ZORGANICS INSTITUTE
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Attendance
ZORGANICS Institute expects all students to attend classes at their scheduled times. Training demands the same work ethics required by employers and the self-employed. Students must maintain a cumulative average attendance level of at least 76%. While “make-up time” is limited to only a very few special circumstances, students should keep in mind that there is time built into every student agreement that allows for the occasional missed day.
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Planned Time Off
Should a student know in advance that he or she will need to miss a day of class, she or he can request that time off using the proper documentation. Under certain medical, legal or family-related circumstances, and with formal written documentation (such as a doctor’s note for surgery or a letter from a lawyer for legal proceedings), the student may be able to complete these hours at a later date or have these days be considered unscheduled. This is not guaranteed and will be at the discretion of the administration. Documentation must be provided on the day that the student returns to school.
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Medical procedure, such as surgery, that will require 3 or more consecutive days absent
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Legal proceedings that will require 3 or more consecutive days absent
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Death/funeral of an immediate family member that will require 3 or more consecutive days absent
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Serious medical emergency of an immediate family member that will require 3 or more consecutive days absent
Examples of absences that may not be made up or unscheduled:
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Vacation
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Sick Day
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Doctor’s Appointment
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Family events (reunions, weddings, vacations, etc.)
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Family illness
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Lack of childcare
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Participation in elective education not part of the enrolled course
Excused Absences
If a student is sick or cannot attend school one day for another reason, that student must call in on that day 15 minutes before the start of class schedule. This will be considered an excused absence. This time may not be made up.
Unexcused Absence/No Show/No Call
If a student misses school and does not call by 8:00 am, the student may be suspended from the institute for up to 3 days upon returning to school.
Absences and Grades during Phase 1
During the first phase of education, it is important that students limit the amount of school that is missed. Each subject is only covered once during Phase 1; absences during this time may preclude a student from learning entire subjects. If a student misses a subject (or multiple days when a subject is taught) during Phase 1, he or she may have to repeat that subject in order to test into Phase 2. If a student misses two or more subjects during Phase 1, he or she may be asked to retake Phase 1 in its entirety. Students may be required to achieve a minimum 76% average of attendance and a 76% average of theory and practical grades to graduate from Phase 1 to Phase 2. Any student not achieving these averages may be required to repeat Phase 1. A student who does not achieve minimum averages during his or her second rotation in Phase 1 may be recommended for termination.
Absences during Master Esthetician Courses
Due to the nature of the Master Esthetician course, it is necessary that students remain on schedule. Students are not to miss more than three class days during this portion of the course. Any absence should be made up during the same week as the missed day. Self-study of any missed coursework may be required. Students who miss more than three days during this portion of the course may be terminated from the program. On-site days in the medical spa may not be made up, and as such, may not be missed. Students who miss on-site medical spa days may be terminated from the program.
Early Dismissal
Early dismissal may be allowed under certain circumstances and by approval by the Institute director or manager. Before early dismissal is approved, the front desk must also sign off. Students must complete the Early Dismissal form.
Additional Time
Under certain special circumstances, and with management approval, students may accrue additional hours on days that they are not regularly scheduled. This may be available to students who wish to finish their education in advance of their scheduled graduation date and who have maintained satisfactory academic progress. It may also be available to students who have fallen below satisfactory academic progress and need to improve attendance percentages. Approval for additional time will be determined on a case-by case basis, is at the discretion of the administration, and may require specific documentation substantiating the reason the student should be permitted to accrue additional hours. Circumstances that may be considered include, but are not limited to, military commitments, employment opportunities that require an earlier graduation date, moving out of the area, or medical considerations. Students are not permitted to accumulate more than 100% attendance until their final payment period.
Late Arrival
On days that theory class is offered, roll call will begin at 8:00 AM. If a student will arrive late, she or he must call the director or manager on duty by 8:00 AM and must arrive by 10:15 AM unless otherwise approved by the school director. When he or she calls, a time of arrival and reason for tardiness must be provided. Speaking to or leaving a message with the front desk or an instructor may not constitute calling in. Late students may not be allowed to join in the theory class and may be given another project to complete by the director or an instructor.
Planned and Unplanned School Closure
Any planned school closures, such as closures for holidays, are built into student contracts. Unplanned closures, such as those for inclement weather, may be taken into account before over-contract fees are assessed. No make-up time may be granted for unplanned closures. For inclement weather purposes only, ZORGANICS Institute follows the guidelines of the Bellingham School District.
Record of Attendance Time Clock Policy
ZORGANICS Institute expects students to be punctual and prepared to begin class on time. The student is required to clock in and out in order to receive hours for the day. The student must be in uniform to clock in upon arrival and is expected to physically be in his or her classroom or student salon and spa assignment prior to its start time. After the student is dismissed by his or her educator at the end of the day, the student is required to clock out at the time clock. Students will not earn hours for periods in which they do not both clock in and out. Exceptions to this rule may occur at the discretion of Institute Management.
