Appropriate Adjustment Policy

Title

Appropriate Adjustment Policy

Process Ownership

HR Manager

Created

01.01.2021

Category

Resources and Financing

Approval Body

Chairman

Review Date

31.12.2021

IIMT Studies Ltd
Company Number: U80900GJ2017PTC097640 (Burly Institute of Global Education & Research Pvt. Ltd.)
Registered Office Address: 9-10 Floors, Annexie Wing, Pariseema Complex, C G Road, Ahmedabad- 38009 ( India)



(B) Policy Statement:
 
As an approved centre we are committed to the implementation of Equal Opportunities to all sections of society for education & career progression, subject to meeting with minimum prescribed eligibility criteria for enrolment & minimum competency level for a specific position for recruitment. As an approved centre after enrolment in a specific course and after appointment on a specific position, we are committed to impart and facilitating proper learning in the educational programme and career progression by providing special appropriate facilities and adjustments to professional with some constraints or limitations related to financial resources, physical disability, health-related issues for a specific period & similar other reasons beyond the control of the professional.
 
This policy applies to all bodies, stakeholders of IIMT Studies.
 
IIMT Studies assures compliance of this policy requirement and will have appropriate guidelines to apply this policy component, whenever it needs to ensure the protection of learners’ interest falling under this policy.
 
(C) Objectives of Policy:
 
1. To ensure attainment of appropriate learning by the professional who meets with all other eligibility criteria and takes enrolment for learning, but needs special facilities, support to learn/continue education under the section of Reasonable adjustment and Special consideration.
2. To ensure that a professional who is selected after passing through all other eligibility tests and criteria, on any position, is provided with some special support through reasonable and appropriate adjustment in infrastructural or other facilities, as required by him/her considering his/her constraints/limitations so as to enable them to give their best in performing their duties to grow in their career like a normal professional/ or attain proper learning to upgrade competencies like other learners.
3. To ensure that appropriate verification and validation of adverse circumstances as claimed by the professional, which does not allow him/her to give their best so that no disadvantage is taken by any professional of this policy benefits.
4. To ensure while applying this policy and taking advantage of it, all conditions of qualifications and assessment are met.
5. Not affecting the quality , validity or reliability of delivery, assessment and other critical parameters of qualifications.
 
(D) Definitions :
 
1. Appropriate Adjustment: The term means additional or extra arrangements, facilities, considerations provided to the professional- whether student or an employee- considering the challenges he/she is facing due to certain specific physical
/ mental/ situational/ health-related/ social / Financial constraints. These consideration/arrangement/support may be temporary or permanent based on the circumstances and need of the student/learner/employee. The appropriate adjustments are considered as Reasonable adjustments and special consideration.
2. Constraint / Challenges / Limitation of Learner – Employee: For this policy, the terms mean any constrain or concern that limits the learner/employee to attain desired learning or give the desired performance expected out of their role and position. The constraint or the concern may be:
i. Physical disability or challenge.
ii. Financial resources constraint.
iii. Distance and/or infrastructural constraints.
iv. Mental stress/anxiety.
v. Illness/sickness any such health issue – temporary or permanent – permanent health issues is/are for learner and not for an employee as physical fitness may be an important factor for employment.
vi. Natural calamity or disaster or any social turmoil or agitation or protest for some time in the region of the student which impacts learning or performance.
 
2.2 Reasonable adjustment:
Is to consider to help in minimising the effect of a disability or natural/accidental difficulty that disadvantages learners in the learning delivery and assessment conditions. This usually involves:
a) Technological replacements
b) Managing alternative arrangements for delivery and assessment
c) Providing alternative assessment assistance
d) Alternative resource arrangement during delivery
e) Alteration of usual methods
f) Evidence demonstrated by a learner
g) Re-organising the assessment physical environment and resources
h) Providing assistance during assessment for instance, sign language, a reader or a scribe but a human reader or a human scribe can’t be allowed during the functional skills assessment
i) Changing assessment arrangements, for example allowing extra time to complete the assessment
 
2.3 Special consideration:
A Consideration of a situation occurred, which affects the delivery, more importantly assessment of a learner, in order to equalise an effect of delivery/assessment of a learner, with the help of this policy. Special consideration policy cannot give a learner an unfair advantage, nor the use of consideration result a user of the certificate to be misled about his/her achievements. In no case, the consideration should reflect the learner’s ability in assessment, but the achievements only.
 
