OUR POLICIES

ABOUT OUR POLICIES

Read our policies and understand the way we guide our working practices. If you have any questions regarding one or multiple policies, please feel free to contact us!

Refund and Cancellation Policy

All courses and programs both online and in class are NOT subject to returns or refunds at any time (WE DO NOT OFFER REFUNDS ON DEPOSITS OR COURSE FEES). NO refunds on our programs, our student kits or machines offered with the training courses No refunds in sales of machines and product. All student deposits are also non-refundable. When a course deposit is paid, Joe Cepeda Institute is holding a course space for you and therefore, we expect you to be present for your program.

All sales in supplies are final. For security purposes we don’t accept ex-change or return/refunds in any of our store products.

Once financing has been approved, it means the student has accepted enrollment, the enrollment agreement becomes final and non-cancellable.

Once your application is submitted, our team will review it and reach out to you with further details. 

Only if you’re ready to take the next step, fill out the form for financing, once you complete the application there’s no cancellations or refunds.  

Businesses in Canada are not legally obligated to accept the return or cancellation of purchased items.

For more information: 

https://ised-isde.canada.ca/site/office-consumer-affairs/en/business-practices-and-consumer-concerns/refund-and-exchange

At Joe Cepeda Institute, we are committed to providing a flexible and student-focused enrollment process. For the convenience of our current students and graduates who wish to enroll in additional programs or courses, the following policy applies:

Policy Statement:
Students currently enrolled or previously graduated from Joe Cepeda Institute may provide their consent to enroll in additional courses through social media, phone, or text message. By doing so, they acknowledge and authorize their assigned Student Advisor to proceed with the enrollment process on their behalf.

Accepted Communication Channels for Consent to Enroll:

A written confirmation through SMS, email, social media message, phone call, electronic form, or electronic signature constitutes valid authorization to proceed with enrollment.

Verbal or written communication confirming the course, payment plan, and agreement to proceed is sufficient to initiate enrollment.
Students agree that by giving this consent, they authorize the Student Advisor to begin enrollment under the institute’s standard policies, including financial and academic responsibilities.
All communication will be documented in the student’s file for transparency and accountability.

Students authorize the Institute to communicate through email, telephone, SMS, social media messaging platforms, student portal notifications, and electronic signatures.

Electronic communications shall be deemed valid and binding.

Financing principal applicant course transferability:

This policy establishes the right of the principal applicant of any approved financing to designate an alternate individual to take the course associated with their financing agreement.

Policy Statement:

  1. The principal applicant (the individual who applied for and was approved for financing) retains full authority to determine who will attend the course linked to their financing account.

  2. The principal applicant may choose to:

    • Enroll themselves in the course, or

    • Assign the course enrollment to another individual of their choice.

  3. Once authorization is provided and enrollment is processed, the selected individual will be granted full access to course materials and participation rights as if they were the original applicant.

  4. This policy does not change the financial obligations of the principal applicant. The applicant remains fully responsible for all financing payments, regardless of who takes the course.

COMPLIANCE WITH HEALTH REGULATIONS:

  • All courses are selected and designed in accordance with the latest national and provincial guidelines available at the time of purchase.

  • We understand that health and safety regulations may vary from province to province, and it is the responsibility of each student or purchaser to confirm specific provincial requirements.

  • Students are responsible for verifying provincial, municipal, insurance, licensing, health, and business requirements applicable to their location.

    The Institute does not guarantee employment, licensing approval, insurance eligibility, business permits, or income.

NO REFUNDS OR CANCELLATIONS FOR CHANGES IN REGULATIONS

  • If a device, machine, or course is later restricted, updated, or banned by provincial or federal regulations after the date of purchase, no refund, exchange, or cancellation will be granted.

  • Enrollment in courses and purchase of devices are considered final sales.

BUYER RESPONSIBILITIES 

By completing a purchase, the buyer acknowledges and accepts that:

  • Regulations in Canada may change at any time.

