route for our learners wishing to appeal against an assessment decision. All learners are assessed against the relevant learning outcomes for the course and regulating organisation criteria, where applicable. Assessment decisions are made by internal Assessors. 

Areas for Appeal

Our Appeals Policy enables learners in certain situations to make a formal appeal against a recommendation or assessment decision relating to:

1.    an application for a reasonable adjustment or special consideration submitted to the regulating organisation for approval.
2.    our final, overall assessment decision for a CPD Course.

Grounds for Appeal

The following is a list of examples and is not exhaustive:

•    A reasonable adjustment was refused without reason, or a decision to limit a requested for a reasonable adjustment proved to be inappropriate or insufficient. 
•    The learner requested special consideration, but this does not seem to have been applied.
•    There was inappropriate or irregular conduct on the part of the Assessor.

Appeals Process

Stage 1

The learner should discuss their intention to appeal that decision directly with the Assessor responsible for informing the learner of that decision. If the learner is dissatisfied with the outcome of this discussion, the learner should submit their appeal to info@thecliniciansroadmap.com within five days of the date of the assessment and include with it any supporting evidence. Appeals received after this time will not be heard.

Stage 2

Once received by us, our designated team will investigate the appeal and respond in writing to the learner with a decision within 20 working days of receipt of the form. If the learner is dissatisfied with the decision, the learner should make a complaint. Please refer to our complaints policy.
 

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Complaint – a grievance, problem, difficulty or concern POLICY STATEMENT

The Clinicians’ RoadMap recognises the importance of learner complaints and welcomes complaints as a valuable form of feedback about its services. We are committed to using the information we receive to help drive forward improvements.

This procedure outlines the aims of The Clinicians’ RoadMap in dealing with complaints and sets out what you as the customer can expect when making a complaint regarding a service.
A complaint is a way of letting us know that you are not happy with a particular service. We welcome your feedback. A complaint may be about delay, lack of response, discourtesy, failure to consult or about the standard of service you have received.

So please let us know if:

•    you think we have done something wrong
•    we have not done something that we said we would do
•    you are not satisfied with a particular service or set of services that we provide

ANONYMOUS COMPLAINTS

We understand that it might be difficult for you to complain because you are worried that your complaint could result in a poorer service.  Please be assured that we treat all complaints in the strictest confidence, and that it is your right to complain. If you do not provide us with a contact name or address, it will not be possible for us to get back to you with the outcome of the investigation

PROCEDURE

In the first instance, the complaint should be discussed with the team member concerned and resolution sought within 48 hours of the incident occurring.  If this is successful and a resolution is reached, there will be no further action taken.

In the case of an individual wishing to make the complaint, who feels unable to discuss the complaint with the team member concerned, the matter should be referred to info@thecliniciansroadmap.com within 5 days of the incident occurring.

On receipt of the complaint, the nature of the complaint will be brought to the attention of the team member concerned and discussed within 48 hours of receiving the complaint. We will then contact the individual making the complaint with a view to resolve.

If resolution cannot be found, we will arrange a meeting with all relevant parties and agree a resolution. This will take place within 30 days. This will be final.

We will maintain a record of all complaints and make these available on request. All complaints must be regarded as confidential and discussed only with those parties involved. 

In the instance where the complaint is around an assessment / verification decision, then the stages outlined in the Appeals Procedure must be followed.
 

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Course Content Review Policy

The Clinicians’ RoadMap takes the standard of its courses very seriously. For this reason, the below policy sets out how we ensure the standards of our service is maintained.

Course reviews are an integral part of The Clinicians’ RoadMap’s quality assurance process.

The focus of course reviews is on:

•    The appropriateness of the content and assessment method in order to achieve the learning outcomes,
•    The course content being up to date and accurate. 

Responsibility

We take full responsibility for conducting regular course reviews and ensuring any recommendations are considered and implemented where appropriate.

Frequency

Ous courses are reviewed on an annual basis.  All legal elements of the learning materials will be reviewed to ensure the most up to date version of any legal references are used and are correct as of the time of the review. 

Timing

At each review point, we will allow up to 30 days to complete a full review of the relevant subject area and document the findings internally. Following this, we will allow a further 30 days to implement any appropriate updates to course materials. Where learning materials contain legal references, any necessary legal input or review will be included within the same 30-day review period.

