Phoenix's Wisdoms Policies | The Herbal Phoenix

🔒 Administrative & Institutional Policies

Phoenix's WisdomNon-Discrimination Policy

At Phoenix’s Wisdom, we are committed to fostering an inclusive, equitable, and respectful learning environment for all students, staff, instructors, and community members.

We do not discriminate on the basis of:

Race, Color, National origin or Ancestry; Ethnicity or Tribal Affiliation; Religion or Spiritual Belief; Sex, Gender Identity, or Gender Expression; Sexual Orientation; Age; Physical or Mental Ability; Socioeconomic Status; Marital or Parental Status; Immigration status; Military or veteran status.

This commitment extends to all aspects of our programming, including admissions, instruction, certification, hiring, and community engagement.

Discriminatory behavior, harassment, or exclusion based on the identities or experiences listed above is strictly prohibited and will be addressed through appropriate action.

Phoenix’s Wisdom upholds the inherent dignity, strength, and worth of every person. We center Indigenous values of community care, cultural respect, and collective growth in all we do.

Phoenix's Wisdom
FERPA-Conscious Privacy & Data Protection Policy

At Phoenix’s Wisdom, we are committed to maintaining the privacy, integrity, and security of our students’ personal information and academic records. This policy outlines how we collect, store, access, and protect student data in accordance with ethical standards and applicable laws, including the Family Educational Rights and Privacy Act (FERPA).

📄 What Information We Collect

We collect and maintain the following student data:

Legal name and contact information
Date of birth and demographic data
Emergency contact and health disclosures (if applicable)
Enrollment and attendance records
Academic performance, assessments, and certifications
Financial transactions related to tuition and fees
Communications between students and staff

🗄️ How We Store and Protect Data

Digital records are stored on password-protected cloud-based systems with restricted access.
Only designated personnel (e.g., program director, registrar, admin assistant) have access to full student files.
We use secure login credentials for all internal systems and regularly update security protocols.
Backups are performed monthly and securely stored.

👀 Who Can Access Student Information

Under FERPA and our internal guidelines:

Students (or legal guardians, if under 18) may request access to their own records at any time.
Staff access is granted on a need-to-know basis only, for academic or administrative purposes.
We do not share personal information with third parties without written consent, except in limited, legally permitted cases (e.g., in emergencies, to comply with subpoenas).

📋 Release of Information Requires Written Consent

Before releasing any student information (e.g., for employment verification, referrals, or transfers), Phoenix’s Wisdom requires a signed release form by the student (or guardian). The form must specify:

What information is to be released
To whom it is released
The reason for release
The student's signature and date

🔄 Record Retention & Destruction

Student records are retained for a minimum of 5 years following the date of last attendance.
After the retention period, records are securely shredded or permanently deleted.
Certification records may be retained longer for program verification and auditing purposes.

⚠️ Data Breach Protocol

In the unlikely event of a data breach:

We will notify affected individuals within 7 business days.
A formal investigation and remediation process will be initiated.
Additional reporting to oversight or accrediting agencies will occur as needed.

📩 Questions or Concerns?

To request records, update personal data, or file a privacy-related concern, please contact:
Phoenix’s Wisdom Records Officer
Email: phoenixswisdom@herbalstl.com
Subject: Record Inquiry

🎓 Conduct & Discipline

Phoenix’s Wisdom Disciplinary Action Policy

Phoenix’s Wisdom maintains a safe and respectful learning environment by upholding clear behavioral expectations. Students who violate school policies—including harassment, academic dishonesty, substance use, or repeated disruptions—may be subject to disciplinary action.

Disciplinary steps typically follow a progressive model:

Verbal Warning – Informal notice and discussion of the issue.
Written Warning – Documented notice outlining the violation and expectations.
Probation – A formal period with specific conditions for continued enrollment.
Dismissal – Permanent removal from the program due to serious or repeated violations.
Restorative options, such as mediation or reflection assignments, may be offered when appropriate. Students may appeal disciplinary decisions in writing within 10 days of notice.

