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Privacy Policy

This Privacy Policy is applicabled for any one involves with the registering and course engagement at Natural Health Naturopathic Academy (NHNA).

Privacy and Policy

NHNA and each Member that provides courses through the NHNA Site care about the confidentiality and security of your information. This Privacy Policy applies to information that NHNA collects through the NHNA Site when you interact with NHNA, with Members, with other users, and generally with the NHNA Site.

Your information is received and controlled by NHNA according to this Privacy Policy when you sign up for an NHNA account or otherwise use the NHNA Site.

NHNA is solely and independently responsible for its own privacy practices. No Member is responsible for NHNA’s privacy practices.

If you enroll in a course offered by a Member through the NHNA Site, information about you and your activity in the course is received and controlled also by that Member as described in this Privacy Policy.

Each Member is solely and independently responsible for its own privacy practices. No Member is responsible for another Member’s privacy practices. Also, NHNA is not responsible for any Member’s privacy practices.

If you do not accept the terms of this Privacy Policy, then please do not access, browse, or register for the NHNA Site or enroll in any courses. If you choose not to provide certain information required to provide you with various products and services offered on the NHNA Site, then you may not be able to establish a user account or obtain those products or services.

Any version of this Privacy Policy in a language other than English is provided for convenience and you understand and agree that the English language version will control if there is any conflict.

This Privacy Policy is organized as follows:

  • Information that NHNA collects from you (including Personal Information)
  • Cookies and Tracking Technologies on the NHNA Site
  • How your information is used
  • How your information is shared
  • How to manage your Personal Information
  • Storage & Security
  • Privacy Policy updates
  • Contact information
  • Glossary

 

INFORMATION THAT NHNA COLLECTS FROM YOU (INCLUDING PERSONAL INFORMATION)

NHNA directly collects information when you:

  • sign up for an NHNA user account and create an NHNA user profile;
  • enroll and participate in online courses;
  • purchase a product or service (for example, Verified Certificates);
  • send email messages to NHNA (including messages to learner support);
  • participate in user surveys; and
  • participate in public forums, webinars, and other interactive experiences on the NHNA Site.

NHNA also indirectly collects usage information about your visit to the NHNA Site, as explained in the section below titled Cookies and Tracking Technologies.

NHNA does not itself collect or store financial account numbers or identification issued by a governmental entity, employer, or other authority. Instead, if you choose to make a purchase on the NHNA Site, for example a Verified Certificate, you will be directed to NHNA’s third-party payment processor and NHNA’s third-party ID verification service provider. If you do not wish to submit the required authentication or payment information, then you will not be able to obtain a certificate via the NHNA Site.

NHNA requires your Personal Information limited circumstances when you:

  • sign up for an NHNA user account (name, username, email address);
  • purchase a Verified Certificate (so that NHNA’s third-party vendor can authenticate your identity) or other product or service (so that NHNA’s third-party vendor can process payment);
  • participate in remote proctoring or other course facilitation processes (so that NHNA’s third-party vendor can monitor and assess the integrity of your course activity); or
  • earn a Verified Certificate (the certificate will have your name on it).

To the extent that NHNA associates the information that NHNA collects directly or indirectly with an individual (for example, you), the association is based on Personal Information in your account profile.

You may voluntarily choose to share additional Personal Information on the NHNA Site, for example:

in your NHNA account profile (and you may display a limited or full profile to other NHNA Site users);

in applying for financial assistance; or

when participating in a course, forum, webinar, or other interactive experience on the NHNA Site (noting that in some cases, this information is shared with a third party that provides tools or other assistance for the NHNA Site or a course).

NHNA encourages you to use discretion before voluntarily sharing additional Personal Information on the NHNA Site. (If you later choose to delete your NHNA account, deletion of your Personal Information will be subject to the process and limits outlined below.)

Members do not receive your Personal Information unless and until you enroll in a course. If you enroll in a course, the Member that offers the course will receive Personal Information from your NHNA account profile plus the information that NHNA collects about your activity and performance in the course in which you enrolled.

Cookies And Tracking Technologies on the NHNA Site

Like many companies, NHNA uses Cookies and other common Tracking Technologies on the NHNA Site and in email communications to help NHNA better understand your use and needs of the NHNA Site, current and future NHNA-related products and services, and how NHNA and Members can improve. For example:

based on your cookie settings, NHNA tracks information indicating, among other things, which pages of the NHNA Site were visited, the order in which they were visited, when they were visited, and which hyperlinks and other user interface controls were used;

NHNA may log the IP address, operating system, and browser software (including mobile use and device type when you use NHNA native mobile apps) you used when accessing the NHNA Site, and NHNA may be able to determine from an IP address your Internet Service Provider and the geographic location of your point of connectivity; and

NHNA may track and collect information from emails that NHNA sends to you, for example whether you opened the email or clicked on any links from the email.

