Admissions Policy

Entrance Qualifications:

  • A personal interview with the school Admissions person(s) is encouraged prior to registering.
  • Admission requirements cannot be waived by either the student, or the institution, under any circumstances
  • The school admits as regular students:
  • High school graduate or 19 years of age and out of school for 1 year, must be fluent in English, must pass basic English/math entrance test with a score of 75% minimum. International students: high school graduate / 19 years and out of school for 1 year – must be fluent in English, academic English 12 with a C+ grade or higher or academic communication 12 with B grade or higher or proof of IELTS score of 5.5 minimum
  • Applicants must provide school with copy of government issued I.D. and or High School Graduation Certificate
  • Applicants must also complete a signed school contract. (non-refundable for deposit and uniform fee)
  • Applicants must read and certify that they have read a copy of the following policies: admission, attendance, dismissal, conflict resolution, grade appeals, tuition & fee refund, language proficiency assessment (for international students)

Language Proficiency Assessment Policy and Procedure

Instruction at Tru Spa Institute of Aesthetics Ltd. is conducted in English. Students whose first language is not the language of instruction are required to undergo a Language Proficiency Assessment prior to enrolment in order to ensure they have the language abilities necessary to successfully complete the program of their choice. Language proficiency requirements are admission requirements for international enrolment, and may not be waived by either the institution or the student.

For all programs:

Test of English as a Foreign Language (IELTS) with a minimum score of 5.5

Procedure:

Once the potential international student has initial interview, the next step would be to have the individual show proof of high school graduate / 19 years and out of school for 1 year – with a fluency in English, academic English 12 with a C+ grade or higher or academic communication 12 with B grade or higher or proof of IELTS score of 5.5 minimum Upon successful completion of the IELTS test, then a student may proceed with the next steps involved in registering in a program.

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Tuition & Fee Refund Policy

  1. A student may be entitled to a refund of tuition fees in the event that:
    1. The student provides written notice to the institution that he or she is withdrawing from the program; or
    2. The institution provides written notice to the student advising that the student has been dismissed from the program
  2. The written notice of withdrawal or dismissal may be delivered in any manner provided that a receipt or other verification is available that indicates the date on which the notice is delivered.
  3. The notice of withdrawal or dismissal is deemed to be effective from the date it is delivered.
  4. The refund to which a student is entitled is calculated on the total tuition fees due under the contract.  Where total tuition fees have not yet been collected, the institution is not responsible for refunding more than has been collected to date and a student may be required to make up for monies due under the contract.
  5. If the institution has received fees in excess of the amount it is entitled to under the student contract, the excess amount must be refunded.
  6. Refund policy for students:
    1. Refunds before the program of study begins:
      1. If written notice of withdrawal is received by the institution within 7 days after the contract is made, and before the commencement of the period of instruction specified in the contract, the institution may retain 5% of the total tuition and fees due under the contract to a maximum of $250.
      2. If written notice of withdrawal is received by the institution 30 days or more before the commencement of the period of instruction specified in the contract and more than 7 days after the contract was made, the institution may retain 10% of total tuition only due under the contract to a maximum of $1000
      3. Subject to Section 6(a)(i) above, if written notice of withdrawal is received by the institution less than 30 days before the commencement of the period of instruction specified in the contract, and more than 7 days after the contract was made, the institution may retain 20% of the total tuition only, due under the contract to a maximum of $1300.
    2. Refunds after the program of study starts:
      1. If written notice of withdrawal is received by the institution or a student is dismissed before 10% of the period of instruction specified in the contract has elapsed, the institution may retain 30% of the tuition due under the contract.
      2. If written notice of withdrawal is received by the institution, or a student is dismissed after 10% and before 30% of the period of instruction specified in the contract has elapsed, the institution may retain 50% of the tuition due under the contract.
      3. If a student withdraws or is dismissed after 30% of the period of instruction specified in the contract has elapsed, no refund is required.
      4. Any kit dispersed is considered non-refundable
      5. Deposit and lab fees are non-refundable
  7. Where a student did not meet the institutional and/or program specific minimum requirements for admission through no misrepresentation or fault of their own, the institution must refund all tuition and fees paid under the contract, less the applicable non-refundable student application or registration fee.
  8. Where a student withdraws or is dismissed from their program, they are entitled to 100% refund of any as-yet to be received consumables that have been pre-paid.
  9. Where a student withdraws or is dismissed from their program after receiving technical equipment from the institution free of charge:
    1. The student must return the equipment unopened or as issued within 14 calendar days; and
    2. If the student fails to return the equipment as set out above, the institution may deduct the reasonable cost of the equipment from any amount to be refunded to the student.
  10. Refunds owed to students must be paid within 30 days of the institution receiving written notification of withdrawal and all required supporting documentation, or within 30 days of an institution’s written notice of dismissal.
  11. Where the delivery of the program of study is through home study or distance education, refunds must be based on the percent of the program of study completed at the rates as set out in Section 6 above.
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Complaints & Appeals Policy

