Basics of Organisation of Studies and Quality Assurance of Training

Basics of Organisation of Studies

The continuing education institution Agile Coach OÜ, registry code 16622778, is entered into the Estonian Education Information System as an Adult Continuing Education Institution, Economic Activity Notice No. 240702.

General provisions

• Agile Coach OÜ (hereinafter AC) organises work-related in-service training for adults and in its activities is based on the Adult Education Act, the guidelines for quality assurance of adult in-service training for adult in-service training institutions, the guidelines for compiling the in-service training curriculum, the in-service training standard, the bases of the organisation of studies established by the company and the business ethics of the company.
• Teaching takes place in rooms suitable for teaching and rented on the basis of lessons. Internal training is carried out in the training rooms of the person who ordered the training. In the case of online training, the training will be carried out on an online platform suitable for the specific training.
• Studies take place throughout the year. The trainings take place on the basis of orders. The volume of the training is calculated in academic hours, where one academic hour is 45 minutes.
• The trainings take place mainly as group training. In the case of individual studies, the training is carried out on the basis of an individual curriculum based on the needs of the learner.
• Studies are conducted in Estonian or English.
• AC is not responsible for the health condition and possible injuries of the participants in the training.

Collection and processing of personal data

AC is the data controller of your data. AC collects the following data about learners: name, email and personal identification number. The personal identification code is required for a certificate or certificate, respectively. Personal data is processed on the basis of § 6 of the Personal Data Protection Act.

Registering for the training and assembling the training group

• Registration for the training takes place through the contact person of the company/institution that ordered the training or through the individual client, by e-mail. The study group is formed by the customer’s contact person and sent to AC.
• The sizes of study groups vary and depend on in-service training.
• The student has the right to receive additional information by e-mail indicated on the AC website.
• To start the training, a list of learners will be compiled. Before the start of each training, the AC will send more detailed information about the organisational side of the training to the registered persons.
• AC has the right to make changes to the training plan and schedule. Those who have registered for the trainings will be notified of the changes as soon as possible.
• AC has the right to cancel or postpone the training by agreement with the client. Those who have registered for the training will be notified of the cancellation or postponement of the training as soon as possible.

Starting and participating in the training

• Learners who have been included in the study group by AC and who have paid the tuition fee or received a corresponding confirmation letter from the client’s company/institution can start studying at the training. In the case of individual tuition, the learner will receive a confirmation letter from AC.
• Participation in the course is confirmed by the participant with his/her signature on the registration form of the training.

Completion of the training and exclusion procedure

• The learner is admitted to the training on the basis of a personal or corporate training commission.
• The learner is excluded from the training group on the basis of an application or if the invoice presented to him or her is not paid. Each case is reviewed by the AC on a case-by-case basis.
• AC has the right to exclude a participant from the study group if the learner behaves in an undignified manner and/or disturbs or endangers other learners or the trainer.
• The learner has completed the chosen course if he/she has passed the relevant test, pass/fail assessment or exam (based on the curriculum of the training).
• Upon successful completion of the final test, pass-fail assessment or examination, the person who has completed the course will receive a certificate. The certificate is issued to the learner if the learning outcomes were not achieved, but the learner took part in the studies. The certificate is issued according to the number of contact hours attended, but not if the student participated in less than half of the classroom lessons.
• In order to receive feedback on the training, the graduates of the training fill in a questionnaire at the end of the course, which is anonymous and voluntary.

