Attendance Protocol and Procedures
Student’s required hours of attendance are delineated in the student’s enrollment contract. It is the student’s responsibility to adhere to and ensure that contracted hours are met weekly. Students are only permitted to attend in person practical during their regular contract schedule and may not graduate earlier than the current contract end date. Students are notified of hours through student mobile app. Instructors will also notify students of hours during Official SAP Academic Advising Session at 300 scheduled hours.
Any time missed will be made up after the contract end date, during the student’s regular contract schedule. If a student has completed all online hours, they will only attend their practical block past contract to make up the practical hours missed. Graduation will be delayed until all hours and program requirements are completed. If attendance falls below the minimum requirement of 80% attendance, student may reach maximum time frame and student will be withdrawn and will need to request reenrollment to finish the program. Upon approved re-enrollment, extra instructional charges will apply. See Satisfactory Academic Progress: Extra Instructional Charges Policy for more information on when and how extra instructional charges are assessed.
Unexcused absences are defined as when a student must miss school, absences should be both valid and verifiable, i.e., illness, bereavement, etc. All students should notify the Institution if they are going to be late or absent as soon as is possible. It is the responsibility of the student to complete assignments and any material covered during the absence. The Chrysm Institute of Esthetics does not utilize excused absences, as student will need to complete all hours in order to graduate from the program. If a student misses 14 calendar days absence, the institution is expected to have determined whether the student intends to return to classes or to withdraw and withdrawal may be processed at that time. In the event of withdrawal, tuition balance owed and/or any refund due will be calculated per the Refund Policy signed by the student in the enrollment contract.
Tuition must be current. If a student’s tuition is in arrears, attendance may be prohibited until tuition is made current. A school official will provide statements to students showing amounts and date due. If tuition is not paid by the due date, students may lose clocking privileges until balance is current.
Clocking and Attendance Adjustment
Practical attendance is tracked by students scanning their assigned bar code to clock themselves in and out to the student database management software. School staff are not responsible for ensuring students are clocked in and out. Students are responsible for clocking in, clocking out, and confirming that the time scanner registered their clock in/out accurately. Students may not clock anyone other than themselves in and out. Asking another student to clock-in/clock-out or clocking another student in or out is considered fraudulent and is grounds for immediate termination of your enrollment.
Live Online theory attendance is tracked by instructors taking attendance every class.
Independent Study online hours are tracked by their login and logout timestamp of their interaction with the Milady CIMA online platform. A school official will download a report of login, logout, and activities completed from the software and enter these hours in the student database management software on a daily basis during regularly scheduled business days. Additionally, students will have a timecard record that they are responsible for maintaining independently for the purposes of cross-referencing and hour discrepancies.
An Attendance Detail Report can be generated to show a detailed record of students’ attendance. Adjusting attendance due to a school error, system outage, or forgotten clock in or clock out is reviewed on a caseby-case basis. In the event of adjusting clock in/clock out, the student and a school official must sign backup attendance documentation and will not adjust attendance without the appropriate documentation.
All students regardless of payment method are notified of Attendance Policies and Procedures when reviewing the Pre-Enrollment Receipt of Information prior to signing the Enrollment Contract
Any time missed will be made up after the contract end date, during the student’s regular contract schedule. If a student has completed all online hours, they will only attend their practical block past contract to make up the practical hours missed. Graduation will be delayed until all hours and program requirements are completed. If attendance falls below the minimum requirement of 80% attendance, student may reach maximum time frame and student will be withdrawn and will need to request reenrollment to finish the program. Upon approved re-enrollment, extra instructional charges will apply. See Satisfactory Academic Progress: Extra Instructional Charges Policy for more information on when and how extra instructional charges are assessed.
