This policy outlines Hair by Kissa’s commitment to maintaining the integrity and validity of our assessment processes, certifications, and the overall quality of our courses and workshops. It details the definitions of malpractice and maladministration, the procedures for reporting and investigating such incidents, and the potential outcomes.

1. Our Commitment

Hair by Kissa is committed to ensuring fair and secure assessment practices for all learners. We strive to uphold the highest standards of integrity in all our educational and certification activities. Any activity that undermines the validity, reliability, or authenticity of our assessments or certifications will be treated with the utmost seriousness.

2. Definitions

2.1 Malpractice: Malpractice refers to any deliberate activity or practice that contravenes Hair by Kissa’s regulations, compromises the integrity of assessment processes, and/or threatens the validity of certification. It typically involves an attempt by a learner, staff member, or any other party to gain an unfair advantage or to subvert the assessment or certification process.

Examples of Malpractice (by learners or staff):

• Plagiarism: Presenting someone else’s work or ideas as your own without proper attribution.
• Cheating: Copying from another learner, using unauthorised materials during an assessment, or seeking external assistance during an examination.
• Collusion: Working with another person to produce work that is submitted as individual work, without prior approval.
• Fabrication of Data: Creating false data or results.
• Impersonation: Pretending to be someone else or arranging for someone else to take an assessment on one’s behalf.
• Breach of Confidentiality: Unauthorised disclosure of assessment materials, answers, or learner information.
• Bribery: Offering or accepting inducements in exchange for favourable assessment outcomes.
• Tampering with Records: Altering or attempting to alter assessment records or certification documents.

2.2 Maladministration: Maladministration refers to any activity or practice that results in a non-compliance with administrative regulations and requirements, potentially compromising the integrity of Hair by Kissa’s assessments or certifications. This typically involves negligence, error, or omission, rather than deliberate intent to cheat.

Examples of Maladministration (by staff or Hair by Kissa management):

• Failure to follow assessment procedures correctly (e.g., incorrect timing of exams, not providing correct materials).
• Inconsistent application of assessment criteria across learners.
• Loss or mishandling of assessment scripts or learner work.
• Failure to make reasonable adjustments or special considerations where approved.
• Failure to maintain appropriate security of assessment materials.
• Misleading information given regarding courses, assessments, or certification requirements.

3. Responsibilities

• Hair by Kissa (Management): Responsible for establishing, implementing, and regularly reviewing this policy; ensuring staff are trained; investigating reported incidents; and taking appropriate action.
• Staff (Assessors, Instructors, Administrators): Responsible for familiarising themselves with this policy; upholding the integrity of assessments; reporting suspected malpractice or maladministration; and cooperating with investigations.
• Learners: Responsible for understanding and adhering to Hair by Kissa’s assessment rules and policies; ensuring all submitted work is their own; and reporting any suspected malpractice or maladministration.

4. Reporting Suspected Malpractice or Maladministration

Any individual (learner, staff member, or third party) who suspects an incident of malpractice or maladministration should report it as soon as possible.

• How to Report: Reports should be made in writing, providing as much detail as possible, including names, dates, specific activities, and any supporting evidence. Reports can be submitted via email to support@hairbykissa.co.uk or through the website contact form, clearly stating it is a “Malpractice/Maladministration Report.”
• Confidentiality: All reports will be treated with confidentiality where possible, though anonymity cannot always be guaranteed, especially if an investigation requires disclosure of the source for evidence. Whistleblowers will be protected from victimisation.

5. Investigation Procedure

Upon receipt of a report, Hair by Kissa will initiate a formal investigation:

• Acknowledgement: The report will be acknowledged within 10 working days.
• Initial Review: An initial review will be conducted by Kissa, the business owner, to determine if there is sufficient evidence to proceed with a full investigation.
• Investigation Lead: Kissa, or a designated impartial individual, will lead the investigation.
• Gathering Evidence: The investigation will involve gathering all relevant information and evidence, which may include:
  • Interviewing the reporter, the accused individual(s), and any witnesses.
  • Reviewing relevant documents (e.g., assessment scripts, attendance records, emails, policy documents).
  • Analysing patterns of behaviour or anomalies.
• Right to Respond: Any individual accused of malpractice will be informed of the allegations against them and given a full opportunity to provide a written response and present their case, including any mitigating circumstances, before a decision is made.
• Timeframe: Investigations will be conducted promptly and thoroughly. Hair by Kissa aims to conclude investigations and communicate an outcome within 20 working days from the date the full investigation formally commenced. Complex cases may require more time, and affected parties will be kept informed of progress.

6. Outcomes and Sanctions

If an investigation confirms that malpractice or maladministration has occurred, Hair by Kissa will take appropriate action. The severity of the sanction will depend on the nature and severity of the malpractice/maladministration, whether it was intentional, and its impact on the integrity of the assessment or certification.

Potential Outcomes for Learners (Malpractice):

• Warning letter.
• Re-submission of work or re-taking of an assessment (with or without a capped grade).
• Deduction of marks.
• Disqualification from a specific assessment or course unit.
• Forfeiture of qualification or certificate.
• Temporary or permanent exclusion from Hair by Kissa courses and workshops.
• Reporting to relevant external bodies where required by law or accreditation standards.

Potential Outcomes for Staff (Malpractice/Maladministration):

• Formal warning.
• Mandatory retraining.
• Suspension from duties related to assessment.
• Disciplinary action, up to and including dismissal, in accordance with employment law and Hair by Kissa’s internal disciplinary procedures.
• Reporting to relevant professional bodies where appropriate.

Outcomes for Hair by Kissa (Maladministration):

• Review and amendment of procedures to prevent recurrence.
• Additional training for staff.
• Re-assessment or compensatory measures for affected learners where the validity of their assessment has been compromised.

7. Appeals

If a learner or staff member is dissatisfied with the outcome of a malpractice or maladministration investigation, they may appeal the decision in accordance with Hair by Kissa’s Appeals Policy. This must be done within the stated timeframe and based on the grounds specified in the Appeals Policy.

8. Record Keeping

Hair by Kissa will maintain a confidential record of all reported and investigated cases of malpractice and maladministration, including details of the allegation, investigation findings, and actions taken. These records will be retained for a minimum of six (6) years from the date of closure.

9. Policy Review

This Malpractice Policy will be reviewed and updated annually, or as necessary, to ensure its continued effectiveness, compliance with regulatory requirements, and alignment with best practice in assessment integrity.