  • Provincial requirements may differ.

  • No refunds or cancellations will be issued due to regulatory changes occurring after the purchase.

To ensure accuracy, documentation, and timely responses:

  • All official communication must be directed through designated Institute channels (official email, student portal, or assigned student support).

  • Sending multiple messages through different platforms (email, text, social media, direct messages) with inconsistent information may delay response time.

  • The Institute is not responsible for delays caused by fragmented or conflicting communications.

For the purpose of these policies:

  • “Course” means any educational training.
  • “Program” means a bundle of one or more courses.
  • “Machine” means any device, equipment, or apparatus.
  • “Product” means supplies, kits, consumables, uniforms, and accessories.
  • “Deposit” means any amount paid to reserve enrollment.

Cancellation & Missed Course Dates

If a student is ill or can not make class dates a cancellation needs to be made 72 hours before the class, there is a mandatory $150 course rescheduling fee and the student will be placed on upcoming dates and be given date options. No custom dates are given if the class is missed under any circumstances. However, when classes are missed you can enroll after the $150 rescheduling fee is paid in any upcoming classes that are on the upcoming schedule. If the student confirm the class and fail to assist a $150 fee is charged to re-schedule the class. We have a 10 minutes tolerance for the students.

Failure To Complete Your Payment Contract

At Joe Cepeda Institute, we strive to provide flexible payment options for our students, but we want to ensure transparency in our policies regarding financing, payments, and refunds.

Financing:

  • The institute does not offer direct financing for courses, services, or products.

  • Students who require financing may utilize Flexiti or RBC payplan partnered with the institute, subject to approval by the financing institution.

  • Any financing agreements are solely between the student and the financing provider, and Joe Cepeda Institute is not liable for the terms, conditions, or approvals of those financing arrangements.

 

Payments & Credits

  • Credits are non-transferable and may only be used by the original student on file.

  • Credits must be redeemed within a specified period (e.g., 24 months) unless otherwise approved in writing by the administration.

Refunds and cancellations

  • We do not offer refunds or cancellations on any course payments, whether partial or full.

  • Once a payment has been made toward a course, service, or product, it is considered final and non-refundable, regardless of attendance, course completion, or personal circumstances.

  • This includes but is not limited to withdrawals, schedule changes, or non-participation.

Understanding & Agreement:

By enrolling in any course or making payment for any service, machine or product, students acknowledge and agree to this policy. Students are encouraged to ensure their financial commitment aligns with their ability to complete payment prior to enrollment.

Our goal is to maintain fairness and uphold the value of the training and services we provide, ensuring students remain committed to their educational and professional growth.

STUDENT EQUIPMENT RESPONSIBILITY:

At Joe Cepeda Institute, students are provided access to professional equipment and materials for training and practice purposes. To ensure the proper care and maintenance of these tools, the following policy applies:

Student Responsibility:

Each student is fully responsible for the proper handling, care, and safe use of all machines, tools, and materials assigned during class, demonstrations, or practice sessions.

 

Damage or Misuse:                                     

If a machine, tool, or device is damaged, broken, or rendered non-functional during use, and it is determined that the incident occurred due to negligence, misuse, or improper handling, the student will be financially responsible for covering the cost of the repair or replacement of the equipment or part damaged.

Materials Usage:

Students are also responsible for the materials used during practice, including consumable items such as gels, serums, disposable tips, gloves, and other supplies. Any excessive waste or loss caused by improper use may result in additional charges.

Reporting:

Any malfunction, breakage, or equipment issue must be reported immediately to the instructor or class supervisor. Failure to report damage may result in disciplinary action.

Agreement:

By enrolling in any course, students acknowledge and accept this policy as part of the Terms and Conditions of their training at Joe Cepeda Institute.

 

Machines, products and freebies.

