Policy Document

1. DEIJ Statement

Non-Discrimination Policy 

2. Grievance Policy

3. Participation Policy/Enrollment Agreement

4. Attendance Policy 

5. Course Engagement Policy 

6. Code of Conduct 

7. Partial Completion Policy

8. Payment/Fees Policy/ Refund Policy

9. Illness Policy

10. Ethical Marketing Agreement

11. Transfer of Credit Policy

12. Consent to be contacted by The International Coaching Federation (ICF)

1. Diversity, Equity, Inclusion, Justice, and Belonging (“DEIJB”) Statement and Approach

The Fulfillment Institute is committed to creating an environment where diversity is celebrated, equity is practiced, inclusion is cultivated, justice is pursued, and belonging is experienced by all. We believe that embracing diverse perspectives, backgrounds, and experiences strengthens our global community and enhances our ability to fulfill our mission of building a movement where fulfillment becomes the foundation for personal and organizational excellence.

Our Values Foundation

As members of the TFI team and community, our organizational values guide our commitment to DEIJB:

Autonomy - Respecting individual agency and self-determination

Multarity - Embracing diverse perspectives and approaches

Reciprocity - Fostering mutual benefit and shared growth

Mastery - Supporting excellence in all its forms

Discovery - Welcoming continuous learning and exploration

Ambition - Encouraging bold aspirations for positive impact

These values create space for diversity of thought and honor value creation in an inclusive manner and environment, grounded in our shared commitment to diversity, equity, inclusion, justice, and belonging.

Our Principles

Diversity

We celebrate and actively seek diverse backgrounds, perspectives, experiences, and ways of thinking. We recognize that diversity strengthens our community and enhances our ability to serve clients globally.

Equity

We are committed to creating fair and just opportunities for all community members, acknowledging that equal treatment may not always result in equitable outcomes. We work to identify and address systemic barriers.

Inclusion

We foster an environment where all voices are heard, valued, and respected. Every individual has the opportunity to contribute authentically and meaningfully to our shared mission.

Justice

We actively work to address inequities and create systems that promote fairness. We recognize our responsibility to contribute to positive social change within our organization and broader community.

Belonging

We cultivate a sense of connection and acceptance where every person feels valued for who they are and confident in their ability to contribute to our collective success.

Our Practice

We integrate DEIJB principles into every aspect of our work:

Decision-Making: We place diversity, equity, inclusion, justice, and belonging at the forefront of organizational decisions

Talent Development: We value and nurture the unique talents, insights, and experiences that every employee, coach, and client brings to our community

Service Delivery: We ensure our programs and services are accessible and relevant to diverse populations

Continuous Growth: We commit to ongoing learning, reflection, and improvement in our DEIJB practices

Our Accountability

TFI commits to:

Regular assessment of our DEIJB efforts and outcomes

Transparent communication about our progress and challenges

Responsive action when we fall short of these principles

Continuous education and development for all team members

Moving Forward

As we continue our journey toward our vision, we recognize that this work is ongoing and requires sustained commitment from every member of our community. Together, we will create an environment where fulfillment, excellence, and justice coexist and flourish.

This statement represents our collective commitment and will be reviewed annually to ensure it remains current and actionable.

Non-Discrimination Policy

The Fulfillment Institute is committed to providing equal opportunities and maintaining an environment free from discrimination and harassment for all employees, participants, contractors, and visitors. We do not discriminate based on actual or perceived race, age, religion, color, creed, national origin, alienage, ancestry, citizenship status, gender, sexual orientation, gender identity, marital status, disability, veteran status, or any other protected characteristic under applicable law.

Application Areas

This policy applies to all aspects of our organization, including:

Recruitment and hiring practices

Employment terms and conditions, including but not limited to compensation, benefits, and termination

Program participation and access

Learning and working environments

Vendor and contractor relationships

Our Standards

Equal Access: All individuals are welcome to participate in TFI programs 

Fair Treatment: All personnel decisions are made based on merit, qualifications, and job-related criteria

Respectful Environment: Every person deserves to learn and work in a welcoming, harassment-free environment

Zero Tolerance: We do not tolerate conduct that unreasonably interferes with any individual's ability to participate fully in our programs

Prohibited Conduct

TFI prohibits discrimination, harassment, or retaliation in any form by employees, participants, volunteers, contractors, visitors, or vendors.