Conditions and procedure for payment, exemption from and refund of tuition fees

• In the case of in-house and individual training, the price is determined by a price offer that is not public to other parties.
• When deciding whether to apply tuition fee discounts, the number of people registered for the courses, the completion of courses previously organised by AC, customer discounts, etc., may be taken into account.
• The price of the training includes face-to-face training or, in the case of e-training, an online video broadcast or a video that can be watched on demand, in addition to which study materials and a certificate are usually included, unless otherwise stated in the training. The availability of lunch and coffee breaks for AC in-service training depends on the training and agreement with the client. In the case of in-house training, coffee break and lunch are not included in the price, unless otherwise agreed.
• In the case of on-demand e-trainings, access to e-learning materials is sent, which can be used to complete the training within a specified number of days. In order to extend access, an additional 50% of the initial price of the training must be paid, unless otherwise agreed.
• Payment for the training is made on the basis of an invoice according to the invoice payment deadline. The invoice is sent by e-mail or as an e-invoice.
• If the payment deadline is exceeded by 30 days and/or regardless of the reminders from AC, the customer will be issued an overdue invoice and if it is not paid, an administrative procedure for an urgent order will be initiated for the collection of the debt.
• It is possible to pay for the training in instalments, if a separate agreement is made with the payer.
• The training company is liable to VAT and 20% VAT will be added to the prices.

Cancellation of training

• If the person who has registered for the training is unable to participate in the training or the client’s company/institution wishes to cancel the training, AC must be notified immediately by e-mail.
• Abandoning in-house trainings or changing the conditions of their training takes place on the basis of special agreements. If AC incurs costs in connection with this (for example, in the event of late notification by the customer, AC must pay contractual penalties for the premises, catering, transport, trainer, printing, etc., costs in whole or in part), then these costs must be paid by the customer.
• In the case of individual tuition:
  If you give notice of cancellation up to 7 days before the start of the training, 100% of the tuition fee will be refunded.
  If you notify us of your cancellation 2-6 days before the training, 75% of the tuition fee will be refunded.
  If the cancellation of the training is announced less than 48 hours before the start of the training, the tuition fee will not be refunded.
• If the customer cancels the e-training (on-demand e-training) before the access and/or study materials are issued, 100% of the training fee will be refunded or, if desired, the already paid invoice will remain as an advance payment for the next trainings.
• If the customer cancels the e-training (on-demand e-training) after the access and/or study materials have been issued, the training fee already paid will not be refundable or the issued invoice will be 100% paid.

Discontinuation of training

• If the training is interrupted or interrupted, the tuition fee will not be refunded. If during the training the learner suffers a health problem or some other good reason (e.g. business trip, family-related circumstances, etc.) arises as to why he or she cannot continue to participate in the training, then as a result of a considered decision, AC decides whether the student may participate in a training with the same content organised by AC in the future.
• The student is obliged to notify AC immediately if any of the above-mentioned reasons arise. The AC makes a decision each time, taking into account the specifics of each individual case.
• If the training is interrupted by the participant, the obligation to pay the invoice remains with the participant.

Learner’s rights and obligations

The learner has the right to:

• receive information about the organisation of studies and the curriculum of the training;
• receive the training described on the AC website in the prescribed amount, place and time after the payment of the tuition fee;
• claim a refund of tuition fees for the cancellation of training due to AC;
• leave at their own request before the end of the study period, in which case the tuition fee will not be refunded;
• receive a Certificate confirming the completion of 100% of the training;
• receive a Certificate confirming attendance at least 51% of the training.

The learner is obligated to:

• prudently store the teaching aids and AC property given to him
• pay the tuition fee in the amount and on time
• to act in accordance with generally accepted moral norms
• act in the event of an emergency (fire, water emergency, bomb threat, etc.) in accordance with the regulations and the orders of the AC staff or the training venue
• not to film, photograph or otherwise copy or record the teaching aids, materials and conduct of the training.

Study Materials

The training materials distributed during the trainings are protected by copyright. Their ownership is owned by the trainers and AC. The Outline and its parts may not be used, distributed, modified, reproduced, exhibited, sold, rented or publicly displayed without the written permission of Agile Coach OÜ.

Issuance of certificates, certificates and duplicates

• The certificates and certificates issued are generally digital, numbered and kept a record of by the AC.
• AC certificates and certificates meet the continuing education standard and include the following information:
  the name and personal identification code of the person who participated in or completed the training;
  the name of the continuing education institution and the registry code of the operator of the continuing education institution;
  the registration number of the notice of economic activities or activity licence in the Estonian Education Information System;
  the name of the curriculum;
  the time and volume of the in-service training;
  the place and date of issue of the certificate or certificate;
  the number of the certificate or certificate and the names of the trainers.