Equipment, Devices, and Supplies Policy

Warranty Coverage ACT:

TIME FROM THE MOMENT OF THE PURCHASE:

Machines with a 6-month warranty:

Machines included in a bundle course such as:

  • RF MICRONEEDLING
  • MICRONEEDLING PEN
  • LED THERAPY LAMP
  • IPL LASER
  • PMU MACHINE
  • TATTOO MACHINE
  • STENCIL PRINTER
  • TEETH WHITENING
  • FACIAL STEAMER
  • MICRODERMABRASION
  • HYDROFACIAL 6 IN 1
  • HYDROFACIAL 7 IN 1
  • BODY CONTOUR 6 IN 1

Machines with a 9-month warranty:

  • Hydrofacial 10 in 1
  • HIFU

Machines with a 12-month warranty:

  • Hydrofacial 14 in 1
  • IPL Laser Device if it’s a purchase of only machine.
  • Body Contouring Machine 10 in 1
  • Diode laser

MACHINES OR DEVICES WITHOUT WARRANTY:

Laptops & iPads (Freebies): No warranty unles they arrive in damaged condition.

If the machine was purchased as part of a course bundle, the student must complete the course requirements before the machine is shipped.

If the machine is shipped  before the course is completed at the student’s request, the warranty will be automatically void.

Important notes:

    • All warranty claims must be submitted within the specified coverage period.

    • Warranty claims must be submitted through the Technical Support Department.

    • Items must be returned in their original packaging to validate the claim.

    • Repair, replacement, or manufacturer review may take up to 30 business days.

    • Any misuse, physical damage, or unauthorized repairs will void the warranty.

    • Shipping costs for warranty claims may be the responsibility of the student unless otherwise stated.

    • Warranty does not cover misuse, accidental damage, improper storage, unauthorized repairs, electrical damage, water damage, or normal wear and tear.

For all other machines, beauty supplies, spa devices, and equipment, all sales are final, and no warranty is provided unless explicitly stated within the policies of our school.

Certification & Kit Shipping:

  • We do not ship kits, devices, or freebies prior to the scheduled practice day.

  • Students understand and agree that they must first be certified to operate medical devices and/or use medical esthetics products and creams before these items are released.

Quality Assurance:

  • All machines are bench-tested and confirmed to be in proper working order prior to leaving our warehouse.

Final Sale Items:

  • Due to the biohazard nature of beauty and spa equipment, we do not accept refunds, exchanges, or returns on:

  • Disposable tools and supplies

  • PPE (Personal Protective Equipment)

  • Skincare or body products

  • All sales of the above items are considered final.

This policy ensures compliance with industry standards and protects the safety and integrity of all equipment and products supplied by our institution.

WARRANTY POLICY FOR FREEBIES AND MACHINES

  • To process any warranty claim for freebie items such as computers, laptops, tablets, or machines, students must retain the original packaging.
  • Without the original box or packaging, the warranty will be considered void.
  • The warranty covers shipping damage only. 
  • At Joe Cepeda Institute, we take every measure to ensure your machines and devices arrive in excellent condition. To protect both our students and the Institute, the following policy applies to all equipment shipments:

MACHINE AND DEVICE INSPECTION POLICY:

Immediate Inspection Required:

  • Students are responsible for inspecting the machine/device at the moment of delivery.

  • This inspection should include checking for visible damage such as dents, cracks, broken handles, or missing parts.

Reporting Damages

  • Any damages caused during shipping must be reported to the Institute within 7 natural days of receiving the package.

  • Reports must include photos/videos of the damage and a written description sent to our support team.

Warranty Coverage Window

  • Damages reported within 7 natural days will be covered under our shipping/warranty policy, and replacement or repair arrangements will be made.

  • After 7 natural days, broken pieces, dents, handle damage, or any visible shipping-related issues will not be covered by the warranty.

Warranty Exclusions

  • Damage resulting from misuse, improper installation, or handling by the student after delivery is not covered by warranty.

  • Warranty applies only to manufacturer defects and shipping damage and should be reported within the 7-day inspection window.

