Student Policies

1. Purpose

Kosmetae Academy is committed to maintaining a safe, respectful, professional, and effective learning environment for all students, staff, instructors, clients, and community partners. This policy outlines the reasonable grounds on which a student may be dismissed from a program and the process Kosmetae Academy will follow before making a dismissal decision.

This policy is provided to students before the start date of the program.

2. Grounds for Student Dismissal

Kosmetae Academy may dismiss a student from a program where there are reasonable grounds to do so, including but not limited to:

1. Academic Misconduct — plagiarism, cheating, falsifying assignments or attendance, submitting work completed by another person, or misrepresenting academic progress.
2. Serious Breach of Student Conduct — disrespectful, threatening, harassing, discriminatory, disruptive, or unsafe behaviour toward students, staff, instructors, clients, models, visitors, or work-experience partners.
3. Violation of Health, Safety, Sanitation, or Infection-Control Requirements — failure to follow salon, spa, clinic, laboratory, or work-experience safety protocols; improper handling of tools, chemicals, or sanitation procedures.
4. Unsafe or Unprofessional Practice — performing procedures without authorization or supervision, refusing instructor direction, misusing equipment, or compromising client/student/staff safety.
5. Failure to Meet Program Requirements — repeated failure to attend, complete assignments, participate in practical training, or maintain satisfactory progress after reasonable notice.
6. Non-Payment of Tuition or Fees — after written notice has been provided.
7. Damage, Theft, or Misuse of Property — of Kosmetae Academy, student, or client property, equipment, or digital systems.
8. Breach of Confidentiality or Privacy — unauthorized access, disclosure, or sharing of student, client, staff, or institutional information.
9. Misrepresentation or False Information — during admission, registration, financial aid, attendance, or any official school process.
10. Violation of Laws, Regulations, or Institutional Policies.

3. Dismissal Process

Before dismissing a student, Kosmetae Academy will follow a fair and documented process, except where immediate removal is required for safety, legal, or serious misconduct reasons.

Step 1 — Review of Concern

The Director, Senior Administrator, Program Coordinator, or designated staff member reviews relevant records, meets with the student to explain the concern, provides an opportunity to respond, and considers whether corrective action, a written warning, or another reasonable intervention is appropriate. Written notice describing the concern and any required corrective action may be given.

Step 2 — Written Dismissal Decision

If the concern isn't resolved, or the matter justifies dismissal, Kosmetae Academy may issue a written decision including the reason, effective date, a summary of the facts considered, any impact on tuition/refunds/academic standing, and the student's right to use the Dispute Resolution (Complaint) Policy.

4. Immediate Removal from Campus or Learning Activities

Kosmetae Academy may immediately remove a student from class, clinic, work experience, online systems, or campus activities while a matter is reviewed, if continued participation may pose a risk to safety, property, privacy, or the integrity of the learning environment. Immediate removal does not automatically mean dismissal — a decision is made only after review, unless urgent circumstances require immediate action.

5. Student Access After Dismissal

A dismissed student may be required to return all Kosmetae Academy property (keys, equipment, uniforms, materials, access cards, devices). Access to institutional systems — including the LMS, email, clinic booking, and student records — may be restricted or terminated.

6. Policy Acknowledgement

Students are expected to review this policy before the start date of their program. By signing the student enrolment contract or beginning the program, the student acknowledges they have been given access to this policy and are expected to comply with it.

1. Purpose and Scope

This policy governs complaints from students regarding any aspect of Kosmetae Academy's operations — admissions, instruction, student services, facilities, communication, tuition administration, academic matters, practicum/work-experience arrangements, and institutional policies. It is posted on the Academy's website and provided to students before the start of their program.

2. Protection from Retaliation

A student who makes a complaint will not be subject to any form of retaliation at any time. Students may raise concerns in good faith without fear of penalty, dismissal, discrimination, intimidation, or academic disadvantage.

