The Student Policies section has been prepared for the students of Virginia
Capital School of Hair Technology, Inc. This handbook is provided for your
use as a ready reference guide and as a summary of our school policies,
rules, and benefits. It is designed to acquaint you with the policies of V.C.S.
as quickly as possible. Accordingly, you will find it to your advantage to read
the entire handbook promptly so you will have a complete understanding
of the material covered.
Please understand that this booklet only highlights School policies, practices and benefits for your personal education and career goals. In addition, circumstances will obviously require that policies, practices and benefits described in the handbook change from time to time. Consequently, the School must reserve the right to amend, supplement or rescind any provisions of this handbook other than its probation provisions, as it deems appropriate in its sole and absolute discretion. As policies and benefits are revised, updated pages will be distributed to you. Please keep this handbook readily available and insert the updated material promptly so that it is current at all times.
Virginia Capital School of Hair Technology, Inc. continuously strives to improve the policies and services that it provides its students and clients as well as maintaining positive relations with ALL associates and prospects. Students should bring suggestions for improvements to the attention of their instructors. By working together, Virginia Capital School of Hair Technology, Inc. hopes that it will share with its students a sincere pride in the classroom, clinic floor, and the education formulated to provide.
TERMINATION OR WITHDRAWAL
Any student who is terminated or withdraws prior to graduation shall incur a three- hundred fifty dollar ($350.00) withdrawal fee.
Virginia Capital School of Hair Technology, Inc. is dedicated to ensuring that equal admissions opportunities are afforded to all qualified persons without regard to race, color, ancestry, national origin, religion, marital status, disability, medical conditions, age, sex, pregnancy, veteran status, sexual orientation or any other protected class.
Equal opportunity will be extended to all people in all aspects of the student-school-employee relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff and termination. All faculty and staff are expected to take the necessary steps to ensure that equal opportunities are available for all Virginia Capital School of Hair Technology, Inc. prospects.
- The School encourages any student who feels discriminated against to immediately report the incident to his/her direct instructor without fear of retaliation.
- If the complaint involves the direct instructor, the student should approach the next level: Administration. An investigation will be conducted, if appropriate, and if warranted, the necessary actions will be taken.
Virginia Capital School of Hair Technology, Inc. is committed to providing an educational environment that is free from discrimination. In keeping this commitment, the School maintains a strict policy of prohibiting unlawful discrimination. This policy applies to all instructors, directors, students, contractors and agents of the School.
Unlawful discrimination involves violation of several federal and state laws regarding the admissions relationship. Admission decisions are to be made without regard to race, color, ancestry, national origin, religion, marital status, disability, medical conditions, age, sex, pregnancy, veteran status, sexual orientation, or any other protect class.
Our school is multi-cultural and often multi-lingual. It is important that possible misunderstandings among students be resolved in order to avoid possible complaints of unlawful discrimination. Therefore, students are encouraged to request the assistance of their direct instructor in resolving misunderstandings at an early stage.
It is important to note that what may constitute discrimination depends upon the totality of the circumstances including intent, severity of the conduct and its pervasiveness.
The Complaint Process
- Any student who feels he/she has been subject to any kind of unlawful discrimination by anyone within the scope of their admission has the right and responsibility to immediately notify his/her instructor or administration.
- If the complaint involves the student’s direct instructor or if the student is uncomfortable dealing with his/her direct instructor, the student may go to that person’s direct supervisor. The student should contact administration if he/she feels that there has been insufficient action as a result of his/her complaint.
- Once an instructor is notified of a complaint, that instructor is to contact the Director or Owner immediately.
- An investigation will be conducted, if appropriate, and, if warranted, the necessary actions will be taken. The complaint and investigation process will be handled in the same manner as set forth in the grievance procedure.
Retaliation against an individual who has complained about discrimination or retaliation against individuals for cooperation in an investigation is unlawful and will NOT be tolerated by Virginia Capital School of Hair Technology, Inc.
- All reasonable measures will be taken to protect those who exercise their right to report discrimination from any such further acts from retaliation.
