Privacy Terms
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Admission Policy
Appeals Policy
Assessment Policy
Attendance Policy
Customer Service Statements Policy
Complaints Policy
Equality, Diversity and Inclusion Policy
Learner Plagiarism, Staff Malpractice & Maladministration Policy
Learner Plagiarism Policy
Data Protection Policy
Document Retention Policy
Resit Resubmission Policy
Student Life at BIG Education Institute – Showcase the vibrant hybrid learning experience in Sharjah, UAE, featuring Euclea Business School programs, global student community, career-focused activities, and seamless pathways to France campuses. Highlight work-study opportunities, cultural diversity, and holistic development for international students.
Introduction
BIG Education Institute is dedicated to supporting students in building a strong foundation for their professional success. Education is a lifelong journey, and we encourage our students to actively engage in learning while preparing to thrive in a dynamic employment landscape. Our commitment includes promoting accessibility, ensuring equality of opportunity, maintaining high-quality services, and providing a secure, supportive learning environment. As a higher education provider, we continuously review and enhance our academic offerings to keep our graduates competitive in local, national, and global markets.
Scope
This policy applies to all applicants and students enrolling in any program at BIG Education Institute, regardless of program level, duration, or awarding body. Admission decisions are based on the specific entry requirements of each program and the merit of the application.
Objectives
Our admissions process is founded on fairness, inclusivity, and transparency. We assess applicants solely on their abilities, qualifications, and potential, without discrimination based on gender, ethnicity, age, socio-economic background, religion, or political beliefs. This policy adheres to relevant equality legislation and reflects best practices in higher education admissions.
Admissions Process
Candidates can apply either online via our secure application portal or in person at our admissions center. Applications require the submission of relevant academic records and supporting documentation. The admissions team evaluates each application based on program criteria, followed by interviews conducted either in person or remotely. Successful candidates will be notified by email and phone and are required to confirm their place by submitting the initial fee installment within a specified timeframe.
Online Applications
Applications for the academic year will be accepted following official approval. All prospective students must complete the Pre-Admission Online Registration Form available on our website. Admission offers are contingent upon successful interviews and document verification.
Required Documentation
Upon admission, students must submit original and attested copies of:
- High school transcripts or equivalent (e.g., Class XII, IGCSE, ASA Levels)
- Secondary school completion certificate
- Migration certificate (where applicable)
- Valid passport and residency documentation (UAE or respective country)
- Relevant work experience certificates (if applicable)
- Recent passport-sized photographs
- Any other documents required for eligibility verification
Additional documentation is required for foreign certificates to ensure equivalency and recognition by UAE education authorities.
Roles and Responsibilities
The Director and Admissions Head are responsible for overseeing admissions and recruitment operations, ensuring all staff involved are trained and competent.
Promotion, Recruitment, and Selection
Our marketing materials are accurate, current, and transparent to facilitate informed decision-making by applicants. Prospective students have opportunities to visit campus, learn about support services, and understand program costs before applying. The selection process is applied fairly, respectfully, and consistently. Specific programs may require additional assessment or interviews as part of the admissions criteria.
Applicant Information & Obligations
Applicants must provide truthful and complete information throughout the admissions process. BIG Education Institute reserves the right to revoke offers if false information is discovered or if the applicant's conduct is incompatible with the Institute's values.
Access and Widening Participation
We actively promote inclusion and encourage applications from underrepresented groups, including mature learners returning to education. Applications from these groups are carefully considered against standard entry criteria, with relevant work experience accepted as alternative evidence of suitability.
Integrity and Fraud Prevention
Applicants must provide honest information. BIG Education Institute will investigate suspected cases of fraud or misrepresentation and may withdraw offers or exclude students permanently if fraudulent behavior is confirmed. Relevant authorities may be informed where appropriate
Data Protection
Personal data collected during admission is managed securely and used solely for academic and administrative purposes, in compliance with GDPR and applicable data protection laws. Data is shared only with authorised third parties such as awarding bodies and regulatory agencies as necessary. Records are retained only as long as required and securely disposed of thereafter.
Application Fee
A non-refundable application fee of AED 1000 applies to all applicants.
Introduction
BIG Education Institute is committed to maintaining transparent, fair, and timely processes for handling academic appeals. We welcome feedback as part of our continuous improvement and ensure that students can raise concerns related to academic assessments or decisions with appropriate confidentiality and respect. This policy provides a structured mechanism for students to appeal assessment outcomes or progression decisions without risk of disadvantage.
