APEXIA Consulting Corp. Policies

Effective Date: December 16, 2024

1. Purpose

This policy outlines the procedures and standards used by APEXIA Consulting Corp. to ensure the quality, relevance, and accuracy of all course content offered. The goal is to maintain excellence in instructional design, learner engagement, industry alignment, and regulatory compliance across all programs.

2. Scope

This policy applies to:

• All course materials developed and delivered by APEXIA

• Content across leadership, soft skills, protection, and AI-enhanced training programs

• Internal and external contributors, instructional designers, and subject matter experts

• Online, in-person, and hybrid learning formats

3. Review Principles

• Quality Assurance: Content must meet APEXIA’s standards for instructional design, clarity, and learning outcomes.

• Relevance: Course material must reflect current industry practices, client needs, and emerging trends.

• Compliance: Content must align with accreditation requirements, licensing regulations, and ethical standards.

• Inclusivity & Accessibility: Learning materials must be inclusive, culturally sensitive, and accessible to all learners.

4. Review Process

4.1 Frequency of Review

• Core programs: Annually

• AI-enhanced or regulatory-sensitive programs: Semi-annually

• Custom or partner-branded content: Upon request or post-delivery feedback

4.2 Review Team

Each review will be led by the Training & Quality Assurance Division in collaboration with:

• Subject Matter Experts (SMEs)

• Instructional Designers

• AI Division (for analytics-integrated content)

• External reviewers or accreditation partners (as applicable)

4.3 Review Components

• Accuracy of information

• Alignment with course objectives

• Relevance of case studies, examples, and assessments

• Technical quality (e.g., grammar, formatting, digital functionality)

• Learner feedback and evaluation data

• AI-Based Metrics:

• Engagement rate (time on screen, interaction frequency)

• Completion and drop-off analytics

• Assessment performance heatmaps

• Sentiment and keyword trend analysis from open feedback

4.4 Documentation

Each course review will be documented using a Content Review Checklist and summary report. Findings and actions taken will be archived for at least 5 years.

Sample Content Review Checklist:

• Content accuracy verified by SME

• Course objectives clearly stated and met

• Inclusive language and accessible design applied

• References and data sources updated

• AI analytics reviewed and performance validated

• Assessment tasks aligned with outcomes

• Visuals, media, and layout up to standard

• Content approved by partner (if applicable)

5. Content Update Protocol

• Minor Updates: Can be implemented by instructional designers with internal approval.

• Major Revisions: Require full team review and authorization by the Director of Training & Quality Assurance.

• Partner Programs:

• All co-branded material must be reviewed and approved by the partner organization’s designated authority.

• A signed Partner Sign-Off Form is required before final publishing or delivery.

6. Learner-Initiated Feedback

Learners may submit content-related feedback via course evaluations or by contacting the Training Division. Constructive suggestions are reviewed during the next content cycle or sooner if urgent.

7. Policy Review

This policy will be reviewed annually or after major curriculum restructuring.

Contact Information:

APEXIA Consulting Corp. – Training & Quality Assurance Division

Email: admin@apexiacorp.ca

Phone: +19052888081

This policy reflects APEXIA’s ongoing commitment to delivering high-quality, future-relevant, and learner-centered educational content.

Effective Date: December 16, 2024

1. Purpose

This policy outlines APEXIA Consulting Corp.’s commitment to protecting the personal and confidential data of its clients, learners, employees, partners, and stakeholders. It ensures compliance with applicable data protection laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) in Canada, the General Data Protection Regulation (GDPR) in the EU, and other international frameworks such as the Health Insurance Portability and Accountability Act (HIPAA) in the U.S. and ISO/IEC 27001 standards.

2. Scope

This policy applies to:

• All personal and sensitive data collected, stored, processed, or transmitted by APEXIA

• All APEXIA employees, contractors, and authorized third-party service providers

• All digital and physical records, systems, and platforms used for training, communication, and data storage

3. Data Categories Covered

• Learner and client names, contact details, and employment data

• Assessment results, course participation records, and feedback

• Financial and contractual information

• AI-generated analytics and training insights

• Staff performance records

• Health-related information when required for accommodations (HIPAA-compliant handling)

4. Principles of Data Protection

• Lawfulness, Fairness & Transparency: Data is collected and processed legally and transparently.

• Purpose Limitation: Data is used only for specific, legitimate purposes.

• Data Minimization: Only data essential to operations is collected.

• Accuracy: Data is kept accurate and up to date.

