INFORMATION AND GUIDANCE POLICY

Policy Statement

All learners applying at Collab Training Academy CIC (CTA CIC) have an entitlement to
impartial Information, Advice and Guidance (IAG) at every stage of their learning
journey.

Our Aims

To provide all learners and potential learners with impartial information and advice that
empowers them to make self-determined choices about learning and progression
To actively promote the provision of information and advice that meets the matrix
standard throughout CTA CIC, and for all stakeholders

Our Objectives

To ensure:
• That quality, current information and advice is readily available to learners in a range of
formats and forums at different stages of the learning journey
• That staff are appropriately supported and trained to deliver information and sometimes
advice that meets the matrix standard
• That CTA CIC provides information and advice about the courses, choosing the right
course, learning support and progression
• That learners are signposted or referred within or beyond CTA CIC when appropriate
• That CTA CIC’s policies relating to Quality and Diversity, Complaints, Appeals against
Assessment, Confidentiality, Safeguarding, and Data Protection are applied within the
service
• That learners are provided with a range of opportunities to feed back on the IAG
services
• That information from feedback results in improvements to the service which are widely
communicated
• That the information CTA CIC provides and sometimes advises may be:
• Before enrolment

• On a range of course options
• On choosing a course that is most suited in terms of location, content, level, delivery
style, qualification accreditation, entry requirements, and support available
• That information may be provided in a number of ways, either, verbally, by email or
through printed materials

Enrolment

Receive a detailed induction
• Provide information on course structure
• Awarding body requirements
• Assessments and certification
• Programme goals, target dates, record of progression
• Provide IAG with embedded Equality & Diversity and Health & Safety
Have an initial assessment
Have agreement on an individual learning plan
Have agreement on reviewing dates for the action plan
Provide information regarding learning support
Receive information about compliments, appeals, complaints and suggestions

During training

Advice on available learner support
Receive regular reviews and feedback on training progression
Receive information about progression, be signposted or referred as appropriate at any
time during the programme
Job search techniques and help with creating a CV

On Completion

Receive IAG information about progression, job search support and careers advice
Further learning or employment opportunities and job search websites
List of Agencies/providers, e.g. Colleges or IAG services
Signposted or referred to other agencies when appropriate or as required
Obtain feedback from learners on course and IAG services

At any time

Referral to another organisation for advice on careers, work and learning that may be
outside the scope of CTA CIC

Policy

CTA CIC is committed to providing a high quality, free and impartial information, and
advice to all existing and potential learners. We also recognise our own limitations and
refer enquirers to other agencies, within the quality network, when the required IAG
services cannot be provided by us.
To ensure that IAG services are accessible to all and of good quality, CTA CIC will:

• Ensure that the delivery of IAG services within CTA CIC is responsive to changes and
developments both internally and externally
• Support the improvement of learners’ completion and progression rates
• Work in a proactive and collaborative way internally to enhance the effectiveness of
IAG
services delivery
• Work towards the IAG matrix quality mark to ensure IAG services meet the standards
within this framework
• Ensure that marketing, promotional and information materials are comprehensive,
accessible and available in a range of formats
• Provide staff with effective IAG training to enable them to continually develop their
knowledge, understanding and expertise in specific areas, perform their own job role
effectively and to ensure their understanding of:
• IAG’s policies, strategies, aims, objectives, procedures and performance indicators
• Equality and diversity
• Confidentiality issues
• Learner support
• Referral systems (internal and external)
• Customer care
• Technological support
• Information sources
• Continued Professional Development
• Monitor effectiveness and improve the quality of IAG services via:
• Customer feedback
• Staff feedback
• Analysis of referral data
• Annual renewal/update of information materials
• Develop and review partnerships and networks to support provision of impartial IAG
services and referral to appropriate partners
• Embed IAG services in quality assurance, staff development and training and
appraisal processes

CTA CIC as a company will:
• work towards achieving accreditation of our IAG services via Matrix assessments
• continue to improve the services we provide
• provide learners with effective signposting to other services
• embed the Framework for Excellence or other quality initiatives through the SFA
• continue to provide effective and robust staff training and CPD
• welcome suggestions for improvement
• offer learners the chance to express their opinions about our provision of IAG services
• collect and analyse feedback from learners