- Students who engage in conduct in violation of this policy are acting outside the scope of their responsibilities and may be subject to individual liability for their unlawful and School-prohibited actions.
*Probationary Student Status
All students are placed on a probationary status for their initial 90 calendar days of enrollment.
- During this time, new students and the school have an opportunity to evaluate one another and the student’s compatibility, ability and interest in education.
- The length of the Probation may be extended on one or more occasions if the instructor(s) believe such and extension is necessary.
- Full-time students are defined as those students who are enrolled on a full-time basis for 40 or more hours per week.
Part- Time Student
- Part-time students are defined as those who are enrolled on a regular basis for less than 40 hours per week.
Admission of Minors
Minors at the ages of 15- 17 years of age will be admitted to Virginia Capital School of Hair Technology, Inc. contingent upon passing the ability-to-benefit test and parental consent.
- 30 days or 195 hours excused or unexcused student will be terminated
- Students 30 minutes late will not receive credit for that day without phone call
- Students absent more than (3) days unexcused in one month will be terminated
- Students who are late / tardy (5) times unexcused will result in termination
- Students who miss 2 consecutive days without calling will need valid proof (doctor’s note) to be eligible to return to Virginia Capital School of Hair Technology
- Students who are (5) minutes late unexcused after break or lunch will not be able to receive any credit for the remainder of that day
- ALL student schedule changes must be made in writing and approved by administration office before implementation
All student or reference verifications, either written or verbal, are to be referred to administration. This will ensure that only the proper legal information is given to the requesting agency.
- We typically receive requests for verifications of admissions and transcripts when a student applies to a school or place of employment.
- It is the school’s policy only to release dates of admission and last status held.
- Requests for any information will be released only with written and signed authorization from the student, on a Verification Form or on a school letterhead stating that the student is giving the school the right to release the information.
- This information can only be released to the requesting agency, not directly to the student or a third party.
Hours of School
School operations hours range from 9:00 a.m. to 9 p.m.
- The school week is Tuesday through Saturday.
- The Director will schedule students so that all hours are adequately covered to meet the school’s needs, which will usually include evenings and weekends.
- All students who are unable to attend their assigned scheduled class are required to notify the instructor directly at least two hours in advance of their class.
In order for the Administration to record attendance correctly, it is very important that the attendance records are annotated to Virginia Capital School of Hair Technology, Inc. in a timely manner.
- Attendance Records are confidential information. Because of this, only administration may alter or correct a student’s hours.
- No fellow student may enter or change another student’s time.
- Actual time worked must be entered correctly each day by the instructor and signed by that student at the end of each school day.
- Attendance Records are not to be taken out of the school.
- Failure to adhere to these policies WILL be grounds for disciplinary action and possible termination.
Standards of Conduct
In order to promote and maintain a comfortable, professional learning environment for everyone, the school has established certain minimum standards of conduct. Below is a list of some examples of conduct, which are unacceptable and may lead to disciplinary action up to and including termination.
********** NOTE **********
This is not intended to be a complete list of unacceptable conduct and performance. It is simply meant to illustrate examples and provide guidelines.
- Leaving the school premises during normal school hours without the permission of an instructor.
- Use of obscene or abusive language directed at or in front of another client/student/instructor.
- Threatening, intimidating or coercing another student, client, teacher or third party person such as a friend, spouse or domestic partner
- Engaging in “horseplay” e.g., hazing, ridiculing others, destructive behavior, etc….
- Physical or verbal abuse of another student, instructor, client or third party person.
- NO fighting on school premises.
- Possession of, or sale of, or under the influence of alcohol or any illegal substance.
- Refusal to obey instructions of an instructor, administration or any other insubordinate behavior.
- Engaging in obvious disrespectful, loud, boisterous, nauseous, adolescent, inappropriate or irresponsible behaviors that are offensive to other student Instructors or clients.
- Talking about other people in a negative and untruthful manner
- Inappropriate conversations
- Falsification of School Records to include, but not limited to:
- Student Applications
- Attendance Records
- Student Records
- School Records
- Sales/Service Reports
- Bootlegged licenses
- Neglect, damage or theft of School property or property belonging to another student, instructor or client.
