wset policies
WSET COURSES & EXAMS :
REGISTRATION, TRANSFERS, AND CANCELLATIONS POLICies
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To enroll in The Oenophile Institute's programs/courses, you need to be at least 21 years old and present a valid government-issued form of identification on the first day of class attendance. No exceptions are made, and you must be 21 years old to attend any public or private event at The Oenophile Institute.
All in-person WSET courses at The Oenophile Institute will have a registration deadline of 15 business days before the start of the course. This allows time for study materials and exams to be ordered and shipped. Any registration within 15 days may result in study materials arriving late or the inability to the take the exam at the scheduled time.
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Confirmed in-person course enrollments and workshops can be cancelled up to 30 days before the course starts with partial refund. A $50 administration fee and the full cost of study materials ordered and any exam fees will be deducted from the refund. If no course material or exams have been ordered a full refund will be given. WSET exam cancellation/transfer rules are separate and may apply.
You may transfer your enrollment to another course up to 15 days before the originally enrolled course starts for a fee of $50. Course Transfers cannot be carried forward to the next academic year (which commences on August 1). If no future course date is available that meets your scheduling needs please contact Chelsea Young at chelsea@oenophile.institute for potential future class dates or partial refund that will not include the cost of any purchased materials.
If a student cancels an in-person course less than 15 days before the start date or doesn't show up for an in-person course, they won't be eligible for a refund or transfer unless they provide medical documentation. However, if they do provide medical documentation, they may be able to transfer to a later course. No refunds will be given in any case.
It is strongly recommended that students buy individual travel insurance when applicable.
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Confirmed enrollments of online courses can be canceled up to 14 business days before the course begins. However, a $50 administration fee, as well as the full cost of course materials, exam fees, and wine kits provided, will be deducted from the refund. Please note that separate WSET exam cancellation/transfer rules apply.
Confirmed enrollments of online course can be transferred to another course up to 14 business days before the course start date. To do so, you will need to pay a $50 admin fee, as well as the cost of any additional study materials, exam fees, and wine kits that may be required. Course Transfers cannot be carried forward to the next academic year (which commenced on August 1).
Cancellations made less than 14 days before the start of the online course or after it has begun will not be eligible for a refund. However, you may transfer to a new course by paying 50% of the course tuition plus a $25 shipping fee for exam materials.
It's important to note that different rules apply to WSET exam cancellations or transfers.
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In the case you cannot attend your scheduled WSET Certificate exam, you need to inform The Oenophile Institute beforehand. If you cancel before exams are ordered you will receive a refund of the exam cost.
If you cancel/change the date after exams have been ordered, you will need to pay the following rescheduling fees:
WSET Level 1 or 2 Exam Reorder Fee $200.00
WSET Level 3 Wine Exam Reorder Fee $250.00
Students will be notified of the last day to register or cancel exams via email.
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In the case you fail your WSET exam, you may take it again, but there are fees for retaking.
WSET Level 1 or 2 Exam Retake $200
WSET Level 3 Exam Retake– Tasting $100
WSET Level 3 Exam Retake – Theory $150
WSET Level 3 Exam Retake – Theory + Tasting $250
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The Oenophile Institute has the right to cancel or reschedule a course or exam date. All in-person courses require a minimum of 6 students to be offered.
In the rare event of a cancellation, we will arrange a new date and offer students the option to transfer to the new date or take an alternative course if the new date is not feasible. If neither option is available, a refund will be issued. Please note, that the cost of WSET study materials received by the student from the Oenophile Institute will NOT be included in the refund amount as they can be used in future coursework.
The Oenophile Institute strongly advises that students arrange insurance to cover unforeseen events such as illness, unfavorable weather, or cancellation of a course for which travel and accommodation costs have been incurred.
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Special consideration is any adjustment given to a student who has temporarily experienced an illness or injury, or other event outside of their control at the time of the exam that significantly affects their ability to take the exam or their ability to show their knowledge and understanding in the assessment.