  • By signing the program enrollment/financing agreement,  or contract students acknowledge and accept this policy.
  • For any warranty claims, please ensure you meet these conditions before submitting a request. If you have any questions, feel free to contact us at warranty@joecepedainstitute.com

We understand that your NEW Device is an exciting piece of equipment, and we appreciate your eagerness to use it. However, for your safety, as well as to ensure proper usage and avoid potential damage, we strongly encourage all students to complete the required training before using the device. The course we provide includes specific and detailed instructional videos that walk you through the proper steps for using the machines. These resources are designed to ensure you fully understand the operation and safety procedures.

  • It is important to note that using the device without completing the necessary certification and training will result in the invalidation of your warranty. The manufacturer requires proper training to ensure that the equipment is used safely and correctly, and any misuse may not only void your warranty but could also lead to potential damage or safety concerns.
  • To help you get the most out of your training and guarantee that your warranty remains valid, please ensure that you follow all steps and complete the certification process before using the device. If you have any questions or need additional assistance, feel free to reach out, and we’ll be happy to help!

Machine Return Packaging Policy

  • To ensure the safe return of all machines, customers are required to package the item in its original box. If the original packaging is no longer available, a similar sturdy box that provides equivalent protection must be used.
  • If a kit is provided by us on the package the cost of the kit will be deducted from the refund or credited amount. Returns that are not properly packaged may be subject to delays or refusal.
  • Reminder: If you have any concerns or issues related to the use of the device, the best way to clarify your questions or resolve any problems is by reaching out via email at warranty@joecepedainstitute.com. Please include a detailed explanation of your concern and, if possible, relevant videos. Our team of experts will be able to address your issues directly.
  • Please note that student advisors are not technicians, and they are unable to assist with technical issues or concerns related to the device use via social media. To ensure that your concerns are handled promptly and accurately, always direct any technical inquiries to the warranty email provided.
  • In the rare event that we are unable to replace or repair a machine under warranty and a refund is issued, a proportional fee of $999 will be deducted to cover the cost of the online course, in cases where the student received the machine and course as part of a promotional bundle. The shipping costs for returning a machine or sink are covered by the student or client. Once the machine is returned and is received  and the cancellation is approved by JOE CEPEDA INSTITUTE  it can take 20 to 30 business days to cancel the purchase in Flexiti or to return the money in the same payment method. 

  • Refund and Cancellation Process

    Once the cancellation and refund request has been reviewed and approved, you will receive a confirmation email stating that the cancellation and refund have been approved.

    Please note that it may take 20 to 30 business days for the purchase to be canceled through Flexiti or for the refund to be processed back to the original method of payment.

    The student must continue making the scheduled Flexiti payments until the cancellation and refund process has been fully completed.

    Once the refund has been processed and the cancellation has been finalized, the student will receive a confirmation email stating that the cancellation process has been completed.

  • Our technicians follow a detailed step-by-step protocol to troubleshoot and resolve issues via email. If all troubleshooting efforts are unsuccessful, we escalate the case to the supplier for further evaluation. Please note that the supplier may take up to 7 business days from the date of escalation to determine whether a specific part or the entire device will be replaced.

Warranty for the Japanese head spa sink:

  • If you have any concerns or issues related to the use of the sink or the halo, the best way to clarify your questions or resolve any problems is by reaching out via email at warranty@joecepedainstitute.com. Please include a detailed explanation of your concern and, if possible, relevant videos. Our team of experts will be able to address your issues directly.
  • Please note that student advisors are not technicians, and they are unable to assist with technical issues or concerns related to the sink’s use via social media. To ensure that your concerns are handled promptly and accurately, always direct any technical inquiries to the warranty email provided.
  • Our technicians follow a detailed step-by-step protocol to troubleshoot and resolve issues via email. If all troubleshooting efforts are unsuccessful, we escalate the case to the supplier for further evaluation. Please note that the supplier may take up to 7 business days from the date of escalation to determine whether a specific part or the entire sink will be replaced.

