Prospective students are encouraged to visit the physical facilities of the Institution and to discuss personal, educational and occupational plans with Institution personnel prior to enrolling or signing enrollment agreements.
Total clock hours
# Weeks to Completion
must attend classes according to their established schedules. Frequent tardiness and/or absences are cause for disciplinary action such as probation or dismissal. Students with twenty-one (21) consecutive days of absences, in any program of study, and without been on an approved Leave of Absence (LOA), will be withdrawn. In addition, students who fall below 70% attendance (four (4) days in a period or phase) will be placed on attendance probation with specific terms and conditions, and are allowed a maximum of thirty (30) days to raise their attendance to meet the required percentage. The students are notified of the attendance probation in writing and are counseled. At the end of the thirty-day period, if the student’s attendance is still below the minimum required, the student may be terminated. The student may appeal to the Director for an extended probationary period if mitigating circumstances are presented in a documented form. If a student is terminated due to unsatisfactory attendance, he/she may appeal to the Director for re-admittance.
– Attendance is taken on a daily basis. Students are advised to call the Institution to inform their instructor of their absence. The call must be made by 8:00am or 5:00pm to be considered valid. If the instructor is not available, leave a message on the Institution’s voice mail. – The only excused absences allowed are: jury duty, military leave, immediate family death, incarceration, or medical or legal appointments. Other extenuating circumstances will be evaluated on a case by case basis. A legitimate note must be submitted to the Director’s office within three days of the absence.
2. Tardiness/Leaving Early
Tardiness is a disruption of a good learning environment and is highly discouraged. Frequent tardiness without legitimate reasons may be cause for disciplinary action. Students must arrive by 8:37am, in order to be considered “on time.” Calls for being tardy must be done at least one hour prior to class or at the latest by 8:00am or 5:00pm. If the student does not make it to class by 8:37am, they will not be allowed to attend class for the day.
Assignments/Tests/Time – Regularly scheduled class hours, missed assignments, test and/or retests may be made up if the following conditions are met:
1) Make-ups must be completed no later than 30 calendar days from the scheduled date of the missed class, assignment or test. After the thirty days, all unexcused absences will be charged to the tuition bill. There will only be one make-up test allowed per subject. If the assignment or test is not made up within thirty (30) calendar days, an automatic “0” will be assigned.
2) Make-up of scheduled class hours (attendance) must be cleared through the Admission’s Office.
3) Make-up of assignments. The appropriate instructor must approve tests or retests.
4. Leave of Absence
The Institution will consider a written request for a leave of absence, and may approve the leave after determining that the request is justifiable and there is a reasonable expectation that the student will return to Institution. The Institution may only approve a leave of absence if:
1) the leave is requested in writing, must be signed and dated by the student;
2) the initial leave of absence does not exceed 180 days (unless mitigating circumstances);
3) only one leave of absence is granted to the student in a 12-month period except for the following exceptions as stated by Law:
a) jury duty, military reasons, and circumstances covered under the Family and Medical Leave Act of 1993;
b) under exceptional circumstances the Institution may grant a subsequent Leave of Absence for 30 days; 4) prior arrangements have been made for the student to be able to complete the academic coursework upon return from the leave of absence.
Notices for Leaving Early and for Absences – Students leaving early must sign the Advanced Notice for Leaving Early form. If the departure is not deemed justified, the student will not be allowed to leave early, or the student may leave, but the early departure will be noted as unexcused.
For students who wish to have a day off during the Institution week, the Advanced Notice of Absence must be filled out Seven days prior to the day being requested.
For example, if a student wants to have a day off for a birthday party or wedding, the student must turn in their Advanced Notice of Absence at least Seven days prior to the event in order to have the day considered excused. If this form is not filled out ahead of time, the request may be declined and if the student decides to take the day off, then the absence will be considered unexcused.
6. Personal Service Days
Personal Service Days are a privilege that the students must earn. If the student is absent on Wednesday or Friday, the student will forfeit the right to having a personal service day.
The number of days in a leave of absence is counted beginning with the first day of the student’s initial leave of absence. If you fail to return to Institution on the scheduled return date, you will be subject to the Institution’s withdrawal policy, and will be withdrawn from Institution immediately. This will affect your payment plan, and other scholarships(if any).