Special consideration is only for things that happen immediately before or during an exam that have a material impact on your, the student’s, ability to take the exam or on your performance. To be eligible for special consideration, you must have completed the whole course and would have been fully prepared if not for the temporary illness, injury, or other uncontrollable event. A special consideration may be for an individual (e.g. a student becomes ill the day of the exam) or a group of students (e.g. an exam is interrupted by a natural disaster).
You may be eligible for special consideration if:
Your performance on the exam is adversely affected by an event outside of your control. This may include temporary illness, temporary injury, bereavement or exam room conditions;
Reasonable adjustments which were agreed in advance of the exam proved inappropriate or inadequate;
The application of special consideration would not make a passing result and certificate misleading about the student’s ability to satisfy the qualification’s assessment criteria.
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If you have taken an exam, or your exam is immediately approaching, and you feel that you have a temporary injury or illness, or other uncontrollable event that has interfered with your ability to complete your exam, please contact Chelsea Young via email at admin@oenophile.institute as soon as possible.
The Oenophile Institute will provide you with a Special Consideration Application Form, which must be completed and returned with supporting documentation within 3 business days after the effected exam. The information you submit will be shared with WSET and will be handled under WSET’s Privacy and Data Protection Policy.
If there has been serious disruption during an exam affecting a group of students, The Oenophile Institute will submit a detailed report of the circumstances and candidates affected to WSET to request a special consideration.
The Oenophile Institute will keep records of all applications for special consideration.
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Both WSET and The Oenophile Institute want to make WSET assessments accessible for all students, so none are at an advantage or disadvantage based on a disability or differing ability. This policy and the reasonable adjustment process allows us The Oenophile Institute to work with you, our student, before an assessment to gather the information we need to submit a request to WSET and work with them to make arrangements that give students access to WSET qualifications.
A reasonable adjustment is any accommodation or arrangement that helps to reduce the effect of a known disability or difficulty that substantially disadvantages a student’s assessment. Using a reasonable adjustment does not impact how WSET grades your exam, or your result, but WSET cannot agree to reasonable adjustments where your particular difficulty directly affects performance necessary to complete the assessment outcomes (e.g. inability to smell or taste for a Level 3 Exam). The goal of a reasonable adjustment is to give you equal access to a WSET qualification, not to give unfair advantages over other students who take an assessment without the same adjustment, or to affect the overall reliability of the assessment outcomes that are explained in the course Specification.
Examples of reasonable adjustments may be:
Changing standard assessment arrangements, for example allowing candidates extra time to complete the assessment activity.
Adapting assessment materials, such as providing materials in large text format.
Providing access facilitators during assessment, such as a sign language interpreter or reader.
Re-organizing the assessment room, such as removal of visual stimuli for an autistic candidate.
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The Oenophile Institute will gather the information we need from you to submit a Reasonable Adjustment Application form to WSET. WSET must approve and arrange reasonable adjustments before the assessment activity takes place. Before completing enrolment with The Oenophile Institute, we will give all students access to this policy and the chance to identify any special needs that could require a reasonable adjustment. If a student identifies a special need, The Oenophile Institute will give the student the Reasonable Adjustment Application form as soon as possible and work with the student to gather the necessary information.
For any student seeking a reasonable adjustment, please contact Chelsea Young via email at admin@oenophile.institute with:
your full name
contact information
description of the special need, disability or differing ability that requires an adjustment supporting documentation
You must submit this information at least 30 days before the exam date for Levels 1-3 qualifications. The information you submit will be shared with WSET and will be handled under WSET’s Privacy and Data Protection Policy.
The Oenophile Institute will keep records of all reasonable adjustment applications.
Diversity, Equality, & Inclusion Policies
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The Oenophile Institute is committed to upholding the principles of diversity and equality in all areas of its work, seeking to ensure that all students, educators, and other staff are always treated fairly and equally.
The Oenophile Institute is committed to providing an inclusive and welcoming environment for all students, educators, and staff regardless of race, religion, national origin, gender, gender identity or expression, sexual orientation, age, or disability.