NHNA also partners with third parties to help us track and understand your activity on the NHNA Site, how you interact with NHNA’s social media, and how you find or may be referred to the NHNA Site. Individual Members may separately use Tracking Technologies within their courses and email communications to understand your activity within a course and how you find or may be referred to a course on the NHNA Site.

NHNA and Members use Cookies and other Tracking Technologies for the following purposes:

  • when necessary for system administration, security, and integrity to ensure the NHNA Site works properly for you. Without these technologies, the NHNA Site may not function correctly;
  • to enable analytics, performance and functionality, to help NHNA and Members gather information about how visitors use the NHNA Site and monitor NHNA Site performance, and to enhance your experience by recognizing and remembering whether you have visited the NHNA Site before and may have any personal preferences; and
  • to support marketing by enabling NHNA and Members to deliver content relevant to your interests on the NHNA Site and third-party sites based on how you interact with NHNA or Member advertisements or content. NHNA and Members use “first-party” cookies, which means cookies served by NHNA or an individual Member, and also “third-party” cookies, which means cookies served by third parties that help NHNA and Members track this information.

You have some options for managing Cookies and other Tracking Technologies. These include:

  • Modifying your browser settings: You should be able to control how and whether your web browser accepts Cookies by adjusting its privacy and security settings. The “help” feature of the menu bar on most browsers will tell you how to stop accepting new Cookies, how to receive notification of new Cookies, and how to disable existing Cookies. If you reject NHNA’s Cookies, many functions and conveniences of the NHNA Site may not work properly.
  • Opting-out of certain third-party tracking and advertising: Some of the third parties used by NHNA or a Member for Cookies and Tracking Technologies offer the ability to opt-out from their tracking by following processes described on their websites. A list of some such third parties is maintained and available at the NHNA learner Help Center and includes, for some, links to applicable opt-out processes. Neither NHNA nor any Member is responsible for the effectiveness of any third-party opt-out options.

HOW YOUR INFORMATION IS USED

NHNA and Members use information, including Personal Information, to carry out the following purposes:

  • Operate and improve the NHNA Site – This includes creating and improving features that support the NHNA community and enable NHNA Site usage at scale. This also includes personalizing the NHNA Site, so your learning experience is tailored to your interests and needs.
  • Create, administer, provide, and teach courses – This includes creating and improving the delivery of massive open online courses and programs on NHNA. This also includes personalizing courses, so your learning experience is tailored to your interests and needs, and assessing your performance and awarding certificates.
  • Offer and improve products and services – This includes enabling you to navigate the NHNA Site, to enroll and participate in courses and programs on the NHNA Site, to learn effectively in such courses and programs, and to purchase or obtain products and services on the NHNA Site such as Verified Certificates.
  • Develop and maintain the security and performance of the NHNA Site – This includes tracking NHNA Site outages and creating software solutions, detecting violations of the Honor Code and Terms of Service, and monitoring uses, misuses, and potential misuses of the NHNA Site.
  • Communicate with you – This includes answering your course and platform questions, notifying you of course and NHNA Site maintenance and updates, marketing to you about course offerings, programs, news, and related products and services of NHNA or NHNA affiliates, and as permitted under applicable law, sending you communications about products or services of selected business partners that may be of interest to you.
  • Support scientific research including, for example, in the areas of cognitive science and education – This includes collaborating to enable and conduct research about how learners access and master course materials online, with the goal of improving course outcomes.
  • Track NHNA Site usage against goals and mission – This includes performing analytics to evaluate access to and performance in courses and course-related products and services and to report aggregate usage information (not Personal Information) to business partners and external audiences.
  • Exercise, enforce, and comply with legal rights and obligations – This includes responding to subpoenas, court orders, or other legal process; and investigating, preventing, or taking action regarding illegal activities, suspected fraud, security or technical issues, or to protect the rights, property, or safety of NHNA, Members, or others, and as otherwise required by applicable law.
  • NHNA or a Member may also seek your consent for additional uses of information, including Personal Information, and will use it only for the purpose described to you. All use of Personal Information is subject to applicable law.