• Storage Limitation: Data is retained only as long as necessary.

• Integrity & Confidentiality: Appropriate security measures protect data from unauthorized access or loss.

5. Data Subject Rights

All individuals whose data is processed by APEXIA have the right to:

• Access their data upon request

• Request correction of inaccuracies

• Withdraw consent at any time

• Request data deletion where applicable

• Lodge a complaint with a supervisory authority if rights are violated

6. Data Security Measures

• Password-protected systems and encrypted storage

• Multi-factor authentication for sensitive systems

• Role-based access control

• Regular audits, risk assessments, and training on data security

• Secure data disposal procedures

7. Third-Party Processors

All third-party vendors handling data on APEXIA’s behalf must:

• Sign a Data Processing Agreement (DPA)

• Demonstrate compliance with relevant data protection regulations (e.g., PIPEDA, GDPR, HIPAA)

• Agree to data confidentiality and breach notification terms

8. Data Retention Periods

Data Category

Retention Period

Legal Basis / Notes

Learner and training records..................................................................................... 5 years

Compliance, audit, and certification history

Financial and contractual data...................................................................................7 years

Tax and accounting requirements

Assessment and feedback data..................................................................................3 years

Program improvement and legal defensibility

Staff performance and HR records................................................7 years after termination

Employment standards and potential legal claims

Health or accommodation information.....................................................1 year (post-use)

HIPAA / Privacy compliance

AI-generated analytics

Insights lifecycle and trend analysis..........................................................................2 years

9. Breach Notification Protocol

In the event of a data breach:

• APEXIA will investigate and assess the severity immediately

• Affected individuals and regulators will be notified within the required legal timeframes

• Remedial action will be taken to mitigate harm and prevent recurrence

10. Policy Review

This policy will be reviewed annually or in response to major legislative or operational changes.

Contact Information:

APEXIA Consulting Corp. – Training & Quality Assurance Division

Email: admin@apexiacorp.ca

Phone: +19052888081

APEXIA Consulting Corp. is committed to upholding the highest standards of data protection, privacy, and ethical responsibility across all of its services and operations.

Effective Date: December 16, 2024

Our Commitment

At APEXIA Consulting Corp., we are dedicated to promoting equality, diversity, and inclusion in every aspect of our work. We are committed to treating all clients, learners, staff, and partners fairly and respectfully, regardless of their personal characteristics or background.

We believe that everyone deserves equal access to opportunity, personal growth, and professional development. Our programs are designed to foster an inclusive learning environment where everyone is valued and empowered to succeed.

Our Charter Principles

We will:

• Promote and uphold the principles of equal opportunity in all areas of training, consulting, hiring, and client relations

• Ensure that no individual or group receives less favourable treatment on the basis of:

• Gender

• Age

• Ethnicity or nationality

• Disability or mental health condition

• Sexual orientation

• Gender reassignment or identity

• Religion or belief

• Marital or family status

• Socioeconomic background

• Provide learning materials, environments, and services that are accessible and inclusive

• Take proactive steps to eliminate discrimination, harassment, and victimization

• Respond promptly and seriously to any complaints or concerns related to discrimination or exclusion

• Work actively with clients, learners, and partners to celebrate diversity and advance inclusion across all programs and engagements

Implementation

This Charter is implemented through:

• Staff training on equality, diversity, and unconscious bias

• Inclusive course content and culturally responsive instructional design

• Accessibility adjustments and learning accommodations

• Monitoring of equality impact across all programs

• Alignment with our internal Complaints and Appeals Policies

Monitoring and Review

Our Equal Opportunity Charter is reviewed annually as part of APEXIA’s wider commitment to quality assurance and regulatory compliance. Updates are made to reflect changes in legislation, best practices, or stakeholder feedback.

Contact Information:

APEXIA Consulting Corp. – Training & Quality Assurance Division

Email: admin@apexiacorp.ca

Phone: +19052888081

APEXIA proudly stands for fairness, inclusion, and opportunity for all.

Effective Date: December 16, 2024

1. Purpose

This policy sets out APEXIA Consulting Corp.’s approach to identifying, investigating, and managing malpractice in the context of our assessment, training, and certification processes. It is designed to protect the integrity of our qualifications, uphold ethical standards, and ensure public confidence in our training delivery.