Example of Special consideration circumstances:
 
a) Circumstances beyond the control of the learner affecting the ability to perform in assessment. It may include, the recent personal illness or accident, or long illness.
b) A medical condition of a learner which effects his/her ability to produce evidences in assessment activities.
c) Natural calamities beyond the control of the learner/a group of learners which may affect the entire assessment activity. For ex: epidemic or pandemic.
d) Serious disruption in domestic arrangements
 
3. Validation – Verification- Due Diligence before Appropriate Adjustment:
 
This process may be defined as an independent check by the Process Owner of the claim made by the learner or the employee or the centre for appropriate adjustment, including reasonable adjustment and special consideration, at any point of time and includes checking of :
i. Documents related to disability/health/illness/treatment regarding the claim due to health reason issued by Appropriate Authority / Authorities, for appropriate adjustment by the learner/employee/consultant/centre.
ii. Notification by Local Police Authorities / Local Government Governing Authorities of that region / Government Medical Officer of that region regarding the declaration of natural calamity or public protest or agitation or strike by public transport/public servants in that region hampering services related to health/transport/electricity/internet connectivity/ epidemic situation/restriction in public movement due to any other reason etc.
iii. News by recognised TV Channels /News Papers of that area regarding any act or action which becomes an obstruction or create adverse situation beyond the control of the applicant and which does not allow him to perform or to attain appropriate learning as required by norms of the Awarding Body or the centre.
 
4. Eligibility for Appropriate Adjustment :
 
The professional will be considered as eligible for the benefits under this policy only if he/she is the victim of or sufferer of certain adverse circumstances which may hinder his/her ability to learn and/or perform to an expected level without additional special appropriate considerations and adjustments. ( as defined in C-3 and D-2 of this policy above). A learner is allowed for reasonable adjustment & special consideration only if IIMT Studies approves the claim. Centre must not apply their adjustments until the AB doesn’t declare the outcome of the application made. The claims will be approved by a committee of competent members IIMT Studies which is governed by:
 
1. A member of governing council
2. Quality and Assurance team member
3. A senior member form the organisation
 
(E) Policy Framework :
 
1. This policy will have the following major compliance segments :
a. Application for Appropriate Adjustment.
b. Verification and Validation of Application.
c. Recommendation & Approval.
d. Withdrawal of Adjustments.
e. Dealing with frauds and indiscipline.
 
(a) Application For Appropriate Adjustment: The professional whether a Learner or an Employee in any category or capacity as defined in our Competency Assessment Process – may submit a formal application containing :
i. The circumstances or concern or limitation due to which the Appropriate Adjustment is requested to IIMT Studies.
ii. Specific period for which the Appropriate Adjustment is required.
iii. The kind and nature of Appropriate Adjustment are required like- support, special facility- special infrastructure- special financial instalments etc.
iv. The application has to be supported by the evidence of the claim like medical certificate/government notification/News Paper or news Channel details etc. as mentioned in C-3, C-2 and D-3, above in this policy.
 
Reasonable adjustment:
 
In all cases, IIMTS- the centre will have to ensure that:
1. Evidences are produced well in advance prior (mostly before the registration in qualification) to applying the reasonable adjustments and the applications are approved by the centre -IIMT Studies.
2. Assessment for the work produced following a reasonable adjustment must be assessed the same way as from other leaners. The EQA should be involved whenever required while assessing the work of such learner.
3. IIMTS as a centre must ensure the reasonable adjustment provided doesn’t affect the validity, reliability & authenticity of qualification provided by IIMT Studies.
4. IIMTS as a centre must also ensure that all criteria of qualifications are met while applying the reasonable adjustment. If there is any error / potential error identified by the centre while applying the adjustment, the same must be brought to the notice of IIMT Studies and seek further assistance.
5. IIMTS as a Centre must ensure to record all adjustments and evidences to represent to regulator or EQ assurer during the external quality assurance exercise complying with the EQA policy. and must not alter any evidences produced by learner or help learner beyond the adjustments allowed.
6. Centre must contact to accreditation body if it is unsure about the adjustments provided may affect the validity, reliability and authenticity of the qualification, and seek further guidance.
 