CLOCK HOURS POLICY
The Board of Barbering and Cosmetology will only recognize time clock punched hours of attendance. A result of this requirement this Institution can only give clock hour credit to students who record their attendance by using the time clock to punch in and out at the start and end of their class day and lunch period. You will be given up to seven (7) minutes to clock in and receive credit for the quarter (1/4) hour. This seven-minute period applies to starting of the class day. A thirty (30) minute lunch break shall be taken when a student attends a 6-hour class day or more. If you are attending less than a 6 hour class day and desire to take a lunch break (30 minutes), the half hour must be deducted from your daily total and you must clock in and out on your time card for the lunch break. Once theory classes have been started no one will be allowed to enter the theory classroom. Instructors may not sign a student in or out, and if a student does not clock in or out at lunch one hour (1) for lunch will be deducted. If an error is made on the student time card the instructor will draw a line through the error and make the correction and the student and instructor must initial the change. At the completion of the last day of your week, a new time card is prepared from the current weekly time card. The daily hours and operations earned are added to the totals in the prior column and final totals transferred to the cumulative column. These cumulative figures are then entered in the prior column on the next days’ time card. The time card must be signed by the student and the instructor daily. – Time cards reflect the student daily record of hours and operations.
– It is important that all of your hours and operations are recorded properly and accurately. – The attendance personnel must be able to read your time card so that the hours and operations are transferred correctly to the roster. – The time cards are the property of the Institution and must remain in the Institution at all times. After clocking in you are required to maintain applied effort, professional grooming and remain in the building; reading material not related to your training or involving in activity not related to your training is not tolerated. If this occurs you will be ask to stop such activity or to punch out for the remainder of the day. Continued activities of this nature could result in your suspension or termination.
Time Card Credit
The following is a guideline for the instructor to issue credits: Each Theory credit must be initialed in the proper category. If that category is complete, the instructor may issue credit in another category. The portion of the time card reflecting hours are in the Theory hours earned and any classes the instructor has demonstrated. The portions of the time card concerning operations are to be applied efforts of the students; as they manually perform a practical subject. Some practical operations may take longer to perform according to the student. Note the following time frame the Board gives for each operation:
Sexual Harassment Policy:
Sexual harassment of or by any student shall not be allowed. Sexual harassment is prohibited by Cosmetica Beauty and Barber Academy and may result in disciplinary action to the offending student. Sexual harassment means unwelcome sexual advances, requests for sexual favors, and other verbal, visual or physical conduct of a sexual nature made by someone under any condition. An individual or group feeling subjected to sexual harassment should directly inform the offending person/persons that such conduct must stop. Any conduct of a sexual nature following such notice may be determined to be sexual harassment. The Academy will take appropriate action to protect the reporting individual or group from retaliation or other forms of harassment.
SATISFACTORY ACADEMIC PROGRESS POLICY
SATISFACTORY ACADEMIC PROGRESS (SAP):
This Institution expects its students to maintain Satisfactory Academic Progress (SAP) as established by this Institution, the student must:
1. Maintain a cumulative academic average of “C” (70%) or better on all tests, work projects (operations) and other required course work. 2. Maintain a cumulative average attendance level of at least two-thirds (2/3) (67%) of the scheduled hours indicated on their enrollment contract. For example, a student scheduled to complete 30 hours per week would have to maintain an average weekly attendance of at least 20 hours per week (2/3 x 30 = 20) regardless of the average level of attendance.
Students that are attending the course programs who have more than three consecutive weeks of absences (21 calendar days) will be dismissed. This standard shall apply to all students except those on an approved Leave-of-Absence (see LOA policy). Students who expect to be absent 21 or more days up to 180 days are encouraged to request a Leave of Absence. In addition to attendance standards relating to Satisfactory Academic Progress (SAP), students are also required to adhere to certain other general Institution policies relating to attendance and tardiness. These policies are outlined in the “Institution Rules” section of this catalog on pages. 3. Complete the course within one and one-half (1-1/2) times the length of the course as defined in the enrollment agreement. For example, if the student has contracted to complete the course within 40 weeks, he or she must complete within 60 weeks. 4. Students must meet minimum academic and attendance requirements for at least one evaluation prior to the midpoint (50%) of the course to be considered as meeting satisfactory progress at the end of an evaluation period. A student will be considered to be making satisfactory progress until the next evaluation.