- Failure to sanitize and disinfect work stations and implements
- Unreliable habits such as, excessive tardiness, or absenteeism, except for absences due to reasons excused by instructor.
- Possession of weapons, firearms, or ammunition on School premises.
- Sexual or other unlawful harassment of another student.
- Unlawful discrimination or discriminatory treatment, in any form, against a student, instructor or client.
- Retaliation, in any form, against another student, especially when in response to a complaint, perceived complaint or grievance.
- Any tampering, copying or appropriation of School software.
- Release of confidential information about the School, its students or clients, including taking client data sheets or listings out of the clinic. This also includes unauthorized removal of student information; Personnel file records, or the Operations Manual.
- Violation of safety rules and/or safety practice.
- Unauthorized use of equipment
- Poor academic and theory performances
The type of disciplinary action that may be taken in response to unacceptable student conduct or poor academic performance depends upon all of the circumstances of the individual situation.
Disciplinary action may take a number of forms, including but not limited to:
- Verbal warning
- Written warning
- Involuntary termination
Disciplinary counseling may be initiated when School management believes a student’s performance can and will be enhanced through informing and addressing a performance issue with the student. Disciplinary counseling is completely at the discretion of School Management.
In general, the disciplinary counseling process MAY involve the following steps to address performance issues with students.
STEP 1: Verbal Warning* - The instructor addresses the performance issue(s) with the student verbally.
STEP 2: Written Warning - The instructor meets with the student to discuss the Performance academic issue(s) and in cooperation with the student develops an action plan to address performance deficits, as well as a follow-up date to review progress, if appropriate.
STEP 3: Probation and/or Final Warning -
The performance issue is discussed, expectations for improvement are given and a specific time frame is assigned to show improvement or termination will result.
A student conference report is the method for documenting all of the above disciplinary steps. Circumstances such as misconduct, violation of a School policy or safety requirement may result in immediate probation, suspension, or even immediate termination.
Ethical conduct is the foundation and operating principle of Virginia Capital School of Hair Technology, Inc. Each student represents the School and should demonstrate the values of the Organization: integrity, leadership, teamwork, quality, and innovation. Specific issues may be addressed during Orientation and Training. Students are held accountable for adhering by the standards that apply to their position within the School.
General guidelines for business conduct are summarized as follows:
- A high standard of ethical conduct must be displayed in the school at all times to all people. This means treating individuals as we would like to be treated, respecting the rights of others and showing compassion for their needs.
- No student shall knowingly assist another person in avoiding or violating any federal, state or local law regulation.
- No student shall accept a gift from any client, vendor or outside source in return for services or products provided by the School and its clinic or use his/her association with the school to gain personal consideration or favors from a client, supplier or vendor. Should a student have a question regarding this policy, he/she should contact the School’s Director.
- Students should maintain a proper business relationship with clients and not use their association within the business setting to influence clients or actively solicit them for outside services or products from which they or their associates might financially profit.
- Any conversations with clients should NOT be centered on you, your life and drama. Leave the drama/mess outside the door. Nobody wants to here it!
- Each instructor must be aware of and is accountable for the ethical behavior within the school/clinical setting of the students that he/she supervises.
- When a student is admitted, each instructor is accountable for ensuring that the student is aware of, understands and operates within the school’s business/academic conduct guidelines, such as guidelines that apply to the student’s area of responsibility.
Failure to adhere to the above could result in disciplinary action up to and including termination.
Policy Against Harassment
Virginia Capital School of Hair Technology, Inc. is committed to providing a learning environment that is free of harassment. In keeping with this commitment, the School maintains a strict policy prohibiting all forms of unlawful harassment, including sexual harassment and harassment based on race, color, religion, national origin, age, or any other characteristic protected by state or federal law.
This policy also applies to all students, agents and employees, including instructors and directors.
Furthermore, it prohibits unlawful harassment in any form, including verbal, physical and visual harassment.