Special Consideration:
 
Types of Special consideration:
a) Granted an extension for an assignment
b) Permitted a small post-adjustment to the grade or outcome
c) Alternate opportunity granted for an assessment or a part of assessment
d) Additional or extension in instalment facility
 
While deciding on application of Special consideration, IIMT Studies may consider various factors which may vary from learner to learner and/or one subject to other. The factors considered are, assessment type, qualification criteria, and its components and dates of assessment. The decision is taken on case to case bases only.
 
Learners will not be eligible for special consideration if:
 
a) Centre Learner fails to supply the evidence that the learner is affected by a special condition at the time of assessment. While the center has received valid evidence and failed to supply, it may attract sanctions on the centre. In such cases, learner may follow the complaint and appeal policy for that required consideration
b) Assessment and/or a part of assessment is /or missed / not attended due to unauthorised absence or holidays or any other personal arrangements
c) Centre fails to provide resources as prescribed in policies to learn the qualification or a component of qualification or its preparation: For example: staff, infrastructure, technological requirements or any facilities prescribed in policies and agreement.
d) Assessment demands practical demonstration of evidence to be produced by a learner
e) Assessment is required to meet full qualification criteria
f) Qualification which may require a specific license to practice or software to complete the assessment.
g) Special consideration leads to the violation of qualification integrity, authenticity-and reliability
 
Learners must be in contact with centre In all cases centre will ensure that:
1. If a mass/group of learners is to be provided with the special consideration, inform to
IIMT Studies and extend the assessment dates. The circumstances may arise where the learner is not able to complete the evidence he/she may be certified on a smaller size of qualification within the same level.
2. Learners must demonstrate the achievement of outcomes as prescribed in the qualification criteria.
3. Centre put all arrangement in place to complete the assessment, as prescribed in policies, to achieve the qualification for a learner.
4. Special consideration request is made on case-to-case basis & separately for each learner.
5. Learners are aware of any restrictions on progression routes as a result of not achieving specified outcomes
 
Integrity and responsibility of IIMT Studies as a centre Centre:
 
IIMT Studies as a centre ensures to have a responsible behaviour while considering this policy adjustments.
a) Any eligible candidate doesn’t lose the opportunity to learn the qualification whereas any unfair practice is not followed.
b) All learners have equal opportunity given for qualifications offered.
c) No learner get unfair advantage of the adjustment or consideration.
d) All records are maintained and kept as per the data protection policy and document management system.
e) The integrity, reliability and validity of the qualification is not violated while applying any adjustment of consideration.
 
(b) Verification & Validation Process: This process has to be carried out by the process owner for this policy, considering the detailed descriptions available in the clause D-3 above in this policy. The verification will follow the following steps and guidelines:
i. The verification of application along with the supporting documents.
ii. Verification and due diligence with respective authorities about the correctness of the document and concern and limitation as mentioned by the applicant in his or her application.
iii. Appropriate recommendation based on the verification and validation of application – within seven working days after the receipt of application.
iv. The recommendation is to be made to The ResponsibleOfficer for further appropriate actions on the application.
v. Provisions of Conflict Of Interests policy and Policy on Malpractices and Mal Administrations must be followed by The Process Owner while considering the application for The Appropriate Adjustment.
 
(c) Recommendation and Approval: This part will be the responsibility of The Responsible Officer once the application with recommendations from The Process Owner has been submitted. The process involves the following steps by The Responsible Officer.
i. Review of application, recommendation and documents as submitted by The Process Owner.
ii. To submit the same with remarks for appropriate decision by Governing Body has to be done in 3 working days after receipt of application from The Process Owner.
iii. Ensure final decision from The Governing Body in 6 working days.
iv. Ensuring execution of the decision on the application by The Governing Body through The Process Owner within three working days.
 