Reporting and Resolution

Individuals who experience or witness discrimination are encouraged to follow our grievance policy

TFI will promptly and thoroughly investigate all reports of inappropriate conduct

We are committed to taking appropriate corrective action when violations occur

Retaliation against individuals who report concerns in good faith is strictly prohibited

Violating the discrimination policy will lead to employee discipline, up to and including termination of employment

Questions

Contact TFI administration for questions about this policy or to report concerns.

2. Grievance Policy

Policy Statement

The Fulfillment Institute is committed to ensuring equitable treatment for all individuals and resolving grievances in a timely, fair, and confidential manner. All employees, participants, contractors, and other stakeholders have the right to file a grievance without fear of retaliation.

Who May File

Any individual associated with TFI, including:

Program participants

Employees and staff

Contractors and vendors

Volunteers

Grievance Process

Step 1: Direct Resolution (Recommended)

Initial Approach:

Attempt to resolve the issue directly with the relevant individual (educator, trainer, staff member, or participant)

Document the concern and any attempted resolution efforts

If uncomfortable with direct approach or if the issue involves safety concerns, proceed directly to Step 2

Step 2: Formal Grievance

Filing Requirements:

Submit a written grievance to the Program Manager immediately

Include specific details: dates, individuals involved, nature of concern, and desired resolution

Grievances may be submitted via [contact method to be specified]

Review Process:

Program Manager will acknowledge receipt within 2 business days

Program Manager will review the issue and contact the complainant within 7 days of receiving the complaint

Grievance reports will be fully investigated, and corrective action will be taken where appropriate. Employees must cooperate with all investigations 

All parties involved will be engaged in the resolution process

Resolution efforts will be documented and communicated in writing

Step 3: Appeal Process

When to Appeal: If the complainant feels the issue remains unresolved after Step 2

Appeal Requirements:

Submit written appeal to the Director of Operations within 10 days of receiving Step 2 resolution

Include: original complaint details, dates, resolution attempts, and specific reasons for dissatisfaction with prior resolution

Appeal Review:

Appeals are reviewed thoroughly and impartially

Written response will be provided within 14 days of receipt

Appeal decisions are final

Our Commitments

Confidentiality: All grievances will be handled with appropriate discretion. All grievance reports will be kept confidential to the extent possible, but confidentiality cannot be guaranteed.

Non-Retaliation: No individual will face retaliation for filing a grievance in good faith. Employees who file a grievance in bad faith may be subject to disciplinary action, up to and including termination of employment. 

Fair Process: All parties will be treated with respect and given opportunity to present their perspective

Timely Resolution: We are committed to addressing concerns promptly within stated timeframes

Documentation: All grievances and resolutions will be properly documented

Emergency Situations

For grievances involving immediate safety concerns, harassment, or discrimination, contact the Director of Operations directly at admin@tfimail.com

Questions

Contact TFI administration for questions about this policy or assistance with the grievance process.

3. Participation Policy

Policy Statement

Success in TFI programs requires full commitment from all participants. By enrolling, participants agree to maintain professional standards and active engagement throughout the program.

Participant Commitments

By enrolling in this course, participants agree to:

Arrive punctually to all scheduled sessions

Remain fully present and engaged during sessions

Participate actively in course activities and discussions

Adhere to the program's code of conduct at all times

Engage to the best of their ability in all program components

Expectations

Punctuality: Arrive on time for all sessions to respect fellow participants and instructors

Engagement: Contribute meaningfully to discussions and activities

Professionalism: Maintain appropriate conduct as outlined in the code of conduct

Commitment: Demonstrate dedication to personal and professional growth throughout the program

Non-Compliance

Failure to meet participation standards may result in program removal at TFI's discretion, without refund.

Questions

Contact the TFI administration for questions about this policy.

4. Attendance Policy

General Requirements

To meet minimum training hours required for certification, participants must attend all scheduled course meetings and sessions.