Scope
This policy applies to all enrolled students who wish to appeal academic assessments, progression, or withdrawal decisions made by their assessors or examination boards. It also covers students currently registered, on study interruption, or temporarily suspended, as well as those recently departed within the appeal submission timeframe. Non-academic disciplinary actions are addressed through separate complaint procedures.
Purpose
The appeals process aims to be fair, accessible, and constructive, allowing students to seek review of decisions that may have been affected by procedural errors, bias, or unforeseen mitigating circumstances. BIG Education Institute uses appeal outcomes to enhance academic quality and student experience.
Grounds for Appeal
Students may appeal only on the following grounds:
- Unrecognized mitigating circumstances affecting performance that the assessor was unaware of
- Procedural irregularities or administrative errors in the assessment process
- Evidence of bias, prejudice, or inadequate assessment practices
- Suspected malpractice impacting assessment integrity
Academic judgments on quality or grade standards are not subject to appeal.
Appeal Process
Stage 1 – Informal Review
Students should first discuss concerns directly with their assessor within five working days of the assessment outcome, providing clear reasons and evidence. The assessor will review the marks and provide clarification or reconsideration. Most issues are resolved at this stage.
Stage 2 – Formal Appeal
If unresolved, students submit a formal appeal using the designated appeal form within five working days of the Stage 1 outcome. The academic or internal verifier re-examines the case and responds within five working days. Where applicable, blind double-marking is used to ensure impartiality.
Stage 3 – Appeal Panel
If dissatisfaction persists, an independent Appeal Panel is convened, including the student (and an optional supporter), assessor, internal verifier, and independent panel members appointed by the Quality Nominee. The panel meets at a mutually convenient time, and decisions are made within ten working days. In rare cases, an external examiner may be involved. The panel's decision is final and communicated formally to the student.
Mitigating Circumstances
To be considered valid, mitigating circumstances must be unforeseen, beyond the student's control, and have a demonstrable impact on academic performance. Examples include:
- Serious illness certified by a medical professional
- Death or critical illness of close family members
- Significant personal crises causing acute stress
- Public service obligations impacting study
Circumstances generally excluded from consideration include planned absences, minor technical failures (e.g., computer issues), unmanaged exam stress, and poor time management.
Confidentiality and Fairness
All appeal information is handled confidentially with respect for the student's privacy. BIG Education Institute ensures impartiality and fairness throughout the process and makes efforts to accommodate student convenience.
Policy Monitoring
The senior management team regularly reviews appeal trends and outcomes to refine policies and improve the academic environment.
Introduction
BIG Education Institute is committed to fair, transparent, and effective assessment processes. This policy outlines how we collect evidence and make informed judgments to evaluate student learning outcomes. Our aim is to ensure assessments are designed to accurately measure achievement against unit learning outcomes and support teaching staff in making informed decisions on student performance.
Principles of Assessment
Assessments at BIG Education Institute adhere to the following principles:
- Accessible and relevant to students' learning
- Fair and free from bias or discrimination
- Valid, measuring what they intend to assess
- Sufficient in scope to demonstrate competency
- Manageable for both students and the Institute
- Conducted within prescribed timelines
Purpose of Assessment
Assessment is designed to:
- Enhance student learning through timely, constructive feedback
- Accurately measure achievement of learning outcomes
- Recognize and reward student effort through appropriate grading
- Provide data to continually improve curriculum quality and teaching effectiveness
Forms of Assessment
Assessment methods may include:
- Written exams (short answers, essays, multiple-choice)
- Projects and research assignments
- Oral presentations and group discussions
- Practical training and internships
- Formative assessments to guide learning and summative assessments to judge achievement
Submission of Assessment Items
Students must submit assessments on or before deadlines unless an extension is granted for valid reasons. Late submissions without approval incur penalties or may be rejected resulting in a fail grade. Extensions must be requested in writing prior to the deadline.
Assessment Performance and Feedback
To pass, students must meet the required standards in all core and elective units. Students not meeting pass criteria will receive detailed feedback and may resubmit work within set deadlines. Two resubmission opportunities are provided; failure after this requires repeating the unit. Feedback is provided through diverse channels including discussions, written comments, and exam reviews.
Special Considerations
Students facing illness or unforeseen circumstances affecting assessment performance may apply for special consideration within three days of the assessment deadline. Decisions are based on the nature and impact of the circumstances. Outcomes may include no action, additional assessment, deadline extensions, or alternative assignments.
