INTERNAL RULES OF PROCEDURE

ENERLAB ACADEMY
Registered office: France
Contact: contact@enerlabacademy.fr
Applicable to all learners enrolled in programmes delivered by the institution, whether delivered in person or remotely (synchronous or asynchronous distance learning).

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ARTICLE 1 — PURPOSE AND SCOPE

These Internal Rules of Procedure are intended to define the rights and obligations of all learners enrolled in programmes offered by Enerlab Academy. They apply from the first day of training and throughout the entire duration of the programme, including during examination periods, work placements in companies, and distance-learning modules.

Any learner who enrols in a programme undertakes to read these Rules and to comply with their provisions. Acceptance of the Internal Rules of Procedure is a prerequisite and non-negotiable condition for any definitive enrolment. Refusal to accept the terms of these Rules results in the impossibility of confirming enrolment.

These Rules are provided to each learner upon enrolment, in electronic form via the student portal my.enerlabacademy.fr, and may be consulted at any time in the document repository made available for that purpose. A paper copy may be requested from the academic secretariat.

The provisions of these Rules apply without prejudice to applicable statutory and regulatory provisions, in particular the Code du travail, the Code de l'éducation, and texts relating to continuing professional training. In the event of a conflict between these Rules and a mandatory statutory provision, the law prevails.

ARTICLE 2 — CONDITIONS OF ACCESS AND IDENTIFICATION

Access to premises, digital platforms, and educational resources is strictly personal and non-transferable. Each learner is assigned a unique identifier upon validation of their enrolment, enabling access to all services made available (course area, messaging, academic monitoring, electronic attendance signing, resource downloads).

Login credentials (username and password) are strictly personal. Any communication, sharing, or transfer of these credentials to a third party, for whatever reason, is strictly prohibited. The learner bears sole responsibility for the confidentiality of their access credentials and for any use made thereof from their account.

In the event of loss, forgetting, or compromise of a password, the learner must immediately reset it via the portal or contact technical support at support@enerlabacademy.fr. Any activity recorded on an account remains the responsibility of its holder until written notification of the compromise has been submitted.

For in-person programmes, access to the premises is conditional upon presentation of a valid identity document at the first session. The learner must also wear or produce upon request any badge or identification document issued by the institution. Any unauthorised access to reserved areas or restricted zones is prohibited.

ARTICLE 3 — ORGANISATION OF THE PROGRAMME AND ATTENDANCE

Attendance is a fundamental obligation for all learners. Attendance at all training sessions, whether delivered in person or remotely, is required. The timetable for each module is communicated in advance via the academic calendar accessible on the student portal and may be subject to occasional adjustments notified with reasonable prior notice.

Any absence must be reported as early as possible — ideally before the start of the relevant session — by a message via the portal or by e-mail to the relevant academic coordinator. In the event of a justified absence (illness, hospitalisation, serious family event), the learner must provide supporting documentation within 48 hours. Repeated unjustified absences may lead to a disciplinary procedure in accordance with Article 10 of these Rules.

Lateness must be avoided. Admission to a session after the class has begun is subject to the consent of the instructor. Any unjustified lateness may be treated as a half-day absence. In distance learning, connection at the scheduled time is mandatory; the learner must have functioning equipment (computer, stable internet connection, microphone, camera) and be in an environment conducive to learning.

Attendance signing is mandatory at each session, whether completed on a physical attendance sheet (in person) or via digital validation on the portal (remotely). Attendance signing determines recognition of presence and the issuance of regulatory certificates, in particular in the context of Qualiopi requirements. Any attempt to falsify the attendance record (signing on behalf of another learner, validating a fictitious presence, etc.) constitutes a serious disciplinary offence.

Should the absence rate exceed 10% of the total duration of the programme, the institution reserves the right to initiate a reinforced monitoring procedure, which may result in exclusion from the programme if this rate reaches 20% without acceptable justification. The funding body shall be informed in accordance with the contractual obligations in force.

ARTICLE 4 — ASSESSMENTS AND VALIDATION

The assessment methods (continuous assessment, final examination, project, viva voce, professional simulation, etc.) are described in the programme booklet provided to each learner. These methods comply with the applicable certification framework and the requirements of the targeted qualification or diploma. They may combine individual and group assessments, in person or remotely.

Every learner subject to an assessment is required to participate on the agreed dates and at the agreed times, except in exceptional circumstances duly justified. In the event of absence from an assessment, the learner must inform the institution as promptly as possible. A resit assessment may be organised at the discretion of the academic coordinator, subject to valid supporting documentation.