Emergency Absences

Immediate Notification Required

Contact your instructor and TFI representative immediately if you experience an emergency or illness preventing attendance

Provide written documentation when requested

Make-Up Requirements for Single Absences

Participants must complete all of the following to compensate for missed sessions:

Complete all session materials independently

Review the session recording in its entirety

Arrange and complete a coaching session outside of live sessions

Submit any required assignments or assessments related to the missed session

Extended Absences

Exceeding Allowable Missed Hours

Participants missing more than the requisite hours of coursework have the following options:

Work with the instructor to cover missed material (additional fees apply), OR

Register for a subsequent course offering

Decision regarding remediation options remains at TFI's sole discretion.

Mentor Coaching Requirements

Participants missing more than the allowable mentor coaching hours must arrange and pay for individual mentor coaching sessions

Ten (10) hours of mentor coaching are required to meet International Coaching Federation (ICF) standards

Additional coaching fees are the participant's responsibility

Policy Exceptions

Petition Process

Exceptions to this policy are considered on a case-by-case basis:

Petitions must be submitted in writing to both the instructor and TFI administration

Include documentation supporting the request for exception

TFI reserves the right to approve or deny petitions at its sole discretion

Decisions on petitions are final and may not be appealed

Important Notes

Consistent attendance is essential for program success and certification eligibility

Repeated absences may result in program dismissal without refund

Participants are responsible for all costs associated with make-up work and/or additional coaching sessions

Questions

Contact TFI administration for questions about this policy.

5. Course Engagement Policy

Policy Statement

TFI courses are designed to be interactive and engaging learning experiences that maximize participant growth and skill development. Active participation in all course components is essential for successful program completion and certification eligibility.

Participation Requirements

Participants are expected to engage fully in all course activities, including:

Group discussions with instructors and peers

Mock coaching exercises and practice sessions

Hands-on learning experiences and skill-building activities

Collaborative projects and peer learning opportunities

Reflection exercises and self-assessment activities

Accommodation Process

Inability to Participate:

Notify your instructor immediately if you cannot participate in any scheduled activity

Provide specific reasons for non-participation when possible

Work with your instructor to identify alternative engagement methods when appropriate

Reasonable Accommodations:

TFI will work with participants who have disabilities or other legitimate barriers to participation

Contact TFI administration to discuss accommodation needs prior to course start when possible

Professional Standards

All course engagement must align with TFI's code of conduct. Participants are expected to:

Contribute respectfully to discussions and activities

Support fellow participants' learning experiences

Maintain professional boundaries during coaching exercises

Provide constructive feedback when requested

Consequences of Non-Engagement

Consistent failure to participate actively may result in:

Additional make-up work or assignments

Program probation

Removal from the program without refund

Ineligibility for certification

Support Resources

Refer to the code of conduct for detailed behavioral expectations

Contact your instructor for activity-specific concerns

Contact TFI administration for accommodation requests or policy questions

Questions

Contact TFI administration for questions about this policy or engagement expectations.

6. Code of Conduct

Policy Statement

All TFI participants must maintain professional conduct that fosters a respectful, inclusive, and productive learning environment.

Expected Behavior

Attendance: Arrive on time and attend all required sessions

Virtual Sessions: Keep camera on and minimize distractions

Participation: Come prepared, engage actively, and contribute to others' learning

Communication: Discuss with integrity, honesty, and respect

Professional Conduct: Silence devices, avoid disruptive behaviors, and maintain appropriate boundaries

Diversity & Inclusion: Embrace diverse perspectives and treat everyone with dignity

Prohibited Behavior

Disruptive conduct during sessions

Disrespectful language or discriminatory behavior

Technology misuse or unprofessional online presence

Violation of confidentiality when personal information is shared

Consequences

Violations may result in warnings, required meetings with administration, session removal, and/or program dismissal without refund.

Reporting

Report concerns to your instructor or TFI administration. Follow the grievance policy for formal complaints.

Questions

Contact TFI administration for questions about this code of conduct.

7. Partial Completion Policy

Partial Credit Allowed

Policy Statement: TFI will offer credit for partial course completion based on the number of curriculum hours completed.

