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Conference

Academy Policy

GABHES has always adhered to the principles of openness, fairness and impartiality in managing all academic and administrative matters. Our staff and students are strictly required to abide by the following guidelines.

S1. MALPRACTICE AND MALADMINISTRATION POLICY

 

Policy statement

Malpractice consists of those acts which compromise, attempt to compromise or may compromise the process of assessment, the integrity of any qualification or the validity of an examination result or certificate. This can damage the authority and reputation of those responsible.

 

Maladministration is any activity or practice which results in non-compliance with administrative regulations and requirements.

 

GABHES (the Academy) Management Committee does not tolerate actions (or attempted actions) of malpractice or maladministration by students and internal/external staff in connection with any qualification and examinations. GABHES Management may take disciplinary action on students or staff at the Academy, where incidents (or attempted incidents) of malpractice or maladministration have been proven.

 

Introduction

This policy defines procedures for investigating and determining allegations of malpractice and maladministration.

 

All staff must be vigilant regarding malpractice and maladministration. Where malpractice or maladministration occurs it must be dealt with in a fair, thorough, impartial and objective way.

 

The Academy Manager will supervise investigations resulting from allegations of malpractice or maladministration. The Academy Manager will inform The Principal (regulators) promptly of any investigations into malpractice and maladministration. They are also required to inform all suspected of malpractice or maladministration of their rights and responsibilities. Investigations will escalate to the GABHES Management Committee depending on their gravity and scope.

 

Guidance

GABHES Management encourages all staff and students to do the following:  

  • Tutors need to have obtained signed evidence that all students declare their work is their own

  • All students are informed of malpractice and the penalties for attempted and actual incidents

  • All students to be aware of the appropriate formats for recording cited texts and other relevant materials or information sources that can contribute to achievement

  • That procedures for marking and examining work are efficient and reduce or identify malpractice e.g. plagiarism, collusion, cheating etc.

  • Access controls to prevent students from accessing and using other people’s work when using networked computers

 

Student Malpractice

Student malpractice includes plagiarism, collusion, fabrication or falsification of results and anything else intended by those committing it to achieve results that they do not properly deserve.

  • Plagiarism - copying or passing off work as own including: artwork, images, words, computer generated work (including internet sources), thoughts, inventions and/or discoveries with or without the inventor’s consent

  • Collusion – working collaboratively with other students, beyond what is permitted

  • Copying from another student or allowing work to be copied

  • Deliberate destruction of another student's work

  • Disruptive behaviour in an examination room (including the use of offensive language)

  • Exchanging, obtaining, receiving, passing on information (or the attempt to), which could be examination related

  • Making a false declaration of authenticity in relation to the authorship of coursework or the contents of a portfolio

  • Allowing others to assist in the production of coursework or assisting others in the production of coursework

  • The misuse, or the attempted misuse, of examination materials and resources (e.g. exemplar materials)

  • Being in possession of confidential material in advance of the examination

  • Impersonating/pretending to be someone else

  • Theft of another student's work

  • Bringing into the examination room unauthorised material e.g. study guides

  • Behaving in a manner as to undermine the integrity of the examination

  • Altering any results documentation including certificates

  • Failing to abide by instructions or advice of an Examiner

  • Breach of the instructions or advice of an Examiner

 

Staff Malpractice and Maladministration

  • Delivering a qualification without The Prinicpal approval

  • Failing to keep records secure

  • Tampering with students scripts or coursework after collection

  • Failing to keep students' computer files, which contain coursework secure

  • Obtaining unauthorised access to exam materials prior to examination

  • Altering or changing marks for internally assessed components

  • Manufacturing evidence of competence

  • Entering fictitious students for examinations

  • Altering assessment criteria

  • Failing to ensure students coursework is adequately monitored

  • Failure to use current assignments for assessments

  • Failure to issue students with appropriate notices and warnings

  • Failure to keep accurate and timely records

  • Failing to report an instance of suspected malpractice to GABHES Management as soon as possible after such an incident occurs or is discovered

  • Failing to conduct a thorough investigation into suspected malpractice

  • Inappropriate retention or destruction of certificates

  • Producing falsified records e.g. sick notes, Student ID

  • Misusing conditions for special student requirements

  • Falsifying records/certificates

 

Discovery of Malpractice and Maladministration

Any malpractice or attempted acts of malpractice must be reported to the Principal in a timely manner. Any alleged incident of malpractice brought to attention could subject to full investigation.  