The Oenophile Institute believes that diversity and inclusivity are crucial to the success of our institute and encourages all participants to join us in promoting a respectful and supportive community.
The Oenophile Institute provides equal opportunities to all students by offering open access to all qualifications, accommodating those with special needs, and promoting diversity and equality policies.
The Oenophile Institute also welcomes feedback from students, educators, and staff while collaborating with relevant organizations to prevent inequality of opportunity.
Additionally, The Oenophile Institute assures equality of opportunity by considering applications from any organization or individual who can demonstrate that they meet our approval criteria.
The Diversity & Equality Policy is regularly reviewed to ensure compliance with local legislation and organizational requirements.
For any questions about the Oenophile Institute’s Diversity & Equality policy please email Chelsea Young at chelsea@oenophile.instite
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The Oenophile Institute is dedicated to making wine education accessible and inclusive. We have taken the following measures and can offer accommodations including, but not limited to, the following:
Handicap and wheelchair accessible with parking, elevator access, ramps, and accessible bathrooms.
Offer a variety of course formats, including in-person, online, and hybrid options, to accommodate different schedules and learning preferences.
Offer priority seating for those with sensory issues.
Ensure that course materials, including readings and presentations, are accessible to individuals with visual impairments or other disabilities. This may include providing materials in large print, or offering audio descriptions with advanced knowledge and scheduling. Please contact Chelsea via email at admin@oenophile.institute before enrollment.
Access to American Sign Language interpreters for Deaf and hard of hearing individuals with advanced knowledge and scheduling. Please contact Chelsea via email at admin@oenophile.institute before enrollment.
Create a welcoming and inclusive environment in the classroom or online platform, where all students feel respected and valued regardless of their background, race, gender, or sexual orientation.
Greivences Policies
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The Oenophile Institute prioritizes a learning and working environment where complaints are handled promptly and with sensitivity to all involved. They are dedicated to an open, accessible, and equitable complaints process, and consider student grievances as a chance to review and enhance their policies and practices while gaining a better understanding of student satisfaction.
This policy applies to student complaints made in the context of The Oenophile Institute’s provision of WSET Courses and Examinations as a WSET Approved Program Provider.
What is a complaint?
A complaint is a formal expression of dissatisfaction that requires action or response.
It can be related to any aspect of the course delivery, teaching staff or management conduct, or examination process/content.
If the complaint is about a possible incorrect examination result, The Oenophile Institute will provide students with information about the WSET Enquiry and Appeals Process.
The Oenophile Institute has procedures for handling student complaints that prioritize confidentiality, impartiality, procedural fairness, and prompt resolution. Minor complaints may be resolved informally, but if they cannot be resolved this way, the formal complaints procedure should be followed. This ensures that all complaints are handled fairly and consistently. Formal complaints must be submitted in writing and will receive a written response after investigation.
THE OENOPHILE INSTITUTE’S RESPONSIBILITIES WHEN A COMPLAINT IS FILED:
When a formal complaint is received in writing, it will be acknowledged within 5 working days.
A response will be provided within 15 working days, either with a conclusion or a update depending on the severity of the complaint.
The complainant will be treated with sensitivity and cooperation will be provided during any investigation process.
Appropriate action will be taken, including corrective action to prevent recurrence.
For complaints related to examination content or results, students will be provided with relevant WSET guidance notes and forms to utilize the WSET Enquiries and Appeals process.
A COMPLAINTANT’S RESPONSIBILITIES WHEN A COMPLAINT IS FILED
If you have a complaint related to a course or examination at The Oenophile Institute, you should submit it in writing within 5 working days of the issue arising or within 5 days of completing the course or exam.
When explaining the problem, be clear and thorough about your expected outcome.
Give The Oenophile Institute 60 days to investigate and address the complaint
Understand that some circumstances may be outside The Oenophile Institute’s control.
If the student is dissatisfied with the outcome they will be referred to the WSET QA department.