Reporting 

Following the learning materials and any legal review, a detailed report will be produced, outlining any elements that require attention and updating.
 

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Data Protection (UK GDPR & Data Protection Act 2018) Policy

1. Introduction
This Policy sets out how The Clinicians’ RoadMap (“we”, “us”, “our”) manages personal data and the rights of customers and business contacts (“data subjects”) under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
For data protection purposes, we act as the data controller.
Contact: info@thecliniciansroadmap.com
“Personal data” means any information relating to an identified or identifiable living individual.
This Policy covers how we collect, use, store, share, secure, and dispose of personal data, including where we use trusted third-party service providers to process personal data on our behalf.
We are committed to handling personal data lawfully, fairly, transparently, and securely.

2. Data Protection Principles
We comply with the data protection principles. Personal data must be:
•    processed lawfully, fairly, and transparently;
•    collected for specified, explicit, and legitimate purposes;
•    adequate, relevant, and limited to what is necessary;
•    accurate and kept up to date where necessary;
•    kept no longer than necessary; and
•    processed securely using appropriate technical and organisational measures.

3. Accountability and Record-Keeping
We are responsible for implementing this Policy and monitoring compliance with it and applicable data protection law.
We maintain appropriate internal records of our processing activities. These records include (where applicable):
•    our contact details and details of any third-party processors we use;
•    the purposes for processing;
•    categories of personal data and categories of data subjects;
•    details of international transfers and safeguards (if applicable);
•    retention approach; and
•    a summary of security measures in place.

4. Personal Data We May Process
We only collect and process personal data that is necessary to deliver and improve our services. This may include:
4.1 Information you provide
•    Name
•    Email address
•    Professional role/background (if provided)
•    Booking and course registration details
•    Communications sent to us (e.g., by email)
4.2 Technical data (website use)
•    IP address
•    Browser type/version
•    Device type
•    Operating system
•    Date/time of access
4.3 Payment information
Payments are handled via third-party payment providers. We do not store or process full payment card details ourselves.

5. Lawful Bases for Processing
We process personal data only where a lawful basis applies, including:
•    Contract (to provide the course/services you book)
•    Legitimate interests (to operate, improve, and secure our website and services)
•    Legal obligation (e.g., accounting, tax, regulatory requirements)
•    Consent (where you opt in, e.g., optional communications)
If we ever process “special category data”, we will ensure an additional lawful condition applies and we apply appropriate safeguards.

6. How We Use Personal Data
We may use personal data to:
•    deliver and administer online live courses;
•    communicate about bookings, updates, course delivery, and support queries;
•    manage payments, cancellations, and refunds;
•    improve our services and website functionality;
•    maintain website security and prevent misuse; and
•    comply with legal and regulatory obligations.

7. Data Sharing
We do not sell or rent personal data.
We may share personal data only with:
•    trusted service providers (e.g., website hosting, video conferencing platforms, booking systems, payment processors) where needed to run the service;
•    professional advisers (e.g., accountants) where necessary; and
•    authorities or regulators where required by law.
Where third parties process personal data on our behalf, we ensure appropriate contractual terms and security expectations are in place.

8. International Data Transfers
Some service providers may process personal data outside the UK. Where personal data is transferred internationally, we ensure appropriate safeguards are in place, such as:
•    UK adequacy regulations;
•    International Data Transfer Agreements (IDTAs); and/or
•    other approved contractual safeguards (e.g., standard contractual clauses where applicable).

9. Data Retention
We keep personal data only for as long as necessary for the purposes for which it was collected, including:
•    course administration and support; and
•    legal, accounting, or reporting obligations.
When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of appropriately.

10. Keeping Data Subjects Informed
We provide privacy information to individuals primarily through our website Privacy Policy and any relevant point-of-collection notices (e.g., booking forms). This includes information about what we collect, why we collect it, who we share it with, retention, and rights.

11. Rights of Data Subjects
Under UK GDPR, individuals have rights including:
•    the right to be informed;
•    the right of access;
•    the right to rectification;
•    the right to erasure (in certain circumstances);
•    the right to restrict processing;
•    the right to data portability;
•    the right to object; and
•    rights in relation to automated decision-making and profiling (where applicable).
To exercise rights, contact: info@thecliniciansroadmap.com

12. Subject Access Requests (SARs)
•    Requests can be made by emailing info@thecliniciansroadmap.com.
•    We normally respond within one month of receipt. This can be extended by up to two months for complex requests; if so, we will inform the requester.
•    We do not usually charge a fee, but may charge a reasonable fee or refuse requests that are manifestly unfounded or excessive, in line with UK GDPR.