Notification of Grades
Grades are initially provisional pending internal verification and external moderation by awarding bodies. Official confirmation follows successful external verification. Students receive certification for units passed even if the full qualification is pending completion.
Malpractice
Academic integrity is paramount. Any malpractice or misconduct, including plagiarism or cheating, will be rigorously investigated and may result in penalties impacting assessment outcomes, including failing grades or disciplinary action. Policies detailing malpractice management are available separately.
Claim of Error in Assessment
Students who believe assessment irregularities have occurred may lodge an appeal under the Appeals Policy, which outlines appeal grounds, submission procedures, and resolution processes.
Student Responsibility
All students at BIG Education Institute are expected to read, understand, and comply with the attendance policy at all times. Attendance is essential for academic success and professional development.
Attendance Requirements
- Students are expected to attend 100% of all scheduled classes and activities, with a minimum attendance of 75% required to meet academic standards.
- Punctuality is mandatory; students must be on time for all sessions.
- Attendance in professional development and skills training classes is compulsory and contributes to overall course grades.
- Students must remain present for the entire duration of each session to ensure accurate attendance recording.
- Living far from campus does not justify lateness and should be considered before enrolment.
Conduct on Campus
- Mobile phones, electronic devices, and smart watches must be switched off during class sessions. Unauthorized use may lead to confiscation until the end of the term or until a fine of AED 100 is paid. BIG Education Institute is not liable for loss or damage of confiscated items.
- Students must comply with attendance requirements across all subjects, including lectures, assignment submissions, and exams.
Consequences of Non-Compliance
- Failure to meet attendance standards may result in formal disciplinary action, including potential removal from courses without fee refund.
- Students who do not meet minimum attendance requirements will be marked as absent for the semester and must repeat the semester upon payment of applicable fees.
Managing Absences
BIG Education Institute acknowledges that absences may be unavoidable at times. Students are encouraged to promptly communicate with their Campus Coordinator, Faculty, Head of Department (HOD), Dean, or Academic Manager to discuss legitimate reasons for absence and seek appropriate support or accommodations.
Introduction
BIG Education Institute is committed to treating every individual with dignity and respect. We strive to exceed customer expectations in all interactions, ensuring every experience with us is positive and adds value to our relationship.
Scope
This policy covers all interactions with current and prospective customers, including face-to-face, telephone, email, and social media contacts. It applies to queries, complaints, feedback, and any attempts to affect BIG Education Institute's reputation.
Roles and Responsibilities
- Senior Management: Owns the customer service standards and sets principles for all interactions.
- HR Department: Ensures customer service commitments are included in staff induction and ongoing training.
- HR Department: Ensures customer service commitments are included in staff induction and ongoing training.
- Frontline Staff: Must remain calm and professional, provide accurate information, refer complex queries to superiors, and avoid premature or unauthorized disclosures.
- Other Staff: Should direct customer inquiries to appropriate departments or personnel.
Customer Service Standards
Communication
- Contact details are clearly displayed and updated regularly on our website.
- Written queries are answered within 48 hours; if information is unavailable, customers are informed about the delay.
- Sensitive information not suitable for sharing will be communicated appropriately.
- Queries in languages other than English will be answered in English unless legally required otherwise.
- Telephone queries are transferred to relevant personnel; callbacks are arranged if the recipient is unavailable.
- Email queries are responded to within designated times, maintaining the original subject line for traceability.
Programme Information and Fees
- Clear details of academic programs and fees (in AED) are published on the website.
- Program availability must be confirmed with the Admissions Office.
- Students should verify subject choices with admissions before enrollment.
Admission Confirmation
- Admissions confirmations are sent promptly via SMS or email upon completion of formalities.
- Payment receipts are issued immediately for cash and card payments; cheque payments are confirmed upon clearance.
Conduct of Classes and Exam Schedules
- Class timetables, assignment deadlines, and resit schedules are posted on noticeboards and the Learning Management System (LMS).
- Telephone inquiries about schedules are not entertained; students must check posted information.
Results and Certificates
- Results are published on noticeboards and LMS and remain accessible for ten working days.
- Course completion certificates are issued once all requirements are met.
Duplicate Certificates and Document Requests
- Requests require written applications and are processed within ten working days for internal certificates.
- External award certificates follow timelines set by respective universities or boards; students are informed accordingly.
Visa Extension Letters
- Students requesting visa extensions for academic reasons must apply 15 days before visa expiry with endorsements from faculty and Head of Department.
- Extension letters are issued within five working days of complete applications.
- Non-academic visa extension requests are not entertained.