Any form of academic misconduct during assessments is strictly prohibited: use of unauthorised materials, communication between learners during individual assessments, unauthorised use of electronic devices, concealed external assistance during remote assessments. Proven academic misconduct results in cancellation of the assessment concerned and the initiation of a disciplinary procedure, the sanctions for which are set out in Article 11.

Plagiarism — total or partial reproduction of another person's work without citing the source — is treated as academic misconduct and dealt with with equal severity. Submitted work may be subject to originality verification using anti-plagiarism tools. Assessment results are communicated to learners within the timescales indicated by the academic coordinator. Any result may be challenged in writing to the academic coordinator within 5 working days of notification.

ARTICLE 5 — RULES OF CONDUCT

Every learner is required to behave respectfully towards all persons present at the institution or participating in remote sessions: instructors, managers, administrative staff, and other learners. Courtesy, politeness, and mutual respect are fundamental principles of life in training.

Any form of discrimination based on origin, sex, age, sexual orientation, gender identity, religion, disability, state of health, trade union or political affiliation, or any other criterion protected by law is strictly prohibited. Discriminatory, insulting, harassing, or threatening remarks or behaviour shall be subject to immediate disciplinary proceedings.

Moral and sexual harassment, in any form whatsoever (verbal, written, digital, physical), is prohibited in accordance with applicable statutory provisions. Any person who considers themselves a victim of harassment may contact the designated representative appointed by the institution or submit a confidential report to contact@enerlabacademy.fr. The institution undertakes to handle all reports with diligence, impartiality, and confidentiality.

Learners are encouraged to maintain a serious working atmosphere conducive to learning. Any wilful disruption of the course (noise, repeated off-topic interjections, destabilising behaviour) may result in temporary exclusion from the session. The use of mobile telephones for personal purposes is prohibited during sessions, unless the instructor explicitly permits it.

ARTICLE 6 — HEALTH, HYGIENE, AND SAFETY

Learners are required to comply with all hygiene and safety instructions posted on the institution's premises or communicated during remote sessions. These instructions include, in particular, evacuation procedures in the event of fire or alarm, the location of fire extinguishers and emergency exits, and emergency contact numbers.

Smoking or vaping is strictly prohibited inside the training premises and within 10 metres of entrances, in accordance with applicable regulations. Consumption of alcohol, illegal drugs, or any psychoactive substance is prohibited on the institution's premises and during remote training sessions. Any person presenting with obvious signs of intoxication or under the influence of substances will be excluded from the session.

In the event of an accident or incident, the learner must immediately alert the institution's staff or the instructor. Any injury, even minor, must be reported so as to enable completion of the accident register required by regulations. Learners with disabilities or particular medical constraints are encouraged to inform the learner relations service upon enrolment so that appropriate adjustments may be made.

Good order and cleanliness in the premises and common areas are the shared responsibility of all users. Learners must leave rooms, equipment, and common areas in a clean condition after each use. Any damage caused to the institution's premises, equipment, or facilities must be reported immediately and may give rise to the civil liability of the learner.

ARTICLE 7 — USE OF PREMISES AND EQUIPMENT

The premises, training rooms, common areas, and equipment made available to learners are intended exclusively for educational purposes within the framework of programmes delivered by the institution. Any use for personal, commercial, associative, or political purposes not previously authorised by the management is prohibited.

Access to the premises is restricted to the institution's opening hours. Outside of training sessions, access is permitted only with the express and reasoned authorisation of the site manager. Learners must not remain on the premises outside class hours, except in areas explicitly designated for that purpose (open study rooms, library, etc.).

Educational equipment (computers, printers, projectors, interactive whiteboards, etc.) must be used with care and in accordance with the operating instructions. Any malfunction or damage must be reported immediately to technical staff. Borrowing of the institution's equipment is permitted only under the conditions set out in the borrowing policy communicated at enrolment.

ARTICLE 8 — USE OF DIGITAL RESOURCES AND IT CHARTER

Access to the institution's computer systems and networks is subject to compliance with this IT charter incorporated into these Rules. Any learner with access to the institution's digital resources undertakes to use those resources solely for legitimate educational purposes and in accordance with applicable law, in particular the loi informatique et libertés, the General Data Protection Regulation (GDPR), and the provisions of the Code pénal relating to computer intrusion.