13. Accuracy and Rectification
We take reasonable steps to ensure personal data is accurate and updated where necessary. If a data subject requests a correction, we will address it within the UK GDPR timescales.

14. Data Security (Technical and Organisational Measures)
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. Measures may include (as appropriate):
•    access controls (unique logins, strong passwords, multi-factor authentication where available);
•    limiting access to personal data to what is necessary;
•    secure storage of files and restricted sharing;
•    keeping devices and software up to date with security patches;
•    using reputable service providers with appropriate security standards;
•    secure disposal of data (deletion/anonymisation and secure destruction where physical records exist).
Communications containing personal data
Where sharing personal data is necessary, we use secure methods and apply appropriate protections (for example, secure platforms or password-protected files/links where appropriate). We avoid sending sensitive information by email unless necessary and adequately protected.

15. Data Protection Impact Assessments (DPIAs)
We will carry out a DPIA where processing is likely to result in a high risk to individuals’ rights and freedoms (for example, introducing new systems or new ways of using personal data). DPIAs will consider the purpose, necessity, proportionality, risks, and mitigation measures.

16. Data Breach Management and Notification
Any suspected personal data breach will be escalated internally immediately and assessed promptly.
Where required, we will:
•    notify the Information Commissioner’s Office (ICO) without undue delay and, where applicable, within 72 hours of becoming aware; and
•    notify affected individuals without undue delay where the breach is likely to result in a high risk to their rights and freedoms.

17. Cookies
Our website uses cookies or similar technologies for functionality and analytics. Users can manage cookies through browser settings and our cookie controls (where available). Please refer to our website Cookie Policy for details.

18. Children’s Data
Our services are intended for professionals and are not directed at children. We do not knowingly collect personal data from individuals under the age of 18.

19. Review of This Policy
We may update this Policy from time to time to reflect changes in law, guidance, or how we operate. The latest version will be maintained internally, and our public-facing position is reflected in the website Privacy Policy.
 

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Equal Opportunities Learner’s Charter

“Everyone has a part to play in ensuring we achieve equality of opportunity. We believe that a positive attitude towards equality and diversity is right for our people, our clients and our business suppliers. This means that we must encourage all our people to welcome diversity and respect each person’s individuality”.

The Clinicians’ RoadMap is committed to ensuring that our process will be open and transparent, and that no individual or group receives less favourable treatment by virtue of age, disability, economic status, faith, gender, marital status, sexuality, race, colour, and nationality, ethnic or national origin.

The following Learner Charter has been drawn up stating the standards of service you can expect to receive as a learner of The Clinicians’ RoadMap

Using The Clinicians’ RoadMap you can expect…

•    to receive a highly quality learning experience
•    to be given equal opportunities and treated fairly
•    to be treated with courtesy
•    to have access to advice, guidance and support to ensure your choices are informed ones and that your learning needs are met
•    to learn in a healthy and safe environment
•    to be provided with timely and appropriate information on your progress
•    to have staff listen to any issues, suggestions or concerns you may have, and to respond in a relevant manner
In turn as a customer of The Clinicians’ RoadMap we would like you to:

•    be fully committed to your course
•    treat our staff with courtesy
•    provide us with appropriate information to help us meet your learning and assessment needs
•    ensure that your behaviour contributes to a healthy and safe environment
•    abide by any rules specifically relating to online assessment
•    communicate issues, suggestions or concerns using the procedures outlined in your Student Handbook.

If for any reason you wish to make a formal complaint, then please access our formal complaints procedure on the website or email info@thecliniciansroadmap.com.
 

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Malpractice Policy

The Clinicians’ RoadMap treats all cases of suspected malpractice* very seriously and will investigate all suspected and reported incidents of possible malpractice. 
The purpose of this Policy and Procedure is to set out how allegations of malpractice in relation to all The Clinicians RoadMap’s training assessments and training events are dealt with. 
The scope of the policy is to provide:

•    a definition of malpractice
•    examples of learner and centre malpractice and maladministration;
•    possible sanctions that may be imposed in cases of malpractice.