Special Applications from Students
Assignment Marking Clarifications
Handled according to the Student Result Appeals Policy.
Legal and Statutory Information Requests
All such requests are managed by senior management, with formal acknowledgment of any shared information.
Handling Complaints
- Complaints must be submitted in writing.
- Responses to harassment complaints are provided within five working days; if more time is needed, students are informed.
- See Student Anti-Harassment Policy for details.
Managing Negative Feedback
- Negative comments, especially on social media, are addressed thoughtfully without direct denial, defensive responses, ignoring, or deleting without explanation.
- Complaints received are investigated promptly, and customers are informed that their concerns are being reviewed.
- Feedback is always acknowledged with thanks.
Policy Review
This policy is reviewed annually before the academic year begins, with staff feedback incorporated for updates.
Further Information
For more information or clarifications, contact:
student: student.affairs@brittsimperial.com
- Contact details are clearly displayed and updated regularly on our website.
- Written queries are answered within 48 hours; if information is unavailable, customers are informed about the delay.
- Sensitive information not suitable for sharing will be communicated appropriately.
- Queries in languages other than English will be answered in English unless legally required otherwise.
- Telephone queries are transferred to relevant personnel; callbacks are arranged if the recipient is unavailable.
- Email queries are responded to within designated times, maintaining the original subject line for traceability.
- Clear details of academic programs and fees (in AED) are published on the website.
- Program availability must be confirmed with the Admissions Office.
- Students should verify subject choices with admissions before enrollment.
- Admissions confirmations are sent promptly via SMS or email upon completion of formalities.
- Payment receipts are issued immediately for cash and card payments; cheque payments are confirmed upon clearance.
- Class timetables, assignment deadlines, and resit schedules are posted on noticeboards and the Learning Management System (LMS).
- Telephone inquiries about schedules are not entertained; students must check posted information.
- Results are published on noticeboards and LMS and remain accessible for ten working days.
- Course completion certificates are issued once all requirements are met.
- Requests require written applications and are processed within ten working days for internal certificates.
- External award certificates follow timelines set by respective universities or boards; students are informed accordingly.
- Students requesting visa extensions for academic reasons must apply 15 days before visa expiry with endorsements from faculty and Head of Department.
- Extension letters are issued within five working days of complete applications.
- Non-academic visa extension requests are not entertained.
| Nature of Application | Consideration | Processing Time |
| Duplicate ID Card | Validity of admission and course | 3 days |
| Bonafide Certificate | Validity of admission and course | 1 day |
| Student Airline Discount | Visa expiry date | 1 day |
| Good Conduct Certificate | Validity of admission and course | 3 days |
| Internal Transcripts | Course results and certificate issued | 7 days |
| External Transcripts | Based on awarding body rules | Variable |
- Complaints must be submitted in writing.
- Responses to harassment complaints are provided within five working days; if more time is needed, students are informed.
- See Student Anti-Harassment Policy for details.
- Negative comments, especially on social media, are addressed thoughtfully without direct denial, defensive responses, ignoring, or deleting without explanation.
- Complaints received are investigated promptly, and customers are informed that their concerns are being reviewed.
- Feedback is always acknowledged with thanks.
Introduction
BIG Education Institute is committed to continuously monitoring and improving its services to maintain high quality. We welcome feedback and value comments from students and stakeholders to enhance the learning environment and institutional effectiveness. This policy outlines the mechanism for students and other stakeholders to raise complaints, which will be handled confidentially and fairly.
Scope
A complaint is any expression of dissatisfaction or concern requiring a response or resolution regarding any service or experience related to BIG Education Institute. This includes issues raised by members of the public, employers, prospective or current students, and alumni. Complaints can be made verbally or in writing.
Aim
BIG Education Institute aims to provide a fair, accessible, and timely procedure for handling complaints, leading to the enhancement of learning opportunities and service delivery.
Objectives
- Enable students and stakeholders to raise concerns without fear of disadvantage.
- Encourage constructive engagement with the complaints process through informal and early resolution where possible.
- Ensure complaints procedures are easily accessible and clearly communicated.
- Provide clear guidance to both complainants and staff on complaint handling responsibilities.
- Ensure complaints are resolved in a timely and impartial manner.
- Monitor and evaluate complaints trends and outcomes to improve policies and practices.
Complaints Process
Stage 1 – Informal Resolution
Students should first raise concerns with their course leader, lecturer, or Student Advisor. The concern should be clearly explained and documented. If resolved satisfactorily, the resolution will be recorded and signed by both parties. A copy will be sent to the Director or Branch Head within two working days.