REFERRAL TO WSET: After following the aforementioned steps, if the student remains unsatisfied, they may proceed to file a complaint with the WSET. However, it's important to note that the WSET will only consider complaints from students who have completed the previous steps. For further assistance, please contact QA@wsetglobal.com.
DOCUMENTATION AND CONFIDENTIALITY: Complaint-related documentation will remain confidential and solely accessible to the Oenophile Institute staff handling the matter. The results will be recorded in the appropriate student file, and a register of complaints (without names), including their resolutions, will be kept for policy and practice improvement purposes.
Formal complaints must be submitted in writing and will receive a written response after investigation. You can contact the Oenophile Institute via the following:
Email: admin@oenophile.institute
Main Contact: Chelsea Young
OUTCOMES: Students will be provided with written feedback regarding the result of their complaints. Resolutions to student complaints may include gaining a better understanding of the situation, reaching a mutually acceptable resolution through conciliation or mediation, receiving an apology or modifying the issue/behavior that led to the complaint. However, if the complaint cannot be substantiated, no further action will be taken.
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As an APP The Oenophile Institute is required to identify to WSET and assist in managing or monitoring actual, potential, and perceived conflicts of interest involving both APP staff and students. This policy complements WSET’s conflicts of interest policy and works to safeguard the integrity of WSET qualifications and promote confidence in WSET and The Oenophile Institute processes and procedures.
This policy applies to all Oenophile Institute staff and students and to any individual acting on behalf of the Oenophile Institute.
A Conflict of Interest exists where an individual has interests or loyalties that could adversely influence their judgement, objectivity, or loyalty to WSET or the Oenophile Institute when conducting activities associated with WSET qualifications.
Examples of Conflicts of Interest include:
The assessment of candidates by an individual who has a personal interest in the result of the assessment for any or all individuals concerned.
The moderation of assessment of candidates by an individual who has a personal interest in the result of the assessment for any or all individuals concerned.
The undertaking of a WSET qualification by any individual employed by an APP.
The invigilation of a WSET assessment by any individual involved in the delivery of training leading to the assessment;
The coaching of candidates by any individual involved in the assessment of candidate scripts;
The employment by an APP of individuals engaged in the delivery of taught programs or in the role of Internal Assessor in another APP;
The investigation of a non-compliance incident by someone who is unable to act impartially.
Some of these Conflicts of Interest are manageable and therefore acceptable. For example, if family member of one of the Oenophile Institute’s educators or APP staff takes a qualification and exam through the Oenophile Institute, or when an employee of the Oenophile Institute, or of the WSET, takes a WSET qualification through the Oenophile Institute, we can notify WSET in advance and work with them to put in place measures to maintain the integrity of the exam.
Some Conflicts of Interest are not manageable and are not acceptable. For example, no mitigation efforts overcome the conflict created when a single individual serves as the educator and exam officer of an exam for a family member where an external invigilator is not available.
Any staff member or student of the Oenophile Institute who becomes aware of a Conflict of Interest must inform Chelsea Young at admin@oenophile.institute as soon as possible. Chelsea Young will inform the WSET of the possible conflict of interest and will work with WSET to put any protective or mitigating measures in place to manage the conflict on a case-by-case basis. If WSET and the Oenophile Institute determine the conflict is not manageable, Chelsea Young will inform any impacted APP staff or students.
Please note that the failure to declare a conflict of interest may have consequences for the student or the Oenophile Institute because we are required to report conflicts to WSET.
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Both The Oenophile Institute and WSET have policies and procedures in place to protect WSET students and safeguard the integrity of WSET qualifications. The Oenophile Institute ensures compliance with The Oenophile Institute’s and WSET’s policies through this Malpractice and Maladministration Policy, which gives a framework for both us and you to identify, report and manage potential malpractice or maladministration.
Non-compliance with The Oenophile Institute or WSET Policies and Procedures can fall into two distinct, but related, categories:
1. Maladministration, where the non-compliance is generally unintentional, or the result of mistakes, carelessness, inexperience or poor processes; and
2. Malpractice where the non-compliance is intentional or the result of a negligent or reckless action without consideration of the consequences of the action.