HOW YOUR INFORMATION IS SHARED

NHNA and Members share information, including Personal Information, with third parties for the following purposes:

  • With service providers, contractors, and other third parties that help carry out the uses described above – NHNA requires third parties to: (1) abide by this Privacy Policy and applicable law; (2) handle Personal Information in a confidential manner and maintain adequate security; and (3) use Personal Information only as needed to fulfill the relevant purpose(s). In some cases, the NHNA Site and individual courses are integrated with third-party services or contain links to websites published by third parties, including other content providers as well as service providers. These third parties are responsible for their own privacy practices, so you should pay attention anytime you are redirected to a third-party website and be sure to review its privacy policy.
  • With other learners in courses that you take and with other visitors to the NHNA Site, to create an interactive learning environment, support class participation, and share course information – This includes sharing comments, coursework, or other information or content that you submit to a portion of the NHNA Site designed for viewing by other class members or for public communication. This also includes providing opportunities for you to communicate with other users who may have similar interests or educational goals, for instance, recommending specific study partners or connecting potential student mentees and mentors. In such cases, NHNA and each Member that offers a course in which you enrolled may use all information collected about you to determine who might be interested in communicating with you, but will only provide others your username (for clarity, no disclosure of your real name or email address).
  • With employers, government programs, institutions, or other enterprises that sponsor your enrollment in a course for training or other educational purposes – If an entity pays for or otherwise sponsors your Verified Certificate or course participation, NHNA will share information with the entity as needed to confirm your enrollment, participation, progress, and completion status in that course.
  • With affiliates of NHNA or a Member, or with successors in the event of a merger, acquisition, or reorganization, for their use consistent with this Privacy Policy.
  • NHNA or a Member may also seek your consent for additional disclosures of information, including Personal Information, and will share it only as described to you. In addition, NHNA or a Member may share with the public and with third parties, including but not limited to researchers and business partners, information and Personal Information that is de-identified or aggregated in a manner that does not personally identify you.

HOW TO MANAGE YOUR PERSONAL INFORMATION

You can manage your Personal Information through learner features on the NHNA Site and requests to the NHNA learner support team. If your request involves information controlled by a Member, NHNA learner support will notify and coordinate with the appropriate Member to address your request. NHNA will provide support to the extent required by applicable law (for example, learners in the European Union) and more broadly when possible, as a courtesy in our sole discretion. NHNA will notify you in the event that NHNA is unable to meet a request that is not legally required. Similarly, Members will only be obligated to comply with requests to the extent legally required, but may choose to comply with other requests in their sole discretion.

Access and correct your Personal Information

Much of your Personal Information is available in your NHNA account. Your name, email address, and other identifiable profile information is editable through the profile settings in your NHNA account except as noted below. Your account dashboard lists all current and archived courses in which you have enrolled and includes links to any Verified Certificates you may have earned. The dashboard also contains copies of your answers and other participation and performance in courses. Please contact NHNA learner support to access and update this or other information. If your request involves information controlled by a Member, NHNA learner support will notify the appropriate Member of your request.

Exceptions:

Usernames cannot ever be changed. This is an NHNA system restriction. Because usernames identify you in courses and elsewhere on the NHNA Site, NHNA encourages you to use discretion in choosing your username. If you want to protect your identity, do not use your real name or a name identifiable to you as your username.

NHNA does not track or index every time or every place on the NHNA Site when or where a learner may volunteer Personal Information, so neither NHNA nor Members will be able to help you locate or manage all such instances. NHNA encourages you to use discretion before volunteering Personal Information on the NHNA Site.

Restrict or object to the processing of Personal Information

If you want to manage emails and other communications to you, you may update your preferences in your NHNA account dashboard, follow the steps described in links at the bottom of email messages, or contact NHNA learner support. You may object to, or request that NHNA or a Member stop, its use of your Personal Information for other purposes by contacting the NHNA learner support team. If your request involves information controlled by a Member, NHNA learner support will notify the appropriate Member of your request. Please note that if you choose to restrict NHNA’s or a Member’s ability to process Personal Information, and the processing is otherwise required to provide you with various services and products offered on the NHNA Site, you may not be able to establish an NHNA user account or enroll for a course, and NHNA or a Member may not be able to provide you with those services or products.

Delete account and Personal Information

To request deletion of your NHNA account and Personal Information, you should click the button labeled “Delete my account” in your NHNA account settings. Because deletion on the NHNA system is a permanent action and cannot be reversed, NHNA may ask you to complete a process that aims to confirm your authority to manage the NHNA account affected by your request.

With respect to your NHNA account, NHNA will permanently:

  • deactivate your NHNA account,
  • remove the active profile,
  • retire your username, and
  • remove you from NHNA email lists.

With respect to your Personal Information, NHNA will permanently delete your NHNA account profile Personal Information from the NHNA Site.

As noted above, to the extent that NHNA associates the information that NHNA collects directly or indirectly with an individual (for example, you), the association is based on Personal Information in your NHNA account profile. By erasing the Personal Information in your NHNA account profile, the remaining information about your activity on the NHNA Site will no longer be associated with you, except as noted below.

These changes will be applied to data stores that are used for operation of the NHNA Site including course administration by Members. If you enrolled in any courses on the NHNA Site, the NHNA learner support team will share your request with the Members that offered those courses.