Stage 2 – Formal Complaint
If the informal process does not resolve the issue, students may submit a formal written complaint via email including their contact information and complaint details. The complaint will be acknowledged within five working days and referred to the Academic Head for investigation. Contact between the Academic Head and complainant will be attempted within 15 working days. A report with recommended actions will be prepared within 10 working days of the initial discussion. If the complainant agrees, the process concludes; otherwise, they may escalate further.
Stage 3 – Final Formal Process
partiesIf dissatisfied with Stage 2 outcomes, the complainant may appeal to the Centre Head within 15 working days, stating reasons for dissatisfaction. Grounds for reconsideration include procedural irregularities or new evidence not previously available. A fresh investigation, led by a different investigator, will be conducted. The final report and recommendations will be presented to the complainant for acceptance. The decision at this stage is final.
General Points
- Complaints from groups of learners may be handled collectively with agreement on representation.
- Individuals unsure about the complaints process are encouraged to seek confidential advice.
- Malicious or vexatious complaints, including false or unfounded communications intended to damage reputations, may lead to disciplinary action.
Definitions
- Equality: Fair treatment and equal opportunity for all staff and students regardless of gender, religion, nationality, race, sexual orientation, age, or personal relationships.
- Diversity: Recognizing and valuing differences in backgrounds, experiences, skills, and perspectives among individuals.
- Inclusion: Creating a culture where diverse individuals feel welcomed, respected, and confident to contribute fully. True diversity flourishes only in an inclusive environment.
Introduction
BIG Education Institute is committed to upholding equality, promoting diversity, and fostering an inclusive culture. Our vision is to be a preferred education provider and employer where individuals have equal opportunities to realize their potential and contribute meaningfully.
Scope
This policy applies to all current and future students and staff across academic and support functions, including those employed permanently, contractually, or on projects. It prohibits discrimination based on race, religion, culture, nationality, gender, sexual orientation, age, or other protected characteristics, with scope evolving alongside relevant legislation.
Roles and Responsibilities
- The Board of Directors is ultimately accountable for embedding this policy in strategic decisions.
- Functional leaders in academic and administrative areas manage policy implementation in daily operations.
- All staff, students, and stakeholders are required to understand and abide by this policy.
Aims and Objectives
- Publicise this policy broadly among staff, students, and stakeholders, including on the website.
- Promote awareness through training and guidance sessions for all staff and students.
- Use the principles of this policy as a foundation when developing other organizational policies.
- Eliminate all forms of discrimination in the learning environment and support systems.
- Ensure fair and merit-based treatment in admissions, recruitment, and progression decisions.
- Create a welcoming and open workplace and learning environment for all.
- Provide reasonable adjustments for disabled staff and students to remove barriers.
- Incorporate diverse cultural and social perspectives within teaching materials.
- Maintain unbiased monitoring of academic progress and disciplinary measures.
- Encourage open communication channels for raising EDI concerns safely.
- Investigate and address complaints related to EDI in accordance with established procedures.
- Conduct regular reviews and impact assessments of EDI initiatives and address any identified shortcomings.
- Take disciplinary or remedial action against violations of this policy.
- Foster positive relations among diverse groups to build a vibrant, inclusive community.
- Actively address recruitment imbalances to promote equal opportunity.
- Ensure admissions decisions are based strictly on academic merit or relevant criteria defined by awarding bodies.
- Embed equality in recruitment advertising and selection processes.
- Collect and analyze data to monitor policy effectiveness and improve practices.
- Engage regularly with staff and students for continuous policy refinement.
- Communicate EDI commitments to external partners and encourage adherence to similar standards.
Implementation
The Board owns the policy, with the Academic Head and HR Manager overseeing functional implementation. Student support teams ensure that students understand the policy at admission and have access to it throughout their studies. Future establishment of a dedicated EDI committee may enhance oversight.
Complaint and Redressal
Any breaches, including harassment, discrimination, or bullying, are taken seriously and addressed through disciplinary procedures. Victims and witnesses are encouraged to report violations, and protections against retaliation are ensured.
Policy Review and Training
The policy is reviewed annually in consultation with staff and students. Training sessions on EDI awareness form part of staff induction and ongoing student engagement.
Further Information
For additional clarity or support regarding this policy, contact:
Contact: student.affairs@brittsimperial.com
- To identify and reduce risks related to malpractice or maladministration by learners and staff.
