Venus Training Student Handbook 2024 – 2025

Welcome to Venus Training! We are an independent institution dedicated to providing high-quality education for international students. With small class sizes and a supportive learning environment, we aim to equip you with the knowledge and skills necessary for your future success. We are excited to have you join our vibrant community!

Visa Information

Short-Term Student Visitor Visa

If your course duration is up to six months, or up to nine months for English language programs, you will need a Short-Term Student Visitor Visa. This visa does not permit work in the UK or extensions beyond the allowed period. Once accepted, Venus Training will issue a Certificate of Enrolment, which is required for your visa application.

Important Dates and Holidays

Closures and Public Holidays

• Christmas Break: Closes Friday, 20 December 2024 | Reopens Monday, 6 January 2025
• Easter Break: Closes Monday, 24 March 2025 | Reopens Monday, 21 April 2025

Public Holidays:

Venus Training Academic Calendar

• Autumn Term: Monday, 9 October 2024 – Thursday, 19 December 2024
• Spring Term: Monday, 6 January 2025 – Friday, 21 March 2025
• Summer Term: Tuesday, 22 April 2025 – Friday, 4 July 2025

Handbook Overview

This handbook provides key information on admissions, visa requirements, enrolment, assessments, and student support services. It is important that all students familiarize themselves with these guidelines to ensure a smooth and successful academic experience.

Application Process

Admission decisions are based on the details provided during the application process. Any inconsistencies may result in the withdrawal of an offer. Upon acceptance, students will receive an official offer letter, details on tuition fees, and accommodation options.

Fees and Refund Policy

• Payment: Tuition fees must be paid in full before the course begins.
• Refunds:
  • Refunds are only granted with a valid medical certificate.
  • If a visa application is denied, a refund will be issued minus a £200 administrative fee.
  • Withdrawals within 28 to 60 days before the course starts will be refunded minus one term’s fees.

Attendance Requirements

Students must maintain at least 85% attendance. Failure to meet this requirement may lead to disciplinary action and could affect visa status. Missing two or more consecutive classes without a valid reason is not permitted.

Accommodation and Living in London

Venus Training helps students find suitable accommodation. Rent prices for rooms typically range from £60 to £110 per week, with a security deposit equivalent to one month’s rent usually required. Living in London offers a dynamic and culturally enriching experience.

Student Life and Support

Orientation and Student Support

All new international students are encouraged to attend our orientation program, which provides essential information on studying and living in the UK. Our dedicated student support team is available to assist with both academic and personal concerns throughout your journey at Venus Training.

We look forward to supporting you in achieving your academic and career goals!

Pre-Enrolment Information for Venus Training Students

Entry Requirements

Entry requirements at Venus Training vary depending on the course. Prospective students must meet the essential criteria outlined below to be eligible for enrolment:

English Language Requirements

All courses at Venus Training are conducted in English. Applicants must demonstrate proficiency in listening, reading, writing, and speaking English to ensure they can fully engage with the course material.

Visas

International students must secure official acceptance into a course before applying for a visa. Upon acceptance, Venus Training will provide an official letter detailing the course start and end dates.

Educational Qualifications

Venus Training accepts most international qualifications that align with UK standards. Our support team is available to assist with any questions regarding qualification equivalency.

Specialized Entry Requirements

Certain courses may have additional requirements, such as prior experience or specific subject knowledge. Detailed entry criteria are available for each course.

Fees Payable

Once an Application for Admission is received, an official Letter of Acceptance will be issued, outlining tuition fees and the course commencement date.

Course enrolment is subject to fee payment. International students can process payments through their respective banking institutions using the Letter of Acceptance as reference.

Accepted payment methods include cash, bank draft, credit/debit card, or direct transfer to the Venus Training bank account. Please note that a 10% surcharge applies to any balance paid after the course has commenced.

Documents Required at Enrolment

To complete enrolment at Venus Training, students must submit the following documents:

• Completed Application for Admission
• Original passport and a full copy
• Three passport-size photographs
• Attested photocopies of qualifications/certificates (originals must be presented during the admission process)
• Proof of work experience (if applicable)
• Sponsor’s letter (if applicable)
• Non-refundable registration fee of GBP 250

We look forward to welcoming you to Venus Training and supporting you on your educational journey!

Equal Opportunity Policy for Staff

Policy Statement

Venus Training is committed to promoting equal opportunities in employment. Recruitment, training, promotion, and all aspects of staff treatment are based solely on merit, skills, and competency, without discrimination based on race, color, nationality, ethnic origin, gender, marital status, disability, religion, political belief, socio-economic background, parental status, trade union membership, sexual orientation, or age.

All employees and job applicants will receive fair and equal treatment in employment and career development.