(d) Withdrawal of Appropriate Adjustment :
i. The withdrawal of The Appropriate Adjustments to be offered or given will be based on the following criteria:
1. The time frame agreed upon for the Appropriate adjustment gets over.
2. The claim and reasons mentioned by the applicant for Appropriate Adjustments are found invalid or wrong.
3. The situation or the circumstances which were unfavourable (like protest/ calamity strike of public services/internet connectivity etc.) are restored or resolved prior to the expiry of the time frame, and the situation comes back to normal.
4. The applicant recovers from the sickness or illness much prior o the time frame for which the Appropriate Adjustment was approved by the centre/s.
5. No appropriate supporting evidence is produced by the learner/centre claimed for reasonable adjustment or special consideration.
 
(e) Dealing with Frauds and indiscipline: This clause will be applicable for all such cases where a false claim or application was made and/or required documents submitted were found inappropriate or wrong and/or the benefit claimed was with wrong interest or an instance of conflict of interest or malpractices may be found during the process of approval of the application. In all such cases or similar cases, the following steps and guidelines may be followed:
i. An independent and neutral investigation may be initiated within five working days after the possibility of fraud or indiscipline has been observed or actual indiscipline or fraud is reported.
ii. The investigation has to be completed within six working days after appointing investigation officer with due recommendations and findings to the Responsible Officer or The Appropriate Process Owner.
iii. The Responsible Officer or The Appropriate Process Owner will ensure Disciplinary Actions under the approval of The Governing Body within four working days after submission of report and finding.
iv. In case of the complaint or claim of alleged fraud or indiscipline is found wrong against the Learner or the Employee, appropriate actions against the complainant may be ensured by The Responsible Officer.
v. In case of confirmation of fraud or indiscipline, the Responsible Officer must take immediate actions to withdraw the benefits or special considerations or the Appropriate Adjustments made for the beneficiary from day one of such benefits, and the result declared / benefits received by the applicant may also be treated null and void and to recovered/corrected with appropriate time frame and date.
vi. The applicant reserves the right of application for the reconsideration of the withdrawal of benefits or appropriate adjustment, with concrete evidence and proof to prove his/her point of view however the same has to be ensured within three days of getting a notice of withdrawal from the Awarding Body, or its centre
vii. In the case of Review, the same will be done by another investigating officer and not the same who carried out the prior investigation to avoid any possibility of Conflict of Interest.
viii. All investigation and actions for all instances of Fraud and Indiscipline have to be as per the provisions of The Nature Justice Act – by giving appropriate opportunities to the applicant to defend his/her case against the allegations levelled against him or her.
ix. The applicant reserves the fundamental and constitutional right for legal remedy or legal protection of his or her rights, if not satisfied with the outcome of the investigation.
x. In case of any ambiguity or query, the decision of Awarding Body will be final and binding to all except as mentioned in clause no. E-e-ix of this policy.
 
(F) Centre limitations :
 
a. Centre can apply this policy on learners requiring the benefit of it with the above-mentioned process. The policy applies on case to case bases.
b. Centre must take the decision only considering they meet all parameters of the policy.
c. Centre must put appropriate alternative arrangements if applied for the case. It may include:
i. Technological arrangement
ii. Infrastructural arrangements
iii. Calendar date arrangements
iv. Resource arrangements
d. If the centre identifies, later after the approval, the learner has been unfairly advantaged; it must be immediately reported to the endorsement body via the appropriate communication channel.
 
(G) The centre should participate in advance :
a) Ensure the options and alternative routes available to learners
b) Should be communicated to learners with a reliable communication channel
c) Restrictions of progression routes which might be affected if the desired outcomes/attainments are not achieved by learners.
d) The evidence to be demonstrated by learners are identifiable according to the other policies
e) While recruiting, learners have full information about the qualification, criteria of qualification, policy of assessment, equality law and policy of reasonable adjustment and special consideration.

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