All Students must be in compliance with the Satisfactory Academic Progress Policy at the end of each payment period or term of the course. If at the end of a payment period the student fails to maintain a passing grade point average or failed to successfully complete the clock hours, semester/trimester or quarter credit hours percentage required to maintain a progress level that would allow the student to complete the course within the maximum time frame in the course, as published, the student would be placed in a warning SAP status. If at the end of a payment period following the period under a warning status, the student fails to make the grade or fails to successfully complete the cumulative number of hours (clock, semester/trimester or quarter) percentage that would allow the student to complete the course of study within the maximum time frame as published, the student will be placed on Probation. The student will also be informed of the steps to take to initiate an appeal process.
The percentage of the course scheduled to be completed is defined according to the terms of the enrollment agreement. Example: A student enrolled at 100 hours per month would be scheduled to complete a 600 hour course in 6 months, a 400 hour course in 4 months and a 1600 hours course in 16 months, allowing no absences. For example a student enrolled in a 40 week, 1600 clock hour program would be evaluated for SAP after the 10th week, the 22nd week; the 35th week and before completing the course. These dates would correspond to the point at which the student was scheduled to have completed 450, 900, 1250, and 1600 clock hours. In the event a student reaches his/her scheduled graduation date and has hours remaining to complete, the student will receive additional evaluations; either at the time the student is scheduled to reach each additional 400 clock hours, or at the time of actual completion of the remaining hours, whichever occurs first.
Warning means a status assigned to a student who fails to make satisfactory academic progress at an Institution that evaluates academic progress at the end of each payment period. A student on warning may continue attending for one payment period despite a determination that the student is not making satisfactory academic progress.
Students who fail to meet SAP standards during a given evaluation period will be placed on academic/or attendance probation for one additional evaluation period. Students will be considered as making SAP progress during the probationary period. Probationary students who fail to meet SAP by the conclusion of the probationary period will be deemed not to be making satisfactory academic/and or Attendance Progress and may be terminated. Student may appeal at this time. In the event such students are allowed to continue with instruction, student will be reinstated only after he/she has reestablished SAP in accordance with the attendance and grading standards indicated in STANDARDS 1, 2, 3 & 4 of this policy or granted to continue in regards of the Appeal process. In the event a student is terminated due to not making Satisfactory Academic Progress, all policies regarding the Institution’s refund policy will apply. Probationary students who meet SAP by the conclusion of the probationary period will be removed from academic probation.
Students who wish to appeal the decision that they are not making Satisfactory Academic Progress must submit a written request to the Institution’s administrator. The letter should be received within (5) days of termination and must describe any circumstances related to the student’s academic standing which the student believes deserve special consideration. The administrator shall evaluate the appeal within a reasonable time frame (5-10) days and notify the student in writing of the administrator’s decision. Should the student’s appeal be denied, he or she may appear before an Institution committee to present his or her case. The committee shall provide written notice to the student of its decision within a reasonable time frame.(5-10 days). The decision of the committee shall be final. Students that prevails upon the appeal process, re-entering the program after an interruption of training, or having re-established satisfactory progress, and determined as making satisfactory progress will be re-entered in the course. Students accepted for re-entering the program that previously were not making satisfactory progress must attain a satisfactory progress status by the next scheduled evaluation of re-entry, and must have displayed satisfactory progress within the evaluation probationary period time frame.
Course incompleteness, repetitions and non-credit remedial course are not applicable to this Institution’s form of instruction.
Full time: Any student scheduled to attend 24 hours or more per week are considered to be full-time students. Half time enrollment requires a minimum of 16 hours per week. Part-time enrollment is defined as more than 16 but less than 24 hours per week. Less than 16 hours per week is less than half time.
Students are evaluated on a regular basis on theory, practical and clinical work. The evaluations are measured on a standard percentile basis and the percentage equated to a letter grade. Evaluation forms are issued to the Cosmetology students at 25%, 50%, 75% and 100% of the course hours scheduled to complete. All other courses consisting of 600 hours or less students are issued evaluation forms at 45% and 90% of the course hours scheduled to complete. This evaluation form reflects the overall Attendance and Academic progress of the student. Students must maintain a “C” (70%) average to maintain satisfactory academic status. The system detailed below is the system utilized in the Institution.
