terms and conditions

We reserve the right to alter and modify the ReForm Academy Student Terms and Conditions at anytime. This may involve the addition of modification of any of the terms or policies under the ReForm Academy. All policies and procedures are freely available in the Student Area for view by all Students. Any major changes will be communicated to all active students of the ReForm Academy. 

Assessments are en essential part of your course with us. They not only show us your understanding and readiness for the industry, but they are also a requirement of all our Active IQ qualifications. You cannot pass your course without completing your Assessments. You will have both written and practical assessments to complete throughout your course. We will pre-book these with you at a time to suit. You'll also have time with your Tutor and Assessor in advance to ask any questions and best prepare for your assessments. As part of our commitment to not only Active IQ, but also you as a student we won't put you forward for any assessment unless we think you are ready to complete the required assessments. We want you to succeed in not only your courses but the industry itself. If you do book your assessment and do not show up for any reason without letting us know at least 24 hours in advance, you will have to pay a re-assessment fee of £50. This will be added to your account, once paid you will be able to rebook with your assessor. 

Your LAP File (Learner Achievement Portfolio) is yours to complete. We will send you a blank copy to complete once you register with us on your course. It will be your responsibility to complete your file and return to your assigned Tutor/Assessor. Once they have marked they will send back the same file with comments for any corrections that may need to be made. It's important that you do not delete your file and keep it stored in a safe place. The LAP File is designed to be accessed on any internet capable device (as long as you have software to open and edit). If not your Tutor Team can advise which software to use. It is important that you do not share this with anyone and all work completed must be your own as per our Academy and Active IQ Policies. If it is found that you have been giving your LAP File to someone else to complete you will be disqualified from the course, our Academy and potentially Active IQ from further qualifications. We are in the process of moving the LAP file digitally, as soon as this has been implemented all Students will be distributed a copy to use on completion of courses.

Your Tutor and Assessor team will, from the onset of your course set out their contact protocols. This will include both the contact method for the Tutor Team as well as the deadline dates and times for your assignments and assessments. As much as the course is based around you and the timescale you set, we do still set deadline times so that you have a target to work to and know when to submit you work by. 

For example, if we have a marketing day set for Sunday, your Tutors will be unavailable for contact during the marking hours so we can give 100% concentration and be distraction free for marking your LAP Files. You will be given a deadline, any work submitted after the deadline will not be marked until the next marking day. This will be included in your initial meeting with your Tutor/Assessor. Tutors and Assessors also have to report to the Academy IQA who will quality your LAP File and award your certificate. It is important that when requested by your Tutor all work is submitted complete and online to ensure the quick internal verification and quality assurance processes we follow for Active IQ to award your certificate. 

As we work in the fitness industry we don't stop over bank holidays or holiday periods. Gyms still operate and  still remain open. If you need to take some time off just let your Tutor and Assessor team know. The same comes for us, we will send through any dates that we will be unavailable including holidays, closure days, CPD training and Standardisation Days.

Standardisation Days are required by our awarding body and involves the entire Tutor and Assessor team to ensure that we are up-to-date on industry updates, course changes and qualification guidelines as well as review the internal verification reports of the previous batch of LAP Files.  If there is a Standardisation Day planned this will take priority over any other booking for that day as it is a requirement by our awarding body. 

Although your course is completed online via our eLearning platform and you complete your LAP File for us to mark, you are required by Active IQ to attend mandatory Practical Days. These days are scheduled with you in advance and will guide you in the practical elements of your course. It is mandatory that you attend all Workshops so we can credit your attendance for your course and put you forward for your assessments. Failure to do so will result in us being unable to qualify you in your chosen qualification. 

Your practical days will be held over evenings and weekends to suit most people completing our courses. If none of the dates and times suit you must inform a member of the team as these are mandatory in completing your course. We can arrange alternative days and times to complete these days. With the advancement of technology certain training days/workshops can be completed remotely.

We know that not everyone can pay for their course in one lump sum, so we have partnered with GoCardless and Stripe to offer payment plan options for paying for your course. This is broken down into a variety of payment options. Your payment plan must remain active throughout your course to complete all your payments to clear the balance on your course. If you cancel your payment plan you will be sent notification from the Academy Team to get reset back up or pay off the remainder of the course. If we cannot reset your payment plan with you, your qualification will be halted and communicated to Active IQ for non-payment. Your course will stop immediately and your online access revoked. You will not be able to pass your course and you will not be sent your certificate. Only once all remaining fee's have been paid will you be able to continue your course with us and gain certification. Both GoCardless and Stripe do charge fee's for their service, but we absorb this cost and do not pass any fee's onto you. In the event of any financial difficulty please contact a member of the Academy Team as soon as possible so we can work with you on a solution. 

From the date your commence your course with us, you will have a maximum time of 2 years to complete your course. After which your online login will expire and you will need to re-apply for your course. Most students will complete their courses in a matter of weeks / months, but if for any reason you need to take some time off, you do have up to 2 years to complete your course. If for any reason you need longer than this time please contact the Academy Director who will need to put your case forward to Active IQ for extension.

You will have access to the Active IQ SkillsHub as well as the ReForm Academy Student Area which will hold vital documents and resources for you to complete your course.

We are not a recruitment agency and cannot guarantee a job with any fitness provider in the industry. We additionally cannot guarantee any work placements. While we do have connections with many of the major National Fitness Clubs within the UK and the network of Independently Owned Gyms; but cannot guarantee any job or interview. We do strive to help you gain employment and can make contact to help arrange interviews but cannot guarantee a place for employment or freelance opportunities.

We may introduce you to Club Managers, Fitness Managers and Personal Trainer recruiters as part of your assessment process, but we do not have any authority to grant interviews with that specific gym.

All of our qualifications are governed and moderated by Active IQ, the leading provider of courses and qualifications in both the UK and International marketplace. A full list of the ReForm Academy Policies and Procedures can be found within the Student Area. If at anytime you need help, advice or have any queries regarding Active IQ of the ReForm Academy, please contact the Academy Director directly. Contact details can be found in your Student Area and all conversations will be confidential and if necessary relayed to Active IQ. 

All work submitted is marked by your Tutor/Assessor as well as placed through our Internal Verification process to ensure that you have completed all the relevant work and it has reached the appropriate benchmarks for the qualification you are studying. This is also checked by the External Verification Team at Active IQ for industry compliance. The ReForm Academy Internal Verifier is qualified to Level 4 as per Active IQ requirements and has regular meetings and reviews with the Academy's External Verifier Team.

As required by Active IQ we will hold certain data in order to qualify you for work within the fitness industry. The information that we hold will be stored in secure files only accessible by the Director of the Academy. This information is essential in recording your attendance and processing your certification. Your financial information is not sorted with the ReForm Academy and is stored securely with Stripe or GoCardless Cloud servers. We do not have access to any bank or card details. Any changes that need to be made to details are done directly with our provider and will be done with you in person. All personal information including your PARQ are stored and only accessible by the relevant people. As per the Data Protection Act all information is stored for the required time and then removed from our system. If at anytime you require your information to be removed this must be done in writing to mbrown@hydra.co who will remove your information from our system as well as request the information to be removed from our credit providers. 

More information is available in our Privacy Policy.