*The term ‘malpractice’ in this policy is used for both malpractice and maladministration.

Introduction

For the purpose of this document ‘malpractice’ is defined as:

Any act, or failure to act, that threatens or compromises the integrity of the assessment processor and the validity of The Clinicians’ RoadMap training events and their certification. 

This includes: 
•    maladministration and the failure to maintain appropriate records or systems; 
•    the deliberate falsification of records or documents for any reason connected to the award of training events certification; 
•    acts of plagiarism or other academic misconduct; 
•    and/or actions that compromise the reputation or authority of The Clinicians’ RoadMap. The Clinicians’ RoadMap will report all relevant cases of suspected malpractice to the relevant authority, accepting that in certain circumstances they may take action of its own, including imposing sanctions.

Malpractice by learners

Some examples of learner malpractice are described below. These examples are not exhaustive and all incidents of suspected malpractice, whether or not described below, will be fully investigated, where there are sufficient grounds to do so.

•    Obtaining examination or assessment material without authorisation.
•    Arranging for an individual other than the learner to sit an assessment or to submit an assignment not undertaken by the learner.
•    Impersonating another learner to sit an assessment or to submit an assignment on their behalf.
•    Collaborating with another learner or individual, by any means, to complete a coursework assignment or assessment, unless it has been clearly stated that such collaboration is permitted.
•    Damaging another learner’s work.
•    Inclusion of inappropriate or offensive material in coursework assignments or assessment scripts.
•    Failure to comply with published examination regulations.
•    Disruptive behaviour or unacceptable conduct, including the use of offensive language, at training centre or assessment venue (including aggressive or offensive language or behaviour).
•    Producing, using or allowing the use of forged or falsified documentation, including but not limited to:
o    personal identification;
o    supporting evidence provided for reasonable adjustment or special consideration applications; and
o    competency documents
o    results documentation, including certificates.
•    Misrepresentation or plagiarism of The Clinicians’ RoadMap certificates.
•    Fraudulent claims for special consideration while studying.
•    Falsely obtaining by any means a certificate

Malpractice by The Clinicians’ RoadMap team

Examples of malpractice by The Clinicians’ RoadMap team are listed below. These examples are not exhaustive and all incidents of suspected malpractice, whether or not described below, will be fully investigated, where there are sufficient grounds to do so.

•    Failure to adhere to the relevant regulations and procedures, including those relating to The Clinicians’ RoadMap security undertaking and monitoring requirements as set out by these regulations.
•    Knowingly allowing an individual to impersonate a learner.
•    Allowing a learner to copy another learner’s assignment work or allowing a learner to let their own work be copied.
•    Allowing learners to work collaboratively during an assignment assessment, unless specified in the assignment brief.
•    Completing an assessed assignment for a learner or providing them with assistance beyond that ‘normally’ expected.
•    Damaging a learner’s work.
•    Disruptive behaviour or unacceptable conduct, including the use of offensive language (including aggressive or offensive language or behaviour).
•    Allowing disruptive behaviour or unacceptable conduct at The Clinicians’ RoadMap to go unchallenged, for example, aggressive or offensive language or behaviour.
•    Divulging any information relating to learner performance and / or results to anyone other than the learner.
•    Producing, using or allowing the use of forged or falsified documentation, including but not limited to:
o    personal identification;
o    supporting evidence provided for reasonable adjustment or special consideration applications; and
o    competency documents
o    results documentation, including certificates
•    Falsely obtaining by any means a certificate.
•    Failing to report a suspected case of learner malpractice, including plagiarism.

Possible malpractice sanctions

Following an investigation, if a case of malpractice is upheld, The Clinicians’ RoadMap may impose
sanctions or other penalties on the individual(s) concerned. Where relevant we will report the matter and may impose one or more sanctions upon the individual(s) concerned. Any sanctions imposed will reflect the seriousness of the malpractice that has occurred.

Listed below are examples of sanctions that may be applied to a learner, tutor or other associates who has had a case of malpractice upheld against them. Please note that this list is not exhaustive and other sanctions may be applied on a case-by-case basis.

Possible sanctions that may be applied to learners
•    A written warning about future conduct.
•    Notification to an employer, regulator or the police.
•    Removal from the course.

