Complaints Policy

Complaints Policy

Our Responsibilities

We are committed to providing a high-quality service for our learners, clients and the community we serve.

We will deal with legitimate complaints in a fair, prompt and objective manner. 

Complaints will be dealt with without recrimination and learners will not be disadvantaged by raising a complaint.

We will be fair in the treatment of all those who complain irrespective of age, disability, gender / gender

reassignment, marriage / civil partnership, pregnancy / maternity, race, religion or belief, sex, or sexual

orientation (protected characteristics).

Complaints will be dealt with promptly and constructively. All complaints will be dealt with in confidence but shared with any person who may be the subject of a complaint. The outcomes of any complaint will be shared with the complainant and any staff involved. Complaints made which, on investigation, turn out to be malicious, may result in disciplinary action.

The training director Steve Martin will be responsible for the management of the Complaints Policy.

What is a complaint?

Complaints could be made by any service user or employee and can be defined as:

 A statement of something which is deemed unacceptable or unsatisfactory

 Reasons why they feel dissatisfied with the service

 Oral or written expression of dissatisfaction form, or on behalf of another person

Scope of Complaints Procedure

The Procedure deals with complaints arising from:

• Delivery (or lack of delivery) of services for education and training including teaching, course content,

tutoring, assessment, feedback on progress and learner support during learning programmes

• Incorrect or misleading information about services provided by the Centre

• Delivery (or lack of delivery) of support services provided by the Centre including administration of fees,

enrolment processes, Centre accommodation, health and safety and learner resource services

• Unacceptable actions or behaviour by Centre staff and/or other learners in the Centre

Separate procedures exist for:

• Learner behaviour and malpractice

• Appeals

How to raise a complaint

Complaints must be made in writing to the Training Director Steve Martin. Support can be made available

for all those involved in a complaint including:

• Representation: parent, guardian, friend or supporter

• Help with completing the Written Complaint

Learner Induction will provide further details regarding this process.

Informal resolution of complaints

Most complaints should be able to be resolved by discussion between the complainant and the appropriate

member of staff. The initial complaint may be made orally or in writing and the member of staff receiving the complaint should make a response within 10 working days, orally or in writing. It is expected that staff

are tactful and courteous in dealing with a complaint. If the complainant is dissatisfied with the response

received, they should then be guided to using the formal procedure.

Formal Procedure

A formal complaint should be made in writing within 15 working days of an incident or action from

which the complaint arises, or from the date when the complainant received an oral or written reply to an

informal complaint (see above). In exceptional circumstances, a longer period will be considered. The

complaint should be sent to the Training Director Steve Martin. If the complaint involves the Training

Director an alternative senior manager will be appointed to manage the process. The complaint will be

logged and its receipt will be acknowledged to the complainant within 5 working days.

The Training Director will carry out an initial assessment of the complaint within 5 working days. In

most cases, complaints will be referred to the appropriate staff for investigation and report. More serious or

unusual complaints will be investigated personally by the Training Director.

An appropriate Senior manager/director will carry out an investigation of the complaint and may interview

the complainant; the respondent; witnesses to the matter or events; and anyone they believe may have a

role in establishing or disproving the complaint, as necessary. They will prepare a summary and report

back to the Training Director within 10 working days of the initial assessment.

The Training Director will record the outcome of the complaint and either arranges a meeting to deliver the

outcome or notify all those involved in writing as appropriate. All outcomes will be confirmed in writing to all those involved.

If the complaint involves a learner, they will be offered support at the meeting. All learners will be

encouraged to bring a supporter to the interview. Vulnerable Adults and those under 16 years of age must

have the support of their care worker, or a person of their choice, who can act as their advocate and the

Training Director must be informed.

The formal complaint should be resolved within 25 working days of the receipt of the original formal

complaint. If it appears that a decision will not be reached within the due period, those involved will be

advised of the need for a longer period. At this point the complainant has the right to escalate the

complaint to the awarding organisation.

The decision made will be final but this does not affect an individual’s legal rights.

Review of the Complaints Policy and Practice

Once a year the Centre’s Senior Management Team will review the Complaints Policy and Practice to

include:

If changes are required the Complaints Policy will be rewritten and all staff and learners will be informed.

A record of all complaints for 3 years will be available to the relevant authorities for audit purposes.