Exceptions:

  • Deletion will not apply to historical activity logs or archives unless and until these logs and data naturally “age-off” the NHNA system.
  • NHNA does not track or index every time or every place on the NHNA Site when or where a learner may volunteer Personal Information, so neither NHNA nor Members will be able to help you locate or manage all such instances. NHNA encourages you to use discretion before voluntarily sharing your Personal Information on the NHNA Site.
  • NHNA will archive course data (in a manner and to the extent permitted under applicable law) to serve its mission to enable scientific research on cognitive science and education. These archives are used to produce encrypted research data packages for Members, and Personal Information may not be deleted from research data packages retained by Members.
  • NHNA and each applicable Member cannot always delete records of past interactions and transactions. For example, records relating to previous purchases on the NHNA Site must be retained for financial reporting, audit, and compliance reasons.
  • NHNA and each Member will retain and use Personal Information as necessary to comply with its legal obligations, resolve disputes, enforce its agreements, and as otherwise permitted by applicable law.
Data retention

NHNA will retain your Personal Information for as long as your account is active or as needed to provide you with services; to maintain a record of your transactions for financial reporting, audit, and compliance purposes; and to comply with NHNA’s legal obligations, resolve disputes, enforce its agreements, and as otherwise permitted by applicable law. If you enroll in a Member’s course, such Member will also retain your Personal Information for as long as needed to provide you with services; to maintain a record of your transactions for financial reporting, audit, and compliance purposes; and to comply with its legal obligations, resolve disputes, enforce its agreements, and as otherwise permitted by applicable law. Upon your request that NHNA deactivate your account and delete your information, NHNA will follow the process described above, including without limitation archiving your course data (in a manner and to the extent permitted under applicable law) to serve its mission to enable scientific research on cognitive science and education. These archives will be used to produce encrypted research data packages for Members, and each such Member may also keep and use course data for scientific research.

STORAGE & SECURITY

NHNA stores information, including Personal Information, on its own servers and also on servers of companies that NHNA hires to provide services. Each Member also stores information, including Personal Information, on its own servers and/or on servers of companies that the Member hires to provide services. In each case, information may be stored in the United States and in other countries where NHNA or a Member operates, and in countries where NHNA and each Member’s respective service providers operate. If you are in the European Union, Switzerland, or other regions with laws governing data collection and use, you acknowledge that NHNA and each Member may transfer, process and store your personal information in the United States and other countries, the privacy laws of which may be considered less strict than those of your region.

NHNA controls its own copy of information collected through the NHNA Site and has an information security program designed to protect information in its possession or control. This is done through a variety of privacy and security policies, processes, and procedures. NHNA uses administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the information that it collects, receives, stores, or transmits. Nonetheless, no method of transmission over the Internet, or method of electronic storage, is 100% secure; and therefore, NHNA cannot guarantee its absolute security. While NHNA works hard to ensure the integrity and security of its network and systems, NHNA cannot guarantee that its security measures will prevent “hackers” or other unauthorized persons from illegally accessing or obtaining information.

If NHNA learns of a security breach involving its copy of your Personal Information, NHNA may attempt to notify you electronically so that you may take appropriate protective steps. By using the NHNA Site or providing Personal Information to NHNA, you agree that NHNA can communicate with you electronically regarding security, privacy, and administrative issues relating to your use of the NHNA Site. If a security systems breach occurs, NHNA may post a notice on the NHNA homepage (www.NHNA.org) or elsewhere on the NHNA Site and may send an email to you at the email address associated with your NHNA account. Depending on where you are located, you may have a legal right to receive notice of a security breach, involving your Personal Information, in writing.

If a Member learns of a security breach involving that Member’s copy of your Personal Information, the Member may attempt to notify you electronically so that you may take appropriate protective steps. By enrolling in a Member’s course on the NHNA Site or providing Personal Information to the Member, you agree that the Member can communicate with you electronically regarding security, privacy, and administrative issues relating to your course enrollment and participation. If a security systems breach occurs, the affected Member may post a notice on the NHNA site and/or send an email to you at the email address associated with your enrollment in the Member’s course on the NHNA Site. Depending on where you are located, you may have a legal right to receive notice of a security breach, involving your Personal Information, in writing.

Privacy Policy Updates

This Privacy Policy will be reviewed and updated from time to time. When changes are made, the Privacy Policy will be labeled as “Revised (date),” indicating that you should review the new terms, which will be effective immediately upon posting on this page, with an updated effective date. By accessing the NHNA Site after any changes have been made, you accept the modified Privacy Policy and any changes contained therein. In case you miss the notification referenced above, be sure to return to this page periodically to ensure familiarity with the most current version of this Privacy Policy.