Possible sanctions that may be applied to The Clinicians’ RoadMap team
•    A written warning about future conduct.
•    Imposition of special conditions for the future involvement of the individual(s) in the conduct, teaching, supervision or administration of learners and/or examinations.
•    Informing any other organisation known to employ the individual in relation to courses or examinations of the outcome of the case. The Clinicians’ RoadMap may carry out unannounced monitoring of the working practices of the individual(s) concerned.
•    Dismissal.

Procedure
Reporting a suspected case of malpractice

This process applies to, employees, tutors, learners and other associates to The Clinicians’ RoadMap and to any reporting of malpractice by a third party or individual who wishes to remain anonymous.

Any case of suspected malpractice must be reported as soon as possible and at the latest within two working days from its discovery to info@thecliniciansroadmap.com.

A written report should then be completed clearly identifying the factual information, including statements from other individuals involved and / or affected, any evidence obtained, and the actions that have been taken in relation to the incident.

Wherever possible, and provided other learners are not disrupted by doing so, a learner suspected of malpractice should be warned immediately that their actions may
constitute malpractice, and that a report will be made.
In cases of suspected malpractice by The Clinicians’ RoadMap team, and any reporting of malpractice by a third party or individual who wishes to remain anonymous, the report should include as much information as possible, including the following:
•    the date time and place the alleged malpractice took place, if known.
•    the name of the team member or other third party involved
•    a description of the suspected malpractice; and
•    any available supporting evidence.

In cases of suspected malpractice reported by a third party, or an individual who wishes to
remain anonymous, The Clinicians’ RoadMap will take all reasonable steps to authenticate the
reported information and to investigate the alleged malpractice.

Administering suspected cases of malpractice
The Clinicians’ RoadMap will investigate each case of suspected or reported malpractice, to ascertain whether malpractice has occurred. The investigation will aim to establish the full facts and circumstances. The Clinicians’ RoadMap will promptly take all reasonable steps to prevent any adverse effect that may arise as a result of the malpractice, or to mitigate any adverse effect, as far as possible, and to correct it to make sure that any action necessary to maintain the integrity of our training and reputation is taken. The Clinicians’ RoadMap will acknowledge all reports of suspected malpractice within five working days. All of the parties involved in the case will then be contacted within 10 working days of receipt of the report detailing the suspected malpractice. We may also contact other individuals who may be able to provide evidence relevant to the case.

The individual(s) concerned will be informed of the following:
•    that an investigation is going to take place, and the grounds for that investigation;
•    details of all the relevant timescales, and dates, where known;
•    that they have a right to respond by providing a personal written response relating to the suspected malpractice (within 15 working days of the date of that letter);
•    that, if malpractice is considered proven, sanctions may be imposed by reflecting the seriousness of the case;
•    that, if they are found guilty, they have the right to appeal.
•    that The Clinicians’ RoadMap has a duty to inform the relevant authorities / regulators, but only after time for the appeal has passed or the appeal process has been completed. This may also include informing the police if the law has been broken and to comply with any other appropriate legislation.

Where more than one individual is contacted regarding a case of suspected malpractice, for example in a case involving suspected collusion, we will contact each individual separately, and will not reveal personal data to any third party unless necessary for the purpose of the investigation.

The individual has a right to appeal against a malpractice outcome if they believe that the policy or procedure has not been followed properly or has been implemented to their detriment.

Records of all malpractice cases and their outcomes are maintained by The Clinicians’ RoadMap for a period of at least five years and are subject to regular monitoring and review.
 

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Reasonable Adjustments Policy

Aims and Objectives of the Policy
The Clinicians’ RoadMap has a duty under the Equality Act 2010 to make any reasonable adjustments that can be made for our learners to ensure they are not discriminated against.

We aim to facilitate open and fair access to our training for learners who are eligible for reasonable adjustments and / or special considerations without compromising the assessment of skills, knowledge, understanding or competence being measured , The Clinicians’ RoadMap achieves this through; 
Reasonable Adjustments
The Clinicians’ RoadMap will consider requests for Reasonable Adjustments and Special Considerations.

The learner must request within a reasonable timeframe any adjustments that may be needed to reduce the effect of a disability or difficulty, which places the learner at a substantial disadvantage. Any requests for reasonable adjustments must not affect the quality and reliability of the learning outcomes nor must they give the learner an advantage over other learners undertaking the same or similar training.
Reasonable Adjustments may not be applied to training that will provide a “license to practice” or where the learner needs to demonstrate a practical competence.