2. Scope

This policy applies to:

• All learners enrolled in APEXIA training programs

• Internal staff, assessors, and trainers

• Contractors, third-party vendors, and partners involved in assessment delivery

• All assessments, evaluations, and certification-related activities

3. Definition of Malpractice

Malpractice refers to any activity or practice which deliberately contravenes regulations, ethical guidelines, or assessment protocols, including but not limited to:

• Plagiarism or unauthorized collaboration

• Forgery or falsification of documents or results

• Unethical conduct by assessors or instructors

• Misrepresentation of identity during assessment

• Tampering with assessment results or training records

• Improper administration of assessments

• Disregard for confidentiality or conflicts of interest

4. Preventive Measures

APEXIA implements the following measures to prevent malpractice:

• Clear guidelines and training for learners and staff on ethical assessment practices

• Use of plagiarism detection tools and identity verification procedures

• Secure handling and storage of assessment materials

• Independent verification of assessment outcomes where required

• Conflict of interest declarations from staff and assessors

5. Reporting Malpractice

All suspected incidents of malpractice must be reported immediately to the Director of Training & Quality Assurance. Reports should include:

• A detailed account of the suspected malpractice

• Names of individuals involved (if known)

• Supporting evidence or documentation

• Date and context of the incident

Anonymous reporting is permitted, though may limit the ability to conduct a full investigation.

6. Investigation Procedure

• A preliminary review will be conducted within 5 working days of receiving the report

• If warranted, a formal investigation will follow, led by a designated Malpractice Review Panel

• All parties involved will be informed and may be asked to provide written statements

• Investigations will be completed within 20 working days unless otherwise notified

7. Outcomes and Sanctions

Following the investigation, APEXIA may:

• Dismiss the allegation if unsubstantiated

• Issue warnings or require retraining

• Nullify affected assessments or withhold certification

• Suspend or expel individuals from programs

• Terminate contracts with third-party providers

• Refer cases to external regulators or authorities if legally required

8. Appeals Process

Individuals sanctioned under this policy may appeal the decision in accordance with the APEXIA Appeals Policy. Appeals must be submitted in writing within 10 working days of the decision notice.

9. Escalation to Accreditation Bodies or Regulators

If the outcome of a malpractice case involves programs or qualifications accredited by an external awarding body or regulator, APEXIA will:

• Notify the relevant body (e.g., ILM, NOCN, or other certification authorities) of any confirmed malpractice that affects the integrity of their credential

• Cooperate fully with any external investigation initiated by the awarding body

• Provide supporting evidence, reports, and recommendations as requested

• Adhere to any sanctions or corrective measures issued by the accrediting organization

Learners or clients dissatisfied with APEXIA’s internal resolution may also escalate their concerns directly to the relevant accreditation body in accordance with that body’s complaints and investigation procedures.

10. Record Keeping and Confidentiality

All malpractice reports, investigations, findings, and actions will be documented and securely stored for a minimum of 5 years. All cases will be treated with strict confidentiality.

11. Review of Policy

This policy will be reviewed annually or in response to a significant malpractice case or regulatory update.

Contact Information:

APEXIA Consulting Corp. – Training & Quality Assurance Division

Email: admin@apexiacorp.ca

Phone: +19052888081

APEXIA is committed to maintaining the highest standards of integrity, fairness, and professionalism in all aspects of assessment and certification.

Effective Date: December 16, 2024

1. Policy Statement

APEXIA Consulting Corp. recognizes its legal and moral responsibility to protect members of the public, clients, participants, and third-party attendees from harm or injury during events, activities, or training sessions organized by APEXIA, whether on-site or off-site. To support this, APEXIA maintains comprehensive Public Liability Insurance (PLI) coverage.

2. Purpose

This policy ensures that:

• All APEXIA activities involving the public are covered by appropriate liability insurance

• Risks associated with off-site events, external venues, and public-facing training programs are proactively managed

• Claims for injury, property damage, or loss arising from APEXIA activities are properly handled and covered

3. Scope of Insurance Coverage

The Public Liability Insurance held by APEXIA covers:

• Bodily injury or illness to a third party due to APEXIA’s operations or negligence

• Damage to third-party property

• Incidents occurring during off-site training, conferences, workshops, or public outreach events

• Coverage of legal fees and compensation claims (subject to insurer’s terms)

Coverage Limit: $1 Million Commercial General Liability

Insurance Provider: Ownr

Policy Number: Updating

Coverage Territory: Canada and approved international locations

4. Responsibilities

• The Operations Manager is responsible for maintaining up-to-date PLI documentation and ensuring renewals occur before expiry.

• All event organizers and facilitators must confirm that activities fall within insured scopes.

