Extenuating Circumstances Policy

At Optima Electrical Training, we understand that unforeseen circumstances can sometimes impact a learner's ability to fully participate in training activities or complete assessments within the established timelines. To ensure fairness and support our learners in such situations, we have developed an extenuating circumstances policy. This policy outlines the process and provisions available to learners who face exceptional circumstances that may affect their training journey.

1.Eligibility:

The extenuating circumstances policy applies to all registered learners at Optima Electrical Training. To be eligible, learners must provide evidence of circumstances that are genuinely beyond their control and have a significant impact on their ability to meet training requirements.

Examples of eligible circumstances may include, but are not limited to:

  • ·         Serious illness or injury affecting the learner or an immediate family member.

  • ·         Bereavement or significant loss.

  • ·         Unforeseen personal or family emergencies.

  • ·         Natural disasters or major disruptions.

  • ·         Documented disabilities or long-term health conditions. 

2. Notification and Documentation:

Learners who encounter extenuating circumstances must notify Optima Electrical Training as soon as possible. Notification should be sent to the designated contact person or the administration department, along with appropriate supporting documentation. The documentation should validate the circumstances and their impact on the learner's ability to participate in training activities or meet assessment deadlines.

Acceptable documentation may include, but is not limited to: 

  • ·         Medical certificates or letters from healthcare professionals.

  • ·         Death certificates or funeral notices.

  • ·         Official letters detailing emergencies or natural disasters.

  • ·         Relevant legal documents or other verifiable evidence. 

3. Assessment of Extenuating Circumstances: 

Upon receipt of the notification and supporting documentation, Optima Electrical Training will evaluate the extenuating circumstances. This evaluation will be conducted by the designated team responsible for managing extenuating circumstances cases. 

The assessment will consider the following factors: 

  • ·         The nature and severity of the circumstances.

  • ·         The timing of the occurrence in relation to training activities or assessment deadlines.

  • ·         The impact of the circumstances on the learner's ability to participate or complete requirements. 

4. Support and Adjustments:

 If extenuating circumstances are deemed valid, Optima Electrical Training will provide appropriate support and adjustments to accommodate the learner's situation. Possible measures may include: 

  • ·         Flexible scheduling or rescheduling of training activities or assessments.

  • ·         Extended deadlines for completion of coursework or assessments.

  • ·         Access to additional learning resources or support materials.

  • ·         Alternative assessment methods or formats, where applicable and feasible. 

The specific support and adjustments will be determined on a case-by-case basis, taking into account the learner's needs, program requirements, and the feasibility of accommodating the requested changes.

 5. Confidentiality and Data Protection: 

Optima Electrical Training respects the confidentiality and privacy of learners who disclose extenuating circumstances. All information and documentation provided will be treated with strict confidentiality and used solely for the purpose of assessing the learner's eligibility for support and making appropriate adjustments.

 6. Appeals: 

If a learner disagrees with the decision or outcome of their extenuating circumstances case, they have the right to appeal. The appeals process will be communicated to the learner separately, providing them with a fair opportunity to present their case and have it re-evaluated.

 7. Continuous Review: 

Optima Electrical Training will regularly review and update the extenuating circumstances policy to ensure its effectiveness and relevance. Learner feedback and experiences will be considered to improve the support provided

Approved by: Managing Director

Optima Electrical Training UK