Definition of Harassment
Sexual harassment includes, but is not limited to, making unwanted sexual advances and requests for sexual favors “quid pro quo” (i.e., something given or received for something else) where either:
- submission to such conduct is made an explicit or implicit term or condition of enrollment;
- submission or rejection of such conduct by an individual is used as the basis for enrollment decisions affecting such individual; or
- “Hostile environment” when such conduct has the purpose or effect of substantially interfering with an individual’s academic performance or creating an intimidating, hostile, or offensive learning environment.
Examples of sexual harassment include unwelcome sexual flirtations, advances, or propositions; verbal abuse of a sexual nature; subtle pressure or requests for sexual favors; unnecessary touching of an individual; a display in the work place of sexually suggestive objects or pictures; sexually explicit or offensive jokes; or a physical assault.
It is also important to understand that stories, cartoons, nicknames and comments of a sexual nature may be offensive to others and will not be tolerated. Students/and or employees who violate this policy are subject to discipline up to and including the
possibility of termination. Additionally, students/and or employees who engage in sexual harassment may be subject to civil and criminal penalties.
- Any student who believes that he or she has been harassed by a fellow student, instructor, or agent of the School should promptly report the facts of the incident or incidents and the names of the individuals involved to his/her instructor.
- It is the responsibility of each student to immediately report any violation or suspected violation of this policy to the individuals identified above.
- No students will be retaliated against for making a complaint or bringing inappropriate conduct to the school’s attention for preventing unlawful practices or for participating in an investigation.
- If you believe that you are being or have been retaliated against for making a complaint, please contact Administration so that an immediate investigation can be conducted.
- Administration will make every reasonable effort to maintain confidentiality throughout the investigation.
If you have any questions concerning this policy, please feel free to contact the (Director).
STEP 1: When possible, confront the harasser and tell him/her to stop.
STEP 2: Provide a written or oral complaint to your instructor or to (Director) as soon as possible after the incident. Include details on the incident(s), names of individuals involved, and the names of any witnesses.
STEP 3: Instructors will refer all harassment complaints to Administration.
STEP 4: If the school determines that harassment has occurred, it will take effective remedial action in accordance with the circumstances. Any student the school determines to be responsible for unlawful harassment will be subject to appropriate disciplinary action, up to and including termination.
The school will not retaliate against you for filing a complaint and will not tolerate or permit retaliation by any students, member of management, employees or coworkers, or any other individual associated with the complaint.
Administration will investigate all such claims, as appropriate, and take appropriate action. The complaint and investigation process will be handled in the same manner as set forth in the grievance procedure.
Virginia Capital School of Hair Technology, Inc. desires to avoid misunderstandings, complaints of favoritism, and possible claims of sexual harassment, in addition to employee morale and dissension problems that can result from certain other relationships between students, instructors and directors. Accordingly, all employees, both management and non-management, are prohibited from fraternizing or becoming friendly, romantically or intimately involved with other students, when in the opinion of the School, their personal relationships may create a potential conflict of interest, cause disruption, create a negative or unprofessional learning environment, or present concerns regarding supervision, safety, security or morale.
All students and employees are reminded that Virginia Capital School of Hair Technology, Inc. maintains a strict policy of unlawful harassment of any kind, including sexual harassment.
Dress and Grooming Standards
Every student represents the image of Virginia Capital School of Hair Technology, Inc. In the interest of presenting a professional image to our clients, the following guidelines have been adopted as dress and grooming standards for work within the school. In addition, the dress attire at school should reflect duties performed with particular attention paid to safety (e.g., height of heels, etc.), as well as comfort.
Students are required to wear black, grey or white top and pants along with a black smock, NO EXCEPTIONS!!!!
ABSOLUTUELTY NO: Sandals or open-toe shoes, tight or overly revealing clothes, heels higher than 3 inches, sweats or exercise clothes, boustiers,
Denim pants (including jeans) or shorts, crop tops, off the shoulder tops hats or baseball caps, tennis shoes or imprinted shirts unless it has VCS’s logo on it. At no time at all should lycra/spandex tights or stirrup pants be worn. No torn/ripped clothing, cycling or cut off shorts, evening/cocktail wear, mini skirts/shorts (daisy dukes), low cut body suits or tank tops, “loud” prints, Hawaiian shirts, etc…. spaghetti straps.