Unexcused absences are defined as when a student must miss school, absences should be both valid and verifiable, i.e., illness, bereavement, etc. All students should notify the Institution if they are going to be late or absent as soon as is possible. It is the responsibility of the student to complete assignments and any material covered during the absence. The Chrysm Institute of Esthetics does not utilize excused absences, as student will need to complete all hours in order to graduate from the program. If a student misses 14 calendar days absence, the institution is expected to have determined whether the student intends to return to classes or to withdraw and withdrawal may be processed at that time. In the event of withdrawal, tuition balance owed and/or any refund due will be calculated per the Refund Policy signed by the student in the enrollment contract.
Tuition must be current. If a student’s tuition is in arrears, attendance may be prohibited until tuition is made current. A school official will provide statements to students showing amounts and date due. If tuition is not paid by the due date, students may lose clocking privileges until balance is current.
Clocking and Attendance Adjustment
Practical attendance is tracked by students scanning their assigned bar code to clock themselves in and out to the student database management software. School staff are not responsible for ensuring students are clocked in and out. Students are responsible for clocking in, clocking out, and confirming that the time scanner registered their clock in/out accurately. Students may not clock anyone other than themselves in and out. Asking another student to clock-in/clock-out or clocking another student in or out is considered fraudulent and is grounds for immediate termination of your enrollment.
Live Online theory attendance is tracked by instructors taking attendance every class.
Independent Study online hours are tracked by their login and logout timestamp of their interaction with the Milady CIMA online platform. A school official will download a report of login, logout, and activities completed from the software and enter these hours in the student database management software on a daily basis during regularly scheduled business days. Additionally, students will have a timecard record that they are responsible for maintaining independently for the purposes of cross-referencing and hour discrepancies.
An Attendance Detail Report can be generated to show a detailed record of students’ attendance. Adjusting attendance due to a school error, system outage, or forgotten clock in or clock out is reviewed on a caseby-case basis. In the event of adjusting clock in/clock out, the student and a school official must sign backup attendance documentation and will not adjust attendance without the appropriate documentation.
All students regardless of payment method are notified of Attendance Policies and Procedures when reviewing the Pre-Enrollment Receipt of Information prior to signing the Enrollment Contract
Student Rights, RESPONSIBILITIES, and PRIVILEGES
Per the terms of the enrollment contract, the student:
a. Agrees to pay applicable school and state fees and provide all required registration paperwork in a timely manner
b. Agrees to comply with all standards of conduct, institutional policies, state laws and regulations, rules, and educational
requirements including clinic assignments. Failure to do so may result in termination.
c. Agrees to check student email on a regular basis.
d. Agrees not to refuse to perform client services or other program requirements, and understands that participation by receiving
treatments is required unless medically contraindicated by a physician
e. Understands that students are required to bring in their own clients to complete practicals and that participation by receiving
treatments is required unless medically contraindicated by a physician
f. Agrees to utilize proper social distancing measures and Personal Protective Equipment (PPE) as indicated by institution. PPE
protocols and requirements may change. PPE may include, but may not be limited to: face masks, gloves, face shields, lab coat.
g. Agrees to provide all financial aid documents, if applicable, in the designated time frame.
h. Agrees to comply with the school’s dress code at all times and project a professional image.
i. Agrees to comply with the assigned practical schedule which may change at the discretion of the school.
j. Acknowledges that they will be learning in a practical teaching environment and will not be paid for any tasks they perform
including performed practical services, maintaining clean and orderly practical area, and selling retail products.
k. Understands that minimum attendance and grade requirements must be maintained for satisfactory progress; failure to comply
will result in termination from the program according to the policy found in the catalog.
l. Understands that they are responsible for the state licensing exam fee and other examination or licensing related expenses.
m. Understands and agrees that they are responsible for reporting to the school, state board examination grades, progress, licensure
date as well as employment information to include but not limited to: employer/business name, address, phone number; hire
date/business open date, position title, manager first and last name.