Context is important and the line between maladministration or malpractice is not always clear: for example, maladministration incidents may become malpractice (e.g. if you fail to implement corrective measures, repeat the same or similar incident, or attempt to misrepresent or hide information during an investigation); or there may be mitigating factors that turn potential malpractice into maladministration. Though malpractice and maladministration are distinct concepts, they can shade into one another. Malpractice and maladministration are always case, context and fact specific. Both APPs and students can commit malpractice and maladministration.
There are many ways that malpractice or maladministration could occur, including new ways we have not seen yet. But some examples of malpractice or maladministration include:
For APPs:
Failure to adhere to WSET Policies and Procedures;
Failure to follow WSET requirements for course delivery or exam regulations;
Failure to follow WSET’s candidate registration and certification procedures;
Late student registrations;
Fraudulent claim for certificates/fraudulent use of certificates/reproduction or forgery of certificates;
Withholding critical information from WSET quality assurance;
Insecure storage of exam materials;
Revealing or sharing confidential exam materials with candidates ahead of an exam;
Intentional attempts to manipulate exam results so that they do not reflect the candidate’s actual exam performance;
Issue of incorrect exam results/failure to issue results to students in a timely manner;
Failure to timely respond to WSET;
For students:
Cheating, or facilitating cheating, including the use of unauthorized devices or materials;
Disruptive behavior in an exam;
Plagiarism of any nature by students;
Impersonation (including forgery of signatures);
Unauthorized reading/amendment/copying/distribution of exam papers;
Any action likely to lead to an adverse effect;
Breach of confidentiality.
In general, we also expect that both The Oenophile Institute staff and our students should treat others and be treated professionally and respectfully at all times. We will treat inappropriate behavior including verbal or physical abuse, persistent or unrealistic demands, or threats that cause stress to staff as misconduct and may report student misconduct to WSET as necessary.
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As an APP, we aim to ensure compliance with WSET Policies and The Oenophile Institute policies and will keep records of potential or actual malpractice or maladministration by you, our students, or our staff.
We are required to notify WSET immediately of any non-compliance issues that could be malpractice or maladministration, so that WSET can investigate the non-compliance under their own Malpractice and Maladministration Policy.
We ask that you also raise any concerns or non-compliance issues that may be malpractice or maladministration with The Oenophile Institute as soon as possible by following the process outlined in our Complaints policy.
During WSET’s investigation, they may reach out to The Oenophile Institute or to you directly to request further information or conduct an interview. Please respond to any requests promptly and honestly.
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If WSET identifies malpractice or maladministration, they will consider its impact and may apply sanctions. WSET will take all reasonable steps to ensure the sanctions do not disadvantage uninvolved students affected by malpractice or maladministration. However, in some cases, they may need to disallow or withhold results and/or certificates.
WSET will consider all relevant information on a case-by-case basis, balancing the facts with potential or actual effects, and against the seriousness of the sanctions against those effects. WSET records all malpractice and maladministration incidents for both APPs and students. If WSET determines that a student has committed malpractice or maladministration, they may apply one or any of the following sanctions:
Written Warning
The student is issued with a written warning that if the offence is repeated within a set period of time then further specified sanctions will be applied.
Exam Result Declared Null and Void
A student’s exam result is disallowed. This may include invalidation and recall of a certificate already issued.
Disqualification from a Qualification
The student is disqualified from participating in the concerned qualification with immediate effect and further excluded from participating in any further WSET qualifications for a period of 12 months. This includes access to WSET materials.
Student Disqualification
The learner is disqualified from participating in any courses or assessments leading to WSET qualifications. This includes access to WSET materials.
Disqualification from use of WSET certified logos and postnominals
Actions bringing WSET into disrepute may result in the student or graduate being barred from use of WSET postnominals and WSET certified logos.
Appeals
If you wish to appeal penalties or sanctions WSET has imposed due to Malpractice or Maladministration, please follow the procedures laid out in WSET’s Complaints Policy.