An dress or skirt may be worn, but they may be no shorter than two inches above the knees so when seated, the skirt/dress is no shorter than mid thigh and you will not be revealing ALL of what God and your mama gave you.
- Clothing must be neat at all times
- The student is responsible for wearing the mandated dress code ands smocks during every shift. Name tags are to be worn as well at all times so new clients can identify who you are.
- Excessive loss of name tags and/or smocks and repeated refusals to follow dress code will be grounds for disciplinary action.
- Body jewelry for pierced tongues, eyebrows, lips, and noses MUST be removed during ALL shifts. Tattoos should be covered up during ALL shifts. Jewelry other than previously mentioned must be kept to a minimum and in keeping with the VCS image.
- Client and student sensitivity to perfume or other grooming products should be taken into consideration and their use discontinued or reduced if requested.
- It is up to each instructor to determine if a student is dressed or groomed properly. Those students who are inappropriately dressed or groomed will be sent home and directed to return to school after making the recommended changes in their attire or grooming. Such students will not be compensated for their time away from work.
FAILURE TO ADHERE TO THESE POLICIES MAY BE GROUNDS FOR DISCIPLINARY ACTION UP TO AND INCLUDING TERMINATION.
Virginia Capital School of Hair Technology, Inc. is committed to providing a safe, healthy and productive workplace for its students. We recognize the valuable resource we have in our students and are interested in maintaining their health and well being. In providing a safe work environment, substance abuse must be addressed.
For the purpose of this policy, the terms “alcohol,” “drug,” “narcotic,” and “substance,” refers to chemicals, which are generally known to negatively affect or change behavior when taken. These chemicals, particularly drugs, are generally considered illicit or are taken for other than a prescribed purpose.
The school absolutely prohibits any use, sale, purchase, transfer, possession, or being under the influence of alcohol or any illegal substance or non-prescribed drugs by its students on school premises or while on school business.
- Only legally prescribed medications are excluded from this rule and are permitted to the extent that the use of such medications does not adversely affect the students work ability, job performance, or the safety of the students or others.
- All students are expected to support and assist in efforts to keep school locations free of drugs and alcohol, and to inform management when they are taking drugs that may affect performance.
- While we do not sponsor or endorse any specific drug or alcohol treatment programs such programs are available through public and private health care facilities in your area.
VIOLATION OF THIS POLICY WILL RESULT IN DISCIPLINARY ACTION, UP TO AND INCLUDING TERMINATION.
The company supports a safe and healthy work environment for its students. In keeping with this philosophy, Virginia Capital School of Hair Technology is designated as a non-smoking work place.
- Smoking is not permitted inside any schools, PERIOD.
- Smoking is only permitted outside of the work premises.
- Smoking will not be permitted in the rest rooms or directly outside in front of the school. You must be at least 10-15 feet away from the door.
Grievance Resolution Policy
The grievance resolution process is a method of problem solving between the student and the school. It enables Virginia Capital School of Hair Technology to take a proactive approach to settling disputes in a consistent method that is positive and helpful to both the school and the student.
Students who feel that they have been treated unfairly or disparately in any aspect of enrollment, or have been subjected to unlawful discrimination or harassment are encouraged to follow the grievance procedure.
STEP 1: Discuss the complaint or concern with the Director within 30 days of the occurrence or identification of same.
- For some issues, the Director may refer the student back to the instructor on duty or involve him or her in the resolution process.
- If the student is not satisfied with the response at this level, he/she may proceed to Step 2.
STEP 2: File a formal written grievance with the Director (at the student’s option, this may be the first step for unlawful harassment or discrimination complaints.) A formal grievance should include the following
- Student statement of the complaint
- When, where, and how it occurred
- Other students involved or witnesses to the situation
- A summary of the previous steps taken in the grievance resolution process and recommendations made.
- The desired resolution as a result of filing the complaint
The Director will:
- Send an acknowledgement to confirm receipt of the formal grievance, and
- Conduct a full investigation, as appropriate.
If for any reason an student feels uncomfortable discussing his/her concern with the instructor, he/she may directly contact the Director.