Implementation

The Principal of Venus Training holds overall responsibility for the development, implementation, and monitoring of this policy. The senior management team supports this policy and actively ensures its effectiveness by:

• Advising management and staff on equal opportunities in employment.
• Providing training and guidance on equal opportunities policies and relevant legislation.
• Clearly stating on recruitment materials that Venus Training is an equal opportunity employer.
• Ensuring that all recruitment, training, and promotional materials align with this policy.
• Issuing a copy of the equal opportunity policy to all staff members.
• Including a reference to this policy in employment contracts, with new employees acknowledging their understanding of it.

Equal Opportunities and the Law

Venus Training complies with all relevant equal opportunities legislation, including:

• Employment Equality (Age) Regulations 2006
• Employment Equality (Sexual Orientation) Regulations 2003
• Employment Equality (Religion or Belief) Regulations 2003
• Race Relations (Amendment) Act 2000
• Human Rights Act 1998
• Disability Discrimination Act 1995 (Amended 2005)
• Rehabilitation of Offenders Act 1974
• Sex Discrimination Act 1975 (Amended 1986 and 1999)
• Equal Pay Act 1970

Recruitment and Selection

The Principal and management team oversee the recruitment and selection process. Staff involved in these processes must follow Venus Training’s recruitment procedures to ensure equal opportunities are upheld at every stage.

Working Arrangements

Venus Training recognizes that staff may experience changes in personal circumstances. Where possible, the institution will support employees by offering flexible working arrangements, retraining opportunities, or redeployment options.

Harassment

Venus Training has a zero-tolerance approach to harassment. Any behavior that demeans, humiliates, or intimidates individuals based on personal characteristics such as race, gender, sexual orientation, disability, or religion will not be tolerated. Senior staff and managers are responsible for ensuring a harassment-free work environment.

Staff Development and Career Progression

Venus Training integrates equal opportunity principles into all staff training, workshops, and career development programs. Adjustments will be made where possible to accommodate individuals with learning difficulties, disabilities, or domestic responsibilities.

Review

The Management Committee will review this policy annually, considering the latest legal requirements and expert recommendations to maintain an inclusive and supportive workplace.

This policy ensures that all staff members and applicants receive fair treatment, fostering a culture of diversity and inclusion at Venus Training.

Student Rights and Responsibilities under the Student Visitor (Short-Term) Visa

Contents

• Introduction
• Responsibilities under the Student Visitor Visa
• Change of Personal Details
• Biometric Residence Permit (BRP) Card (if applicable)
• Register with the Police (if required)
• Working during your studies in the UK (if applicable)
• Venus Training’s duties as a licensed sponsor
• Contacts Directory

1. Introduction

Beginning your studies at Venus Training is an exciting and rewarding experience. If you are an international student holding a Student Visitor (Short-Term) Visa, it is essential to understand the responsibilities and regulations associated with your visa. This guide provides important information to help you stay compliant and make the most of your academic journey.

If you have any concerns or questions, please contact the Admissions Office at Venus Training.

2. Responsibilities under the Student Visitor Visa

Enrolment

To enrol, you must have:

• A valid passport for the entire duration of your course.
• A Student Visitor (Short-Term) Visa covering your course at Venus Training.

Attendance

Regular attendance is mandatory. Venus Training monitors and reports attendance to UK authorities. Repeated absences without a valid reason may lead to disciplinary action and could impact your visa status.

Participation

Active participation in lectures, tutorials, exams, and coursework is required. Inform your tutor in case of illness or other valid reasons for missing classes.

Course Duration

If your course duration changes, Venus Training will notify UK authorities, which may affect your visa status.

3. Change of Personal Details

Students must keep their personal information up to date and inform the relevant parties of any changes, including:

• Venus Training
• UK immigration authorities
• The police (if registration is required)
• Your financial sponsor (if applicable)

4. Biometric Residence Permit (BRP) Card (if applicable)

If you hold a BRP card, update your details if you change your name, nationality, or appearance, or if the card is lost or stolen.

5. Register with the Police (if required)

Certain nationalities must register with the police within seven days of arriving in the UK. If applicable, follow the necessary procedures and keep your Police Registration Certificate updated.

6. Working during your Studies in the UK

Holders of a Student Visitor (Short-Term) Visa are generally not permitted to work while in the UK. If you are unsure about your work rights, check your visa or seek guidance from the International Office at Venus Training.

7. Venus Training’s Duties as a Licensed Sponsor

Venus Training has responsibilities as your sponsor, including reporting the following to UK authorities:

• Failure to enrol on your course
• Withdrawal from the course
• Changes in course length
• Any breaches of visa conditions

For more information on visa regulations, visit the UK government website: https://www.gov.uk/apply-short-term-study-visa

Overview

The admissions and enrolment process at Venus Training ensures that all prospective students are assessed fairly and meet the necessary entry criteria before starting their program. This document outlines each stage of the admissions and enrolment process, from application submission to course registration.