3. Requirement for Written Complaint

Complaints must be made in writing and should include, where applicable: the student's full name, program name, date of complaint, a clear description of the concern, relevant dates, the name of any person involved, supporting evidence, and the resolution requested. Complaints may be submitted by email or delivered in writing.

4. Dispute Resolution Process

Kosmetae Academy handles complaints through a maximum of two steps.

Step 1 — Initial Determination

The student submits the written complaint for review. The reviewer may examine relevant documents and records, meet with the student and other involved parties, and consider applicable policies and regulatory obligations. A written determination is provided, including the decision, reasons, any corrective action, and the student's right to request reconsideration.

Step 2 — Reconsideration

If dissatisfied, the student may request reconsideration in writing, identifying why they disagree, any new information, and the resolution requested. The Reconsideration Officer (Director) reviews the complaint, the initial determination, and the request, and provides written reasons for the reconsideration decision.

5. Right to Representation

The student may be represented by an agent or lawyer at any stage of the process, provided the Academy is notified in writing with the representative's name and contact information.

6. PTIRU Complaint Option

If the student is dissatisfied with the determination and has been misled by Kosmetae Academy regarding any significant aspect of the program, they may file a complaint with the Private Training Institutions Regulatory Unit (PTIRU) within one year of completing, being dismissed from, or withdrawing from the program.

www.privatetraininginstitutions.gov.bc.ca

7. Records

Kosmetae Academy maintains records of complaints, supporting documentation, determinations, reconsideration decisions, and written reasons in accordance with recordkeeping and regulatory requirements.

1. Purpose

Kosmetae Academy is committed to fair, consistent, transparent, and evidence-based assessment of student learning. This policy outlines the process by which a student may appeal a grade, and is provided before the start of the program.

2. Scope

Applies to grades in courses, modules, practical assessments, assignments, quizzes, examinations, projects, clinical demonstrations, portfolios, and other graded activities. A grade appeal may be submitted where a student believes:

• The grade was calculated incorrectly;
• Assessment criteria were applied unfairly or inconsistently;
• The grade doesn't reflect the submitted work or demonstrated competency;
• Relevant evidence wasn't considered;
• There was a procedural error in the assessment process;
• Criteria weren't communicated in advance.

A grade appeal is not intended to replace normal academic feedback or to challenge a grade only because the student is dissatisfied with the result.

3. Informal Review with Instructor

Before a formal appeal, students are encouraged to discuss the grade with the instructor to clarify how it was determined, the rubric used, any calculation errors, and areas where outcomes weren't met. The instructor may correct clerical or calculation errors without a formal appeal.

4. Formal Grade Appeal Process

A written appeal must include the student's name, program/course, the assessment being appealed, the grade received, the reason for appeal, supporting evidence, and the requested resolution.

5. Review of the Appeal

The review may include examining rubrics, marking guides, competency checklists, and records; consulting the instructor and/or another qualified reviewer; and meeting with the student. The reviewer determines whether the grade should remain the same, increase, decrease, or be reassessed.

6. Decision

A written decision includes the outcome, reasons, any grade change, and required next steps (reassessment, resubmission, academic support). This decision is final within Kosmetae Academy.

7. No Retaliation

A student who submits a grade appeal in good faith will not be subject to retaliation, penalty, or academic disadvantage.

8. Academic Progress During Appeal

While an appeal is reviewed, the student is expected to continue attending classes, completing assignments, and meeting program requirements unless otherwise directed in writing.

9. Records

Kosmetae Academy maintains records of appeals, documentation, review notes, decisions, and grade changes per recordkeeping and regulatory requirements.

1. Commitment

Kosmetae Academy is committed to preventing and appropriately responding to sexual misconduct, and to maintaining an environment where students, staff, instructors, clients, and visitors are treated with dignity, respect, fairness, and safety.

2. Definition of Sexual Misconduct

Refers to a spectrum of non-consensual sexual contact and behaviour, including sexual assault, sexual exploitation, sexual harassment, stalking, indecent exposure, voyeurism, non-consensual distribution of intimate images intended to distress, and any attempt or threat to commit such acts.

