2021 Student Handbook for Modular Classes & Part Time Programs

Student Handbook for Modular Classes & Programs

Welcome to The Esthetic Institute Training Center Thank you for registering with us, we are very excited to welcome you as a student to The Esthetic Institute Training Center. It is our goal to ensure you have an exceptional experience! We are proud to share that we are the winners of Best Esthetic School 2018-22 for the Consumer Choice Awards!

We have put together this student handbook as a useful reference to answer your questions and have you prepared for your classes. If there are any additional questions unanswered, please email admin@estheticinstitute.ca or call 403.263.2204 ext. 2 prior to class.

Each student is expected to familiarize themselves with all the information obtained in the student handbook prior to attending classes.

Parking, Address & Driving Directions We have complimentary parking for our students at both locations. Parking instructions will be divided up by location so please refer to your invoice to ensure you are familiarizing yourself with the correct information (if you are in Calgary and your courses are happening at both locations, please ensure you read both location instructions). No parking passes are required. ❖ Calgary – South: 4110-7005 Fairmount Dr. SE Calgary, AB T2H 0J1 (Located in the Fairmore Business Park complex, please look for Canem and turn into that parking lot, go all the way to the end and turn right; we are the door to the left of Beauty Depot). Student parking is located at the West side of the building along the fence facing the train tracks. Models can park in front of the building. Please ensure to let them know not to park in the spots labeled 1 hour parking. ⮲

Transit options: Nearest LRT station is Chinook Station. Walking distance to South campus is approx. 15 minutes. By bus, you can take the #10 and get off at the stop across the street from the Shell gas station.

❖ Calgary- North: 1351 32 Avenue NE Calgary, AB T2E 7Z5 (We are located next to the Tim Horton's and Royal Bank on 32 Avenue NE). Please note that parking for both students and models is at the back of the building along the fence. There is signage on the door indicating where to enter and doors will be open 15 minutes prior to class start.

In the case that you are running late, please call us at the number listed below and let us know. Any arrivals later than 30 minutes without prior approval will be subject to reschedule the class and incur the rescheduling fee.

Location and contact information for the 2 training center locations are below:

Calgary – South: 4110-7005 Fairmount Dr. SE Calgary, AB T2H 0J1 Calgary – North: 1351 32 Avenue NE Calgary, AB T2E 7Z5 403.263.2204 ext. 2 or 800.665.6520 ext. 2 (main reception line)

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Hotel Accommodations The Esthetic Institute has a corporate rate with hotels near our training facility locations. If you are a student traveling to Calgary for courses, please inquire about the details on which hotels you can book with and how to acquire the discounted rate. Information will be sent separately depending on the location of courses.

Student Dress Code (Mandatory) Students are expected to maintain a professional image while taking any course or workshop at The Esthetic Institute. We maintain a “business casual” dress code, which includes a white esthetic jacket for most classes except Permanent Makeup, Microblading and Makeup Artistry courses, which require a black esthetic jacket. To help you determine what appropriate attire is for class, please use the following guidelines. Please bring indoor shoes to change into in the winter months. Please note that our mandatory dress code is strictly enforced and students may be asked to change if proper attire is not worn.

✔ White Esthetic Jacket (mandatory) ✔ Blouse or Shirt with modest neckline ✔ Black or grey dress pants or cotton leggings ✔ Capris/Skirts below the knee ✔ Close toed - soft soled white or black shoes (mandatory) Note: high heeled shoes are not permitted for safety reasons (suggestions: vans, keds (slip on type) or ballet flats) ✔ Groomed hair, tied back (mandatory for practical portion of training) ✔ Presentable make-up (if you normally wear it) and manicured nails- please remove chipped nail polish

NOT APPROPRIATE STUDENT DRESS ATTIRE: This list is not exhaustive, and students are expected to use their discretion. If you are in doubt about an item, please choose something else. ❖ Hoodies or Sweatshirts ❖ Athletic wear / yoga wear / sweatpants

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❖ Runners, high heels, flip flops, open toed shoes, sandals, crocks ❖ Jeans, mini-skirts, shorts, printed leggings or scrubs ❖ Stained or torn clothing

Students are expected to be in uniform AT ALL TIMES (theory & practical portion of class.) You are a reflection of the standards we uphold and should portray the professionalism of an Esthetician! In the case that you have misplaced, lost or forgot your esthetic jacket, you will be required to purchase one.