Special Considerations
A special consideration request can be made during or after a training event to reflect temporary illness, injury or indisposition that occurred at the time of the event. Any special considerations granted cannot remove the difficulty the learner faced at the time of the event and can only be a relatively small adjustment to ensure that the integrity of the training is not compromised. Special consideration may not be applied to training that will provide a “license to practice” or where the learner needs to demonstrate a practical competence.

The Clinicians’ RoadMap will only consider requests for Reasonable Adjustments and Special Considerations submitted within a timely manner and have completed the appropriate paperwork for these requests.

Reasonable Adjustments
A reasonable adjustment helps to reduce the effect of a disability or a difficulty that places the learner at a substantial disadvantage.

Reasonable adjustments must not affect the quality and reliability of the learning outcomes, but may include;

•    Ensuring any online learning is more accessible (such as ability to adjust display settings and providing advice/guidance on speech technology)
•    Providing assistance during an assessment of learning
•    Adapting materials or providing it on coloured paper
•    Re-organising the physical assessment/learning environment
•    Use of mechanical and electronic aids
•    Use of assistive software
•    Use of low vision aids
•    British Sign Language

Reasonable adjustments must be approved and set in place prior to any assessment or learning is carried out.

Any assessment of work following a reasonable adjustment has been made must be carried out in the same way of work from other learners.

Reasonable adjustments must never give a learner and advantage to other learners and must never affect the quality or reliability of the learning.

It is important to note that not all requests for reasonable adjustments may be granted if they are not deemed reasonable, permissible or practical in certain situations. The learner may not need, nor be allowed, the same adjustments for all learning.

Requests for reasonable adjustments are approved by The Clinicians’ RoadMap prior to any bookings/registrations are taken. They are intended to allow access to training / assessment but can only be approved if the adjustment does not;

•    Affect the quality and reliability of the learning
•    Provide an unfair advantage to other learners
•    Influence or compromise the final outcome of the assessment of learning

Any requests for reasonable adjustments must be made to The Clinicians’ RoadMap within 7 days of registration / booking or at least 28 working days before an assessment / classroom event using the appropriate paperwork.  If you are unsure if a learner requires a reasonable adjustment, please speak with The Clinicians’ RoadMap who will provide the relevant guidance.

Special Considerations
A special consideration is consideration given to a learner who was prepared and present at an assessment but may have been disadvantaged by temporary illness, injury or adverse circumstances outside of their control.

It is important to note that special consideration may not be possible where assessment requires the demonstration of practical competence, or the training provides a “license to practice”.

Where an assessment of learning is carried out and marked by a computer, the learner will have the ability to take it at a later date however this must be completed prior to any practical assessments or other learning is carried out.

A special consideration cannot give a learner an unfair advantage to other learners and must not mislead the learners’ achievement. The learner’s results must reflect their true achievement and not potential ability. The Clinicians’ RoadMap’s decision on requests for special considerations will vary from learner to learner and one subject to another. The factors may include the severity of the consideration, date of assessment and the nature of the assessment such as practical or oral presentation.

The learner may be eligible for special considerations if;

•    The performance in an assessment is affected by circumstances out of their control, such as recent personal illness, accident or bereavement
•    Alternative arrangements which were agreed in advance proved to be inappropriate or inadequate
•    Part of an assessment / event was missed due to circumstances beyond the control of the learner

The learner will not be eligible for special consideration if;

•    The leaner has not been affected at the time of an assessment by a particular condition
•    Part of an assessment / event is missed due to personal arrangements including holidays or unauthorised absence

Examples of circumstances where special consideration may be given are;

•    Terminal illness of the learner
•    Recent bereavement of a member of the immediate family
•    Serious of disruptive domestic crises leading to acute anxiety about the family
•    Incapacitating illness or injury of the learner
•    Severe car accident
•    Outbreak of infection where learners are in isolation
•    Lost or damaged work beyond the control of the learner

Special consideration will not be granted for minor illness or a minor disturbance.

Requests for special considerations are approved by The Clinicians’ RoadMap Applications for special considerations must be made on case-by-case basis and thus separate applications must be made for each learner. Any requests for special considerations will only be approved if they do not;
•    Affect the quality and reliability of the learning
•    Provide an unfair advantage to other learners
•    Influence or compromise the final outcome of the assessment of learning

Any requests for special considerations must be made to The Clinicians’ RoadMap within 7 days of the event or assessment on info@thecliniciansroadmap.com.  If you are unsure if a learner requires a special consideration please speak with The Clinicians’ RoadMap who will provide the relevant guidance.