3. Complaint and Report — What's the Difference?

A Complaint is when a victim/survivor discloses an incident to seek support, without necessarily wanting formal action taken. A Report is a formal notification accompanied by a request for action, and does not have to be made by the victim/survivor.

4. Support Without Pressure to Report

A student making a Complaint will be offered resolution options and accommodation, and will never be required or pressured to make a formal Report. Students retain the right to choose whether to access support, request accommodation, contact police, seek medical assistance, or use external services.

5. Making a Complaint

A Complaint may be made verbally or in writing, with as much or as little detail as the student chooses. Making a Complaint does not require participating in an investigation unless the student chooses to make a Report, or the Academy must act for safety, legal, or fairness reasons.

6. Responding to a Complaint

Kosmetae Academy responds in a trauma-informed, respectful, confidential manner: acknowledging receipt (normally within 7 business days), listening without judgment, explaining the Complaint/Report distinction, discussing available accommodations (schedule, attendance, clinic/practicum changes, temporary separation, safety planning), and providing information about external supports.

7. Making a Report

A student or another person may submit a written statement and request for action.

8. Responding to a Report

Kosmetae Academy acknowledges receipt (normally within 21 business days), assesses safety needs, determines whether an investigation is appropriate, informs relevant parties of the process, maintains confidentiality (subject to policy exceptions), and ensures administrative fairness. Responses may include support, interim safety measures, investigation, disciplinary action, or contacting police/emergency services where required.

9. Interim Measures

While a Report is reviewed, interim measures — not disciplinary findings — may include schedule changes, temporary removal from clinic/work experience, no-contact instructions, access restrictions, or safety planning.

10–12. Safety, No Retaliation, and Administrative Fairness

Kosmetae Academy takes reasonable steps to support victim/survivor safety and provide emergency information. Retaliation of any kind against someone who makes a Complaint or Report — including intimidation, academic penalty, or exclusion — is strictly prohibited. Any process under this policy follows principles of administrative fairness, including a fair opportunity to respond and an impartial decision-maker.

13. Confidentiality

All information related to a Complaint or Report is confidential and will not be shared without written consent, except where: an individual is at imminent risk of self-harm or of harming another; others may be at significant risk of harm; reporting is required by law; or it's necessary for procedural fairness.

14–15. Records and PTIRU Certification

Records are kept confidential and maintained per recordkeeping and legal requirements. Kosmetae Academy is certified by the Private Training Institutions Regulatory Unit (PTIRU), which requires certified institutions to maintain a Sexual Misconduct Policy.

www.privatetraininginstitutions.gov.bc.ca

Kosmetae Academy is certified by the Private Training Institutions Regulatory Unit (PTIRU) of the BC Ministry of Post-Secondary Education and Future Skills. Before you enrol at a certified private training institution, you should be aware of the following rights and responsibilities.

You have the right to:

• Be treated fairly and respectfully by the institution.
• A student enrolment contract that includes:
  • The amount of tuition and any additional fees;
  • The institution's refund policy;
  • If your program includes work experience, the requirements and geographic area for it;
  • Whether the program was approved by PTIRU or does not require approval.
• A signed copy of your enrolment contract — read it carefully before signing.
• Access Kosmetae Academy's dispute resolution process and be protected against retaliation for making a complaint.

Tuition Refund Claims to PTIRU

You have the right to make a claim to PTIRU for a tuition refund if:

• Kosmetae Academy ceased to hold a certificate before you completed an approved program; or
• You were misled about a significant aspect of your approved program.

For more information about PTIRU and how to be an informed student, visit: privatetraininginstitutions.gov.bc.ca/students/be-an-informed-student

In-Class, Combined Delivery, or Synchronous Distance Delivery

Solely Asynchronous Distance Delivery

Study Permit Refusal (International Students)

All Delivery Methods — Special Circumstances