 

The Academy Manager will collect all records and evidence related to all alleged cases of malpractice. Should the evidence be proved sufficient, The Academy Manager would submit the case to the GABHES Management Committee, who will in charge the investigation procedures.

 

Dealing with Malpractice and Maladministration

The Academy Manager will hold the responsibility to investigate any allegation of malpractice and maladministration. Any alleged incident must be reported to the Principal at the earliest opportunity. If malpractice is discovered or suspected, the individual must be made fully aware, in writing, at the earliest opportunity of the nature of the allegation and of the possible consequences should the malpractice be proven. The individual must be given the opportunity to respond, in writing, to the allegations made and informed of the avenues for appealing should the judgement be made against them.

Investigations will escalate to the Education team depending on their gravity and scope.

 

Penalties applied

When malpractice or maladministration is proven, the Staff needs to undergo arbitration by GABHES Management Committee and face the appropriate disciplinary actions based on the severity of the situation.

 

S2. GUIDELINES FOR STUDENT COMPLAINTS

Purpose

The purpose of these guidelines is to develop effective procedures for handling student complaints, establish a good communication culture, and learn from opinions or complaints expressed to improve the Academy's policies.

Scope of Application

These procedures apply to students who make complaints about the Academy's teaching arrangements, administration, or discrimination. Such complaints can be handled according to the following procedures:

  • Students may directly contact the faculty, academy manager, or principal to lodge complaints about academy teaching, administration or discrimination by post, fax, email, telephone, or in person.

  • Students must leave personal information. Otherwise, the complaint will be regarded as anonymous.

  • The academy will generally not follow up on anonymous complaints but will simply outline the reasons and keep records.

  • In exceptional circumstances (e.g., sufficient evidence is available, or the complaint involves a serious or urgent matter), the principal may decide whether it is necessary to follow up on the anonymous complaint.

  • Students must file a complaint within 6 months of the incident.

 

Complaint Handling Mechanism

After receiving opinions/complaints, the academy manager will first understand and clarify the parties' ideas and requirements and then hand them over to the dedicated management for processing.

  • If the incident is minor, staff will try their best to assist and provide the required information or respond to the parties' concerns as soon as possible and help solve relevant problems.

  • The academy will respond verbally to inquiries, comments, and complaints raised verbally. If the case can be handled immediately, the academy will generally not respond in writing.

  • If the oral complaint is resolved immediately, the Academy will simply excerpt the critical points for future reference.

  • After receiving a formal complaint, the GABHES customer service officer will send an email to the complainant to confirm that the complainant's contact information and complaint-related information are accurate and will ask the complainant to reply via email for confirmation.

  • The academy manager will provide a written or oral response or clarification to the party concerned, including the actions taken or preliminary investigation results, within 5 working days at the latest.

  • The Academy will handle complaints fairly and impartially. Under normal circumstances, the investigation will be completed within one month of receipt of the complaint, and the complainant will be notified of the results. If the complainant accepts the findings, the complaint can be formally closed.

  • If the complainant does not accept the investigation results and can provide new evidence or sufficient justification, they may submit a written complaint request to the school within 14 days from the date of the school's response to the result.

S3. STUDENT APPEAL PROCEDURE

If a student wants to appeal his/her exam result, he/she can follow the procedures stated below:

  1. Submit a written appeal application regarding the examination results to the academy manager. 

  2. Once the academy manager receives the appeal letter, they will immediately start an investigation. 

  3. The academy manager will consult relevant training staff and assessors and gather relevant information and evidence. 

  4. The academy manager will arrange an internal investigation meeting to discuss the appeal. The Principal, relevant tutors and assessors will attend the internal meeting. 

  5. The relevant tutors and assessors will submit an incident report to the academy manager after the meeting. 

  6. The Principal will make the final judgment and decision based on all relevant information and evidence, as well as incident reports.

  7. The academy manager will prepare a written reply to the student based on the decision. 

  8. The student will receive a written reply from the college within 14 working days of submitting the appeal application.

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