• Third-party venue agreements must be reviewed to ensure APEXIA’s liability obligations are clear and met.

5. Incident Reporting & Claims Procedure

In the event of an incident involving injury or property damage:

1. Ensure immediate safety and medical assistance

2. Report the incident to the Operations Manager within 24 hours

3. Complete and submit an Incident Report Form with witness statements and photos if possible

4. The Operations Manager will liaise with the insurer to initiate the claims process

6. Exclusions

Coverage may not apply in cases involving:

• Criminal or intentional misconduct

• Use of non-disclosed or unapproved venues

• Activities deemed high-risk and not covered by the insurer

• Breach of contract or policy terms

7. Review and Updates

This policy will be reviewed annually or immediately following an incident or insurance claim. Insurance coverage will be re-evaluated regularly to ensure sufficient protection for evolving business activities.

Contact Information:

APEXIA Consulting Corp. – Training & Quality Assurance Division

Email: admin@apexiacorp.ca

Phone: +19052888081

APEXIA is committed to safeguarding its clients and the public through proactive risk management and full compliance with liability insurance standards.

Effective Date: December 16, 2024

1. Purpose

This policy outlines APEXIA Consulting Corp.’s commitment to ensuring fair and equal access to training and assessment opportunities for clients and learners with disabilities, health conditions (physical or mental), or other specific needs. The policy ensures that no individual is substantially disadvantaged during their professional development journey, particularly in achieving CPD certification.

2. Scope

This policy applies to:

• All learners participating in APEXIA programs

• All staff involved in training delivery, assessment, and support

• All CPD and certification pathways delivered by APEXIA

3. Definition of Reasonable Adjustments

Reasonable adjustments are defined as changes made to training delivery, assessment methods, resources, or the learning environment to accommodate an individual’s specific needs without compromising the integrity of the learning outcomes or assessment criteria. Adjustments must be practical, effective, and tailored to the individual’s situation.

4. Principles

• Promote equality of opportunity and eliminate barriers to participation

• Treat all learners with dignity and respect

• Ensure confidentiality and handle sensitive information with care

• Balance individual needs with program requirements and fairness for all participants

• Make decisions collaboratively, involving the learner and any relevant professionals

5. Examples of Reasonable Adjustments

• Providing additional time for assessments or coursework

• Offering materials in alternative formats (e.g., large print, screen-reader compatible)

• Allowing rest breaks or flexible scheduling

• Facilitating physical access to venues or online platforms

• Assigning a learning support assistant or interpreter (where feasible)

• Using assistive technologies for content access or participation

6. Requesting Adjustments

Learners must notify APEXIA as early as possible of any needs requiring adjustment. Requests should be submitted to the Director of Training & Quality Assurance and include:

• Nature of the condition or need (with supporting documentation if available)

• Type of adjustment requested

• Impact of the condition on learning or assessment

Requests are reviewed on a case-by-case basis, and further clarification or discussion with the learner may be required.

7. Implementation and Monitoring

• Approved adjustments will be documented and shared with relevant staff confidentially

• Adjustments will be monitored throughout the program to ensure effectiveness

• Learners may request a review of adjustments if their needs change or if they feel unsupported

8. Appeals

If a learner disagrees with the decision regarding a requested adjustment, they may appeal the decision in accordance with the APEXIA Appeals Policy within 10 working days of the decision.

9. Review of Policy

This policy will be reviewed annually or in response to changes in legislation, best practices, or feedback from learners and stakeholders.

Contact Information:

APEXIA Consulting Corp. – Training & Quality Assurance Division

Email: admin@apexiacorp.ca

Phone: +19052888081

APEXIA is committed to inclusive learning and ensuring equitable access to every professional development opportunity we offer.

Effective Date: December 16, 2024

1. Purpose

The purpose of this procedure is to set out APEXIA Consulting Corp.’s commitment to ethical and responsible marketing practices that align with applicable laws, industry standards, and our organizational values. We aim to ensure that all marketing activities are accurate, inclusive, transparent, and respectful of the diverse communities we serve.