Missed Classes / Penalties & Payment Plan Options ❖ A $250 administrative fee applies for rewriting or rescheduling an exam or course date. (With

less than 2 weeks’ notice this fee is applicable). For students traveling to Calgary for courses, please plan your arrival accordingly as you will incur a rescheduling fee for missing class. ❖ If a student does not attend class or notifies the school within 24 hours prior to their class

without a valid reason (i.e., illness, death in immediate family), the 50% course deposit fee will be forfeited and the student will have to pay the deposit again to re-register. Students will be required to provide a doctor’s note to excuse absence in case of illness. ❖ For students that have Student Aid funding; in the case that your courses are paid off and you

miss a class or have to rewrite an exam, you will be liable to pay the rescheduling fee. ❖ If you are canceling a class 2 weeks prior to start date and would like to keep the deposit paid as

a class credit to use towards another course, please be aware you will have ONE (1) calendar year from the date the request was processed to book another course. Failure to use up the credit or book the class placed on hold within that year will result in a lost seat/credit. ❖ The Esthetic Institute Training Center offers payment plan options for all part time programs as

well as courses that are booked as a custom package. The payments are interest free and can be applied to cluster course bookings. (where applicable)

General Information / Policies ❖ Upon booking for any course, 50% of the class fee is required; remaining balance is due on the first day of class. Fees / deposits are non-refundable. GST added.

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❖ All class and workshop dates are subject to change. We reserve the right to reschedule or cancel any class. No fees will be incurred if a class that has been changed by the school conflicts with a student’s existing schedule. The school will accommodate the student to reschedule classes. ❖ Students are expected to arrive on time and be prepared for their classes. Some things to bring to class: Paper / notebook, pen, pencil and highlighter. ❖ A 30-minute lunch break & two 10 minute breaks will be given for all full day classes. Students are welcome to bring lunch with them.

There is a fridge, microwave & cutlery/plates/bowls/cups provided for all students. NO food & drinks are permitted in the practical classrooms. We please ask that all students wipe up spills, tidy chairs and tables, wipe counters, and put garbage away. etc ❖ Students/ Models are NOT permitted to bring children to class with them. If your models are coming with you to school at the same time, please let them know they will have to return for their scheduled model time, but they are not to be waiting in our common areas. Please make sure you are aware of ALL of your model requirements before attending your first day of class. ❖ The Esthetic Institute Training Centers are NON-SMOKING facilities. We have a strict non-smoking policy in place where no smoking/vaping is allowed in or near the property while you are attending classes. You may smoke at the back of the buildings. We ask that you are away from any parked cars, windows and doors. We ask that you do not smoke in uniform. Refrain from wearing strong perfumes/deodorants. Since we do not offer an ashtray, we please ask that all students who are smoking at the back of the building dispose of their cigarettes appropriately. Do not leave cigarettes in the parking lot and sidewalk. ❖ Cell phones are NOT permitted during class. (theory and practical) You may use your phone on your lunch break in the designated areas. (Cell phone zones) ❖ If we notice or find out anyone is under the influence of any narcotics while on the premises you will be asked to leave the property immediately. NO refund will be returned back to you. Safety is our number one priority for all of our students, models and staff. ❖ Disciplinary action Students are expected to act with professionalism and decorum at all times, and disciplinary action will be taken if a student behaves unprofessionally. Written warnings will be entered into the student’s academic record, which may be divulged to CIDESCO, the government of Alberta, or potential employers. Warnings will not be removed from the student’s record once added.

Written warnings may be entered into your academic record for reasons such as:

Lateness Gossip Missing class Not adhering to uniform standards pg. 4

Disregarding Esthetic Institute policies Disregarding instructions from teachers and teaching assistants

Carelessness with client information

Strong language/swearing etc.

Students may be expelled from the Esthetic Institute for reasons such as:

Cheating Bullying Theft Divulging confidential conversations or information Plagiarism Vandalism

Being under the influence of drugs or alcohol Belligerent behavior Disrespecting staff, spa clients, or students Purpetrating sexual harassment Failing a unit test while on academic probation Multiple written warnings

Any student complaints should be forwarded to the School Advisor via email (advisor@estheticinstitute.ca).

The government of Alberta requires The Esthetic Institute to withdraw a student from this programme if it appears that they will not be able to complete their required hours for any reason.