Organisational Support

All learners and potential learners who participate in our training programmes are
entitled to receive unbiased information, advice and guidance from suitably qualified
staff with the relevant knowledge and experiences

Our service to Learners

• Pre-course information, including: Course Contents, Locations and Dates
• Leaflets with course contents
• Appropriate and suitability of training programmes on offer and to redirect enquirers
who do not meet our eligibilities and/or entry requirements
​​

Our Staff Training

All staff will be appropriately supported and trained to deliver information and advice that
meets the matrix standard. All staff will be aware of:
• Their own role, limitations and when to refer within or beyond CTA CIC when
appropriate
• CTA CIC’s courses and trainings on offer
• IAG services available from partner Colleges
• Information on the National Careers Services and other agencies within the quality
network who can assist learners with IAG
• Training opportunities to address individual CPD needs of staff
A flow chart is available for those members of staff who are engaging in first point of
contact and delivery of IAG services together with guidance on signposting and
referring.

Privacy Policy

Policy Statement

At CTA CIC, we respect the privacy of all learners, employers and partners. The
personal information that we collect from you is used only to provide appropriate
learning and trainings, maintain our services to you, and communicate with you
effectively. Our legal basis for processing the personal information in relation to you is
that we can fulfil our contract with you.
Any personal information that you provide is kept secure. Data which no longer required*
is erased after you have informed us that you no longer wish to work with us.
We will use the contact details you provided to send you payment details of our fees,
information and other relevant news through phone, text, email and social media.
We will only share personal information of you with another organisation when we:
● have a safeguarding concern
● are required by government bodies or law enforcement agencies

● engage a supplier to process data on our behalf
● have obtained your prior permission
You can access the personal information, and to ask for any errors to be corrected. We
will respond to all such requests within one month. You can also ask for the data to be
deleted, but note that:
● We will not be able to continue to engage with you if we do not have sufficient
information
● If you no longer wish to work with us, we still have a statutory duty to retain some
types of data for specific periods of time*. Therefore, we cannot erase everything
immediately
If you have a complaint about the security of your information, or how we respond to a
request to access, update or erase the personal information, you can refer us to the
Information Commissioner’s Office (ICO).

Data Protection Principles

The Company complies with the Data Protection Act 1998 and the principles of the Act,
your personal data will be:
● Fairly and lawfully processed
● Processed for limited purposes and not in any way incompatible with those
purposes
● Adequate, relevant and will not be excessive
● Accurate
● Not kept for longer than necessary
● Processed in accordance with your individual rights
● Secure
● Not transferred to countries without adequate data protection

Your Agreement

Certain types of personal information may be processed for particular purposes without
the consent of individual data subjects. However, it is the Company’s policy to seek
express consent whenever practical from individual data subjects for the main ways in
which the Company may hold and process personal information concerning them. This
is to allow individuals have an opportunity to raise any objections to any intended
processing of personal information. The Company will consider any such objections but
reserves the right to process personal information in order to carry out its functions as
permitted by law. Therefore, all Employees, Temporary Employees, Students, Tutors
and Self-Employed Contractors will be asked to sign a consent form regarding particular
types of information which CTA CIC may in due course hold/process about them. All
existing employees will also be asked to sign a consent form (The form will be provided
by CTA CIC on the first day of registration).

Collection of Personal Information

The Company only holds and processes personal information directly relevant to your
employment or study for various purposes (for example, the administration of Individual

Learner Paperwork, the effective provision of academic and welfare services, to record
academic progress and to operate the payroll services). This data is collected as and
when required, such information includes, but is not limited to:
● Third-party employment references
● Employment reports or assessments, including performance reviews
● Disciplinary details, including informal or formal warnings
● Grievance procedures and outcomes
● Salary reviews, benefits records and expenses claims
● Health records
● Student records (ILR’s or College Application forms)
● Assessments
● Tutorial files
● Admission files
● Vetting and barring information
This information is only collected to assist the Company in monitoring performance,
achievements, health and safety, and complying with the law on the appointment of staff
in regulated activity roles for example. It is also necessary to process information so that
staff can be recruited and paid, courses organised and legal obligations to funding
bodies and government complied with.