- To respond promptly and objectively to any allegations.
- To standardise recording and reporting processes to awarding bodies.
- To impose appropriate sanctions when malpractice is confirmed.
- To guide learners and staff on acceptable academic conduct standards.
- To ensure compliance with awarding and regulatory body requirements.
- All Staff: Support and enforce this policy through awareness and implementation.
- Learners: Submit their own work with proper acknowledgments, avoid cheating, and declare work authenticity.
- BIG Education Institute: Foster a culture that values learning integrity and responsibility.
- Tutors/Assessors: Design assessment tasks to minimize opportunities for malpractice and check learner submissions for validity. Inform learners during induction of policy expectations and consequences.
- Quality Nominee: Responsible for reporting malpractice cases to awarding organizations.
- Centre Head (or Delegate): Leads investigations into allegations.
- Malpractice: Any intentional or negligent act by learners or staff that gives unfair advantage or disadvantages others, including falsifying records or ignoring issues.
- Plagiarism: Presenting published or another learner's work as one's own without proper citation, or reusing the same work in multiple assessments without authorization.
- Maladministration: Failure to comply with regulatory or awarding body requirements affecting assessment delivery.
- Assessor or internal verifier reports of suspicious behaviors or work.
- Detection of identical or suspiciously similar answers or coursework.
- External verifiers during quality checks or audits.
- Investigations commence immediately when malpractice is suspected, proportionate to the allegation's seriousness.
- The Quality Nominee coordinates the investigation by interviewing involved parties.
- Individuals are informed promptly, preferably in writing, about allegations and potential consequences.
- Investigation stages include preliminary checks determining if a full inquiry is required. If allegations involve staff, assessments by the staff member are paused during investigation.
- Individuals can respond during investigations and are informed about appeal rights.
- Outcomes may invoke disciplinary procedures for staff or learners as appropriate.
- Investigations for learners reference all related policies to ensure proper handling.
- To identify and reduce risks related to malpractice or maladministration by learners and staff.
- To respond promptly and objectively to any allegations.
- To standardise recording and reporting processes to awarding bodies.
- To impose appropriate sanctions when malpractice is confirmed.
- To guide learners and staff on acceptable academic conduct standards.
- To ensure compliance with awarding and regulatory body requirements.
- All Staff: Support and enforce this policy through awareness and implementation.
- Learners: Submit their own work with proper acknowledgments, avoid cheating, and declare work authenticity.
- BIG Education Institute: Foster a culture that values learning integrity and responsibility.
- Tutors/Assessors: Design assessment tasks to minimize opportunities for malpractice and check learner submissions for validity. Inform learners during induction of policy expectations and consequences.
- Quality Nominee: Responsible for reporting malpractice cases to awarding organizations.
- Centre Head (or Delegate): Leads investigations into allegations.
- Malpractice: Any intentional or negligent act by learners or staff that gives unfair advantage or disadvantages others, including falsifying records or ignoring issues.
- Plagiarism: Presenting published or another learner's work as one's own without proper citation, or reusing the same work in multiple assessments without authorization.
- Maladministration: Failure to comply with regulatory or awarding body requirements affecting assessment delivery.
- Assessor or internal verifier reports of suspicious behaviors or work.
- Detection of identical or suspiciously similar answers or coursework.
- External verifiers during quality checks or audits.
- Investigations commence immediately when malpractice is suspected, proportionate to the allegation's seriousness.
- The Quality Nominee coordinates the investigation by interviewing involved parties.
- Individuals are informed promptly, preferably in writing, about allegations and potential consequences.
- Investigation stages include preliminary checks determining if a full inquiry is required. If allegations involve staff, assessments by the staff member are paused during investigation.
- Individuals can respond during investigations and are informed about appeal rights.
- Outcomes may invoke disciplinary procedures for staff or learners as appropriate.
- Investigations for learners reference all related policies to ensure proper handling.
Introduction
BIG Education Institute collects and processes information about its employees, applicants, students, and other individuals in order to manage admissions, academic progress, welfare services, payroll, and communications. It is essential that this personal data is collected fairly, stored securely, and not disclosed to unauthorized individuals. This policy aims to build trust by detailing how BIG Education Institute handles personal data responsibly.
Scope
This policy covers all personal data held and processed by BIG Education Institute, whether stored electronically or in manual filing systems. Personal data includes identifiable information such as opinions, intentions, photographs, video footage, or sound recordings related to living individuals.
Key Definitions
- Data Controller: The person(s) who determine the purposes and means of processing personal data and who ensure compliance with data protection principles.