It is prohibited to attempt to access systems, files, databases, or accounts to which the learner is not authorised, to modify or delete data without authorisation, to install unauthorised software on the institution's equipment, and to download or distribute unlawful content (pirated content, pornographic material, hate propaganda, etc.).

Internet access via the institution's networks must remain within the scope of educational activities. The use of social networks, online games, streaming platforms, or any other service unrelated to the programme during class sessions is prohibited. The learner is responsible for all communications sent from the institution's systems.

Digital materials provided within the framework of the programme (resources, course notes, practical exercises, LMS platform content) are intended for strictly personal use. Any reproduction, distribution, sharing, or resale of such content, even in part, is prohibited without the institution's prior written authorisation, in accordance with Article 9 of these Rules concerning intellectual property.

ARTICLE 9 — INTELLECTUAL PROPERTY

All educational materials, course notes, exercises, case studies, software, databases, and digital resources made available within the framework of the programme are protected by intellectual property law and belong either to Enerlab Academy or to their respective authors. These materials are provided exclusively for the learner's personal use in the context of their programme.

It is strictly prohibited to reproduce, copy, distribute, sell, hire, lend, or disseminate all or part of the educational materials, in any form or by any means whatsoever, without the institution's prior written authorisation. This prohibition applies equally after the end of the programme. Any breach of these rules may give rise to the civil and criminal liability of the learner.

Work produced by learners in the context of the programme (projects, dissertations, presentations, etc.) remains the intellectual property of their authors. However, the learner consents to the institution retaining a copy of such work for internal educational purposes, programme improvement, and in compliance with the General Data Protection Regulation (GDPR). The institution will not distribute such work without the prior agreement of the author.

ARTICLE 10 — DISCIPLINE — PRELIMINARY DISCIPLINARY PROCEDURE

Any breach of the provisions of these Rules, any behaviour contrary to the institution's values, or any disruptive conduct may trigger a disciplinary procedure. This procedure guarantees the learner's right to a defence and upholds the principles of an adversarial process and proportionality of sanctions.

Before any sanction is imposed, the learner is summoned in writing (e-mail with read receipt or recorded delivery letter) to a preliminary hearing. This hearing takes place no fewer than 5 working days after receipt of the summons. The learner may be accompanied by a person of their choice from within the institution (learner representative or another learner). Legal representation by a solicitor is not provided for at this stage.

During the hearing, the learner is informed of the alleged facts, may present their oral submissions, and may, where appropriate, produce any evidence or witness statements. A record of the hearing is drawn up and signed by both parties. The learner may refuse to sign but cannot prevent the procedure from continuing. The decision on sanction is notified in writing within 10 working days of the hearing.

ARTICLE 11 — SCALE OF SANCTIONS

The applicable disciplinary sanctions are graduated according to the seriousness of the alleged facts:

• Written warning: formal notification addressed to the learner for a first minor breach (repeated lateness, isolated incivility, failure to comply with an instruction). The warning is placed on the learner's file for the duration of their programme. Two consecutive warnings may result in a formal reprimand.
• Formal reprimand: sanction for a breach of a certain degree of seriousness or for repetition following a warning. The formal reprimand is documented in writing, placed on the training file, and may be mentioned in communications with the funding body where required.
• Temporary exclusion: exclusion of the learner for a fixed period (from 1 to 5 training days) on account of a serious breach. Temporary exclusion may be accompanied by a remediation plan or enhanced support. It is notified in writing and its duration is proportionate to the seriousness of the facts.
• Permanent exclusion: permanent exclusion from the programme for serious or very serious misconduct (serious physical or verbal violence, large-scale examination fraud, proven harassment, unlawful acts on the institution's premises, repeated non-compliance with warnings and reprimands). Permanent exclusion terminates the training contract and may give rise to legal proceedings where the facts justify it.

In the event of an emergency or immediate danger, the management may decide upon an immediate precautionary exclusion, without a preliminary hearing, pending the formal disciplinary procedure. This precautionary measure does not prejudge the final sanction.

ARTICLE 12 — LEARNER REPRESENTATION

In accordance with the provisions of the regulations governing the quality of training programmes (Qualiopi framework), learner representatives are elected from among the members of each cohort at the start of the programme. The representatives act as the principal intermediaries between the learners and the institution's academic and administrative team.

The duties of learner representatives include: representing learners at academic councils, bringing collective questions and suggestions to the attention of the management, facilitating communication between learners and the supervisory team, and participating in the continuous improvement of the quality of programmes. They benefit from protection against any disciplinary measure connected with the normal exercise of their mandate.

