Neptune School Policies

NEPTUNE SCHOOL OF WINE

SCHOOL POLICIES

Neptune School of Wine is an Approved Program Provider of the Wine & Spirit Education Trust (WSET) as well as the Wine Scholar Guild (WSG). Neptune School of Wine also offers wine education courses geared to the professional or consumer that do not result in certifications. All courses are open to the public but require pre-registration through the NeptuneWine.com website, and additional pre-requisites may be in place depending on the individual class or course.

Enrollment Dates

Enrollment dates vary per course. For some courses, students may enroll up to the course’s start date, provided space is available, while other courses have registration deadlines. The course descriptions on each registration page indicate whether deadlines exist.

Entrance Requirements

Students intending to enroll in any of Neptune School of Wine’s programs must be 21 years of age by that course’s start date. Additional entrance requirements apply depending on the level of the program; these additional entrance requirements are listed under specific course descriptions.

Attendance Policies

For all certification courses, students are assessed and graded solely on the basis of their examinations, therefore attendance at individual classes is not required. However, it is highly recommend that all students do their best to attend all classes as part of their course in order to be adequately prepared for and successful in their examinations. Should a student need to miss an individual class they do so at their own discretion and are solely responsible for thoroughly reviewing any materials covered in their absence. No class make-ups are offered or allowed for any of Neptune School of Wine classes, certification or otherwise.

A leave of absence is to be granted only in extenuating circumstances, such as an accident, prolonged illness, maternity leave, or the death of a close relative. A Leave of Absence Request Form must be submitted no later than one week after the student last attended class. The school director will review the student’s request, possibly in person with the student requesting the leave. Not all leave requests will be granted. All leaves of absence must be requested in writing and approved in writing. If the student fails to return on the agreed upon date, the student will be dismissed and a refund calculation performed. Some courses and classes are too short to make a leave of absence practical.

Exam Resit Registration Fees

WSET exam resit registration fees are as follows:

Level 1 - $100
Level 2 - $150
Level 3 Theory - $150
Level 3 Tasting - $150
Diploma D1 - $225
Diploma D2 - $225
Diploma D3 Theory – $350
Diploma D3 Tasting - $500
Diploma D4 - $350
Diploma D5 - $350
Diploma D6 - $250

Non-Discrimination Policy

No person may be denied admission to, participation in, employment at, the benefits of, or be discriminated against in any service, program, course, or facility of the Neptune School of Wine because of the person's political affiliation, age, race, creed, religion, color, handicap (disability), marital status, parental status, sex, national origin, ancestry, sexual orientation, pregnancy, arrest record, service in the armed forces, or genetic testing. As such, all Neptune School of Wine's services will be provided in a non-discriminatory manner and in a climate that is conducive to, and supportive of, cultural and ethnic diversity. For questions or issues regarding this policy, please contact Peter Neptune at info@neptunewine.com.

Student Bill of Rights

Students have rights as members of Neptune School of Wine’s community. These include the right to:

pursue free inquiry and expression;
receive at the start of each course: the course specification and assessment criteria;
expect a competent presentation of the course material;
take reasoned exception to the data or views offered in any course of study. However, students are responsible for learning the content of any course of study for which they are enrolled;
be evaluated solely on relevant criteria as described in the course outline and be protected from arbitrary or capricious academic evaluation; and
file a formal complaint without fear of retribution if they believe their rights have been violated.

Neptune School of Wine is not responsible for any emails sent to the students that are not received.

Complaint Procedure

Neptune School of Wine encourages an open and frank atmosphere in which any problem, complaint, suggestion, or question can be fairly and openly discussed. Because students are assessed and graded solely on the basis of their examinations, appeals for feedback and/or re-grading must be made to the WSET, which is the examination authority, via the procedure outlined here. To assist students in resolving issues that are not grade-related, and to promote a positive environment for students, faculty, staff, and administration, Neptune School of Wine has established the following problem-solving procedure:

Complaints must first be addressed formally, in writing to the APP. Only after all attempts for resolution per your policy have been exhausted can the complainant raise their complaint with WSET at QA@wsetglobal.com.
A student wishing to report a non-grade-related issue involving a faculty member, staff member or administrator should submit their complaint in writing to info@neptunewine.com. The person with whom the student has an issue has the right to receive a copy of the complaint form and the right of rebuttal. Neptune School of Wine may request a written response to the complaint and/or hold a meeting to clarify the facts of the case.
Neptune School of Wine will do its best to resolve student complaints for academic and non-academic issues in a timely manner with the goal of settling a formal complaint in 30 days or less. On occasion, the process may take longer. No student will be criticized or retaliated against for using this procedure in a cooperative manner. Records are kept for a minimum of 3 years.

Reasonable Adjustments Policy

Both WSET and Neptune School of Wine 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 Neptune School of Wine 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-organising the assessment room, such as removal of visual stimuli for an autistic candidate.

Neptune School of Wine 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 Neptune School of Wine, 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, Neptune School of Wine 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 Peter Neptune at info@neptunewine.com with:

Your full name;
contact information;
description of the special need, disability or differing ability that requires an adjustment; and
supporting documentation.