Also, if a student is not satisfied with the determination of the Director, he/she may appeal that determination within 30 days.
Filing an Appeal
An appeal must be in writing and include additional information for consideration or a strong argument as to why the determination is insufficient or unjustified.
The Director will review an appeal and all previous investigation materials, and his decision is final. The appeal decision will be communicated in writing within 30 days of filing an appeal.
The school reserves the right to inspect school closets, stations, equipment, computer files, e-mails, voicemails, packages or other containers brought onto school premises and cars parked at school locations. Inspections may be made without prior notice when there is reasonable suspicion of a violation of school rules (for example, theft of school or student property, possession of alcohol or illegal drugs, etc…)
Inspections of students and their personal property are limited to asking the student to empty out pockets, handbags, or briefcases, to remove shoes and/or hats, or observing whatever is in plain sight. There will be no physical contact with the student by school representatives.
- Students are expected to cooperate in inspection activities. Refusal to do so will be considered insubordination and may result in disciplinary action, including termination.
- Personnel conducting the search will prepare a report and submit it to the Director.
To ensure excellent customer service with our clients in person and over the phone, we monitor client interactions in the following ways:
- Virginia Capital School of Hair Technology, Inc may monitor, videotape and/or tape record client interactions (with a clients permission or a hired “mystery shopper”) to asses performance, provide feedback and training to increase skill.
- Conduct co-consultations in which an instructor will join a student in a consultation. To enhance skill, the student will receive feedback and training following a co-Consultation.
Solicitation and Distribution of Literature on Company Property
To avoid disruption and interference with operations, the following policy was developed to control solicitation and distribution of literature on school property.
People not employed by the school must receive permission from administration to solicit or distribute literature on school property. Administration MUST approve.
Students of the school
Students of the school may NOT solicit for any purpose during floor time, in working areas or in an area where clients may be present.
- “Floor time” includes the working time of both the student doing the solicitation or distribution and the students to whom it is directed.
- “Floor time” does NOT include breaks, meal periods, clean-up periods and any other times during the school day when the student is not required to be performing job duties.
- “Floor area” includes areas where students perform services, but does not include such areas as student lounges, vending areas and parking areas.
Telephone Use and Abuse
Virginia Capital School of Hair Technology understands the desires of students wanting to talk on the telephone.
The following is to be followed:
- Absolutely NO talking on cellular phones or wearing ear phones while servicing clients or while in class.
- If it is NOT an emergency and a family member or friend calls while a student is in the middle of servicing a client, the instructor will take a message and the student can call back when he/she is on break or in-between clients (not recommended.)
Children of Students and Clients
Due to insurance liability, children of students are to be left at home. No questions asked. If an emergency with a student’s child occurs, that student can explain the situation to his/her instructor on duty and get permission to leave and handle the crisis.
If a student sees the child of a client running around making all kinds of noise, that student is to go to the instructor on duty that in turn will reinforce the “Control your kids” policy. If the noise and horseplay persists, out of respect for the other clients, the instructor shall ask the client who cannot or will not control the unruly child to leave.
Virginia Capital School of Hair Technology recognizes the importance of leisure time for the well being of students, and will be closed during the following holidays listed below:
- New Year’s Day
- Memorial Day
- Martin Luther King Day
- Columbus Day
- Veterans Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Christmas Day
Virginia Capital School of Hair Technology, Inc.
Acknowledgement of Receipt and Promise
I acknowledge that I have received a copy of the School’s written policy. I recognize that the only way VCS Hair School achieves its goal of providing an accountability-free school environment is with the assistance of its students. The School, its employees and students must therefore be partners in the commitment to provide an educational environment that is free of violations of this handbook, unlawful discrimination and harassment.
I agree to comply with all aspects of the policies, procedures, rules and regulations and promise that I will not violate the law or the School’s Handbook. I also promise to fulfill all of my responsibilities under the policy, including the responsibility to report any unlawful violations of this handbook immediately to the Director / Owner in accordance with the procedures of this policy. In this way, I will do all that I can to assist the School to provide and maintain an environment that is conducive to learning.