Our goal is to support accountability, not punishment—promoting growth and professionalism in all students.

Phoenix’s Wisdom Code of Conduct Policy

At Phoenix’s Wisdom, we uphold a code of conduct rooted in respect, responsibility, and community care. This policy outlines our shared expectations for behavior, communication, and professionalism in all learning environments—virtual and in person.

🌿 1. Core Values

All students, staff, and faculty are expected to uphold the core values of respect for all beings, accountability, integrity, care, and cultural sensitivity. These principles guide our shared commitment to creating a learning environment rooted in inclusivity, responsibility, and compassionate engagement.

🎓 2. Student Behavior Expectations

In the Classroom or Practicum:

Arrive on time, be present, and minimize distractions. Communicate with respect and inclusivity and contribute in ways that support shared learning. Disruptive or aggressive behavior will not be tolerated. Always honor cultural protocols when engaging with traditional teachings.

Online or Virtual Spaces:

Use real names and turn on cameras when appropriate
Dress and present yourself as you would in a learning space
Communicate respectfully in chat and video
Do not record, screenshot, or share course materials without permission

🧑🏽‍⚖️ 3. Professionalism

Students preparing for professional service roles are expected to demonstrate ethical conduct with clients, peers, and instructors; submit assignments on time and honor commitments; handle all sensitive information with confidentiality and care; abstain from substances during class, clinicals, and events; and engage in open, respectful communication when addressing concerns.

🛑 4. Unacceptable Behavior

Behaviors that may result in disciplinary action include (but are not limited to):

Harassment, discrimination, or bullying of any kind
Intoxication or substance use during class or practice
Theft, property damage, or misuse of school resources
Repeated disruption, insubordination, or refusal to follow policy
Academic dishonesty (plagiarism, falsifying work, misrepresentation)

⚖️ 5. Conflict Resolution

We believe in restorative practices and approaching conflict with care and accountability. When harm arises, students are encouraged to address the issue directly and respectfully with the person involved, if it feels safe to do so. If the concern remains unresolved, it should be brought to the instructor. Repeated or serious violations may lead to a formal review, probation, or removal from the program.

🎓 Admissions & Enrollment Policies

Phoenix’s Wisdom Eligibility Requirements Policy

To ensure that each student is prepared for success in our vocational certificate programs, Phoenix’s Wisdom requires applicants to meet the following eligibility criteria before enrollment:

📅 1. Age Requirement

Applicants must be 18 years of age or older by the start of the program.

Exceptions may be considered for 17-year-olds with guardian consent and a high school diploma or equivalent.

📚 2. Educational Background

Applicants must have one of the following:

A high school diploma,
A GED (General Educational Development) certificate, or
Documentation of having completed secondary school education in a homeschool setting that complies with state law.

🪷 3. Program-Specific Prerequisites

Certain programs or tracks within Phoenix’s Wisdom may have additional entry criteria such as:

Completion of a foundational workshop or orientation
Minimum attendance at an introductory class
Demonstrated interest or prior experience

These requirements will be listed on each program’s overview or shared during the application process.

📄 4. Required Documentation

Applicants must submit the following to complete enrollment:

Completed Phoenix’s Wisdom Application Form
Proof of age and identity (e.g., state ID, passport)
Copy of high school diploma, GED, or homeschool certification (unless waived)
Signed Enrollment Agreement
Emergency contact information
Any other documents specific to the program (e.g., health waiver, intake form)

All documents must be submitted by the application deadline to be considered for enrollment.

🔎 Admissions Review

All applications are reviewed on a rolling basis. Incomplete applications will not be processed until all required documents are received. The admissions team may reach out for an interview or additional clarification if needed.

For questions regarding eligibility, exceptions, or to request assistance with your application, please contact:
📧 phoenixswisdom@herbalstl.com

Subject: Admissions/ Eligibility Question

Non-Refundable Fees & Tuition Payment Policy

At Phoenix’s Wisdom, we are committed to transparent and equitable financial practices. The following policy outlines tuition costs, payment procedures, refund rules, and financial assistance options available to all certificate program participants.