The Company collects information about all our staff and learners for various
administrative, academic and health and safety reasons. Because of the Data Protection
Act 1998, we need your consent before processing. To provide an effective learning
service, we need you to sign a consent form on your application form. If you do not do
so, we will be unable to offer you a place in the course, and may withdraw you from any
offer which is already made.

Questions

If you have any questions regarding this policy document and how it applies to you,
including how to request an access to your personal data please email to

PREVENT

Policy Statement

CTA CIC takes the responsibility of safeguarding learners in a serious way. We
committed to safeguarding learners and staff, and supporting the recovery of individuals
who may be targeted by the circumstances outlined in this policy. The policy of support
and prevention of extremism and radicalisation (Prevent) has been devised to be
complimentary to work alongside the main safeguarding policy.
This policy, whilst a standalone policy is integral to other policies including Equality and
Diversity, Health and Safety and Whistleblowing.

Aims and Objectives of Prevent Strategy

The aim of CTA CIC’s Prevent Strategy is to ensure that we are able to monitor, manage
and deal effectively with the threat posed by any individual or group of individuals
engaging in violent extremism in the name of ideology or belief. This strategy has five
key objectives:
● To develop staff and learner awareness of Prevent
● To ensure that learners and staff are aware of their roles and responsibilities in
preventing violent extremism and radicalisation
● To promote and reinforce shared values, to create space for free and open
debate,
and support the learner’s voice
● To document and recognise current practice across CTA CIC which effectively
manages the risk of learners being exposed to extremism and becoming radicalised
​​

Our Responsibilities

To ensure that CTA CIC effectively manages risks and is able to deal appropriately with
issues around radicalisation and extremism we will:
• Understand the nature of the threat from extremism and how this may impact directly
or indirectly on CTA CIC
• Understand and manage potential risks within CTA CIC and from external influences
including the display of extremist materials and use of venues
• Respond rapidly and appropriately to events in local, national, or international news
that may impact on CTA CIC learners
• Ensure measures are in place to minimise the potential for acts of extremism within
CTA CIC learning environments
• Ensure plans are in place to respond appropriately to a threat or an incident within
CTA CIC
• Adopt effective ICT security and responsible user policies and promote these to all staff
and learners
• Teaching, learning & supporting learners
• CTA CIC is committed to providing learning programmes which promote knowledge,
skills and understanding in order to build the resilience of all students, by undermining
extremist ideology and supporting the learner’s voice. This will be achieved through:
• Embedding equality, diversity and inclusion across the curriculum and promoting
community cohesion
• Promoting wider skill development such as social and emotional wellbeing
• Delivering courses which recognises local needs, challenges extremism and
promotes universal rights
• Teaching and learning strategies which explore controversial issues in a way which
promotes equality, diversity and inclusion.
• Use of external organisations to support learning and promote respect
• To ensure that the course venues remain safe, the following support will be in place
for learners:
• Effective support services which provide clear information, advice and guidance on
preventing learners from being drawn into extremism and radicalisation
• Literature written in clear and simple language which promotes equality, diversity
and inclusion and undermines extremist ideology
• Support for learners and staff and provide guidance on how to access support
through community partners
• A clear Learner Engagement Strategy to ensure that the learner’s voice is heard
and concerns of the learner’s population are acted upon

• Clear channels of communication to listen to the voice of the local community and
understand local tensions
• Provide support for at risk learners through safeguarding and mentoring processes

Staff Responsibilities

The designated Prevent Officer holds overall responsibility for ensuring that the Prevent
strategy is implemented across CTA CIC and any concerns are shared with the relevant
organisations in order to minimise the risk of learners becoming involved with terrorism.
The Prevent Officer at CTA CIC will work with the designated Safeguarding Officer to
ensure that staff and learners are aware of the Prevent agenda and appropriate training
is in place.
All staff at CTA CIC has a responsibility to:
• To provide an ethos which upholds CTA CIC’s vision and values
and promote respect, equality and diversity and inclusion.
• Report any concerns around extremism or radicalisation via the safeguarding reporting
channels
• Report on literature displayed or used at any cause venue that could cause offense or
promote extremist views.
• Support the development of staff and learner’s understanding of the issues around
extremism and radicalisation and participate in training when requested.
Participate in engagement with local communities, schools and external organisations as
appropriate.