Tru Spa Institute of Aesthetics Ltd has developed grievances and appeals policy and procedures to reassure students and staff of the Institute that

  • any grievances, complaints, and disputes will be taken seriously and handled professionally and in accordance with the Institute’s Conflict Resolution Policy to achieve a speedy resolution;
  • there is a clear and transparent step by step procedure for the resolution of grievances and appeals; and
  • the contact details of internal areas and external organizations who may assist in the event of a grievance or an appeal are readily available.

Tru Spa Institute of Aesthetics Ltd complaints and appeals can fall into several categories and different procedures apply to these categories, as follows:

  • Academic Grievances and Appeals concerning an academic decision, action or process of the Institute. Refer to Conflict Resolution Policy.
  • Non-Academic Grievances and Appeals concerning a non-academic decision, action or process of the Institute. Refer to Conflict Resolution Policy.

Grades Appeal

Students enrolled in our institution will complete a substantial number of both Practical and Theoretical Exams throughout the duration of their program.

The system for grading students on the Theoretical Exams is based on a right or wrong answer, according to the answer key specific to each exam.  The system for grading students on Practical Experience is based upon the procedures as outlined in their theory and as demonstrated to them during each component of their practical training.  If a student wished to discuss an unfavourable decision made by the examiner, it is advisable to do that on the day that the grades are revealed.  In the event there is a not enough time, it should be done on the next school day.  If the student still wishes to appeal the decision, he or she, should put in writing the reason for the appeal and submit it to the Instructor or Administrator.

The student will be asked to meet with the Instructor and School Director so a resolution can be reached, if necessary.  This process will not take longer than three school days from the submission of the appeal.

In the event it is deemed warranted, a second exam will be scheduled within one week of the decision.

Furthermore, if a student wishes to discuss any decision made by an instructor or director, it is advisable to do so within two days, in writing to the director.  The same process as above would take place to see if a resolution can be reached.  This process will also not take longer than three school days from the submission of the appeal.

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Dismissal/Withdrawal Policy

Immediate dismissal will result from any of the following: Physical or sexual assault, verbal abuse or threats, theft or vandalism of school property, cheating or plagiarism, upon issue of 3rd warning letter or for not meeting the conditions of probation. In addition to, failure to pass major exams could prevent students from progressing forward, depending on the program for which they are enrolled. Please see Text and Exam Policy. Students, who have been dismissed, whatever the reason may be, are still liable for any monies owed to the school. Should a student be beyond the 30% point in their program, will not receive any refund of tuition. Please see your contract for more details on refund policy.

Withdrawal Policy

Due to how the program operates with a large majority being practical, the student is required to be able to participate 100% in all aspects of their program. Should the student find they do not wish to continue in the program they are registered to complete, the student, therefore, will be required to issue a dated letter to administration for their reasons of withdrawal.

  • Should the student find they are unable to participate due to illness or injury, they will be asked to obtain a doctor’s note excusing them. At which time the student will be considered on a leave of absence until their health recovers. This requires a specific start date and end date for the leave of absence to be defined so would require a doctor’s note stating clearly how long the student needs to be away from the school. If we cannot accommodate the student’s planned return date, then they will have to wait until the next time the next class is at the point where the student has left off and pick up where they left off. (No more than six months)
  • Should the student be unable to return to the school due to their illness or injury, a doctor’s note would be needed and would be considered a withdrawal.
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Attendance Policy

Students must be in full uniform (shoes included), presentable & ready to begin for 9:30 a.m.  Monday to Friday. This includes ensuring you have all your implements, supplies and books; failure to do may result in being sent home to get those items which equals missed time.