Model Requirements & Out-of-Class Quotas ❖ Students are required to ensure they have the required models for courses (where applicable). A model list is provided upon request; however, it is still the student’s responsibility to call and book in a model(s). Please review with your model the location, date, time, model fee and any other necessary information prior to the class. If you cancel the course and/or can’t attend class, please call your models and inform them of any changes. For more information please ensure to read your model requirement information. There is a link embedded in the registration & class reminder email. ❖ Ensure to always have a back-up model in case of any last-minute changes. You are required to do practical work and if you cannot complete it, you will have to redo the class and incur the course cost. ❖ A treatment room is available in the South campus on a first come- first serve basis rental in order to complete course quotas. The charge for the room is $10 per client. To pre-book the room for the entire day, a $30 charge will have to be paid at the time of booking and if any cancellation occurs, you will lose this deposit. In the event that you have prepaid $30 for the room (which equals 3 clients) and you had 4 clients instead, you will be asked to pay the

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difference. You may also pre-book a 1.5-hour increment (usually equals to 1 client) for $10. You will be given a list of supplies provided in the room and what items you need to bring with you. ❖ If you have been granted a change in exam date, please be aware that you will be required to submit your quotas as per original scheduled exam date. (Where applicable) If you have any questions or concerns after reviewing this handbook prior to class, please do not hesitate to contact us at one of our locations. We look forward to having you at The Esthetic Institute Training Center!

Online Communication and Social Media Activity Code of Conduct This document contains principles and expectations of behavior that guide the usage of online communication methods and social media platforms by students, staff, and contractors (herein referred to as ‘individuals’) of The Esthetic Institute Training Center (herein referred to as ‘TEI’) for the purposes of displaying information or images associated with TEI, in a way that: (a) contributes to the welfare of its key stakeholders, and (b) respects the rights of all individuals affected by its operations.

‘Online communication’ and ‘social media’ refer to internet-based communication tools, applications, websites, and platforms through which individuals may communicate, collaborate, or make contact with others, which are not under the control of TEI, and are voluntarily accessed and used by individuals.

Individuals commit, by virtue or their association with TEI, to abide by the principles and guidelines contained herein. Individuals found to be in violation of these principles may be subject to sanction or disciplinary action.

NOTE: Some courses and other activities at TEI may have unique guidelines regarding social media and other online activity, in addition to the principles and guidelines contained herein. Additional guidelines must not overrule the principles and guidelines contained herein.

Principle 1. Representation of TEI An individual’s character and actions in online communication and on social media are a reflection of pg. 6

TEI’s reputation. The individual is responsible for behaving in a manner that does not adversely affect the reputation of TEI. Posts and images that mention TEI, that show any TEI branding, any identifying features of TEI, or might otherwise be associated with TEI shall not be displayed on public social media accounts.

Posts and images that mention TEI, that show any TEI branding or any identifying features of TEI, or might otherwise be associated with TEI shall only be displayed on: 1. a private social media account, or 2. a public social media account that is exclusively dedicated to professional spa/beauty industry treatments, and does not contain any content of a personal nature.

Individuals will only post content online using the following social media: 1. Instagram 2. Facebook 3. TikTok Acceptable social media are subject to change, and individuals are responsible for consulting the TEI Social Media Code of Conduct for updates, and taking the appropriate action to ensure that they are in compliance.

Individuals may repost another industry professional’s social media post or online communication, as long as the information contained therein is correct and otherwise follows the principles contained herein.

Individuals are permitted to include products in their social media posts, provided that they are reputable companies, designed for use by industry professionals, and sold through professional distribution channels.

If any social media content or online communication associating the individual with TEI, no matter when it was posted, is deemed inappropriate by any TEI staff member, the individual shall remove the content from all social media and online communication accounts immediately.

Principle 2. Privacy and Consent Individuals shall not disclose private, personal, confidential or sensitive information about others in social media or online communication.

Individuals shall not post, share, or transmit, whether through social media, online communication, or non-digital methods, images of others without explicit consent from the person/people who appear(s) in the image.

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Individuals must not post images of TEI models or clients on social media without the explicit permission of their lead educator.