ACADEMIC GRADING – POINT GRADES FOR PRACTICAL WORK
100% – 90% A…..Superior Performance (GPA 4) 4 POINTS=A
89% – 80% B…..Above Average (GPA 3) 3 POINTS=B
79% – 70% C…..Average (GPA 2) 2 POINTS=C
69% – 60% D…..Unsatisfactory (GPA 1) 1 POINTS=D
59% – 00 % F.….Fail (GPA 0) 0 POINTS=F
1. Satisfactory Progress
The Institutions general grading policy in order to determine satisfactory progress is as follows:
90% – 100% (A) Excellent
80% – 89% (B) Good
70% – 79% (C) Satisfactory
0%– 70% (F) Fail
Grade point average required for certifying completion of each program is a minimum cumulative passing grade of 75%. Please note: Some programs demand more stringent requirements than others. Consult your instructor for additional information. The following is a breakdown of the grading system:
Written and Practical Tests = 50%
Attendance = 25%
Quizzes = 15%
Professionalism = 10%
Attendance will be graded as follows:
0 Absences = A (100%); 1 Absence = A
(95%); 2 Absences = B+ (89%); 3 Absences = B- (80%)
4 Absences = C (75%); 5 or more absences will result in an “F” or “0” for the phase
Cosmetology AND Barbering students have 4 periods or phases in their course Esthetician, Massage Therapy (600 Hours course) and Manicuring students have 2 periods or phases in their course Holistic Course students have a 3 periods or phases in their course Students will receive a grade report for each phase they pass.
2. Unsatisfactory Progress Cosmetica Beauty and Barbering Academy adheres to the following procedure for unsatisfactory progress:
· If a student’s grade point average is under 70% (unsatisfactory) per phase, the student is placed on academic probation for a period of thirty (30) days. The student is notified and must meet the specific terms and conditions noted on the probationary slip. During the probation period, a student is considered to be making satisfactory academic progress. At the conclusion of the probation, the student’s progress will be evaluated. If progress has not been achieved due to mitigating circumstances, the probation may be continued for another thirty (30) days with the approval of the Director. If satisfactory progress is not achieved upon the completion of sixty (60) days of probation, the student will be terminated. The student will be notified of the termination in writing.
· Unsatisfactory progress may result in additional tuition charges assessed to the student. If certain classes/courses need to be repeated, or the student does not complete his or her program on time, the Institution may charge the student for additional educational expenses. Students may only repeat the same class/course once throughout the program, and must be able to complete the program in the maximum timeframe allowed, which is 1 1/2 times the length of the program of study.
3. Re-Entry Procedure Any student who requests re-entry to The Cosmetica Beauty and Barbering Academy must first obtain and complete a Re-entry Clearance Form from the Admission’s Office which will be processed and reviewed for approval prior to the re-entry. Students may only re-enter the Institution once. Additionally, students who are dismissed or terminated must present a written appeal demonstrating evidence that the condition(s) that caused the dismissal/termination has been rectified before re-entry to the Institution may be considered.
4. Maximum Time Frame All students must complete their program of study in a period of time not to exceed one and one-half times the period specified on their enrollment agreement. At the midpoint of the academic year, the Institution will assess the quantitative progress of each student. At the time of these assessments, the Institution will determine whether a student has successfully completed the minimum percentage of work allowing completion of the program within the established time frames. The Institution utilizes its computerized student tracking system on a regular basis in order to generate reports that clearly identify the quantitative measurements for completion of a program of study within the 150% of the time. The Institution assesses such reports and determines whether a probationary status with specific terms and conditions will allow the student to complete the program of study without exceeding the 150% timeframe.
5. Course Withdrawals The Institution does not allow subject or course withdrawals within a program.
6. Course Repetitions If a student is required to repeat a course, both the original and the repeated course are considered as courses attempted. In computing the grade point average, the credits for the course with the higher grade will be counted. The student may be charged for courses that they must repeat.
7. Non-Credit Remedial Courses – The Institution does not offer non-credit remedial courses.
8. Class Cancellations Administration reserves the right to cancel any class if the number of students falls below the minimum accepted. Class cancellations may occur during the first week of the scheduled class days, in which case the Institution will refund all monies due if applicable.