Contact Information

If you have privacy concerns, have disclosed data you would prefer to keep private, or would like to access the Personal Information that NHNA maintains about you, please contact us at [email protected]. You may also write to us at: ATTN: No.4, 1st Floor, Jalan Penguasa B U1/53B, Temasya Square Glenmarie, 40150 Shah Alam, Selangor. If your request involves a Member, NHNA will notify the appropriate Member of your request.

Glossary

Cookies are unique identifiers usually in the form of small data files placed on your device that send certain information about your activity on the NHNA Site or in an email communication back to NHNA or the authorized third party that served the cookie. NHNA or third parties may also use Flash cookies.

NHNA Site consists of all content and pages located within the NHNA.org web domain and all NHNA mobile applications.

Member is each educational institution or other leading global institution or entity that provides courses through the NHNA Site.

Personal Information is information that specifically identifies you or that, when combined with other information, could be used to identify you.

Tracking Technologies are web beacons, clear gifs, pixels, and similar technologies that are also unique identifiers used to track your online activity but are not stored on your device.

Verified Certificate is a virtual certificate that shows that you have successfully completed your NHNA course or program and verified your identity using your webcam and your acceptable form of photo ID.

 

COMPLAINT POLICY

Purpose

The purpose of this complaint policy is to ensure that all concerns and complaints are addressed promptly and fairly. The Academy is committed to maintaining a positive learning environment and values feedback from students, staff, and stakeholders.

Scope

This policy applies to all students, faculty, and staff of the Natural Health Naturopathic Academy.

Purpose

The purpose of this complaint policy is to ensure that all concerns and complaints are addressed promptly and fairly. The Academy is committed to maintaining a positive learning environment and values feedback from students, staff, and stakeholders.

Procedure

  1. Submission of Complaints
  • Complaints can be submitted in writing via email or by using the designated complaint form available on the Academy’s website.
    Complete written complaints and sent to [email protected]
  • Anonymous complaints may be submitted, but providing contact information is encouraged for follow-up.
  1. Initial Review
  • All complaints will be acknowledged within 5 business days.
  • An initial review will be conducted to determine the nature and seriousness of the complaint.
  1. Investigation
  • If deemed necessary, an investigation will be initiated, which may involve interviews and gathering relevant documents.
  • The investigation will be conducted impartially and confidentially.
  1. Resolution
  • Upon completion of the investigation, the Academy will provide a written response outlining the findings and any actions taken.
  • Efforts will be made to resolve complaints within 30 days of receipt.
  1. Appeal Process
  • If the complainant is not satisfied with the resolution, they may appeal the decision within 5 business days by submitting a written request to the Academy’s administration.
  1. Confidentiality
  • All complaints and investigations will be handled confidentially, with information shared only on a need-to-know basis.
  1. Non-Retaliation
  • The Academy prohibits any form of retaliation against individuals who submit complaints in good faith.

Contact Information

For any questions or to submit a complaint, please contact:

NHNA Admin

60 16-336 1669

 

Course Withdrawal Appeal Policy

The Academy recognizes that students may encounter unforeseen circumstances that prevent them from meeting the established course withdrawal deadlines. This policy allows students to appeal for a retroactive course withdrawal under certain conditions.

  1. Purpose

This policy outlines the procedure for students who wish to appeal for a course withdrawal after the official withdrawal deadline has passed. Appeals are considered when there are extenuating circumstances that could not have been anticipated or controlled by the student.

  1. Grounds for Appeal

A student may submit a course withdrawal appeal if one or more of the following extenuating circumstances apply:

  • Medical Condition: A severe illness or medical condition that prevented the student from completing the course or withdrawing by the deadline.
  • Family Emergency: A serious family issue, such as the death or serious illness of an immediate family member, that significantly impacted the student’s ability to continue the course.
  • Personal Hardship: Personal circumstances, such as mental health challenges, financial crises, or other significant life events, that hindered the student’s academic performance.
  • Administrative Error: Errors made by the institution that prevented the student from withdrawing on time.
  • Other Unforeseen Circumstances: Any other unexpected and unavoidable events that were beyond the student’s control.
  1. Eligibility for Appeal
  • Appeals are only considered for students who have enrolled the course not more than 3 months.
  • Students must provide sufficient documentation to support their appeal (e.g., medical records, death certificates, letters from counselors, etc.).
  • The appeal must involve courses in which the student was officially enrolled.
  1. Appeal Submission Process

Students who believe they have valid grounds for a withdrawal appeal must follow the steps below:

Step 1: Notify the Academy

  • Students are to notify the Student Officer to make the appeal via Whatsapp messenger with valid reason.

