3. Hours, Schedule & Release for Study
3.1. Placement working hours: Learner will work agreed hours per week.
3.2. The Employer will allow the Learner time for study, assignments, and training as per the training plan. This will be done outside of working hours including weekends.
3.3. The Learner shall meet with their tutor at least once a week (in person or remotely). This will be done outside of working hours including weekends.
3.4. Independent study: the Learner is expected to carry out self-study, reading, assignments, and portfolio development outside observation time. This will be done outside of working hours including weekends.
3.5. Observations: Between 1 and 2 observations will be scheduled by the tutor (in consultation with the Employer) during the programme. These may be carried out in person or remotely (both acceptable).
3.6. Progress reviews: Monthly review meetings will occur involving the Tutor, Employer, and Learner to monitor progress, identify support needs, and agree next steps.
4. Training Delivery, Curriculum & Integration with Placement
4.1. Training Mode
The Provider will deliver theory sessions, workshops, remote/online modules, assignments, and assessments.
Some sessions may be face-to-face, some digital, some blended.
4.2. Employer Involvement & Integration
The Employer agrees to liaise with the Provider and the Learner about relevant learning units, so that Learner’s assignments and practice align with the placement work, making them practically useful to the setting.
The Employer shall allow the Tutor (or assessor) to access the placement on agreed dates/times (subject to mutual convenience) to conduct observations or meet with the Learner.
The Employer shall provide a suitably qualified mentor/supervisor for the Learner in the day-to-day setting to support, guide and monitor performance.
4.3. Learning Units & Evidence
The Learner, Employer, and Provider will jointly map out which qualification / diploma units or modules will be most relevant to the placement setting.
The Learner shall collect evidence (work-based tasks, reflections, records, photos, observational notes) to demonstrate competence in real-world setting.
The Provider retains ultimate responsibility for assessment and awarding the qualification.
5. Duration, Completion & Post‑Course Options
5.1. Maximum duration: 12 months from start date (unless extension by mutual agreement).
5.2. Possible accelerated completion: with serious commitment, the Learner may complete within 3–6 months (subject to meeting all unit / assessment requirements).
5.3. Post‑completion: If the Employer is satisfied, the Learner may remain in placement as a paid employee. Alternatively, the Learner may be supported (by Employer and Provider) to progress into roles such as room leader, management, or further qualifications (e.g. foundation degree in early years).
6. Remuneration & Financial Terms
6.1. As noted, minimum pay during paid placement must be no less than the National Living Wage applicable to their age.
6.2. If voluntary, no wages will be paid during that period, but the Employer affirms that the arrangement is genuinely voluntary and non‑exploitative.
6.3. Any additional reimbursements (e.g. travel, materials) will be at the Employer’s discretion (or by separate agreement).
6.4. (Optional clause – if desired by Provider/Employer): Any failure by the Learner to complete coursework or assessments may lead to review of continuation in placement or require repayment of Provider costs. (Use with caution—legal review recommended.)
7. Roles & Responsibilities
7.1 Provider (Azalea Academy) agrees to:
Deliver training, resources, assessments, and support in a timely manner.
Assign a qualified Tutor / Assessor to the Learner.
Schedule and conduct 1–2 observations (in coordination with Employer).
Carry out monthly review meetings, track learner progress, intervene when necessary.
Maintain quality assurance, safeguarding, and data protection in compliance with Ofsted, regulatory, and internal policies.
Provide copies of assessment / feedback reports to Employer (subject to Learner consent).
7.2 Employer agrees to:
Provide a placement environment where the Learner can put learning into practice.
Designate a workplace mentor/supervisor for oversight and support.
Allow access for Tutor / Assessor visits (in person or remotely) on mutually agreed dates.
Collaborate with the Provider in aligning learning units with placement tasks.
Training will be scheduled out of working hours and thus employers are not required to release Learner for weekly tutor meetings and allow study time.
Participate in monthly progress reviews and provide feedback.
Treat Learner fairly, support their professional development, and comply with all safeguarding and HR/employment law obligations.
7.3 Learner agrees to:
Attend all training sessions, meetings, observations, and assessments punctually and professionally.
Undertake independent study, assignments, portfolio work, reflections, and meet deadlines.
Work to the standard expected by the placement setting, following Employer policies, codes of conduct, safeguarding, health & safety, etc.
Be open to feedback, act on development actions, communicate concerns promptly to Provider and Employer.
Participate actively in monthly reviews.
8. Termination, Withdrawal & Extensions
8.1. The Learner or Employer may propose termination if the placement or training relationship is not working. In that event, a meeting will be convened to review issues, propose remedies, or reassign placement if possible.
8.2. If the Learner withdraws mid‑course, no automatic refund is given (unless separate refund policy states otherwise).
8.3. The Provider may, at its discretion, extend the timeline beyond 12 months in exceptional cases (e.g. health, leave), subject to agreement among all parties.
8.4. Completion or termination must be documented in writing, with signatures from all parties.
9. Confidentiality, Data Protection & Intellectual Property
9.1. All parties shall comply with relevant data protection laws (e.g. UK GDPR) in handling learner records, assessment data, any video/photographs from observations, etc.
9.2. The Learner’s assessments, evidence, portfolio, and reports belong to the Provider / awarding body, but the Learner may retain copies.
9.3. Any intellectual property developed (e.g. project materials, training resources) will normally be owned by the Provider or jointly, unless otherwise agreed.
10. Dispute Resolution
10.1. Should any disagreement arise, parties shall first attempt resolution by discussion involving the Tutor, Mentor, and a representative of Azalea Academy.
10.2. If unresolved, the matter may be escalated to senior management of Provider and Employer.
10.3. As a last resort, parties may seek mediation or legal remedy, mindful of the regulatory and contractual frameworks.
