Policies

Gray Yoga School Policies (6)

(1) Anti-Harassment Policy

Harassment Against Members of Protected Class

We do not permit managers, employees, teachers, independent contractors, students, orothers in the workplace to harass any other person because of age, gender (includingpregnancy), race, ethnicity, culture, national origin, religion, sexual orientation, disability,socioeconomic status, genetic information, or any other basis proscribed by law.

Sexual Harassment in the Workplace

We do not tolerate sexual harassment in our studio. Sexual harassment refers to anyunwelcome sexual attention, sexual advances, requests for sexual favors and otherverbal, visual or physical conduct of a sexual nature when the conduct harms theperson’s employment or working environment.

Sexual Misconduct

We prohibit sexual misconduct in our studio. Sexual misconduct is any unsolicited andunwelcome sexual advance including requests for sexual favors, sexual touching, andverbal, visual, or physical conduct that creates a sexually hostile environment in a yogaclass or studio.

Romantic Relationships Between Teachers and Students

Teachers shall not invite, respond to, or allow any sexual or romantic conduct with astudent during the period of the teacher-student relationship.

(2) Attendance Policy

Missing Training Hours:

Each student can miss 10 hours, or one weekend, of the 200 hour yoga training program.These missed hours must be rescheduled, included in the cost of the program. If morethan one weekend of training is missed, the student must schedule make-up sessions ata rate of $30 per hour to graduate from the program. Students must contact the programdirector before the weekend which they will be missing.

Tardiness:

Any student who is late for class by more than 30 minutes will be docked an hour fromtheir training hours and need to make up at that hour.

Withdrawal Policy:

If a student wishes to withdrawal from our program for any reason, they must first contactthe program director to discuss their reasons for withdrawal. Refunds will be given inaccordance with the program’s refund policy.

Termination from Program:

The program may decide to terminate any student’s participation in the program if: (1)false information was used in the admission process that materially affects the program;(2) a student missed more than 50% of any subject category; (3) a student is absent formore than 5 consecutive days without contacting the program director; (4) the studentfails to make timely payments of tuition; or (5) the student is unable to pass a test afterbeing given 3 attempts. If the program decides to end the student’s participation in theprogram, the student is not entitled to any prior payments or fees. All prior payments andfees are non-refundable and non-transferable.

Termination from Program:

Bad Conduct: No refunds will be given if the program removes a student from theprogram for bad conduct. Bad conduct is violation of the Code of Conduct, gossip,harassment, bullying, or any other behavior that is inappropriate or disruptive to thewelfare of the program or to fellow students.

(3) Code of Conduct

We are committed to holding high ethical standards for our yoga teachers. We believethat it is the responsibility of a teacher to ensure a safe environment in which our studentscan grow physically, mentally, and spiritually. Students are looking for guidance fromteachers with authenticity, experience, and wisdom. Our Code of Conduct was developedto protect our students in this potentially vulnerable relationship with their teachers and touphold the highest professional standards.

Financial Practices:

Teachers will discuss all fees and financial arrangements in a straightforward professionalmanner. Teachers will manage their business affairs according to recognized standardbusiness and accounting practices. Teachers are encouraged to render services toindividual or groups in need without regard to financial remuneration. Teachers willneither receive nor pay a commission for referral of a student.

Continuing Education:

Teachers shall maintain the integrity, competency, and high standards of the yogaprofession by continuously striving to improve their skills through keeping current in newdevelopments in yoga practice and by participating in continuing educational programs.

Teacher-Student Relationships:

Teachers shall demonstrate high regard for the moral, social, and religious standards oftheir students. Teachers shall avoid imposing their personal beliefs on their students,although they may express them when appropriate in the class and in a sensitive andcareful manner. Teachers recognize the trust placed in them by students and the uniquepower of the student-teacher relationship. Teachers shall avoid exploiting the trust anddependency of students. Teachers shall avoid dual relationships with students (e.g.business, close personal or sexual relationships) that may impair their judgment,compromise the integrity of the teachings and/or use the relationship for their personalgain. Teachers shall not engage in harassment, abusive words or actions, or exploitstudents. Teachers recognize that the teacher-student relationship involves a powerimbalance and shall exercise caution if the teacher chooses to get into a personalrelationship with a student.

