CUSTOMER CHARTER

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 will be responsible for the management of the Complaints Policy and all learners will be informed whom the Training Director is.

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 

Induction will provide further details regarding this process.

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.

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