Step 2: Submit the Appeal

  • Email: Complete written appeal and sent to [email protected]
  • Details: The email requires the student to specify the course(s) they wish to withdraw from, provide a detailed explanation of the circumstances leading to the appeal, and attach any relevant supporting documentation.
  • Deadline: The appeal must be submitted within 5 days from the notification made to the Academy. Appeals submitted beyond this period will not be considered unless exceptional circumstances are demonstrated.
  • Submission: Submit the appeal form and supporting documents to the Registrar’s Office or the designated appeals committee by email or in person.
  1. Review and Decision Process
  • Initial Review: The Registrar’s Office (or designated committee) will conduct an initial review to ensure the appeal is complete and eligible.
  • Committee Review: The student’s appeal will be reviewed by the Academic Appeals Committee (or an equivalent review board).
    • The committee will assess the merits of the appeal based on the documentation provided and the student’s explanation of extenuating circumstances.
    • The committee may request additional information from the student or relevant departments, if needed.
  • Decision: The committee will make a decision to either:
    • Approve the course withdrawal appeal.
    • Deny the course withdrawal appeal.
    • Approve with conditions (e.g., specific documentation to be provided).
  1. Outcome and Notification
  • Notification: The student will be notified of the committee’s decision in writing within 10 business days of the review.
  • Further Actions: If the appeal is denied, the student may not submit the same appeal again. However, if new evidence becomes available, the student may submit an additional request for reconsideration.
  • Finality: The decision of the Academic Appeals Committee is final.
  1. Documentation Requirements
  • Medical Appeals: Must include official documentation from a healthcare provider indicating the condition and its impact on the student’s ability to attend or complete the course.
  • Family Emergency Appeals: Should include death certificates, obituary notices, or official statements describing the emergency.
  • Personal Hardship Appeals: Require letters from counselors, legal documents, or other relevant evidence to support the claim.
  • Administrative Error: Should include evidence or confirmation of the error from the responsible department.
  1. Consequences of Approved Withdrawal
  • Transcript Notation: If the appeal is approved, no transcript would be given.
  • Financial Considerations: Students are advised that a course withdrawal may impact their financial aid status, scholarships, or other funding. It is the student’s responsibility to consult with the Financial Aid Office regarding any potential impacts.
  1. Confidentiality and Record-Keeping
  • All appeal materials and discussions are confidential.
  • The institution will maintain a record of all course withdrawal appeals and their outcomes for a minimum of three years in accordance with the institution’s records retention policy.
  1. Support and Resources
  • Students are encouraged to seek support from the Student Services Office or Academic Advising if they need assistance with the appeal process or if they are experiencing difficulties that may affect their academic performance.

 

 Course Grade Appeal Policy

The Academy is committed to fair and transparent assessment practices. This policy provides students with a clear procedure for appealing their final course grades if they believe the grade assigned does not accurately reflect their performance due to errors or other valid concerns.

  1. Scope of the Policy

This policy applies to final course grades that a student believes have been assigned:

  • Incorrectly due to a miscalculation or administrative error.
  • Unfairly based on inconsistent application of grading criteria.
  • In a manner not consistent with the course syllabus or assessment guidelines.
  • Due to bias or discrimination.

Note: Appeals related to individual assignments or exam grades should be discussed directly with the course instructor before appealing the final course grade.

  1. Grounds for Appeal

A student may appeal their final course grade under the following conditions:

  • Error in Calculation: A clerical or mathematical error in the computation of the final grade.
  • Non-Compliance with Grading Criteria: The grade was not assigned according to the criteria stated in the course syllabus.
  • Bias or Prejudice: The grade was influenced by personal bias, prejudice, or other unfair treatment.
  • New Evidence: There is new, relevant evidence that was not available at the time the grade was assigned.
  1. Informal Resolution Process

Before filing a formal appeal, students are encouraged to:

  1. Consult with the Instructor: Within 5 business days of receiving the final grade, the student should meet with the course instructor to discuss their concerns. The instructor will review the grade and provide an explanation for the decision.
  2. Attempt Resolution: If the issue is resolved at this stage, no further action is needed. If the student is not satisfied with the explanation, they may proceed with a formal appeal.
  3. Formal Appeal Process

If informal resolution efforts do not lead to a satisfactory outcome, the student may initiate a formal appeal. The steps are as follows:

Step 1: Submission of Written Appeal

  • Deadline: The formal appeal must be submitted within 10 business days of the final grade being posted.
  • Submission: Appeals must be submitted in writing to the Academic Appeals Committee (or designated office).
  • Content of Appeal: The written appeal must include:
    • The course name and code.
    • The grade being appealed.
    • A detailed explanation of the grounds for the appeal.
    • Any supporting documentation (e.g., graded assignments, email correspondence, etc.).
    • Evidence or arguments showing why the grade should be reconsidered.