It is important to note that special consideration will not be granted if / where learner achievement has been acknowledged and certified.

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Safeguarding Learner Policy

Introduction

All staff working with children and vulnerable adults have a legal duty to work together to protect them from harm or abuse. The Clinicians’ RoadMap has overall responsibility for the safeguarding of learners, and is responsible for ensuring the effectiveness of all work done to safeguard and promote the welfare of people on programme. The Clinicians’ RoadMap Policy covers: 
•    The recruitment and employment of staff working with vulnerable adults and the provision of a safe learning environment under the requirements of this act 
•    Ensuring that The Clinicians’ RoadMap follows safer recruitment procedures.

Statement of Intent:

The Clinicians’ RoadMap’s first priority is to ensure the safety and protection of all learners taking part in learning. In order to protect young people and vulnerable adults from harm we will act in accordance with the following legislation and guidance: ‘No Secrets’ DH 2000

Scope
This policy statement applies to all learning provided by The Clinicians’ RoadMap, and includes:
•    All learning provision for adults delivered directly by employed staff 
•    All learning provision for adults commissioned through partnership arrangements
Definitions

Safeguarding The term “safeguarding” describes the broader preventative and precautionary approach to planning and procedures that are necessary to protect children, young people and vulnerable adults from any potential harm or damage.
Safeguarding means:
•    Protection from abuse and neglect 
•    Promotion of health and development
•    Ensuring safety and care relating to the environment and activity
•    Ensuring optimum life chances
‘Child’ or ‘Young Adult’ An individual is considered to be a child or young person up to their 18th birthday

‘Vulnerable Adult’ A Vulnerable adult is any person aged 18 or over ‘who is, or may be in need of, community care services by reason of mental or other disability, age or illness and who is, or may be, unable to take care of him or herself or protect him or herself against significant harm or exploitation’ (‘No Secrets’ DH 2000).

The list below is not exhaustive but a vulnerable adult may be someone
•    who: is elderly and frail
•    has a mental disorder
•    has a physical or sensory disability has a severe physical illness
•    is a substance misuser is homeless
•    has a learning disability

‘Abuse’ is
“a violation of an individual’s human and civil rights by any other person or persons” (‘No Secrets’ DH 2000). Abuse may consist of a single act or repeated acts, abuse may happen intentionally or unintentionally and can take place in any relationship or setting. Examples of abuse that could occur in a learning environment include:
Physical abuse – shoving, hitting, slapping
Sexual abuse - involvement in any direct or indirect (e.g. innuendo, pornography) activity against the learner’s will or knowledge
Emotional/psychological abuse e.g. intimidation, bullying or humiliation

Discriminatory abuse e.g. racial, sexual or religious harassment

Financial or material exploitation e.g. coercing money or goods
Institutional abuse e.g. failure to ensure privacy, dignity or uphold individual human and civil rights.
Neglect or acts of omission e.g. ignoring physical or medical needs, failure to access appropriate health, social care or educational services, withholding medication.

An abuser: may be anyone including relatives, friends, professional staff, other learners and service-users, neighbours, care workers, volunteers, and strangers.

Policy Statement
The Clinicians’ RoadMap is committed to promoting safeguarding through the provision  of an
inclusive, supportive and safe environment for its learners, staff and others closely associated with its work and affirms the rights of individuals to be treated fairly and with respect.
The Clinicians’ RoadMap intends to pursue this commitment by
1.    Promoting a culture of value and respect for all within a supportive and safe learning environment
o    Provide accessible information for learners, tutoring staff and subcontracting providers on equality, diversity, bullying, harassment, dignity and respect in the learning environment
o    We will provide opportunities for adults and young people to voice any concerns they may have regarding inappropriate behaviour, abuse, harassment or misconduct and providing strong sanctions to deter victimisation or cover up of malpractice
o    Supply information to learners on The Clinicians’ RoadMap’s procedures for following up complaints relating to the conduct of tutoring staff and/or other learners
o    Require all tutoring staff and others associated with the delivery of our provision to carry and produce appropriate identification on request
o    Ensure that premises used to deliver learning activities are risk assessed by appropriately trained staff
o    Ensure that learning activities are risk assessed by appropriately trained staff 
o    Ensure that care and safety issues and concerns are reported 
2.    Providing Information, training and briefings on safeguarding vulnerable adults and children that includes:
o    Provide information to tutoring staff and learners about the standards we expect with regard to confidentiality and disclosure 