1. Application Submission

• Application Form: Prospective students must complete the official application form, available for download from the Venus Training website or by request via email.
• Required Documents: Applicants must submit all necessary supporting documents, including:
  • Proof of academic qualifications
  • Evidence of English language proficiency (if applicable)
  • Copy of a valid passport or ID
  • Financial documentation (if required)
• Application Fee: A processing fee may be required before an application is reviewed.

2. Initial Screening and Eligibility Check

• Document Verification: The Admissions Team reviews all submitted documents to verify authenticity and ensure they meet the program’s academic and language requirements.
• Eligibility Check: Each application is assessed based on program-specific criteria, including academic qualifications, relevant experience (if applicable), and language proficiency.
• Application Status Update: If any documents are missing, the Admissions Team contacts the applicant to request further information.

3. Interview (if applicable)

• Interview Requirement: Certain programs may require an interview as part of the admissions process.
• Scheduling: If necessary, the Admissions Team arranges an interview, which may be conducted in person or online.
• Evaluation: The interview assesses the applicant’s motivation, goals, and suitability for the program.

4. Decision-Making and Offer of Admission

• Decision Review: Completed applications and interview results (if applicable) are reviewed by the Admissions Team or Program Director.
• Issuing Offer Letter: Successful applicants receive an Offer Letter detailing program specifics, admission conditions, tuition fees, and payment deadlines.
• Conditional Offers: Applicants who meet most criteria but have pending academic results or other requirements may receive a conditional offer, subject to fulfilling the outstanding conditions.

5. Acceptance of Offer and Deposit Payment

• Offer Acceptance: Applicants must sign and return the Acceptance Form included with the Offer Letter.
• Deposit Payment: A non-refundable deposit is required to secure a place. This amount is deducted from the total tuition fee and must be paid before issuing the Confirmation of Enrolment.
• Confirmation of Acceptance: Upon receipt of the acceptance form and deposit, the student’s status is updated to “Accepted.”

6. Pre-Enrolment Requirements

• Document Submission: Any outstanding documents (such as final academic transcripts) must be provided before enrolment.
• Visa Documentation (if applicable): For international students, a Visa Support Letter is issued after the enrolment deposit is received to facilitate visa applications (if required).
• Orientation Information: Students receive pre-enrolment materials, including orientation schedules, student handbook, and key contacts.

7. Enrolment and Course Registration

• Enrolment Confirmation: The Admissions Team issues a Confirmation of Enrolment once all pre-enrolment requirements are completed, formally registering the student.
• Student ID and Access: Students receive a student ID number, granting access to institutional resources, email accounts, and online learning platforms.
• Course Registration: Students are guided through course registration and receive their class schedules.

8. Induction and Orientation

• Orientation Program: An induction session introduces students to campus facilities, policies, and support services.
• Meeting with Academic Advisors: New students meet their academic advisors to discuss program expectations, goals, and available academic support.

9. Record Keeping

• Student File Creation: A digital and physical file is created for each student, containing application documents, admission records, financial information, and enrolment documentation.
• Data Protection Compliance: Student records are securely stored in line with data protection regulations and accessed only by authorized personnel.

10. Monitoring and Follow-Up

• Enrolment Verification: The Admissions and Registrar Teams verify enrolment at the start of each term to ensure students have registered and met payment requirements.
• Follow-Up Communication: Any issues related to missing documentation, unpaid fees, or attendance are promptly addressed with the student to maintain compliance with institutional policies.

This structured and transparent admissions and enrolment process at Venus Training ensures a smooth transition from applicant to enrolled student.

Procedure for Confirmation of Academic Qualifications and English Language Competence

Overview Venus Training is committed to ensuring that all students meet the necessary academic and language requirements before enrolling in their chosen course. This procedure details the steps for verifying academic qualifications and English language proficiency, ensuring that applicants are well-prepared for their studies.

1. Initial Verification During Application Submission of Documents: Applicants must provide certified copies of their academic qualifications and, if English is not their first language, proof of English language proficiency (e.g., IELTS, TOEFL, or an equivalent test). Verification of Authenticity: The Admissions Team reviews submitted documents to confirm their legitimacy and compliance with course requirements, including:

• Academic transcripts and certificates meeting minimum grade criteria.
• English language test scores aligning with the required proficiency level.