Application Process:

Contact Director Ops at admin@tfimail.com within seven (7) working days after the course has ended

Include the following information in your request: 

Course name and details

Number of credit hours sought

Any additional relevant information

Credit Award:

If approved, you will receive a certificate of credit indicating the number of training hours completed

Credit hours awarded will correspond to the actual curriculum hours received

Important Limitation:

TFI will not accept partial credits from other, non-TFI programs

Questions:

Contact the Director of Operations at TFI for questions about this policy

8. Payment/Fees Policy

Registration

Registrations are based on mutual fit between the learner and TFI

Registration is confirmed upon receipt of full payment

All payments must be in USD

Accepted Payment Methods

Credit and debit cards

Online checkout platforms (Apple Pay, Google Pay)

Bank or wire transfers (organizations only)

Refund Policy

Eligible: Cancellations made at least fourteen (14) business days prior to course start date

Not Eligible: Cancellations made less than fourteen (14) days before course start

Process: Written notice required; refunds processed within fourteen (14) days of receipt

Effective Date: Cancellation effective on date TFI receives written withdrawal

Registration Modifications

Deadline: Must be completed at least fourteen (14) days before program date

Allowed Changes: Participant substitutions, course date transfers

Availability: Changes subject to available spots

Contact: Reach TFI at [email/phone] for modifications

Questions

Contact TFI administration for questions about payment or refund policies.

9. Illness Policy

Policy Statement

TFI recognizes that illness and emergencies may prevent attendance at required sessions. This policy ensures participants can maintain certification requirements while managing health concerns.

Immediate Notification

Contact your instructor and TFI representative immediately if illness or emergency prevents session attendance.

Make-Up Requirements for Single Absences

Complete all session materials independently

Review session recordings in full

Arrange and complete a coaching session outside of live sessions

Submit any required assignments related to the missed content

Extended Absences

Course Hours: Missing more than 10% of the total hours requires either:

Working with instructor to cover missed material (additional fees apply), OR

Registering for a subsequent course offering

Mentor Coaching:

Missing more than the requisite mentor coaching hours requires arranging and paying for individual sessions to complete the required ten (10) hours for ICF certification.

Policy Exceptions

Petitions for exceptions are considered case-by-case and must be submitted in writing to both the instructor and TFI administration.

Important Notes

Participants are responsible for all costs associated with make-up work

Extended absences may affect certification timeline

Questions:

Contact TFI administration for questions about this policy.

10. Ethical Marketing Policy

Policy Statement

The Fulfillment Institute is committed to maintaining the highest standards of ethics and integrity in all marketing and sales practices. We reject manipulative and/or dishonest sales tactics and provide a safe, ethical sales process. We market our programs honestly and communicate truthfully about what we offer.

Purpose

This policy ensures our marketing and sales activities align with our core values of honesty, transparency, and respect for prospective and current students while protecting the integrity of our institution and community trust.

Scope

This policy applies to all employees, contractors, representatives, marketing materials, communications, sales processes, and channels (digital, print, in-person) for all TFI programs and services.

Core Ethical Principles

Truth and Honesty

Make only truthful claims about programs, courses, and expected outcomes

Provide accurate information about program content, structure, and requirements

Represent faculty and staff qualifications honestly

Use authentic, verifiable testimonials and success stories

Ensure marketing materials accurately reflect the actual student experience

Transparency and Full Disclosure

Clearly communicate all program costs and fees

Disclose prerequisites or requirements for successful completion

Provide comprehensive information about program duration and time commitments

Explain limitations or conditions related to offerings

Make terms and conditions easily accessible and understandable

Share both benefits and challenges students may experience

Provide clear information about institutional accreditation and professional recognitions

Respect for Student Autonomy

Respect prospective students' right to make informed decisions

Avoid high-pressure sales tactics or artificial urgency

Provide adequate time for enrollment decision-making

Respect clear indications of disinterest

Maintain appropriate professional boundaries

Acknowledge that TFI programs may not be right for everyone

Prohibited Practices

Misleading or Deceptive Communications

False claims about program outcomes or graduate success rates

Misrepresentation of institutional affiliations or accreditations

Fabricated testimonials or unsubstantiated success stories

Misleading comparisons with other institutions

False claims of exclusivity, scarcity, or limited availability

Manipulated photographs that misrepresent facilities or community

Promises of specific employment outcomes that cannot be guaranteed

Manipulative Sales Tactics

Creating artificial time pressure or false urgency

Using psychological manipulation to override rational decision-making

Employing emotional manipulation to exploit fears, insecurities, or aspirations

Pressuring immediate enrollment decisions

Offering "special" pricing that is actually standard

Using false scarcity claims to rush decisions

Disparaging competitors without factual basis

Compliance and Accountability

All team members are responsible for adhering to this policy. Violations will be addressed through appropriate disciplinary measures, including potential termination.