Students are allowed to leave the school premises on breaks only; breaks will be scheduled.  If you know in advance that you have an appointment or need to miss school, please fill out an Absentee Notice Form (found in the lunch room) and submit it to your instructor.

Students are responsible for all missed hours and they must complete the program of study within the allotted contract time; missed hours/time must be accounted for (missing time is tracked in 15-minute increments)

Should 10 consecutive days be missed, it will be considered an automatic dismissal.  Any medical notes or absentee forms will be given to the administrator and kept in your file.

Due to how our program operates with a large majority being practical training, the student is required to be able to physically provide all services taught by their instructor. If unable to participate 100% in theory and/or practical, the student will be required to obtain a doctor’s note excusing them. Depending on the nature of illness or injury and the length of time needed to return to school, refer to dismissal/withdrawal policy. If a student is not prepared or fully participating, they may be sent home. Hours will need to be made up.

In extreme cases, a contract may have to be written to accommodate for unexpected emergencies or incidences.  This would have to be discussed with the Director.

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Conflict Resolution Policy

This policy governs complaints from students respecting Tru Spa Institute of Aesthetics Ltd. and any aspect of its operations.  Student will not be subject to any form of retaliation because of filing a complaint.

All student complaints must be made in writing.

The student must provide the written complaint to the Director, who is responsible for making determinations in respect of complaints.  If the Director is absent or is named in a complaint, the student must make the complaint to the Administrator.

The process by which the student complaint will be handled is as follows:

  1. First, try to resolve the issue directly with the other party. Should this not work:
  2. Put your complaint in writing to the Director. They will request submissions from all involved parties, including witnesses; investigate and set up a meeting within 15 business days. If the Director is absent or is named in a complaint, the student must provide the complaint to the Administrator.

Written reasons for the determination will be provided to the student within 45 days after the date on which the complaint was made.

The student making the complaint may be represented by an agent or a lawyer.

If the student is or was enrolled in an approved program, is dissatisfied with the determination, and has been misled by the institution regarding any significant aspect of that program, he or she may file a complaint with the Private Training Institutions Branch.

(www.privatetraininginstitutions.gov.bc.ca)

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Graduation Policy

The programs at Tru Spa Institute of Aesthetics Ltd. are designed to prepare our students for confidence in any work situation that may be encountered in the industry. We pride ourselves on providing top quality education in a positive environment. Our curriculum is of superior quality and challenges students wishing to reach their full potential in the career they have chosen. Training our students to become professionals is a task we take very seriously, requiring us to prepare them for their individual development and their ability to become team players. Our programs are designed so that the students can work in a salon-like atmosphere and learn the most up to date techniques and procedures. While students receive full instruction in the use of salon & spa equipment, we prefer “hands-on” approach, which favours a more personal touch.

Tru Spa Institute of Aesthetics has highly qualified instructors. The programs cover all aspects of the industry in both the theoretical and practical application of skills.

To successfully graduate from a program, a student must finish with a 75% overall average; which includes a passing mark of 70% for theory and 80% for practical on your FINAL EXAM of the program for which you are enrolled. For more information regarding tests and exams, please refer to the Test and Exam Policy.

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Respectful & Fair Treatment of Students Policy

Tru Spa Institute of Aesthetics Ltd is committed to ensuring that its learning environment promotes the respectful and fair treatment of all students.

Policy Statement:

As an education provider, Tru Spa Institute of Aesthetics Ltd, is committed to providing a learning environment free from discrimination and harassment with equal opportunity for and fair treatment of all students. This commitment is based, in part, on the need to ensure that the Institution complies with anti-discrimination laws, but also is an extension of the Institution’s organizational values and its commitment to providing a happy, authentic and student-centric learning environment.

The Institution will take all reasonable steps to identify and eliminate unequal opportunities, unfair treatment, harassment, bullying and discrimination from its practices to create an inclusive culture that fosters acceptance and respect of all students.

This policy on student equal opportunity and fair treatment (free of harassment and discrimination) applies to all activities in which higher education students may participate while a student at the Institute or potential student including:  admission and enrolments; teaching and learning; student management; course development and delivery; training and instruction; assessment and examination; access to resources and facilities; Institute culture.

Equal Opportunity

Equal opportunity in student education is a principle of non-discrimination which emphasizes that opportunities in education should be freely and equally available to all students irrespective of their personal characteristics or attributes which are unrelated to their ability, performance, knowledge, skill or competence (e.g. race, gender, religion, disability etc.).