n. Understands the grounds for immediate termination as outlined in the Termination Policy
a. Agrees to pay applicable school and state fees and provide all required registration paperwork in a timely manner
b. Agrees to comply with all standards of conduct, institutional policies, state laws and regulations, rules, and educational
requirements including clinic assignments. Failure to do so may result in termination.
c. Agrees to check student email on a regular basis.
d. Agrees not to refuse to perform client services or other program requirements, and understands that participation by receiving
treatments is required unless medically contraindicated by a physician
e. Understands that students are required to bring in their own clients to complete practicals and that participation by receiving
treatments is required unless medically contraindicated by a physician
f. Agrees to utilize proper social distancing measures and Personal Protective Equipment (PPE) as indicated by institution. PPE
protocols and requirements may change. PPE may include, but may not be limited to: face masks, gloves, face shields, lab coat.
g. Agrees to provide all financial aid documents, if applicable, in the designated time frame.
h. Agrees to comply with the school’s dress code at all times and project a professional image.
i. Agrees to comply with the assigned practical schedule which may change at the discretion of the school.
j. Acknowledges that they will be learning in a practical teaching environment and will not be paid for any tasks they perform
including performed practical services, maintaining clean and orderly practical area, and selling retail products.
k. Understands that minimum attendance and grade requirements must be maintained for satisfactory progress; failure to comply
will result in termination from the program according to the policy found in the catalog.
l. Understands that they are responsible for the state licensing exam fee and other examination or licensing related expenses.
m. Understands and agrees that they are responsible for reporting to the school, state board examination grades, progress, licensure
date as well as employment information to include but not limited to: employer/business name, address, phone number; hire
date/business open date, position title, manager first and last name.
n. Understands the grounds for immediate termination as outlined in the Termination Policy
Grievance Policy and Complaint Resolution Policy
If a student has a complaint, please allow your Instructor an opportunity to resolve the problem first. If a student has a disagreement with the Instructor or the Instructor has not resolved a complaint, the student should discuss the matter with the Director, Chris Werne. A student may obtain and submit a grievance form to any of the Chrysm Institute’s staff members. On the form, students have the opportunity to specify the problem in summary, in detail, and then to suggest a solution. Upon submission of the form, the Director of Education, Chris Werne, will review the grievance and if necessary, meet with the student. If the Director determines that there is any action necessary, she will implement changes and/or remedy the situation as best possible remaining within compliance to regulations. Students are not subject to unfair action/treatment as a result of the initiation of a complaint proceeding. If the student complaint cannot be resolved after exhausting the school’s grievance procedure, the student may file a complaint with the State Council of Higher Education for Virginia., the National Accrediting Commission of Career Arts and Sciences, or the State Council of Higher Education for Virginia The student should submit written complaints to
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Department of Professional and Occupational Regulation
9960 Mayland Drive, Suite 400 Richmond, Virginia 23233-1463 Phone: (804) 367-8509 |
National Accrediting Commission of Career Arts and Sciences (NACCAS)
3015 Colvin St Alexandria, VA 22314 (703) 600-7600 |
State Council for Higher Education in Virginia
Private and Out-of-State Postsecondary Education 101 N. 14th Street, 9th Floor James Monroe Building Richmond, VA 23219 |
Access to Records/ Release of Information
The institution guarantees each student (or parent or guardian if the student is a dependent minor) access to that student's records. Note: Parents of students under the age of 18 who request information regarding the student will be permitted to receive this information without explicit consent from the student. For students 18 years of age or older, personal information is not released unless requested by the student. In the event that a student wishes to release information to a third party, the student may request a Release of Information Authorization form, granting the institution the right to release specified information for each time the student wants to release information. The student also reserves the right to rescind the authorization in writing at any time.
Records are maintained while the student is enrolled in the student database software as well as a hard copy file. Files are maintained permanently after the student is no longer enrolled.
Records are maintained while the student is enrolled in the student database software as well as a hard copy file. Files are maintained permanently after the student is no longer enrolled.
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