Referrals

Where there is an identified/potential risk that a learner may be involved in supporting or
following extremism, further investigation by the police will be requested, prior to other
assessments and interventions. The designated Prevent Officer is responsible for
contacting Police or the BIS Prevent Coordinator for further advice and guidance.
Any member of staff who identifies such concerns will report these to the Prevent
Officer. All relevant information will be documented.
Incidents in relation to extremism are expected to be very rare but emergency
procedures will be adopted when there is information that a violent act is imminent, or
where weapons or other materials may be in the possession of a learner. In this
situation, a 999 call will be made and CTA CIC’s Senior Management team will be
informed as soon as practicably possible.
Where a vulnerable adult is thought to be in need or at risk of significant harm or where
investigations need to be carried out, a referral to the Social Services will be made in line
with Safeguarding.

Monitoring and Review

CTA CIC will be responsible for monitoring this policy. This policy will be subject to

review, revision, change, updating, alteration and replacement in order to introduce new
policies from time to time to reflect the changing needs of the business and to comply
with legislation. Any alterations will be communicated to you by the CTA CIC.

SAFEGUARDING

Policy Statement

CTA CIC aims to adopt the possible highest standards and take all reasonable steps in
safeguarding the welfare of young people and vulnerable adults, and preventing abuse
of them. This policy focuses on protection from abuse and neglect and is intended to
support staff working at CTA CIC. Other policies linked with this policy includes: Whistle
Blowing, Complaints, Information Sharing, Disciplinary, Health and Safety and Equality
and Diversity.

Objectives

CTA CIC is committed to:
● Ensuring that the welfare of children, young people and vulnerable adults is
paramount
at all times
● Maximising people’s choice, control and inclusion and protecting their human
rights.
● Working in partnership with other agencies in order to safeguarding children,
young
people and vulnerable adults
● Ensuring safe and effective working practices are in place
● Supporting staff within the CTA CIC
​​

Reporting Abuse

The following procedure details the actions to be taken by both the complaint and Staff:
If staff suspects a vulnerable person is being abused or is at risk of abuse, they are
expected to report concerns to Centre Manager (unless they suspect that the Centre
Manager is implicated) – in such circumstances the whistle blowing policy should be
followed.
If at any time staff feel the person needs urgent medical assistance, they have a duty to
call for an ambulance or arrange for a doctor to see the person at the earliest
opportunity.
If at the time staff have reason to believe the vulnerable person is in immediate and
serious risk of harm or that a crime has been committed the police must be called.
A report form must be completed where there are allegations of abuse and sent to CTA
CIC.

All service users/learners need to be safe. Throughout the process the service
users/learners needs remain paramount. This process is about protecting the vulnerable
adults, children and young people and prevention of abuse.

Alleged Abuser and Victims who are both Service Users/Learners

It is important that consideration be given to a co-ordinated approach and partnership
working, where it is identified that both the alleged abuser and alleged victim are service
users/learners.
Where both parties are receiving a service, staff should discuss cases and work
together, however meetings with both the alleged abuser and alleged victim in
attendance, are not considered appropriate.

Allegation of Abuse staff Member

Employees should be aware that abuse is a serious matter that can lead to a criminal
conviction. Where applicable, the disciplinary policy of CTA CIC will be implemented.