📋 1. Program Tuition Breakdown

Tuition and fees vary by program and are clearly outlined in the program’s course catalog or enrollment materials.

Standard costs include:

Application Fee$0
- Due with submission of application
Program Deposit$100 (non-refundable) Reserves your space; applied toward tuition
Tuition
- (Based on program length and content)
Materials Fee$50 – $150
- Covers books, supplies, handouts, herbal kits (if applicable)

📅 2. Payment Due Dates

Deposit is due upon acceptance to hold your seat.
Full Tuition Payment is due no later than 7 days before the program start date.
Payment plans may be available upon request (see below).

🧾 3. Refund & Withdrawal Policy

More than 14 days before start100% refund of tuition (excluding deposit/fees)
7–14 days before start50% refund of tuition (excluding deposit/fees)
Less than 7 days before start- No refund available
After program begins- No refunds or credits given

**Application fees and deposits are non-refundable under all circumstances.**

Students who withdraw due to emergencies may request a case-by-case review for partial credit or transfer to a future cohort.

🤝 4. Payment Plans

Phoenix’s Wisdom offers flexible payment options to make our programs accessible:

Option A: Full payment up front (discounts may apply)
Option B: Two payments – 50% by due date, 50% within 30 days
Option C: Custom monthly plans available for programs over 6 weeks in length

To request a payment plan, contact us at phoenixswisdom@herbalstl.com before the tuition deadline.

🎓 5. Financial Aid & Community Access

We are deeply committed to equitable access for all students, especially those from underserved communities. The following supports may be available:

Scholarship Fund based on need and mission alignment
Work-Trade or Service Exchange for limited seats

Transfer of Credit Recognition Policy

Phoenix’s Wisdom recognizes that students may enter our programs with prior educational, professional, or lived experience in complementary health, herbalism, or related disciplines. While we do not formally accept transfer credit in the traditional academic sense, we do offer a Credit Recognition Pathway that allows qualified students to demonstrate competency and potentially waive select course requirements through a Prior Learning Assessment (PLA).

📚 1. Credit Recognition Eligibility

Students may be eligible to receive credit recognition if they have:

Completed relevant coursework at another herbal, wellness, or vocational training school
Held licensure, certification, or extensive experience in a related field (e.g., herbalist, doula, nutrition coach, bodywork practitioner)
Participated in extensive apprenticeships or mentorships

All prior learning must directly align with Phoenix’s Wisdom program competencies and be well documented.

📝 2. Required Documentation

To apply for credit recognition, students must submit:

A Credit Recognition Request Form
Transcripts or completion certificates (if applicable)
A portfolio of work or letter from a mentor/instructor verifying practical experience
A brief written reflection explaining how their experience fulfills the objectives of the specific course(s)

A demonstration, interview, or short quiz may be required to validate skills.

📏 3. Limitations

No more than 30% of the total certification program hours may be fulfilled through prior learning credit
Credit recognition will not apply to final capstone projects, clinical/practicum requirements, or core Phoenix’s Wisdom methodology courses

🧾 4. Review & Approval Process

Credit recognition requests will be reviewed by the Program Director within 2–3 weeks of submission. Students will be notified in writing of the decision and given guidance on how the credit affects their course path.

🌱 Our Commitment

Phoenix’s Wisdom values diverse pathways of learning—formal, ancestral, experiential, and intuitive. This policy exists to honor the knowledge our students bring while maintaining the integrity and rigor of our programs.

Additional Admissions, Code of Conduct, & Enrollment Policy Information

As part of the enrollment process, applicants are required to complete all application materials, including any associated interviews, supporting documentation, and submission by stated deadlines. In addition, all accepted students must sign the official Code of Conduct and Enrollment Agreement, which outlines the program’s terms, expectations, and institutional policies.

