1. Policy Purpose
The purpose of this policy is to set out the arrangements and safeguards that will be implemented should SCTNI Limited permanently or temporarily cease operations, close a delivery site, or discontinue delivery of regulated qualifications. The organisation recognises that any closure, whether planned or unforeseen, has the potential to significantly affect learners, staff, awarding organisations, and partner stakeholders. SCTNI Limited is committed to ensuring that closure is managed in a structured, lawful, and responsible manner which protects learners’ interests, preserves the integrity of regulated qualifications, and meets all contractual and regulatory obligations.
2. Scope
This policy applies to all regulated and non-regulated training provision delivered by SCTNI Limited, all approved qualifications, and all learners enrolled at the time a closure decision is made. It also applies to staff, tutors, assessors, internal quality assurers, administrative personnel, employers, placement providers, subcontractors, and awarding organisations connected with delivery. The policy covers full organisational closure, partial closure of a site or programme, voluntary cessation of a qualification, insolvency-related shutdown, or emergency events that prevent continued delivery.
3. Policy Statement
SCTNI Limited acknowledges that learners invest time, effort, and financial resources into their education and training and therefore must not be unfairly disadvantaged by closure circumstances outside their control. The organisation will take all reasonable steps to ensure continuity of learning, facilitate completion or transfer, and secure recognition for achievement already attained. Closure decisions will be managed transparently and in cooperation with awarding organisations and regulators, with learner protection and compliance forming the basis of all actions.
3. Principles
In the event of closure, SCTNI Limited will act promptly, fairly, and proportionately. The centre will prioritise the academic and welfare needs of learners, maintain open communication, comply with awarding organisation conditions, and preserve the security and integrity of learner records. Every effort will be made to ensure that no learner loses the opportunity to complete their qualification or receive formal recognition for completed learning.
4. Responsibilities
Responsibility for invoking and overseeing this policy rests with the Centre Director or Centre Manager, who will coordinate all closure activity and act as the primary liaison with awarding organisations and external stakeholders. The Quality Lead or Internal Quality Assurer will be responsible for safeguarding assessment decisions, finalising quality assurance processes, and coordinating certification claims. Administrative staff will maintain accurate learner records, manage communications, and ensure documentation is transferred or archived appropriately. Tutors and assessors will provide academic support to help learners complete outstanding assessments wherever practicable and will assist in preparing evidence portfolios for transfer where required.
5. Circumstances Leading to Closure
Closure may arise for several reasons, including strategic business decisions, financial viability concerns, loss of centre approval, significant regulatory action, inability to resource delivery safely or effectively, or exceptional circumstances such as premises loss or force majeure events. Regardless of cause, SCTNI Limited will manage closure in a planned and controlled manner designed to minimise disruption and maintain learner protection.
6. Notification and Immediate Actions
Upon confirmation that closure is necessary, SCTNI Limited will promptly notify all relevant awarding organisations and regulators in accordance with their requirements. New learner registrations will cease immediately to prevent further impact. An impact assessment will be undertaken to determine the number of affected learners, the stage of their programmes, assessment status, and the most appropriate arrangements for continuation or transfer. A documented closure and learner protection plan will then be produced and implemented without delay.
7. Learner Protection and Teach-Out Arrangements
The centre’s priority during closure is to enable learners to complete their studies wherever reasonably possible. SCTNI Limited will therefore make every effort to facilitate continued delivery for the remaining duration of programmes through structured teach-out arrangements. Where delivery at the centre cannot continue, learners will be supported to transfer to an alternative approved centre delivering the same qualification or an equivalent programme with comparable learning outcomes. The organisation will cooperate with awarding organisations and partner centres to ensure smooth transitions and the preservation of assessment evidence. Where full completion cannot be achieved, learners will receive appropriate unit certification or formal statements of achievement in accordance with qualification requirements.
8. Communication with Learners and Stakeholders
SCTNI Limited recognises that clear and timely communication is essential to reduce uncertainty and anxiety. Learners, staff, employers, and partners will be informed as soon as reasonably practicable of the closure decision, the reasons for it, and the arrangements being put in place to protect learner interests. Communications will outline expected timelines, available options, and contact points for support. The centre will provide individual guidance to affected learners to ensure that each person understands their pathway to completion or recognition.
9. Records, Certification, and Data Security
Throughout the closure process, SCTNI Limited will maintain the integrity, confidentiality, and accessibility of learner records. Assessment evidence, portfolios, and certification documentation will be finalised and securely stored or transferred in accordance with awarding organisation requirements and data protection legislation. The centre will ensure that records remain available for reasonable periods following closure to enable learners or awarding organisations to verify achievement. All personal data will continue to be processed lawfully and securely.
10. Staff and Resource Management
Where closure affects staff, SCTNI Limited will manage workforce changes in accordance with employment law and organisational procedures. Staff will be kept informed of developments and supported through transition arrangements. The centre will ensure that sufficient qualified personnel remain available during the teach-out period to protect assessment quality and learner outcomes.
11. Financial and Contractual Considerations
The organisation will honour its contractual responsibilities to learners and awarding organisations and will manage any financial implications fairly and transparently. Where learners have paid for services that cannot reasonably be delivered, SCTNI Limited will review circumstances and determine appropriate remedies consistent with contractual and consumer protection obligations. The centre will seek to ensure that learners are not financially disadvantaged as a result of closure.
12. Complaints and Appeals
Any learner who is dissatisfied with the management of closure arrangements may raise their concerns directly with the Centre Manager. If the matter remains unresolved, learners may use the formal complaints process in accordance with the Complaints Policy and, where appropriate, may escalate concerns to the relevant awarding organisation. All complaints will be handled objectively, fairly, and without prejudice.
13. Equality and Fairness
SCTNI Limited is committed to ensuring that closure arrangements are implemented fairly and without discrimination. Individual learner needs, including reasonable adjustments and accessibility requirements, will continue to be respected during any transfer or teach-out process to ensure equitable outcomes for all.
14. Monitoring and Review
This policy will be reviewed annually and following any implementation to ensure that it remains effective, compliant, and reflective of best practice. Lessons learned from any closure or near-closure event will be incorporated into future revisions to strengthen business continuity and learner protection arrangements.
15. Contact Details
Queries relating to this policy should be directed to SCTNI Limited by telephone on 028 7077 0078 or by email at info@sctni.co.uk