Principle 3. Integrity and Respect Individuals who choose to engage in social media discussion or online communication commit, by virtue of their participation in TEI courses, workshops, or activities, to support the morale of other individuals by: 1. keeping content, posts, and conversation threads focused on TEI courses and official activities 2. choosing to express one’s self in words with a positive connotation 3. choosing to be solutions-focused, rather than problem-focused 4. avoiding comments that shame or belittle others 5. avoiding negativity and complaining, and instead, asking for help and/or seeking solutions Individuals are entitled to: 1. withdraw from social media and online communication with peers that make them feel negative or uncomfortable.

2. communicate with their lead educator regarding class matters, through whichever means the educator has indicated is appropriate and acceptable to them.

3. ask to see images, for the purpose of approving or disapproving them for posting on social media or in other online communications, in which they appear before they are posted. Individuals may not refuse another’s request to see and approve an image in which they appear before it is posted, unless the applicable general release has been signed.

In effect as of December 2022 Updated: [December 2022]

Student Code of Conduct This document contains principles and expectations of behavior by students of The Esthetic Institute Training Center (herein referred to as ‘TEI’) for the purposes of displaying information or images associated with TEI, in a way that: (a) contributes to the welfare of its key stakeholders, and (b) respects the rights of all individuals affected by its operations.

‘Students’ refers to individuals who have registered for and/or are currently enrolled in programs, classes, workshops, or webinars, at TEI, either on-line or at either campus.

‘Staff’ refers to individuals who are under employment or contracted by TEI, who participate in school operations. Students commit, by virtue or their association with TEI, to abide by the

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principles and guidelines contained herein. Students found to be in violation of these principles may be subject to sanction or disciplinary action.

NOTES: See also the ‘Online Communication and Social Media Activity Code of Conduct’, which also affects students of TEI. Specific TEI programs and courses may have additional guidelines for behavior specific to that program or course, and shall be upheld by students and staff, in tandem with this Code of Conduct.

Principle 1. Representation of TEI A student’s character and actions are a reflection of TEI’s reputation. The individual is responsible for behaving in a manner that does not adversely affect the reputation of TEI. While a student at TEI, the individual is responsible for upholding the reputation of TEI in their workplace behavior and professional image outside of the school.

Students will refrain from soliciting in school activities, or use contacts made as a result of their association with TEI for the purposes of uninvited or unwanted solicitation outside of school activities.

Principle 2. Privacy and Consent Individuals shall not disclose private, personal, confidential or sensitive information about others, to others.

Principle 3. Integrity and Respect Members are responsible for respecting the integrity and dignity of each and every student and staff member of TEI. Students are responsible for providing accurate and honest information to TEI. Students shall not share their TEI e-learning login information, passwords, privileged event access, online access codes, or links with others.

A student shall not disclose information about other students to nonmembers, outside agencies, or commercial enterprises in any form, e.g. written, electronic, social media, and verbal.

A student shall not plagiarize CESA content and material, either written, electronic, or verbal.

A student, by virtue of their registration in a TEI program, course, workshop, or webinar, commits to abide by the expectations, policies, and procedures of TEI, whether communicated verbally or in writing.

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A student shall treat all personal communications to and from TEI, its management, administrative staff and educators as private and confidential.

Students are committed to making TEI an inclusive organization based on mutual respect and appreciation for the diversity of the student and staff body.

Students commit, by virtue of their association with TEI, to support the morale of other individuals by: 1. keeping conversations focused on TEI courses and official activities 2. choosing to express one’s self in words with a positive connotation 3. choosing to be solutions-focused, rather than problem-focused 4. avoiding comments that shame or belittle others 5. avoiding negativity and complaining, and instead, asking for help and/or seeking solutions

Principle 4. Participation and Communication Students shall participate fully in all class activities outlined in the course requirements, online, or assigned by their educator verbally or in writing.

Students shall read all written and electronic communications, and listen to all voice communications, and respond promptly and accordingly.

Individuals are entitled to: 1. withdraw from private conversations with other students that make them feel negative or uncomfortable. 2. communicate with their lead educator regarding class matters, through whichever means the staff member has indicated is appropriate and acceptable to them.

3. be treated fairly, equally, and with respect by TEI staff and other students.

4. participate in the registered classes without harassment and discrimination as defined by Federal and Provincial Acts.

5. privacy and confidentiality concerning records, documentation, and communications.

6. report illegal or unethical behavior to their lead educator or to management.

In effect as of January 2023/ Updated: [January 2023]

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