Integrity:

Teachers shall uphold the highest of moral standards. Teachers shall strive to ensure thattheir intentions, actions, and speech are based on honesty, compassion, selflessness,trustworthiness, and transparency. Teachers recognize that the process of learning isnever complete, and they shall avoid portraying themselves as “enlightened” or “spirituallyadvanced.” Teachers recognize that they are walking on the spiritual path along with theirfellow teachers and students. Teachers shall cultivate an attitude of humanity in theirteaching and dedicate their work to something greater than themselves.

Scope of Practice:

Teachers shall not abandon or neglect their students. If teachers are unable (or unwillingfor appropriate reasons) to provide professional help or continue a professionalrelationship, they should make every reasonable effort to arrange for instruction for thatstudent with another teacher. Teachers should avoid giving any personal adviceconcerning a student’s personal life.

Teachers shall not give medical advice. Teachers shall not prescribe a treatment orsuggest rejecting a physician’s advice. Teachers shall refer their students to medicaldoctors or complimentary licensed professionals when appropriate.

Confidential Information:

Teachers shall keep all personal information disclosed by their students or clients strictlyconfidential. A teacher who receives personal information from a student or client may notdisclose such information unless it obtains the written consent of the student or client. Alldiscussions among teachers concerning students or clients shall be conducted in secure,non-public environments.

Inter-Professional Relationships:

Teachers are part of a network of health care and well-being professionals and shall seekto develop interdisciplinary relationships. Teachers shall conduct themselves in anhonorable manner in their relations with their colleagues and other wellness practitioners.Teachers shall not openly criticize practices followed by other yoga schools or teachers.

Advertising & Communications:

A teacher shall accurately represent his or her professional qualifications andcertifications along with his or her affiliations with any organization(s). Announcementsand brochures promoting classes or workshops shall describe them with accuracy andgrace. These principles are designed to uphold the quality of our teachings and shall bein compliance with legal guidelines for appropriate representation of our services.

Yoga Equity:

Teachers shall welcome all students regardless of age, sex (including pregnancy, genderidentity and perceived gender expression), sexual orientation, color, race, national origin,marital status, parental status, veteran’s status, religion, or physical or mental disability,provided that the teacher has appropriate expertise.

(4) Grievance PolicyReporting of Policy Violations:

We encourage anyone who has been the subject of sexual misconduct or any otheraction that violates our policies and Code of Conduct to report the incident to our EthicsCommittee, Human Resources department, or school management (henceforth referredto as the “reviewing body”).

The report should contain the following information:

• Your full name;
• Your email and phone number;
• The name of the person who the grievance is against;• The date and location of the policy violation;

• Names and contact information of any witnesses with first-hand knowledge of thesituation; and,

• Any other credible evidence that is available to support the grievance.

In the interest of fairness and privacy, all reports must be made by the person who haspersonally experienced the misconduct. We will not investigate a matter based upon athird-party report of misconduct. All reports must be made in good faith based oninformation the person reporting the incident reasonably believes to be accurate. We mayrequest additional information from the person reporting the incident throughout thecourse of review of the report. We will take appropriate action to ensure compliance withour policies. The reviewing body will impose any sanctions that it feels are fair, just, andreasonable under all circumstances. We will not allow anyone to retaliate against anyperson for making a report in good faith or providing information in connection with aninvestigation into an alleged violation. Any information provided during a grievance reportreview will be treated on a confidential basis. Similarly, any actions that the taken inresponse to the report will also be confidential.