Step 2: Initial Review

  • Committee Review: Upon receipt of the appeal, the Academic Appeals Committee will conduct an initial review to ensure the appeal is based on valid grounds.
  • Instructor Response: The course instructor will be notified of the appeal and given the opportunity to provide a written response and any relevant evidence.

Step 3: Decision and Notification

  • Decision: The committee will make a final decision based on the evidence provided. The possible outcomes include:
    • Upholding the original grade.
    • Recommending a change to the final grade.
  • Notification: The student and the instructor will be notified of the committee’s decision in writing within 10 business days of the hearing or review.
  1. Finality of the Decision

The decision of the Academic Appeals Committee is final. No further appeals will be considered, and the grade, once revised (if applicable), will be recorded as the final grade.

  1. Confidentiality

All appeal proceedings and records are confidential. Information will only be shared with individuals directly involved in the appeal process.

  1. Timeliness

Appeals submitted after the deadline or without proper documentation may not be considered unless exceptional circumstances are demonstrated.

  1. Record-Keeping

The academy will maintain records of all grade appeals and their outcomes for a period of at least three years.

  1. Support for Students

Students are encouraged to seek guidance from the Student Services Officer for support and assistance during the appeal process.

Malpractice and Maladministration Procedure

  1. Scope and Purpose of Procedure
  2. a)  This procedure is aimed at our learners, who are registered on programmes or courses, approved qualifications or units within or outside Malaysia and who are involved in suspected or alleged malpractice. It is also aimed at staff who are involved in suspected or alleged malpractice.
  3. b)  It outlines the process the academy and learners must follow when reporting suspected or alleged cases of malpractice and our responsibilities in dealing with such cases. It also sets out the procedural steps we will follow when reviewing the cases.
  4. NHNA’s responsibility
  • It is important that all staff involved in the management, assessment and quality assurance of our qualifications are fully aware of the contents of the policy and that the Academy has arrangements in place to prevent and investigate any instances of suspected or alleged malpractice. This procedure will also be made available to all learners via the Academy’s Internet site.
  1. Definition of Malpractice
  2. a) ‘Malpractice’, which includes maladministration and non-compliance, is essentially any activity or practice, which deliberately contravenes regulations and compromises the integrity of the internal or external assessment process and/or the validity of certificates. It covers any deliberate actions, neglect, default or other practice that compromises, or could compromise:
  • The assessment process
  • The integrity of a regulated qualification
  • The validity of a result or certificate
  • The reputation and credibility of the College
  1. b)  Malpractice may include a range of issues from the failure to maintain appropriate records or systems, to the deliberate falsification of records in order to claim certificates. It also includes any activity or practice, which results in non- compliance with administrative regulations and requirements and includes the application of persistent mistakes or poor administration.
  2. c)  Some examples of malpractice include:
  • Failure to carry out internal assessment, internal moderation or internal quality assurance in accordance with the Academy’s requirements and those of the Awarding Organisation/s
  • Deliberate failure to adhere to the Academy’s learner registration and certification procedures.
  • Deliberate failure to continually adhere to the Academy’s centre approval and/or qualification approval requirements or actions assigned to the centre
  • Deliberate failure to maintain appropriate auditable records, e.g. certification claims and/or forgery of evidence
  • Fraudulent or inaccurate claim(s) for certificates
  • Intentional withholding of information from us which is critical to maintaining the rigour of quality assurance and standards of qualifications
  • Collusion or permitting collusion in exams/assessments
  • Learners still working towards qualification after certification claims have been made
  • Late learner registrations (both infrequent and persistent)
  • Unreasonable delays in responding to requests and/or communications from the Academy
  • Withholding of information, by deliberate act or omission, from us which is required to assure the Academy
  • Plagiarism by learners/staff
  • Copying from another learner
  1. Process for making an allegation of malpractice:
  2. a) Anybody who identifies or is made aware of suspected or alleged cases of malpractice at any time must immediately notify the Internal Quality Assurer (IQA). In doing so they should put the allegation in writing to ‘The Internal Quality Assurer (IQA), Natural Health Naturopathic Academy Sdn. Bhd. at

No. 2 Jalan USJ Sentral 3 USJ Sentral 3 Persiaran Subang 1, 46100 Subang Jaya, Malaysia

All allegations must include, where possible:

  • The learner’s name, ID number and registration number
  • The staff members name and job role – if they are involved in the case
  • Details of the course/qualification affected or nature of the service affected
  • Nature of the suspected or alleged malpractice and associated details
  1. b) The Internal Quality Assurer (IQA) will then appoint an investigating officer to conduct the initial investigation who has no personal interest in the outcome of the investigation.
  2. Responsibility for the investigation
  3. a) In accordance with regulatory requirements all suspected or alleged cases of maladministration will be examined promptly by the Internal Quality Assurer (IQA) to establish if malpractice has occurred and will take all reasonable steps to prevent any adverse effect from the occurrence.
  4. b) The Academy will acknowledge receipt, as appropriate, to any person reporting an allegation within 3 working days
  5. c) The Internal Quality Assurer (IQA) will be responsible for ensuring the investigation is carried out in a prompt and effective manner and in accordance with the procedures in this policy and will allocate a relevant member of staff to lead the investigation to establish whether or not the malpractice or maladministration has occurred. This will then be reviewed, along with any supporting evidence received or gathered by the Academy.
  6. Notifying relevant parties
  7. a)  Where applicable, the Internal Quality Assurer (IQA) will inform the appropriate regulatory authorities if the Academy believes there has been an incident of malpractice, which could either invalidate the award of a qualification, or if it could affect another Awarding Organisation.
  8. b)  Where the allegation may affect another Awarding Organisation and their provision we will also inform them in accordance with the regulatory requirements and obligations imposed by the regulator.
  9. Investigation timelines and summary process
  10. a) The College will aim to action and resolve all stages of the investigation within 10 working days of receipt of the allegation.
  11. b) The fundamental principle of all investigations is to conduct them in a fair, reasonable and legal manner, ensuring that all relevant evidence is considered without bias. In doing so investigations will be based around the following objectives:
  • To establish the facts relating to allegations in order to determine whether any irregularities have occurred.
  • To identify the cause of the irregularities and those involved.
  • To establish the scale of the irregularities.
  • To evaluate any action already taken
  • To determine whether remedial action is required to reduce the risk to current registered learners and to preserve the integrity of the Academy and the qualification/s.
  • To identify any adverse patterns or trends.
  1. c) The investigation may involve a request for further information from relevant parties and/or interviews with personnel involved in the investigation. Therefore, we will:
  • Ensure all material collected as part of an investigation will be kept secure.
  • If an investigation leads to invalidation of certificates, criminal or civil prosecution, all records and original documentation relating to the case will be retained until the case and any appeals have been heard and for five years thereafter.
  • Expect all parties, who are either directly or indirectly involved in the investigation, to fully co-operate with us.
  1. d)  Either at notification of a suspected or actual case of malpractice and/or at any time during the investigation, we reserve the right to withhold a learner’s, and/or cohorts, results or certificates.
  2. e)  Where a member of the Academy’s staff or a Academy Associate is under investigation we may suspend them or move them to other duties until the investigation is complete.
  3. f)  Throughout the investigation our Internal Quality Assurer (IQA) will be responsible for overseeing the work of the investigation team to ensure that due process is being followed, appropriate evidence has been gathered, reviewed and for liaising with and keeping informed relevant external parties.

 

  1. Investigation report
  2. a)  After an investigation, the Internal Quality Assurer (IQA) will produce a report for all parties. The Academy will make the report available to the parties concerned and to the regulatory authorities and other external agencies, as required.
  3. b)  If it was an independent/third party that notified us of the suspected or alleged case of malpractice, the Academy will also inform them of the outcome – normally within 10 working days of making our decision – in doing so we may withhold some details if to disclose such information would breach a duty of confidentiality or any other legal duty.
  4. c) If it is an internal investigation against a member of Academy staff, the report will be shared with the relevant internal managers and HR department. Any decision to begin disciplinary procedures will be made in line with the Academy’s disciplinary procedures.
  5. Investigation outcomes
  6. a) If the investigation confirms that malpractice has taken place we will consider what action to take in order to:
  • Minimise the risk to the integrity of certification now and in the future;
  • Maintain public confidence in the delivery and awarding of qualifications;
  • Discourage others from carrying out similar instances of malpractice;
  • Ensure there has been no gain from compromising our standards.
  1. b) The action we take may include:
  • Imposing actions in order to address the instance of malpractice and to prevent it from reoccurring
  1. c) In cases where certificates are deemed to be invalid, inform the Awarding Organisation concerned and the regulatory authorities why they are invalid and any action to be taken for reassessment and/or for the withdrawal of the certificates. We will also let the affected learners know the action we are taking and that their original certificates are invalid and ask – where possible – to return the invalid certificates to the Academy.
  2. d) Informing relevant third parties of our findings in case they need to take relevant action in relation to the centre.

 

 

  1. e) In addition to the above the Internal Quality Assurer (IQA) will record any recommendations from the investigation and report these to the relevant parties to help prevent the same instance of malpractice from reoccurring.

Date Approved        :           16 April 2010

Approved by            :           Vice Principal of Academy

Review Date             :           16 April 2022

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