- Data Subject: The individual whose personal data is processed.
- Data User: Authorized members of staff or students who access personal data for legitimate purposes.
- Processing: Any operation involving personal data including collection, retrieval, use, disclosure, or destruction.
Data Protection Principles
BIG Education Institute commits to processing personal data:
- Lawfully, fairly, and transparently.
- For specified and legitimate purposes only.
- Adequately and relevantly but not excessively.
- Accurately and kept up to date.
- Retained only as long as necessary.
- Secured by appropriate technical and organizational safeguards.
- Not transferred outside BIG Education Institute without proper safeguards.
Responsibilities of Data Users
All staff and students who handle personal data must:
- Comply with data protection laws and BIG Education Institute's policies.
- Obtain prior authorization before creating new manual or electronic data systems.
- Ensure personal data is accessed and used only for authorized purposes.
- Secure data physically and electronically against unauthorized access or loss.
- Report any suspected data breaches immediately to the Data Protection Officer.
Data Protection Officer
The Centre Head acts as the Data Protection Officer responsible for overseeing compliance, handling data access requests, and addressing policy-related queries. All concerns or requests for personal data access should be directed to this officer.
Data Areas and Custodians
BIG Education Institute organizes data into areas such as tutorial files, admissions, medical records, personnel files, and financial records. Each area has a designated contact responsible for data security and responding to access requests, including:
- Academic Head for tutorial and admissions files.
- College Nurse for medical files.
- Human Resource Manager for personnel files.
- Chief Accountant for payroll data.
- IT Officer for electronic databases.
- Admin Manager for college archives and property-related data.
Secure Data Handling
Personal data must be stored securely through locked cabinets, password protection, or encrypted storage to prevent unauthorized disclosure or accidental loss. Breaches may lead to disciplinary action.
Sensitive Personal Data
Special categories of data such as racial or ethnic origin, political opinions, health information, or criminal records are processed only with explicit consent or lawful justification, strictly to meet operational, statutory, or welfare needs.
Data Subject Rights
Individuals have rights to be informed about data processing, access their personal information, request corrections, restrict processing in certain cases, or request erasure of incorrect data, subject to legal obligations.
CCTV, Email, and Other Records
- CCTV footage is securely held and accessed only for safety and security purposes; access may be requested via formal applications.
- Emails related to individual conduct or performance are part of official records and may be subject to data access requests.
Consent
New and existing staff, students, and applicants must provide informed consent for the sensitive types of personal data processed by BIG Education Institute, with the opportunity to object to certain processing activities.
Introduction
BIG Education Institute is committed to maintaining accurate, secure, and accessible records across all academic and administrative operations. This policy establishes guidelines for proper storage, retention, and disposal of documents in physical and electronic forms, ensuring compliance with legal, contractual, and regulatory obligations.
Scope
This policy applies to all institutional documents and records irrespective of format, including those stored on internal servers, cloud services, physical archives, CCTV footage, emails, and other electronic media. Records maintained prior to the policy's implementation are also included.
Roles and Responsibilities
- The Board of Directors holds ultimate ownership of all records.
- Academic and administrative leaders are responsible for day-to-day record management and retention schedule adherence.
- All staff, students, and stakeholders must understand and comply with this policy.
Aims and Objectives
- Comply with legal, tax, audit, and contractual retention requirements.
- Safeguard organizational assets by maintaining secure and confidential records management.
- Protect personal information related to staff and students throughout document lifecycle.
- Support smooth auditing, legal processes, and academic quality assurance through proper document access and retention.
Permanent Records
Includes company formation documents, legal certificates, audit reports, staff contracts, asset registers, key agreements, and official student result sheets. Originals are secured in locked facilities by authorized senior staff. Digital copies are stored in secure cloud systems with controlled editing rights.
Temporary Records
Documents retained for specified periods due to their ongoing relevance for contractual, academic, or operational reasons.