Confidential Treatment

The reviewing body has an important obligation to maintain the confidentiality of allinformation they may receive in connection with reviewing ethical complaints. Thisincludes any information provided by victims or witnesses in their investigations and anydocuments, emails, or notes they may gather. The reviewing body should make eachperson who is interviewed feel comfortable that the discussion will be held strictlyconfidential. This information is extremely sensitive. Its exposure could damage thereputations of the school, the teacher and the student, it could make the situationimpossible to resolve fairly, and it could lead to legal liability. The reviewing body willmake sure that the forum where they will be discussing the matter is secure. They will notmeet in an environment where someone may overhear what is being discussed. Thesemeetings will not occur in a public place. Restaurants and coffee shops are public placesand should not be used for meetings. Discussions will not be held in bathrooms andcommon areas at the yoga school or studio.

Timeline for Reporting Violations and Complaints

If an individual wants to file a complaint about the possible unethical conduct of a teacheror other person, he or she shall file the complaint within thirty (30) days after learning ofthe facts which may establish a potential violation. Complaints filed more than thirty (30)days after the violation of the Code of Conduct occurred may be reviewed at thediscretion of the reviewing body. A complaint should not be filed unless the person filingthe complaint has: i. material and credible evidence that may establish a violation schoolpolicy; ii. personal knowledge of the facts that form the basis of the complaint. 35Grievance Policy Template yogaalliance.org After the complaint has been filed, allpersons with personal knowledge about the complaint are encouraged to assist thereview by providing relevant and factual information about the potential policy violations.This will assist the reviewing body in promptly and effectively responding to the complaint.

Due Process and Procedure

We recognize that our reviewing body has an obligation to give a person accused ofmisconduct a reasonable level of due process. Because the person may lose his or herjob and their reputation may be tarnished, the decision-making process must be fair andobjective. Due process in this context does not mean that the reviewing body will conducta mini trial but it will gather all of the relevant facts surrounding the matter and make a fairand objective decision based on the facts. The reviewing body may need to interview theperson who reported the situation, the person who perpetrated the misconduct, and anyother people who have direct knowledge about the situation. The reviewing body willexamine all other credible and objective evidence about the situation.

Dismissal or Acceptance of a Complaint

Upon the receipt of a complaint, the reviewing body will evaluate the complaint todetermine if it should be dismissed or reviewed. The reviewing body may dismiss acomplaint if it determines that any of the following is true: i. the complaint is clearlyfrivolous or insubstantial; ii. the information contained within the complaint is not credible;iii. the complaint is not within the scope of school policies; iv. the complaint has not beentimely filed; v. a policy violation would not exist even if the complaint were true; vi. nocredible evidence could be provided which could support a finding that a policy violationhas occurred; vii. the complaint is anonymous; or viii. the alleged violation has been curedby a good faith effort of the parties involved in the complaint. In making its determinationthe reviewing body may obtain and consider information relevant to the matter other thanthat included within the complaint or provided by the subjects of the complaint. Withinthirty (30) days after the receipt of a complaint, the reviewing body will either dismiss thecomplaint or accept the complaint for evaluation. After it has made its decision, thereviewing body will advise the person who filed the complaint as to whether it hasdismissed or accepted the complaint. If the reviewing body elects to dismiss a complaint,it shall provide the person who submitted the complaint with its reasons for dismissing thecomplaint.

Rules of Procedure After Acceptance of a Complaint

If the reviewing body decides to accept a complaint and determine if there has been aviolation of school policy, the subject of the complaint will be given written notice of thecomplaint. The notice shall include information sufficient enough to provide the subjectwith a fair opportunity to respond to the complaint. The subject of the complaint will havethirty (30) days from receipt of notice to submit a written response to the complaint. Theresponse may contain any information which the subject feels is relevant and responsiveto the complaint. The reviewing body may extend the response period for additionalperiods upon request. The reviewing body may consider the matters alleged in thecomplaint, the written responses of the subject of the complaint, and other interestedparties, other relevant facts, and ethical and legal principles. The reviewing body mayquestion the parties (and, in its discretion, third parties) and obtain such other informationas it shall determine is necessary, relevant and proper. The reviewing body may conductits own investigation into the complaint in its discretion. If the subject of the complaint failsto respond to the notice within the thirty (30) day period, it will constitute sufficientgrounds for the reviewing body to act on the evidence in hand and impose appropriatesanctions. The reviewing body may extend the response period for additional periodsupon request.