Important Usage Instructions for the Japanese Head Spa Sink

Please note the following recommendations to ensure the optimal use of your Japanese

Head Spa Sink:

• The temperature control panel is designed to maintain water temperature, ensuring it stays warm throughout the treatment. • We recommend applying pre-heated water to the sink for best results.

• The sink is not intended to heat cold water directly, as this may affect its performance and longevity. Following these guidelines will help you provide a comfortable and luxurious experience for your clients while maintaining the durability of your equipment. If you have any questions or need assistance, please don’t hesitate to contact us.

If you want to heat the water on the sink:  Please reinsure your premises are suitable for this power draw. Specs: 220 V, 3500w required

JOE CEPEDA INSTITUTE provides a 1-year warranty on the JAPANESE HEAD SPA SINK for sinks with a purchase date from December 2024 or after. 6 Months warranty for sinks with a purchase date in October and November  2024. There’s no warranty on sinks with purchase date in September 2024 or before. It is important to note that using the sink without completing the necessary certification and training will result in the invalidation of your warranty. The manufacturer requires proper training to ensure that the equipment is used safely and correctly, and any misuse may not only void your warranty but could also lead to potential damage or safety concerns.

The warranty covers defects in materials and workmanship under normal usage. During the warranty period, we will repair or replace any defective parts at no additional cost.  We will provide technical support on the email: warranty@joecepedainstitute.com


The warranty does not cover damage caused by misuse, accidents, modifications, or normal wear and tear.

Please ensure that the electrical power capacity in your spa or office is compatible with the requirements of your sink. This is crucial for the safe and efficient operation of the equipment.

Please Note:

We understand that the sink is an exciting piece of equipment, and we appreciate your eagerness to use it. However, for your safety, as well as to ensure proper usage and avoid potential damage, we strongly encourage all students to complete the required training before using the sink. The course we provide includes specific and detailed instructional videos that walk you through the proper steps for using both the sink and the halo. These resources are designed to ensure you fully understand the operation and safety procedures.

It is important to note that using the sink without completing the necessary certification and training will result in the invalidation of your warranty. The manufacturer requires proper training to ensure that the equipment is used safely and correctly, and any misuse may not only void your warranty but could also lead to potential damage or safety concerns.

To help you get the most out of your training and guarantee that your warranty remains valid, please ensure that you follow all steps and complete the certification process before using the sink.

We do not offer returns or exchanges based on the electrical power available in your spa or office.

If you’re unsure about the power requirements, we recommend consulting with an electrician before installation to avoid any issues.

How do I request a repair or replacement under warranty?
To request warranty service, please contact our customer service team here: https://joecepedainstitute.com/sup_and_assistance/

We will not reply any message regarding technical support on social media or any other email of the company. 

Policy statement for not returned items:

Machine Return Requirement Following an Approved Cancellation

In the rare event that a cancellation is approved because JOE CEPEDA INSTITUTE is unable to repair, replace, or otherwise resolve a verified machine or device issue covered under our policies, the student or client must return the machine and all included components within 15 calendar days of receiving written cancellation approval.

All returns must be shipped or delivered to:

JOE CEPEDA INSTITUTE
9805 Horton Road SW
Calgary, Alberta T2V 2X5
Canada

The machine must be returned in substantially the same condition in which it was received, including all accessories, attachments, cables, manuals, and original components provided with the purchase.

If the student or client fails to return the machine within the required 15 calendar-day period, the approved cancellation will automatically become null and void, and the cancellation request will be deemed withdrawn. In such cases, no refund, credit, or compensation will be issued in the future. Furthermore, the Institute reserves the right to revoke the cancellation approval and reinstate all original terms of the purchase agreement.

  1. This charge will remain on the account until the equipment is returned in its original condition in the stated time. 

  2. Upon receipt and inspection of the returned machine or device, JOE CEPEDA INSTITUTE will process the approved cancellation and either cancel any outstanding balance or issue a refund for amounts already paid, as applicable.