2. Academic Qualifications Confirmation Minimum Entry Requirements: Each program has specific academic entry criteria, including grade requirements and subject prerequisites, which are verified by the Admissions Team. Validation Process: For international qualifications, credential evaluation services may be used to confirm equivalency to UK standards. Conditional Offers: Applicants awaiting final academic results may receive a conditional offer, contingent on meeting qualification requirements before enrollment.

3. English Language Competence Confirmation Language Proficiency Requirements: Venus Training requires a minimum level of English language proficiency, depending on the course. Accepted English Tests: Recognized standardized tests include:

• IELTS (International English Language Testing System)
• TOEFL (Test of English as a Foreign Language)
• PTE Academic (Pearson Test of English) Verification of Scores: Submitted test scores are cross-checked with official records to confirm authenticity.

4. Additional Assessment for English Competence (if needed) Internal English Assessment: If standardized test scores are unavailable or further verification is required, an internal English language assessment may be conducted. Interview: Applicants may be required to attend an interview (in person or online) with an Admissions Officer to assess their spoken English and readiness for study.

5. Record Keeping Document Storage: All academic and English language documentation is securely stored in the applicant’s file following data protection policies. Final Verification Prior to Enrollment: Before enrollment, a final review ensures that all qualification and English proficiency requirements have been met.

6. Communication of Requirements to Applicants Offer Letter: The offer letter details any conditional academic and language requirements, ensuring applicants understand their obligations before joining. Follow-Up: The Admissions Team regularly contacts applicants with pending documentation to ensure timely submission.

7. Compliance and Quality Assurance Annual Review: Entry requirements are reviewed annually to ensure alignment with academic and industry standards. Audits: Regular audits of student records are conducted to maintain compliance with verification procedures.

By adhering to this procedure, Venus Training upholds high academic standards, ensuring that all students are prepared for their studies and meet the required qualifications and language proficiency levels.

Procedures for Handling Deposits, Fee Payments, Refunds, and Transaction Record Maintenance

Overview:
This procedure details the processes for managing the £250 non-refundable registration fee, tuition fee payments, refunds, and secure maintenance of financial records at Venus Training. The goal is to maintain accuracy, transparency, and compliance with Venus Training’s financial policies.

1. Collection of Registration Fee

• Registration Fee Requirement: Upon acceptance of an offer, students must pay a £250 non-refundable registration fee to confirm their enrollment.
• Payment Methods: The registration fee can be paid via bank transfer, online payment portal, or any other approved payment methods.
• Fee Confirmation: Once payment is received, the Finance Team verifies the transaction and issues an official receipt to the student, confirming the amount paid and the date of payment.
• Record Entry: The Finance Team logs the registration fee payment in the Student Financial Records System to ensure proper tracking.

2. Tuition Fee Payment

• Payment Options: Students can choose to pay their tuition fees in full or via an installment plan, depending on the arrangement they select.
• Payment Deadlines: The Finance Team establishes and communicates specific deadlines for each installment, as outlined in the Payment Agreement.
• Invoice Generation: Prior to each payment deadline, an invoice is generated and sent to the student. The invoice will specify the amount due, payment methods, and the due date.
• Payment Confirmation: Upon receiving each payment, the Finance Team issues a receipt to the student, confirming the payment details (amount and date). The payment is then recorded in the Student Financial Records System.
• Payment Follow-Up: If a payment is missed, the Finance Team will contact the student within five days to remind them of the overdue balance and establish a new payment timeline.

3. Refund Policy and Process

• Refund Eligibility: Refunds will be processed according to Venus Training’s Refund Policy, which is provided to students at the time of enrolment. Note that the £250 registration fee is non-refundable. Other payments may be eligible for refund under specific conditions, such as:
  • Visa refusal (documentation required)
  • Withdrawal from the program before the start date (subject to conditions)
  • Overpayments
• Refund Request Submission: To request a refund, students must complete a Refund Request Form and submit any required supporting documents (e.g., visa refusal letter or proof of overpayment) to the Finance Office.
• Refund Processing: The Finance Team will review the refund request and, if approved, process the refund within 28 days of receiving the completed form and required documentation.
• Refund Method: Refunds will be processed using the same payment method used for the original payment, wherever possible, in line with financial policies.
• Confirmation of Refund: Once the refund has been processed, the student will receive a refund confirmation letter detailing the refund amount, payment method, and processing date.

4. Transaction Record Maintenance

• Record Keeping: The Finance Team ensures all financial transactions, including payments, refunds, and other relevant activities, are accurately documented and securely stored in the Student Financial Records System.
• Reporting and Compliance: Regular reports are generated to monitor and ensure compliance with Venus Training’s financial policies, and the Finance Team ensures that all records are maintained according to internal audit standards and regulatory requirements.

This process is designed to ensure that all financial transactions at Venus Training are handled efficiently, accurately, and in full compliance with established policies.