📅 Academic Policies

Phoenix’s Wisdom Attendance Policy

At Phoenix’s Wisdom, regular attendance is essential to ensure students meet the learning outcomes, hands-on requirements, and professional expectations of our vocational certification programs. This policy outlines our attendance expectations, reporting procedures, and consequences for non-compliance.

✅ 1. Attendance Expectations

Students are expected to attend all scheduled classes, labs, practicums, and field experiences.
Attendance is required for both in-person and virtual sessions (if applicable).
A minimum of 90% attendance is required to receive certification.
- Exception is the Aromatherapy Certifications due to the comprehensive nature of the curriculum.
Participation in class discussions, assignments, and experiential activities is considered part of attendance.

📤 2. Reporting Absences

Students must notify their instructor or the school office at least 24 hours in advance if they will be absent, except in cases of emergency.

To report an absence:
📧 phoenixswisdom@herbalstl.com

Please include:

Full name
Program name
Date(s) of absence
Reason for absence (brief)

🚫 3. Excused vs. Unexcused Absences

Excused Absences may include:

Religious observances
Court appearances

Unexcused Absences are those not reported in advance or without a valid reason.

Two unexcused absences may result in probation or removal from the program.

Please note: Due to the comprehensive nature of the Aromatherapy Certification courses, absences will not be excused except in cases of court appearances or religious observances. Any missed session must be completed before progressing further in the program.

🔁 4. Make-Up Work & Attendance Recovery

Limited make-up sessions or alternative assignments may be offered for excused absences only.
In some cases, additional practicum hours may be required to meet certification minimums.

⚠️ 5. Tardiness & Early Departures

Arriving more than 15 minutes late or leaving early without prior notice may count as a partial absence.
Repeated tardiness may result in a written warning or attendance review.

🎓 6. Certification Eligibility

To receive your vocational certificate, students must:

Complete all required hours and assignments
Resolve all absences in compliance with this policy

Students who fall below the attendance requirement without valid justification may be ineligible for certification.

🧘 7. Support & Flexibility

Phoenix’s Wisdom recognizes that many students balance work, family, and healing. We are committed to trauma-informed, culturally grounded support. If attendance becomes a challenge, please reach out early to explore flexible solutions.

Phoenix’s Wisdom Grading & Assessment Policy

At Phoenix’s Wisdom, assessment is designed to honor multiple ways of knowing, encourage practical mastery, and ensure students meet the learning outcomes required for certification. Grading is transparent, consistent, and grounded in supportive feedback.

🎯 1. Purpose of Assessment

Assessment serves to:

Measure student progress toward program competencies
Promote reflective and applied learning
Ensure readiness for certification and real-world practice
Guide instructors in providing support or adjustments

📚 2. Grading Components

Attendance & Participation 25%

Skills Demonstration 25%

Written Assignments 20%

Final Project/Portfolio 30%

Each course or module may adapt percentages slightly based on its format and content.

📋 3. Grading Scale

A 90–100%

Excellent understanding and skill

B 80–89%

Proficient and consistent

C 70–79%

Acceptable, needs some improvement

D 60–69%

Below standard, needs significant review

F Below 60%

Not passing; certification not earned

Students must achieve a minimum of 70% (C grade) in each course or module to qualify for certification.

✍️ 4. Assessment Methods

Assessments may include:

Practical demonstrations
Written reflections or short essays
Hands-on evaluations or practicum reports
Knowledge checks
Final projects

💬 5. Feedback & Reassessment

Instructors provide timely, constructive feedback on all major assignments.
Students may request one reassessment per module (if below passing).

⏳ 6. Missed or Late Work

Late assignments may incur a 10% deduction per day, up to three days.
Work more than 3 days late may not be accepted unless prior arrangements were made.
In cases of illness or emergency, students must communicate promptly to request extensions within the attendance policy.

⚖️ 7. Academic Integrity

Phoenix’s Wisdom upholds values of honesty, respect, and cultural stewardship.

Violations of academic integrity include:

Plagiarism
Dishonest or fabricated documentation
Misrepresentation of practicum or attendance

Consequences may range from reassignment to removal from the program, depending on severity.