Income tax refund on paid training expenses

• The Income Tax Act regulates the income tax refund on the training expenses of participants in adult in-service training and hobby school students.
• Pursuant to subsection 26 (1) of the Income Tax Act, a resident natural person has the right to deduct from the income of the taxation period the training expenses paid by him or her and his or her descending relative, sister or brother under the age of 26 or, in the absence of the aforementioned training expenses, the training expenses of one permanent resident of Estonia under the age of 26.
• Pursuant to subsection 26 (21) of the Income Tax Act, the cost of a learner’s participation in in-service training is deemed to be a training expense if the provider of the training has an activity licence for conducting in-service training or has submitted a notice of economic activities for that purpose and if the learner participated in the in-service training of the above-mentioned training provider, the purpose of the curriculum of which is to achieve the vocational, professional or professional competence included in the formal education curriculum or described in the professional standard, or to provide language learning. Training expenses do not include expenses paid for participation in the training of a driver of a motor vehicle of category AM, category A, subcategory A1, subcategory A2, category B or subcategory B1.
• AC has submitted a notice of economic activities concerning the organisation of in-service training for adults (No. 240702, which is available on portal ehis.ee).

Dispute resolution procedure

Any disagreements or disputes that arise between AC and the participant or the client or lecturer shall be resolved by the parties primarily through negotiations. If the disagreements that have arisen cannot be resolved through negotiations, the dispute will be resolved in Harju County Court.

Fundamentals of Quality Assurance

Customer communication

• The language of customer service is Estonian, and English as needed.
• The contact details of the customer service are indicated on the AC website. We generally respond as soon as possible, but no later than within 2 working days.

Conditions and procedure for ensuring the quality of the learning environment

• The training activities take place in rented premises suitable for this purpose that meet the health protection requirements. The rooms used for training are well lit, there is enough space and air to conduct training. Modern audio-video equipment and other tools for conducting studies (blackboard, markers, etc.) are used.
• In general, the trainings take place in different training rooms or at the customer’s company/institution all over Estonia. Online training takes place in environments suitable for them. When choosing the rooms, we are guided by the size of the study group and the methods used in the training.
• The size of the training groups varies depending on the content of the training, but the aim is to ensure an approach where the goals set in the curriculum are achieved to the maximum.
• Depending on the training, the participant needs to have a laptop to participate in certain trainings.
• Depending on the training and need, it is possible to use a working internet connection during the training.

Conditions and procedure for quality assurance of curricula

• The curricula are prepared on the basis of the Adult Education Act, the Guidelines for the Preparation of the Continuing Education Curriculum, the Guidelines for the Preparation of the Continuing Education Curriculum and the Continuing Education Standard.
• The curricula are compiled in cooperation with lecturers in such a way that the lecturer essentially contributes to the preparation of the curricula as an expert in his or her field. Curricula are updated on a need-to-know basis, usually no less than once a quarter.
• AC provides learners with either printed or electronic study materials immediately before the training.
• Learners receive topical study materials, which have been compiled on the basis of evidence-based information material and support for different learning styles. Many study materials also include practical workbooks with exercises.

Conditions and procedure for quality assurance of trainers

• Lecturers must have a higher professional education or have been active in the field they teach and have relevant experience that they are able to prove.
• After receiving the feedback responses from the students, AC analyses the content of the feedback sheets and, if necessary, makes improvements and changes the internal or organisational side of the training.
• If the feedback towards the lecturer has repeatedly been negative, the lecturer will be replaced.

Procedure for collecting feedback on in-service training

• AC asks participants to fill in feedback forms electronically or on paper after each training and, among other things, gives them the opportunity to make suggestions for improvements.
• A summary of the feedback from the participants of the training will also be forwarded to the contact person of the client’s company/institution.

Force majeure

If the organisation of the training is partially or fully hindered due to force majeure, AC is not obliged to organise or complete the training, issue materials, certificates or certificates to the participants of the cancelled or partially held training, and refund the fee received for the cancelled training to the participants.

Additional information

Tel +372 56 211 146
info@agilecoach.ee