    If the purchase included an online course, training program, certification program, digital educational materials, or student portal access, the educational portion of the purchase is considered delivered and non-refundable. In such cases, a fee of $999 CAD will be retained to cover the value of the course, training, educational materials, administrative processing, and student portal access provided.

    Any eligible refund will be calculated after deducting the non-refundable educational fee of $999 CAD, provided the course or training was included with the purchase. Refunds, where applicable, will be issued only after the returned machine has been received, inspected, and approved by JOE CEPEDA INSTITUTE.

Spa Treatments

All treatments are non refundable. We do NOT guarantee results to the general public and our clients must understand that each and every body is different and individual results may vary. Our technicians are dedicated to your satisfaction, but as we are dealing with the body, results will differ from client to client. For Permanent Make-Up the client need to pay for every touch up and is not included in the price of the first appointment.

DISCLAIMER

TO THE FULL EXTENT PERMISSIBLE BY LAW,  JOE CEPEDA INSTITUTE WILL NOT BE LIABLE FOR ANY DAMAGES OF ANY KIND ARISING FROM THE USE OF ANY STUDENT SERVICE, OR FROM ANY INFORMATION, CONTENT, MATERIALS, PRODUCTS OR OTHER SERVICES INCLUDED ON OR OTHERWISE MADE AVAILABLE TO YOU THROUGH ANY JOE CEPEDA INSTITUTE SERVICE, INCLUDING, BUT NOT LIMITED TO DIRECT, INDIRECT, INCIDENTAL, PUNITIVE, AND CONSEQUENTIAL DAMAGES, UNLESS OTHERWISE SPECIFIED IN WRITING.

SHIPPING POLICY

Processing

All physical product orders for products in our web page store (excluding machines, kits and freebies included in a course or bundle) are processed within 3 to 5 business days (excluding weekends and holidays) after receiving your order confirmation in our web page, by phone, social media or text. You will receive another notification when your order has shipped. 

The time required for our order processing may be affected and increased due to high volume of orders, weather conditions or postal service problems that are outside of our control. We don’t offer a cancellation or refund based on product delays. 

For courses orders: are processed immediately after being paid, and you are granted access to the course in the next 24 hours.

Course or device changes are not permitted once enrollment is completed.

FOR FREEBIES OR MACHINES:

Processing Time

After verification of program completion, please allow 7–10 business days for:

  • Administrative review and approval
  • Order processing
  • Quality control inspection
  • Packaging and preparation for shipment
  • Coordination with suppliers and logistics partners

Processing times may vary during peak enrollment periods, holidays, supplier delays, or circumstances beyond the Institute’s control.

3. Shipping & Delivery Time

Once the machine has been processed and dispatched, students should allow approximately 3–4 weeks for delivery.

Delivery timelines may vary depending on:

  • Province or territory of destination
  • Carrier transit times
  • Customs inspections (if applicable)
  • Weather conditions
  • Transportation delays
  • Remote or rural delivery locations

The Institute cannot guarantee exact delivery dates once the shipment has been transferred to the carrier.

4. Tracking Information

Students will receive an Order Number once the machine shipment has arrived in their city or local distribution hub and is being prepared for final delivery.

The Order Number can be used to follow up regarding the status of the shipment HERE:

Track Your Order

Please note that tracking information may not be immediately available during the initial processing and transit stages.

5. Delivery Responsibility

Students are responsible for:

  • Providing a complete and accurate shipping address.
  • Ensuring someone is available to receive the shipment when required.
  • Inspecting the shipment upon arrival and reporting any shipping-related damage within 7 natural days of delivery.

Failure to provide accurate shipping information may result in additional shipping charges or delivery delays.

6. Delays Beyond Our Control

JOE CEPEDA INSTITUTE is not responsible for delays caused by:

  • Courier or freight companies
  • Customs inspections
  • Weather events
  • Labor disruptions
  • Transportation interruptions
  • Natural disasters
  • Supplier manufacturing delays
  • Other circumstances beyond the Institute’s reasonable control

In such situations, every effort will be made to keep students informed regarding the status of their shipment.