Determination of Violation

After its evaluation of all information relating to the complaint, the reviewing body willdetermine whether a violation of school policy has occurred. If the reviewing bodydetermines that a violation of school policy has occurred, it may impose sanctions. Thereviewing body will give the subject of the complaint written notice as to its decision onthe complaint and the imposition of sanctions, if any. The subject of the complaint may filea written appeal of the sanctions, setting forth all information relevant to the appeal, withinten (10) days of receiving the notice, by sending notice of appeal to the reviewing body.The reviewing body will evaluate the appeal and render a decision on the appeal withinseven (7) days. The reviewing body may extend the response period for additionalperiods upon request. The decision on the appeal shall be final.

Sanctions

We recognize the principle “the punishment must fit the crime.” We do not sentencesomeone to life imprisonment for jaywalking. There must be a sense of fairness andmoral proportion in judging these situations. All cases of abuse and misconduct, frominappropriate commentary to physical assault, will be judged objectively and thereviewing body will fashion a sanction that fairly and equitably addresses the situation,and giving due considerations, to all the facts.

In many cases, it may be hard to uncover all of the facts, there may be conflicting facts,there may be conflicts of interest, and there may be circumstances and facts that weighon both sides of the scales of justice. However, the reviewing body will use sound andcareful judgment in deciding what type of sanctions to impose.

Sanctions Cont.

There are four options:

1. Do Nothing. The facts do not show that the person committed the policyviolation
.
2. A Warning. The facts show that the person’s actions were minor and thata warning is a fair sanction. The warning could be coupled with counseling.

3. Time Out. The facts show that the person’s actions were serious andwarrant suspending the person from the studio or community for a decidedamount of time. However, the actions were not so serious that they supporttermination of employment. For example, the person may be good heartedbut made a mistake in judgement. This may weigh toward leniency. The“Time Out” period is usually one year but it may be shorter depending uponthe circumstances. During the “time out” the person gets counseling, doesspiritual work, contemplates their actions, etc. After the “Time Out” periodexpires, the person can approach the reviewing body to ask to re-commencetheir teaching activities or allow them to rejoin the community. The reviewingbody then will determine as to whether the person has resolved their issuesand that it is appropriate for them to return. The reviewing body shouldconsider whether there has been a sincere apology and contrition,appropriate reparation to the injured parties, rehabilitation and heart-feltchange before the person may return. This decision will entirely at thediscretion of the reviewing body.

4. Dismissal. The facts show that the person’s actions were so serious thatthey warrant dismissing the person from the studio or community. Theperson is dismissed, and their employment or independent contractoragreement is terminated.

(5) Refund Policy

Admission Denials

An applicant who is denied admission into the program is entitled to a full refund of allmoney paid by said applicant.

Three (3) Day Cancellation

An applicant who submits written notice of cancellation within three (3) business daysafter signing the training agreement is entitled to a refund of all money paid. The refundwill be paid within thirty (30) days of receiving the notice of cancellation.

Cancellations After Three (3) Days But Before Program Start Date

An applicant who submits written notice of cancellation of the program more than three(3) business days after signing the training agreement, but before the program begins, isentitled to a refund of all money paid less the $150 registration fee (included in tuition).

Refunds After the Program Start Date

There will be no refunds after the start date of the program. If the applicant withdrawsfrom the program for any reason after it starts, the applicant will be responsible for payingthe full tuition, regardless of any partial payments that have been made to date.

(6) Retaliation Policy

We will not retaliate against any person for having reported or threatened to reportharassment, discrimination, retaliation, or violations of our Code of Conduct or polices, orfor participating in an investigation into any of the foregoing. Anyone who retaliatesagainst a person will be subjected to disciplinary action, up to and including termination.We encourage any person—including employees, non-employees, and students—whobelieve they have been subject to retaliation to inform a supervisor or manager. We havea zero-tolerance policy for sexual harassment or sexual misconduct. We encourageanyone who has been anyone who is subject to this behavior to report it to the humanresources department or school management. We will do everything possible to ensurethat you are not retaliated against by anyone because you have reported misconduct