🧘 8. Support & Fairness

Students with documented learning needs, disabilities, or trauma-related accommodation are encouraged to speak with Student Services to access personalized learning support.

Phoenix’s Wisdom Anti-Harassment, Anti-Violence & Drug-Free Policy

Phoenix’s Wisdom is committed to maintaining a safe, respectful, and healing-centered learning environment for all students, staff, faculty, and visitors. We uphold a zero-tolerance policy for harassment, discrimination, violence, and substance misuse in all school-related spaces and activities—whether in person, online, or in community-based settings.

Harassment of any kind is strictly prohibited. This includes verbal abuse, sexual harassment, bullying, threats, physical assault, and discrimination based on race, gender identity, sexual orientation, age, disability, spirituality, or cultural background. Harassment may be verbal, written, physical, or digital, and can include persistent unwanted contact, derogatory jokes or slurs, inappropriate advances, or intimidation. Any behavior that creates a hostile, unsafe, or uncomfortable environment violates our core values and will not be tolerated.

In alignment with professional wellness standards, Phoenix’s Wisdom also operates as a drug-free learning environment. The use, possession, or distribution of alcohol, illicit substances, or mind-altering drugs is prohibited during all classes, workshops, fieldwork, and school-sponsored events. Even where cannabis is legal, it is not permitted during any academic or clinical setting. Students may not attend class or engage in practicum experiences under the influence of any substance that could impair judgment, learning, or client care. Prescription medications must be taken responsibly and in accordance with healthcare provider guidance.

Violations of this policy may result in consequences ranging from formal warnings and behavioral contracts to suspension, dismissal from the program, or legal action. Restorative measures may be offered when appropriate and safe, but Phoenix’s Wisdom reserves the right to immediately remove any individual whose behavior endangers the wellbeing of others.

All members of the school community are encouraged to report incidents of harassment, violence, or drug-related violations. Confidentiality will be respected to the greatest extent possible, and all reports will be reviewed with care, compassion, and accountability.

Phoenix’s Wisdom is a space of liberation, mutual respect, and cultural safety. We affirm the right of every individual to learn and grow in a trauma-informed, substance-free, and violence-free environment. By enrolling in our programs, all students agree to uphold these expectations and to contribute to a school culture rooted in integrity and care.

🔥 Certification
and
Completion Policy

Phoenix’s Wisdom is committed to honoring the integrity and intention of each certification program. Certificates are awarded to students who have successfully completed all academic, practical, and attendance requirements as outlined in the program syllabus and school policies.

✅ 1. Criteria for Certification & Graduation

To be eligible for certification, students must meet the following requirements:

Completion of Required Coursework:
All modules, assignments, and learning activities must be completed in full with satisfactory performance as defined by the grading and assessment policy.
Attendance Requirements:
Students must adhere to our attendance policy (unless otherwise approved by the Program Director).
Demonstrated Competency:
Students must demonstrate sufficient skill and understanding through final assessments, presentations, practicum hours, or projects as applicable to their program.
Good Standing:
Students must be in good financial and behavioral standing, with all tuition paid and no outstanding disciplinary actions or policy violations.

🧾 2. Certificate Issuance

Upon successful completion of all graduation requirements, students will receive:

A Phoenix’s Wisdom Certificate of Completion
Documentation of program hours and curriculum covered (for use in CEUs, professional registration, or employment if applicable)

⏳ 3. Completion Timeline

Students are expected to complete all program requirements within the designated program duration. Extensions may be granted for extenuating circumstances with prior written approval.

🚫 4. Withholding of Certificate

Phoenix’s Wisdom reserves the right to withhold certificates if:

Tuition payments are incomplete
Assignments or practicum documentation are missing
The student is found in violation of academic integrity, conduct policies, or any other applicable policies.

🌀 5. Spiritual & Ethical Commitment

As part of certification, students are asked to reflect on and affirm a commitment to ethical practice, community responsibility, and respect for the traditions and teachings shared through the program.

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