 Discrimination

Discrimination in student education occurs when a student is denied a benefit or the equal opportunity outlined above, or treated less favorably than another student, on the grounds of a personal characteristic or attributes (e.g. race, gender, religion, disability etc.).

Discrimination can be either direct or indirect. Direct discrimination occurs when unlawful distinctions are made between individual students and student groups based on any of the discriminatory grounds. Indirect discrimination occurs when a seemingly harmless policy, rule or practice has a discriminatory effect on an individual student or student group.

The following discriminatory grounds: age; breastfeeding; career status; family responsibilities; impairment/disability (past, present or future); industrial activity; lawful political belief or activity; lawful religious belief or activity; lawful sexual activity; marital status; parental status; physical features; pregnancy or potential pregnancy; race, color, nationality, ethnic or national origin; sex; personal association with a person identified by reference to one of the above attributes.

Sexual Discrimination

Sexual discrimination is when a person is treated less favorable than that of a person of the opposite sex would be treated in a same or a similar circumstance. The following sexual discriminatory grounds apply under various legislative instruments: sexual orientation; gender identity; intersex status; lawful sexual activity; personal association with a person identified by reference to one of the above attributes.

The Institute does not tolerate any discrimination and higher education students who believe they may be subject to unlawful discrimination should initially discuss their concerns with the perpetrator if appropriate and safe to do so, or discuss their concerns with TSI Staff or lodge a complaint to the director as per the Conflict Resolution Policy.

It must be highlighted that not all discrimination is unlawful, and in some instances, discrimination on certain educational grounds may be necessary and fair, such as entry age; language requirements; supplying special services or facilities for a person with an impairment that would impose an unjustifiable hardship on the Institute etc.

Unforeseen discrimination exemptions will be decided on a case by case basis by the Director.

Harassment

Harassment is perceived or actual unwelcomed conduct that humiliates, offends, or intimidates people. Harassment is bullying conduct that is neither appropriate nor relevant to a situation. This includes words, as well as acts, pictures, and images that create a hostile or threatening atmosphere. Behaviors that can be considered harassment include: verbal abuse; offensive gestures; ignoring or segregating a person or group.

The effect of harassment is to make a person feel insulted, offended, intimidated and unable to perform a task effectively or, ultimately safely.

Harassment in this policy in any form (including sexual harassment and bullying) refers to student matters only (staff should refer to the Equal Employment and Anti-Discrimination Policy for details on the College’s approach for employees).

Sexual Harassment

Sexual harassment is unwanted or unwelcome sexual behavior, whether verbal, physical or electronically communicated which makes a person feel offended, humiliated or intimidated. Behaviors that can be considered sexual harassment include: staring or leering; unnecessary familiarity, such as deliberately brushing up against a person or unwelcome touching; suggestive comments or jokes; insults or taunts of a sexual nature; intrusive questions or statements about a student’s personal life; displaying screen savers of a sexual nature; sending sexually explicit emails or text messages; inappropriate advances on social networking sites; accessing sexually explicit internet sites; requests for sex or repeated unwanted requests to go out on dates; behavior that may also be considered to be an offence under criminal law, such as physical assault, indecent exposure, sexual assault, stalking or obscene communications.

Sexual harassment is not interaction, flirtation or friendship which is mutual or consensual. It is not mutual attraction or friendship.

 

Bullying

Bullying is a form of harassment and is when a person or group of people misuse power in a relationship to repeatedly and intentionally harm others. The outcome is the victim feels distressed, less powerful or helpless and there is a risk to their wellbeing.

Bullying can be overt (obvious) such as physical, verbal, or cyber harassment, or covert (hidden) such as social exclusion or intimidation. Examples of bullying behavior include: unfair and excessive criticism; excluding someone from a group (including online or in person); ignoring a person’s point of view; constantly changing or setting unrealistic targets for a person; undervaluing the efforts of a person; intentionally and repeatedly hurting a person physically; stalking a person; taking advantage of any power over someone else.

Bullying is not mutual arguments, disagreements or dislikes.

The Institute does not tolerate any form of harassment and students who believe they are subject to harassment should initially discuss their concerns with the perpetrator if appropriate and safe to do so, or discuss their concerns with TSI staff. Students can also lodge a complaint as per our Conflict Resolution Policy.