7. Communication

Students may contact the Administration Department for shipment updates after the initial processing period has elapsed. Our team will provide available information and estimated delivery timelines whenever possible.

By enrolling in a program that includes equipment, students acknowledge and accept the processing and shipping timelines outlined in this policy.

Please note: Once an order has been processed, it cannot be cancelled or refunded.

Customer Service Availability
Due to the large volume of orders, sometimes there may be delays. Our dedicated customer service team is available 8 hours a day, 5 days a week, to assist you at our support email: support@joecepedainstitute.com

We are committed to ensuring your satisfaction and will keep you informed throughout the process. 

Domestic Shipping Rates

Shipping charges for your order will be calculated and displayed at checkout. We offer free shipping for orders over $150 in supplies. 

Shipping fees for devices are calculated based on the size and weight of the item. Unless otherwise stated as a free shipping promotion, shipping costs are not included in the final purchase price and will be added separately at checkout.

In-Store Pickup

You can skip the shipping fees with free local pickup at 9805 Horton Rd SW T2V 2X5, Calgary, Alberta, Canada. After placing your order and selecting local pickup at checkout, your order will be prepared and ready to pick-up within 1 to 5 business days in store supplies, devices will take the regular shipping time. We will send you an email when your order is ready along with instructions.

Our In-Store Pickup hours are from 9:00 am to 4:00 pm on Tuesday to Saturday.

Shipping Disruptions

We are not responsible for any packages undelivered by any of our carriers, and/or any damages suffered in transit.

How do I check the status of my order?

When your order has shipped, you will receive an email notification from us which will include an order number, please use this number and your email to check its status here: https://joecepedainstitute.com/parcel-panel/

 

FREEBIES

We’d like to clarify the process regarding the delivery of your course materials and machines:

Machines included with a course or program will be shipped only after all program requirements have been satisfied and the course has been paid in full.

For hybrid programs (online theory and in-person practical training), the following requirements must be completed before the machine is released for shipment:

  • Full payment of the course balance;
  • 100% completion of the student portal;
  • Successful completion of the required hands-on practice; and
  • Successful completion of the final examination (if applicable).

For online-only programs, the machine will be released for shipment once:

  • The course has been paid in full; and
  • The student has completed 100% of the student portal requirements, including all required lessons, assignments, quizzes, and course activities.

•If the amount of the course or bundle is approved in full through financing, this is considered paid in full, and no additional payment is required.

This ensures you have all the necessary equipment when you’re ready to apply your knowledge in real-world practice, while maintaining compliance and safety standards.

Additionally, receiving your machine at the end of the course ensures that you first gain the proper training on how to use it correctly and safely. Our goal is for you to be fully prepared and confident before working with clients.

If you have any questions about payments, delivery, or course structure, feel free to reach out to our team. Let’s get started on this exciting journey together!

 

STUDENTS RULES

Students are required to watch and complete all videos, lectures, quizzes, assignments, and course activities within the student portal in a 100%.

The student portal tracks course progress, including video completion, lesson completion, assignment submissions, and overall participation. If a required video, lecture, quiz, or lesson is not completed in its entirety, the system may automatically restrict access to future course content and prevent further progress.

In such cases, access will remain restricted until the missing requirements have been completed and reviewed by an instructor or administrator. Students are responsible for ensuring all course materials are completed as assigned to remain in good academic standing and avoid delays in their training.

STUDENT GUIDELINES: ASSIGNMENTS & PRACTICAL TRAINING

ASSIGNMENTS

To participate in practical training sessions, all required assignments must be completed and submitted according to course requirements.

Students must:

• Print and complete all required assignments.

• Clearly include their full name, course name, and date on each assignment.

• Bring all completed assignments on the first day of practical training.

• Bring any required 3D models, projects, portfolios, or practical materials specified in the course curriculum on the first day of practice.

