1. Purpose
This Online Sessions Policy sets out the rules and expectations for online educational, academic, mentoring, tutoring, research supervision, workshop, consulting and related sessions delivered through QUPLEX LTD.
The purpose of this Policy is to protect students, clients, mentors and the Company, and to ensure that online services are delivered safely and professionally.
2. Scope
This Policy applies to all online sessions delivered through the Company, including:
- one-to-one tutoring;
- academic mentoring;
- research supervision;
- diagnostics;
- publication support;
- academic consulting;
- mock interviews;
- group workshops;
- client feedback calls;
- programme meetings.
3. Approved Platforms
Online sessions may take place through Zoom, Google Meet, Microsoft Teams, school platforms or another platform agreed by the Company.
Mentors must not move sessions to unapproved platforms without the Company’s agreement.
4. Scheduling
Sessions should be scheduled through channels agreed by the Company.
Mentors must attend sessions on time and inform the Company promptly if they are delayed or unable to attend.
If a student does not attend, the mentor should wait for a reasonable period and follow the Company’s instructions for no-shows and reporting.
5. Professional Environment
Mentors must deliver online sessions from a suitable professional environment.
Mentors should ensure that:
- their background is appropriate;
- their audio and video setup is suitable;
- confidential materials are not visible to others;
- the session is not interrupted unnecessarily;
- other people cannot overhear confidential student information where reasonably avoidable.
6. Student Environment
Where the student is under 18, the parent, guardian or Client is responsible for ensuring that the student attends from a safe and appropriate environment. This does not remove the Company’s or mentor’s responsibility to report safeguarding concerns that become apparent during a session.
If a mentor becomes concerned about the student’s environment or safety, the mentor must report this to the Company.
7. Cameras
The use of cameras should be appropriate to the nature of the session.
Mentors should not insist on camera use in a way that makes a student uncomfortable, unless camera use is reasonably necessary for the session and has been agreed.
If cameras are used, mentors must maintain professional conduct and appropriate presentation.
8. Recording
Sessions must not be recorded by the mentor unless approved in advance by the Company and, where required, by the Client, Student, parent/guardian and any other participant.
Students, parents, clients or participants should not record sessions unless agreed in advance.
If a recording is approved, the mentor must follow Company instructions on storage, access, use and deletion.
Recordings must not be shared with unauthorised people.
9. Screenshots and Materials
Mentors must not take screenshots of students, clients, personal data or private communications unless approved by the Company and necessary for the service.
Educational materials may be shared only for the purpose of providing the agreed services.
Mentors must not use student work, screenshots, session materials or client materials for marketing, training, publication or portfolio purposes without Company approval and any required consent.
10. Communication Channels
Mentors must communicate with students and clients only through approved or agreed channels.
Mentors must not contact students through personal social media or informal private channels unless expressly approved by the Company.
For students under 18, communication should be transparent and appropriate. Where appropriate, parents, guardians, the Client or the Company should be copied or aware of communication arrangements.
11. Personal Contact Details
Mentors should not share unnecessary personal contact details with students.
Mentors should not request unnecessary personal contact details from students.
Where direct communication is necessary for scheduling or delivery, it must remain professional and limited to the Company’s services.
12. Boundaries During Sessions
Mentors must keep sessions focused on the agreed educational, academic or consulting purpose.
Mentors must avoid inappropriate topics, personal comments, jokes, discussions or behaviour.
Mentors must not ask students to keep secrets from parents, guardians, clients or the Company.
Mentors must not use sessions to promote private services, political views, personal projects, unrelated products or external commercial arrangements.
13. Technical Failures
If a session cannot proceed due to a material technical failure, the mentor should make reasonable efforts to reconnect or continue through an approved alternative method.
If the session cannot reasonably continue, the mentor should inform the Company and follow Company instructions on rescheduling or reporting.
14. No-Shows and Late Cancellations
No-shows, late cancellations and rescheduling are governed by the relevant client agreement and Company instructions.
Mentors must record attendance accurately and inform the Company of no-shows or late cancellations.
15. Safeguarding Concerns During Online Sessions
If a safeguarding concern arises during an online session, the mentor must follow the Safeguarding Policy.
If there is immediate risk of serious harm, the mentor should take appropriate urgent action and inform the Company as soon as reasonably possible.
16. Data Protection
Mentors must not store, download, share or upload session materials, student personal data or client information except where necessary for the agreed services and consistent with Company instructions.
Mentors must take reasonable steps to protect online session links, student information and shared materials.
17. Group Sessions and Workshops
For group sessions, mentors should maintain appropriate conduct and manage participant behaviour professionally.
Mentors should report disruptive, inappropriate or unsafe behaviour to the Company.
Where participants are under 18, the Client Organisation or parent/guardian arrangements should be followed.
18. Breach of this Policy
A breach of this Policy may result in removal from a programme, termination of the Mentor Services Agreement, non-allocation of future work, reporting to relevant authorities where necessary, or other appropriate action.