Each student is required to use the time clock system in a responsible manner. The standard time clock thumbprint scanning is used for attendance records. It is the student responsibility to ensure through proper use of time clock as well as communication with the records department or management, that each clock entry accurately reflects their attendance hours. As required by Washington state law (WAC 308-20-040) ZORGANICS Institute measures student time in quarter hour increments. Students must clock in and out according to ZORGANICS Institute policies, and all hours will be recorded in quarter hour increments.
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Students are required to clock out whenever leaving campus or taking breaks and should clock back in only upon their return to training. Hours are only creditable to students when under supervision by their instructor.
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Students are not permitted to perform any personal activity while clocked in—including but not limited to: Eating lunch, making phone calls, playing games that are not school related, or any other activity which is not directly involved in their training.
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Clocking hours while not under supervision of an instructor is considered “time clock fraud”. If ZORGANICS Institute management discovers that a student has willingly clocked hours that are not creditable, that student may be suspended or expelled as a result.
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If a student needs to leave the ZORGANICS Institute campus for any reason other than their scheduled breaks, they must first be released by their instructor or the Institute Director, and notify the front desk.
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Our time clock utilizes a fingerprint scanning system to record entries. If a student finds that their fingerprint is not being accepted by the scanner after multiple tries, it should be immediately reported to their instructor and communicated to the administrative department.
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Adjustments to Clock Entries: Students who wish to report a time clock discrepancy should either contact the institute director, or fill out a “Time Clock Adjustment Request” using the log at the front desk. However, students are advised that a consistent failure to properly record their time will result in disciplinary action.
Lunch Break Policy
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All student lunches are scheduled as half-hour (30 minutes) lunch periods. Students must always clock out at the beginning of their lunch period, and clock back in upon returning from lunch.
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Lunch breaks are not optional, meaning all students who are scheduled for a lunch period MUST clock out for a 30 minute lunch, regardless of how the student utilizes those 30 minutes.
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In the event that a student cannot complete a scheduled service in time for their scheduled lunch period, that student will be required to take their lunch immediately after that appointment is completed. If not possible refer to the compensation time policy.
Compensation Time Policy
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Compensation time may be granted to a student who is unable to take their lunch period, or is unable to leave at their normal scheduled time, when it is specifically due to performing a client service.
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In order to receive compensation time, students should immediately report the need for comp time to their instructor during the same day that compensation time was earned. All compensation time must be approved by the instructor before it can be considered valid.
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A student who is granted compensation time will be scheduled for an early departure, either on the same day or next scheduled day. The time of that early departure depends on the amount of time being compensated for. For Example:- approved compensation time for a missed lunch period will result in the student being scheduled to leave 30 minutes early.
Absence Policy
Reporting absences is required for any and all absences, whether a student is absent for a full day or partial day, and the absence must be reported in advance. Any absence which is not reported using one of the methods listed below is considered unreported. Unreported absences may result in disciplinary action. Absentee fees can be incurred whether an absence is reported or unreported.
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AN ABSENCE IS CONSIDERED REPORTED OR UNREPORTED:
Reported:
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1. If a student will not be attending class, the students must notify the institute by calling (360) 392-8243 at least 15 minutes before scheduled class start time to let the staff know that they will not be attending class that day.
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The absence is scheduled ahead of time using a “Request for Time Off” form (also known as “Prior Outs”).
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If a student must depart while already in attendance, the student notifies their instructor and the front desk that they are leaving for the day.
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Absentee fees can be incurred whether an absence is reported or unreported. Unreported absences may result in disciplinary action.
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To Waive student’s absentee fees, the student can do so by providing documentation supporting the reason that caused the student to miss school. Reasons which documentation may be accepted include but may not be limited to: Illness/hospitalization, required conferences or counseling, child safety concerns, closed daycare/child’s school, court dates, probation appointments, DSHS appointments, veterinary appointments, collisions, arrests, or other documented circumstances* which makes it clear that the student was unable to attend due to the result.
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Documentation must be submitted in person, or email within 7 days of the relevant absence. At the discretion of the Director, documentation which is not submitted within 7 days may still be considered.
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Accepted notes will waive absentee fees for the applicable date or date range indicated by the documentation.
In order to be accepted, a note must include all of the following:
a. The student’s full name
b. A statement or other notation of the circumstances
c. The date or date range that the student should be excused
d. The name and signature of the employee providing the note, and contact information for the company/organization.
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3. For any circumstances that fall outside of the listed policy above, the School Director will solely determine if the circumstance warrants waiving absentee fees.