Failure to submit required assignments may result in delays to practical training, examinations, certification, equipment release, or course completion.

PRACTICAL TRAINING REQUIREMENTS

Practical training is designed to verify that students have successfully completed the theoretical portion of their program and are prepared to perform treatments safely and professionally.

Students who arrive without completed assignments, required projects, or mandatory course materials may be denied participation in practical training sessions at the sole discretion of JOE CEPEDA INSTITUTE.

No Assignment = No Practice

If any required assignment, project, or course requirement is incomplete or missing, the student will not be permitted to participate in practical training until all requirements have been satisfied. Any resulting rescheduling fees may apply in accordance with the Institute’s policies.

PRACTICE SCHEDULE

All hands-on practicum training is scheduled after successful completion of the corresponding online student portal and academic requirements.

  • Practicum sessions are normally scheduled within 6 to 8 weeks after portal completion, depending on:

    • Instructor availability

    • Campus capacity

    • Equipment availability

    • Regulatory and safety requirements

  • This 6–8 week timeframe is communicated to students during enrollment, orientation, and within the student portal.

  • While the Institute makes reasonable efforts to accommodate student availability, specific dates or personal schedules are not guaranteed.

  • Failure to respond to scheduling communications may delay practicum placement.

PRACTICE DAY RULES

Attendance: You must be present for the full duration of the practice session.

Certain programs—such as Permanent Makeup, Lashes, Microneedling, and Advanced Aesthetic Procedures—require:

  • Adequate visual acuity

  • Fine motor precision

  • Ability to safely perform procedures on live models

Students who require corrective lenses (glasses or contact lenses) must bring and use them during practicum training.

  • Students must be physically and mentally fit to perform practical services on the day of training.

  • Students must bring all required tools, equipment, and corrective aids (including glasses or contact lenses if applicable).

  • If a student is not feeling well, unprepared, or unable to safely perform procedures, instructors may pause, stop, or reschedule practice to ensure safety.

  • These decisions are made solely for safety and professional standards and do not constitute discrimination.

No Cellphones/Electronic Devices: Any electronic devices brought into the classroom will be taken.

Dress Code:

•Permanent Makeup, Japanese head spa & Paramedical Tattoo: Black scrubs and sneakers.

•Lashes, Makeup, Nails & Esthetics: Light pink scrubs and sneakers (any color).

No Kids Allowed in the school.

No Jewelry: Bracelets, watches, and rings are not permitted.

No Food or Drinks in the practice area. KEEP DRINKS OR FOOD IN THE DESIGNATED AREA. 

Punctuality: Arrive at least 5 minutes before class starts.

•A 10-minute grace period is allowed.

•If you arrive late, your practice will be rescheduled, and a $150 rescheduling fee will apply.

Clean Your Practice Area before class is dismissed.

FINDING MODELS FOR PRACTICE

•As part of your training, you are responsible for finding your own models.

  • Students are primarily responsible for securing their own models for practicum sessions.

  • The Institute may occasionally provide models; however, model availability is not guaranteed.

  • Models must meet suitability, consent, and safety requirements on the day of training.

  • Failure of a model to attend does not obligate the Institute to replace the model.

•The school will only assist in finding models for students who live outside Calgary.

•If you are unable to find models, the school can help with 50% of the required models, only if you notify us at least 5 days before your class.

Models must meet eligibility requirements.

The Institute reserves the right to refuse unsuitable models.

No refunds will be provided due to model cancellations, no-shows, or scheduling conflicts.

The campus in Edmonton is only operational at weather discretion. 

Certification Release Policy

Certificates will only be issued after:

  • Course completion
  • Required assignments submitted
  • Tuition paid in full
  • Practical requirements completed (if applicable)

The Institute reserves the right to suspend or terminate enrollment for abusive language, harassment, threats, discrimination, defamation, disruption of classes, or inappropriate conduct toward staff, instructors, students, or models.

Following these guidelines ensures a smooth and professional learning experience.