Temporary Records Retention Schedule
| Major Category | Sub Type | Form of Storage | Ownership | Retention Duration |
| Student Records | Admission enquiry forms | Physical | Admissions Office | 12 months from admission |
| Admission forms | Physical and Digital | Admissions Office | 5 years from admission or 3 years from student exit, whichever is later | |
| Visa letters | Physical and Digital | Admissions Office | 3 years from student exit | |
| Academic Records | Annual academic plans | Digital | Academic Head | 3 years from the end of the academic year |
| Lesson plans | Digital | Heads of Departments (HODs) | Renewed annually or 3 years post-program end | |
| Training content (PPTs, videos) | Digital | HODs | Renewed annually or 3 years post-program end | |
| Student reference material (handouts, assignments) | Digital | HODs | Renewed annually or 3 years post-program end | |
| Assignment briefs | Digital | HODs | 3 years from end of cohort | |
| Student work (multiple submissions) | Digital | HODs | 5 years from results | |
| Faculty assignment response sheets | Digital | HODs | 5 years from results | |
| Student craft work (assignment) | Physical and Digital | HODs | Physical returned after results; Digital copy retained 5 years | |
| Result records | Digital | Academic Head | 5 years | |
| Accounts Records | Ledgers and schedules including fee records | Digital | Accounts Head | 8 years from close of accounting year |
| International remittance records | Digital | Accounts Head | 8 years from close of accounting year | |
| Cheque books (used/empty) | Physical | Accounts Head | 3 years from close of accounting year | |
| HR Records | Employee applications | Physical | HR Head | 3 years |
| Performance records | Digital | HR Head | 3 years | |
| Payroll records | Digital | HR Head | 8 years | |
| Provident Fund, Gratuity, ESI records | Digital | HR Head | 8 years | |
| Student feedback on faculty | Digital | HR Head and Academic Head | 3 years | |
| Staff development program documents | Digital | HR Head / Line Managers | 3 years | |
| Administrative Records | Annual Maintenance Contract (AMC) documents | Physical and Digital | Line Managers | 3 years from expiry of contract |
| Contracts and leases (expired) | Physical and Digital | Line Managers | 8 years from expiry | |
| Insurance policies (expired) | Physical and Digital | Line Managers | 3 years from end of policy term | |
| Meeting minutes books | Digital | Line Managers | 3 years | |
| Images of functions and events | Digital | Marketing | 3 years from event |
Email Policy
All emails sent or received via official mail accounts remain property of BIG Education Institute and reflect its professional standards. Personal use should be minimal. BIG Education Institute reserves the right to access and review official emails, especially in cases of suspected data breaches or improper use. Emails must be retained according to the retention schedule; deletion before exit is prohibited.
Use of External Cloud Storage
When outsourcing data storage to cloud vendors, BIG Education Institute requires:
- Vendor evaluations including cybersecurity audits.
- Non-sharing agreements to protect confidentiality.
- In-house data entry and strict access control.
- Complete data return and deletion upon contract termination.
Third-Party Data Sharing
Third-party data sharing is strictly controlled through NDAs, logged with details on authorization, purpose, duration, and data condition. Personal data shared complies with legal requirements.
Record Disposal
Disposal of records follows secure procedures:
- Physical records are cross-shredded in presence of line managers.
- Digital records are permanently deleted using secure software under supervision.
- All disposal activities are logged permanently.
CCTV
CCTV footage is retained for 6 months unless needed longer for investigations. Access is restricted and only granted under legally mandated circumstances.
Implementation and Compliance
Line managers delegate the policy's implementation to teams. Non-compliance may result in disciplinary or legal penalties per current laws.
Training and Awareness
HR includes this policy in staff induction, and academic departments ensure students are aware throughout their studies.
Policy Review
Annual review occurs with staff and student input to maintain policy effectiveness and relevance.
Further Information
For clarifications, contact: student.affairs@brittsimperial.com
Introduction
This policy outlines the procedures for assignment resubmissions, unit resits, and module retakes at BIG Education Institute. It ensures fair opportunities for learners to improve their academic performance while maintaining high standards and compliance with external verification processes.
Scope
This policy applies to all students undertaking modules, subjects, or units, hereafter collectively referred to as modules, within BIG Education Institute. It governs eligibility for resubmission of assignments, resitting of units, and retaking of modules.
Key Points
- Learners are not required to achieve a minimum grade before being eligible to resubmit an assignment, resit a unit, or retake a module for which they have failed.
- Learners cannot resubmit, resit, or retake if they have already passed the assignment or unit.
- Progression in the program requires passing all modules.
- Assignments can be resubmitted a maximum of three times for external verification. After three rejections, an alternative assignment will be provided. This alternative assignment can be resubmitted once. Further failures will result in no more submission opportunities for that module.
- Submission deadlines must be strictly followed.
- Feedback and grades from external verifiers are final and binding.
- Resits and retakes may delay final certification.
- Grades for resubmissions and retakes are capped at "Pass".
- Internal verification by BIG Education Institute Academics.
- External verification by the awarding body.