Questions

Contact TFI administration for questions about this policy or to report concerns.

11. Transfer of Credit Policy 

Policy Statement

TFI's transfer credit policy varies by program level to ensure comprehensive learning and proper skill development.

Level 1 Program

Partial credit is possible and will be evaluated on a case-by-case basis. 

Level 2 Program

Partial credit is possible and will be evaluated on a case-by-case basis. 

Required Documentation:

Proof of Level 1 completion

Organization name and contact information

Number of hours completed

Completion certificate

Additional documentation may be requested as needed

Application Process: 

Contact [name] at [email] to submit documentation and discuss credit transfer.

Questions

Please contact admin@tfimail.com with any questions regarding transfer credit policies.

12. Consent to be contacted by The International Coaching Federation (ICF)

As part of your participation in our coaching education program, we would like to offer you the opportunity to stay connected with the International Coaching Federation (ICF), the global leader in coaching standards. When you opt in, you will receive valuable resources, updates, and opportunities

from ICF to support your continued professional development and coaching career.

To comply with the General Data Protection Regulation (GDPR), we are committed to protecting your personal data and ensuring it is used transparently and securely. Please take a moment to review how your data will be used and provide your consent if you wish to be contacted by ICF.

How We Use Your Data:

Purpose: By opting in, we will share your contact information (name, email address, and enrollment status) with ICF, who will be the data controller for this data. They will use this information to send you relevant communications, including industry updates, learning resources, event invitations, and professional development opportunities.

Data Sharing: We will only share your data with ICF, and it will not be shared with any other third-party organizations without your explicit consent.

Data Security: Your data will be stored and used in accordance with GDPR regulations. Both our organization and ICF are committed to trying to keep your data safe and using it only for the purposes stated above.

Your Rights: You have the right to access, modify, or delete your personal data at any time. You may also withdraw your consent at any time by contacting ICF at support@coachingfederation.org, and you will no longer receive communications from them.

Data Retention: ICF will maintain your contact information for two (2) years. After this period, your data will be deleted from our system.

ICF Privacy Policy: You can find more information about the ICF Privacy Policy here.

How to Opt-In: To give your consent and opt-in to receiving communications from ICF, please agree to our terms and conditions. By opting in, you acknowledge that you have read and understood how your personal data will be used and that you agree to share your information with ICF.

ROLES AND RESPONSIBILITIES

Executive Leadership

• Modeling ethical behavior and decision-making

• Ensuring adequate resources for policy implementation

• Regularly reviewing and approving updates to this policy

• Creating a culture that values ethics over short-term gains

Marketing Department

• Ensuring all marketing materials comply with this policy

• Conducting regular reviews of marketing content across all channels

• Training team members on ethical marketing practices

• Documenting and substantiating all claims made in marketing materials

Admissions and Sales Team

• Adhering to ethical sales practices in all prospective student interactions

• Providing complete and accurate information about programs and policies

• Respecting prospective students' decision-making autonomy

• Reporting any concerns about unethical practices

Ethics Committee

• Reviewing marketing materials for compliance with this policy

• Investigating reports of potential ethical violations

• Recommending updates to this policy as needed

• Providing guidance on ethical questions and dilemmas

All Staff and Representatives

• Upholding the principles of this policy in all student interactions

• Reporting concerns about potentially unethical practices

• Participating in ethics training as required

• Contributing to a culture of honesty and integrity

CONCLUSION

At The Fulfillment Institute, ethical marketing is not merely a legal obligation but a core expression of our values. By adhering to this policy, we maintain trust with our community, fulfill our educational mission with integrity, and ensure that students enroll in our programs for the right reasons and with accurate expectations. We recognize that our long-term success depends on maintaining the highest ethical standards in all of our marketing and sales practices.