Representative elections take place in accordance with the procedures communicated at the start of the programme. Any adult learner may stand as a candidate. Voting is by secret ballot. Where it is impossible to organise elections (cohort of fewer than 3 learners, short-duration programme), the management undertakes to maintain a direct and regular communication channel with the learners.

ARTICLE 13 — PROGRAMME MONITORING AND QUALIOPI TRACEABILITY

The institution holds the Qualiopi certification, the national quality label for vocational training providers. As such, it is required to comply with and ensure compliance with a set of traceability requirements relating to the conduct of programmes, learner attendance, assessments, and the achievement of educational objectives.

The monitoring of each learner's progress is carried out using the educational management tools implemented by the institution: electronic attendance records, progress reports, interim and final assessments, and individual academic reviews. These data are recorded in the institution's information system and are used to manage the quality of programmes, meet the obligations of funding bodies, and prepare for Qualiopi audits.

The learner undertakes to participate actively in the monitoring and assessment mechanisms put in place: responding to satisfaction surveys, participating in academic reviews, and submitting the required deliverables. These elements are essential to the Qualiopi certification and to maintaining the quality of programmes. The data collected in this context are processed in accordance with the institution's personal data protection policy.

ARTICLE 14 — PERSONAL DATA PROTECTION

The processing of learners' personal data is carried out in accordance with the General Data Protection Regulation (GDPR — EU Regulation 2016/679) and the amended loi informatique et libertés. The data controller is Enerlab Academy, contactable at dpo@enerlabacademy.fr.

The data collected in the context of enrolment and programme monitoring include, in particular, identity and contact data, academic and professional background data, data relating to assessments and attendance, and connection data for the digital platform. These data are processed for the purposes of administrative management of the programme, academic monitoring, issuance of certifications, and regulatory obligations (Qualiopi, funding bodies).

The learner holds the following rights in respect of their personal data: right of access, rectification, erasure, restriction of processing, portability, and objection. These rights may be exercised by contacting the DPO at dpo@enerlabacademy.fr. For further information on the processing of personal data, please consult the institution's GDPR Charter available on the student portal and annexed to these General Terms and Conditions of Sale.

ARTICLE 15 — AVENUES OF APPEAL

Any learner who considers themselves aggrieved by a decision taken under these Rules — whether a disciplinary sanction, a disputed assessment result, a refusal of an adjustment, or any other academic or administrative decision — may lodge an appeal in accordance with the following procedures.

An amicable appeal must be submitted in writing (e-mail or recorded delivery letter) to the academic coordinator within 15 days of notification of the contested decision. The appeal letter must clearly set out the grounds for the challenge, the facts relied upon, and any available supporting evidence. The academic coordinator has 15 working days in which to provide a reasoned response.

In the event of persistent disagreement following the amicable procedure, the learner may refer the matter to the general management by recorded delivery letter with acknowledgement of receipt. The management has 30 days in which to render its final decision. As a last resort, the learner may refer the matter to the competent courts (administrative tribunal for publicly-funded programmes, civil court for commercial relationships), as well as to the mediator for vocational training.

For disputes relating to the processing of their personal data, the learner may exercise their rights by contacting the DPO at dpo@enerlabacademy.fr and, in the event of persistent difficulty, by lodging a complaint with the Commission Nationale de l'Informatique et des Libertés (CNIL) at www.cnil.fr.

ARTICLE 16 — ACCEPTANCE AND AMENDMENT OF THE RULES

These Internal Rules of Procedure are provided to each learner upon enrolment, via the student portal my.enerlabacademy.fr. Explicit acceptance of the Rules, evidenced by electronic signature upon completion of the enrolment file, constitutes a firm and irrevocable commitment by the learner to comply with all provisions thereof throughout the duration of their programme.

The institution reserves the right to amend these Rules in order to adapt them to changes in regulations, educational practices, or internal organisation. Any substantial amendment will be brought to the attention of learners currently on a programme by notification on the student portal or by e-mail, with reasonable prior notice. If the learner refuses the amendments made, they have a right of termination under the conditions set out in the training contract.

The version of the Internal Rules of Procedure in force is that accessible on the student portal at the date of consultation. In the event of doubt as to the version applicable to a given situation, the version accepted at the time of enrolment shall prevail. The institution retains a timestamped record of each electronic acceptance, available upon request from the secretariat.

Internal Rules of Procedure adopted by the management of Enerlab Academy — Version 2.0 — Applicable from the date of publication on the portal.