2. Scope

This procedure applies to:

• All internal and external marketing campaigns

• Content produced for social media, print, digital, and broadcast

• Partnerships, sponsorships, and promotional collaborations

• Employee and contractor marketing contributions

3. Key Principles

APEXIA commits to the following principles in all marketing activities:

• Honesty: Marketing content must be truthful and not misleading

• Transparency: Clearly state terms, conditions, and intended outcomes

• Inclusivity: Represent diverse audiences respectfully and authentically

• Compliance: Follow all applicable advertising and consumer protection laws (e.g., Canadian Code of Advertising Standards)

• Respect for Privacy: Adhere to privacy and data protection laws when collecting or using customer information

4. Content Standards

Marketing materials must:

• Avoid exaggeration, false claims, or unsubstantiated comparisons

• Clearly differentiate between editorial and paid content

• Disclose affiliations, sponsorships, and partnerships where applicable

• Avoid stereotypes, offensive language, or discriminatory representations

• Use inclusive imagery, language, and messaging

5. Audience Protection

Special consideration is taken when marketing to:

• Minors and vulnerable individuals

• People with disabilities or limited digital literacy

• Multicultural or multi-language audiences

Marketing must avoid exploiting fear, urgency, or guilt, and must be sensitive to local cultural and community contexts.

6. Approval Process

All marketing materials must go through the following steps before publication:

• Drafting by the Marketing Team or assigned content creator
• Internal Review for compliance with brand and legal standards
• Approval by the Director of Communications or delegated authority
• Archiving of final approved materials in the marketing compliance database

7. Monitoring & Reporting

• Marketing campaigns will be routinely monitored for accuracy and effectiveness

• Stakeholder feedback, including complaints, will be reviewed and acted upon

• Non-compliant content will be removed and investigated

8. Violations & Corrective Action

Breaches of this policy may result in:

• Content withdrawal

• Staff training or disciplinary measures

• Reporting to legal authorities where relevant

9. Review and Updates

This procedure will be reviewed annually or in response to changes in legislation, marketing best practices, or brand strategy.

Contact Information:

APEXIA Consulting Corp. – Training & Quality Assurance Division

Email: admin@apexiacorp.ca

Phone: +19052888081

Through responsible marketing, APEXIA builds trust, promotes inclusion, and supports long-term client relationships based on integrity.

Effective Date: December 16, 2024

1. Purpose

This policy sets out APEXIA Consulting Corp.’s commitment to ensuring the safety, welfare, and protection of all learners, with specific focus on young people and vulnerable adults participating in CPD activities. APEXIA aims to provide a secure, supportive environment in which all learners feel safe, respected, and able to achieve their full potential.

2. Scope

This policy applies to:

• All APEXIA learners, especially those under 18 years of age or deemed vulnerable due to physical or mental health, disability, or personal circumstances

• All staff, instructors, contractors, and volunteers

• All learning settings: in-person, virtual, and hybrid programs

3. Definitions

• Young Person: Any individual under the age of 18

• Vulnerable Adult: An individual aged 18 or over who is at increased risk of harm due to disability, illness, mental health condition, or personal circumstances

• Safeguarding: Protecting individuals from abuse, exploitation, neglect, or harm

4. APEXIA’s Commitments

APEXIA will:

• Promote a culture of safety, respect, and inclusivity

• Ensure all staff are trained to recognize and respond to safeguarding concerns

• Maintain clear and accessible reporting procedures

• Protect learners’ rights to privacy, dignity, and confidentiality

• Collaborate with external safeguarding bodies when necessary

• Take immediate action where there are concerns for a learner’s safety or well-being

5. Staff Responsibilities

All APEXIA staff and associates are required to:

• Complete safeguarding awareness training annually

• Report any concerns, disclosures, or incidents to the Safeguarding Lead without delay

• Maintain appropriate professional boundaries

• Avoid situations where they are alone with a young person or vulnerable learner unless necessary and pre-approved

6. Safeguarding Lead Contact

The designated Safeguarding Lead is responsible for handling reports, initiating appropriate action, and maintaining incident records.

Safeguarding Lead Contact Information:

Name: Benjamin Wilson

Email: benjamin.wilson@apexiacorp.ca

Phone: +19052888081

7. Reporting a Concern

Concerns about a learner’s welfare should be reported to the Safeguarding Lead using APEXIA’s internal reporting protocol. In emergencies, external authorities (e.g., police, child protection services) may be contacted directly.

Reports should include:

• Name of the learner (if known)

• Description of the concern or incident

• Date, time, and location

• Actions taken (if any)

All reports are treated with confidentiality and investigated promptly.

8. Review and Monitoring

This policy will be reviewed annually or after any safeguarding incident. Lessons learned will be integrated into staff training and policy updates.

APEXIA Consulting Corp. is unwavering in its duty to protect all learners and uphold the highest standards of safety and care across all training environments.