You must submit this information at least 30 working days before the exam date for Levels 1-3 qualifications and at least 60 working days before the exam date for Level 4 Diploma. The information you submit will be shared with WSET and will be handled under WSET’s Privacy and Data Protection Policy.

Neptune School of Wine will keep records of all reasonable adjustment applications.

Special Consideration Policy

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.

Applying for special consideration
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 Peter Neptune at info@neptunewine.com as soon as possible. Neptune School of Wine will provide you with a Special Consideration Application Form, which must be completed and returned with supporting documentation within 5 working 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, Neptune School of Wine will submit a detailed report of the circumstances and candidates affected to WSET to request a special consideration.
Neptune School of Wine will keep records of all applications for special consideration.

Conflicts of Interest

As an APP Neptune School of Wine is required to identify to WSET and assist in managing or monitoring actual, potential and perceived conflicts of interest (‘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 Neptune School of Wine processes and procedures.
This policy applies to all Neptune School of Wine staff and students and to any individual acting on behalf of Neptune School of Wine.
A Conflict of Interest exists where an individual has interests or loyalties that could adversely influence their judgement, objectivity or loyalty to WSET or Neptune School of Wine 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 programmes 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 Neptune School of Wine’s educators or APP staff takes a qualification and exam through Neptune School of Wine, or when an employee of Neptune School of Wine, or of the WSET, takes a WSET qualification through Neptune School of Wine, 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 an individual 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 Neptune School of Wine who becomes aware of a Conflict of Interest must inform Neptune School of Wine according to the procedures in the Complaints policy as soon as possible. Peter Neptune 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 Neptune School of Wine determine the conflict is not manageable, Peter Neptune 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 Neptune School of Wine because we are required to report conflicts to WSET.

Malpractice and Maladministration Policy
Both Neptune School of Wine and WSET have policies and procedures in place to protect WSET students and safeguard the integrity of WSET qualifications. Neptune School of Wine ensures compliance with Neptune School of Wine’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 Neptune School of Wine or WSET Policies and Procedures can fall into two distinct, but related, categories:

Maladministration, where the non-compliance is generally unintentional, or the result of mistakes, carelessness, inexperience or poor processes; and
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;
 Unathorised reading/amendment/copying/distribution of exam papers;
 Failure to report changes in APP ownership/personnel/location/facilities;
 Denying WSET access to information, documentation, workforce, facilities;
 Failure to return exam papers within the specified timeframe or to follow delivery and tracking regulations;
 Infringements of WSET copyright, trademarks, intellectual property rights and brand identity;
 Use of unqualified and/or unregistered educators or internal assessors;
 Breach of confidentiality
 Misleading advertising/publicity;
 Any action likely to lead to an adverse effect.
 Failure to disclose a Conflict of Interest;

For students:

 Cheating, or facilitating cheating, including the use of unauthorised devices or materials;
 Disruptive behaviour in an exam;
 Plagiarism of any nature by students;
 Impersonation (including forgery of signatures);
 Unauthorised 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 Neptune School of Wine staff and our students should treat others and be treated professionally and respectfully at all times. We will treat inappropriate behaviour 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.

Reporting and Investigation of Malpractice or Maladministration
As an APP, we aim to ensure compliance with WSET Policies and Neptune School of Wine 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 Neptune School of Wine as soon as possible by following the process outlined in our Complaints policy.
During WSET’s investigation, they may reach out to Neptune School of Wine or to you directly to request further information or conduct an interview. Please respond to any requests promptly and honestly.

Managing Non-Compliance
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.
Potential sanctions may include:

Written Warning - A letter informing the Main Contact of the non-compliance incident and stating that further action will be taken in case of recurrence/other non-compliance incidents.
Training - Training/re-training for APP staff, to be completed within a specified timeframe
Action Plan - A statement of specific actions to be implemented by the APP by a set date.
Use of Independent Verifiers/Observers/Assessors/Invigilators - The appointment for a specified period of time, at the APP’s expense, of independent verifiers/observers/assessors/Invigilators to ensure that delivery of courses and assessments is compliant with WSET Policies and Procedures
Invalidation of Results/Suspension of Certification - WSET may declare an assessment null and void. WSET may, for a period of time or until a specific matter has been rectified, refuse to issue certificates to candidates from an APP
Suspension/Withdrawal of Approval to Run Specific WSET Qualification(s) - WSET may suspend or withdraw an APP’s approval to offer one or more of its qualifications. Suspension may be for a period of time or until a specific matter has been resolved.
Suspension/withdrawal of APP status - WSET may suspend or withdraw an APP’s approval to offer WSET qualifications. Provisions for Withdrawal of Approval will come into effect. At the time of withdrawal, the APP will be informed of the earliest date at which it can reapply and any special measures it will need to take prior to this application.

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:
Sanctions Applicable to Students/Candidates

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.

Thank you for your understanding, if you have any questions, please email info@neptunewine.com.