o    Distribute information to all internal on the signs of abuse and the action to take if/when abuse is reported.
o    Provide accessible information for learners, and tutoring staff on the complaint’s procedure
o    Provide headline information for learners on safeguarding, e-safety, bullying and harassment equality of opportunity and diversity.
o    Provide learners with the designated safeguarding contact and the procedure to be followed in the case of any alleged case of bullying or harassment

3.    Gathering and analysing information from learners on matters related to feeling safe in the learning environment
o    Generate questions on the feedback form to elicit how safe learners feel in the learning environment
o    Analyse the information obtained and acting on the results

Monitoring the effectiveness of this Safeguarding Policy and reviewing it annually
o    Monitor the safeguarding practices within provision
o    Identify and sharing good practice in safeguarding with subcontracted providers
o    Review The Clinicians’ RoadMap’s safeguarding policy on an annual basis
o    Link with learning networks to ensure that information on safeguarding is current and up to date
All enquiries relating to safeguarding issues should be addressed in the first instance to info@thecliniciansroadmap.com

Reporting an incident

After direct or indirect disclosure or signs of abuse are spotted, please inform us, in the first instance, with the following information:
o    What your concerns are.
o    Where, when, who from and how you got the concerns. 
o    What you have done.
o    Whether the parents/carers and learner are aware of this referral? 
o    Any additional info about the learner. Contact information for anyone involved

Write a report within 48 hours. Include all details of the disclosure including who was present and the reasons for your decision to make a referral. Ensure this is stored in a secure file. If there is immediate danger call 999
Send all reports to
info@thecliniciansroadmap.com
 

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Responsible Marketing Procedure

Introduction

The main aim of the policy is to provide clear guidance on how The Clinicians’ RoadMap markets itself responsibly. We are committed to delivering high quality teaching and learning, along with exceptional customer service for our stakeholders. This extends to ensuring our services are marketed in a way that is fair, transparent, within legal guidelines and reflective of the communities we serve.

We also require that our partners and stakeholders adhere to these standards and that unsubstantiated claims aren’t made. Any use of data must be verified, and sources confirmed to ensure potential customers are made aware of its origin.

We are committed to marketing our products and services in a responsible way and so we will regularly review our marketing communications to ensure they are aligned with these principles and that they also fit with industry best practices.

Scope

These guidelines apply to all marketing communications generated by or on behalf of The Clinicians’ RoadMap. Within this, ‘marketing’ means product and services advertising and promotion in all media including, but not limited to, packaging, brand promotions, brand advertising, brand PR, product placement, sponsorship and brand experiential marketing, point of sale material, digital, online and mobile marketing plus social media.

Core Principles

We commit that our marketing communications will be honest, transparent, truthful, within legal guidelines and respectful.

Above this we also commit to:

•    Never mislead our customers.
•    Always be fair and transparent when promoting our services, enabling our customers to make informed choices. Offering impartial advice and guidance in line with our duty of care as a CPD Approved Provider.

•    Be legal, ethical, truthful and conform to accepted principles of fair competition and good business practice.
•    Comply with all UK legislative and regulatory requirements.
•    Avoid promoting themes associated with aggression, anti-social behaviour or violence.
•    Avoid any derogatory, defamatory or offensive statements or imagery in particular in relation to race, gender, sexual orientation, religion and political views.
•    Seek to prevent any unsolicited marketing that uses the The Clinicians’ RoadMap’s brand without authorisation
•    Never knowingly advertise in media or on websites that contain extremist views or explicit content.
•    Never advertise in a way that could cause mental, physical or moral harm to a child.

Compliance

We review the principles on a regular basis. Our team is responsible for ensuring the compliance of all of our marketing collateral.

Other, non-marketing collateral which has a customer audience (for example recruitment material or The Clinicians’ RoadMap’s communications) should also comply with these principles. Internally, all imagery is to be approved in isolation, in colour, at full/oversize and in situ/as it will be seen by the customer.