Confidentiality and Information Sharing

It is important to identify an abusive situation as early as possible so that the individual
can be protected. Withholding information may lead to abuse not being dealt with in a
timely manner. Confidentiality must never be confused with secrecy. The Staff has a
duty to share information relating to suspected abuse and the Chief Executive Officer at
CTA CIC will decide whether to refer the case to the relevant body (e.g. Social Services,
the Police)
Consent is not required to breach confidentiality (capacity issues must be considered)
and make a safeguarding referral where:
● A serious crime has been committed
● Where the alleged perpetrator may go on to abuse others
● Other vulnerable adults are at risk in some way
● The vulnerable adult, child, children and young person is deemed to be in serious risk
● There is a statutory requirement e.g. Safeguarding Vulnerable Groups Act 2006,
Children’s Act 2004, Mental Health Act 1983, Care Standards Act 2000
● The public interest overrides the interest of the individual
● When a member of staff of a statutory service, a private or voluntary service or a
volunteer is the person accused of abuse, malpractice or poor professional standards.
● If a worker has any doubt about the legality of sharing information, they must in the
first instance consult CTA CIC dealing with safeguarding issues.

Monitoring

CTA CIC will be responsible for monitoring this policy.

EQUALITY AND DIVERSITY

Equal Opportunities and Anti-Harassment and Bullying Policy

This policy applies to your employment or study at CTA CIC, the “Company” and all
other Company sites that you may be asked to work or study at from time to time.
For any policy to be effective, it must be applied throughout the Company. This policy
therefore applies to all staff and learners of CTA CIC.

Policy Statement

CTA CIC is committed to equal opportunities in employment and course delivery. This
means that learners, job applicants and employees will be treated fairly regardless of
their age, sex, marital status, sexual orientation, gender reassignment, race, ethnic
origin, disability, religion or religious beliefs. At the heart of our policy, we seek to treat
people fairly and with dignity and respect.
CTA CIC will seek to promote equal opportunities and prevent harassment and bullying
by publicising and communicating this policy; by providing appropriate training and
guidelines for those with designated responsibilities and by raising awareness through
staff and teaching development.
Further, CTA CIC will continually monitor its policies and practices to ensure that these
principles are upheld. It is the employee and learners’ right to be treated with dignity and
respect, which in turn will be conducive to performance, self-development and career
advancement. Every executive, manager, employee and learner has a responsibility to
implement this policy.
​​

Monitoring

All employees, job applicants and learners will be asked to complete a form providing
information regarding their age, sex, marital status, race, ethnic origin, sexual
orientation, religion and whether they suffer from any disabilities. This form will be used
solely for the purpose of monitoring the effectiveness of the Company’s equal
opportunities policy and to ensure that the Company meets its obligations as an equal
opportunities employer and service provider.

Procedure for Discriminatory Conduct

Any learner or member of staff may use the Company’s grievance procedure to
complain about discriminatory conduct. The complaint will be thoroughly investigated
and considered based on the facts of the investigation. No individual will be penalised
for raising such a grievance unless it is untrue and made in bad faith. If the matter
relates to harassment or bullying of any kind the anti-harassment and bullying procedure
set out below should be followed.
Any learner or employee who discriminates against any other learner or employee on
the grounds of age, sex, marital status, sexual orientation, gender reassignment, race,
ethnic origin, disability, religion or religious beliefs, will be subject to the Company’s
disciplinary procedure as set out in the grievance and disciplinary policy. In serious
cases where such behaviour has been deemed to constitute gross misconduct it will
result in summary dismissal in the absence of mitigating circumstances. This statement
should be read in conjunction with the anti-harassment and bullying procedure set out
below at clause 7.

Positive Action on Equal Opportunities

CTA CIC will regularly monitor the composition of the workforce, of job applicants and
learner enrolments. Should inequalities become apparent positive action will be taken to
redress the balance including such measures as:
• Advertising learning opportunities or jobs in ethnic or female interest publications as
appropriate
• Encouraging under-represented groups to apply for suitable posts or learning
opportunities
• Making contact with disabled people via the local job centre
• Considering whether any reasonable adjustment can be made to work premises or the
working arrangements to accommodate a disabled employee, job applicant or learner
• Introducing assertiveness training
​​

Date of Implementation

This policy is effective from 31 st July 2019 and shall not apply to any actions that
occurred prior to this date.

Questions

If you have any questions regarding this policy document and how it applies to you,
please contact CTA CIC.

Alteration of this Policy

This policy will be subject to review, revision, change, updating, alteration and
replacement in order to introduce new policies from time to time to reflect the changing
needs of the business and to comply with legislation. Any alterations will be
communicated to you by the CTA CIC.