It must be also highlighted that harassment is not legitimate comment or advice (including negative comment or feedback) from others, such as genuine assessment feedback. TSI staff at the Institute are responsible for undertaking assessment of students’ work and making a judgement about their attained knowledge and competency in a particular subject. They are also expected to provide academic guidance and advice to students to complement their assessment and may have to instruct them about academic policy, processes and timeline provisions. In itself, the act – including repeated acts – of correcting students or pointing out inadequacies of performance does not constitute harassment or bullying in an educational environment.

Similarly, invoking unsatisfactory performance procedures or misconduct procedures, or applying student progress procedures, academic integrity procedures or assessment due dates do not in themselves constitute harassment or bullying of students.

Responsibilities

Institute

It is the Institute’s responsibility to ensure that unlawful discrimination and harassment does not occur. If it does occur, the allegation will be investigated in a sympathetic, fair, confidential and in a timely manner according to the Conflict Resolution Policy.

If a student informs the Institute of allegations of harassment or discrimination that involves persons who are not staff members or students of the Institute, the Institute will consider on the appropriateness of the Institute’s intervening or assisting. The decision to intervene or assist will be made by the Director.

The Institute will take all reasonable steps ensure itself that it does not engage in discriminatory or harassing behavior towards students including not vilifying or victimizing a student who has voiced a discrimination or harassment complaint.

All academic and non-academic staff are responsible for implementation of this policy.

Directors are responsible for monitoring the compliance of their staff with this policy.

Staff

It is part of the role and a legal obligation of academic and non-academic staff to take reasonable steps to ensure that the educational environment at the Institute is free from discrimination and harassment of students. All staff at the Institute have a responsibility to take appropriate action if concerns about discrimination and harassment are brought to their attention by a student or personally witnessed.

Staff must ensure they do not engage in discriminatory or harassing behavior towards students themselves including ensuring that a student is not vilified or victimized unfairly by a staff member for making a discrimination or harassment complaint.

Any staff member found to be engaging in such behavior may be subject to consequential disciplinary action both by the Institute and through legal avenues (cost to be adhered by the staff in question).

Students

The Institute requires all education students to behave responsibly by complying with this policy and related policies, and to report unacceptable behavior to staff.

All students must ensure they do not engage in discriminatory or harassing behavior towards other students or staff members and may be subject to consequential disciplinary action both by the College and through legal avenues

Procedure for Reporting and Acting on allegations of Discrimination or Harassment

If harassment or discrimination occurs, the student is encouraged to act according to the processes set out in the Complaints and Appeals Policy – International and their associated procedures.

The Institute will ensure that:

  • The above policy and procedure advise students of available support, such as the Student Assistance Program (SAP) if required when making a complaint or grievance.
  • The student is not vilified or victimized for making a complaint or grievance.
  • The complaint or grievance process will be dealt with in a professional and sensitive manner and will adhere to the principles of privacy and confidentiality.
  • Support is offered to the student if required, and the student is able to have a third party of their choosing present at all meetings.
  • The matter is referred to the Institute’s legal representatives if required at which time students will be advised that legal representation may be required if they have not already sought this.

The student is to ensure that they maintain confidentiality of information when making a complaint.

If the student is dissatisfied with the internal process, they may refer the matter to a relevant external body (depending on the situation) such as: Director as outlined in the Conflict Resolution Policy.

If the complaint is substantiated that a student has behaved in a discriminative or harassing manner to another student, the Institute can initiate Code of Conduct Policy and/ or Dismissal Policy associated procedures. The consequential actions of such behavior can include, but are not limited to:

  • Requested apology to those involved.
  • A formal warning on student perpetrator’s file.
  • Probationary enrolment for a period up to 12 months, subject to the perpetrator student’s ongoing good behavior.
  • Suspend the perpetrating student from the College for a specified period of time, not exceeding 12 months.
  • Cancel of enrolment for any subject of the perpetrating student.
  • Exclude the perpetrating student from the Institute permanently.

If the complaint is substantiated that a staff member has behaved in discriminative or harassing manner to a student, the Institute can initiate action under the Code of Conduct Policy and/or the Managing Unsatisfactory Performance and Workplace Behavior Procedure which can include:

  • Performance monitoring (which could include enforced peer review of teaching).
  • Formal warning on perpetrator’s staff file.
  • Dismissal and/or termination of contract of the perpetrating staff member
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