TERMS & CONDITIONS OF BOOKING - 2020/2021
Please note that this document contains the separate terms and conditions for courses provided by Merton School Improvement Team, Merton Early Years and Childcare Team, and Merton Children’s Social Care and Youth Inclusion Team.
Please refer to the terms and conditions below that link to the relevant course. For reference please refer to the following terms and conditions:
• For courses with the Event Code Prefix: MER, TW, MSTA please refer to the Merton School Improvement Terms and Conditions
• For courses with the Event Code Prefix: EYSEN, EYSAFE, EYFUND, EYMEET, EYPD please refer to the Merton Early Years and Childcare Terms and Conditions
• For courses with the Event Code Prefix: CSC please refer to the Children’s Social Care Terms and Conditions
• For courses with the Event Code Prefix: GOV please refer to the Merton and Sutton Governor Support Terms and Conditions
Merton School Improvement Terms and Conditions
To have the best chance of securing a place on a course, schools are strongly encouraged to submit their applications as soon as possible. Applications via the website will be accepted up to 7 days before a course date (subject to availability of places). Late applications may be accepted - please contact firstname.lastname@example.org or call the CPD Team on 020 8545 3811/3922. Booking a course place prior to attendance is essential in order for us to prepare sufficient training materials and to make appropriate venue booking and catering arrangements.
Please be aware that if a person attends a course without first booking their place, a surcharge of £20 will be added to the course fee. This includes any non-chargeable courses.
All applications for course places are made online at www.samscpdonline.org. Courses can be browsed on this site without the need to log in. Should a staff member wish to register to attend a course, they will first need to create an account. Once they have completed the application process, their request will be emailed to their nominated authoriser (usually the CPD Leader at the school). Once the booking has been authorised, the application will then proceed and the staff member will be added to the register for the course.
Confirmation of Course Place
Anyone who has requested a place on a course will receive a confirmation email before the day the course is due to take place, this may vary depending on the uptake of the course. If a participant applies for a course which is already fully booked, they will immediately receive an email to advise them that they have been placed on the waiting list for that course and should a place become available, they will be contacted to see if they would like the place.
Cancellation Policy for applicants
This cancellation policy applies to any applicant who cannot attend or who does not arrive for an event/course for which a confirmed place has been allocated. All cancellations must be made through CPD Online at least one calendar month before the start of the event/course. In this case no charge will be made. All cancellations received less than one calendar month before the event/course start date will be charged at full cost unless the place is taken by another colleague. This must be agreed by the event/course organiser and the replacement's details should be sent through in advance.
Cases of non-attendance due to illness, bereavement, special leave, or having to attend court in a professional capacity will be considered on a case by case basis. Individuals/organisations will be invoiced for the full event/course fees if their staff fails to attend or give less than one calendar months notice.
Course cancellation by course organisers
In the event that a course has to be cancelled, a minimum of 10 working days notice of cancellation will be given to participants. If late cancellations affect the viability of the course, participants will be informed by email as soon as possible. In the case of last minute unforeseen circumstances i.e. bad weather conditions or tutor illness, delegates will be notified by email as soon as the circumstance is known where possible. The venue will also be notified of the situation. In the case of course cancellation by the organisers, participants will not be charged, and the organisers will try to ensure that participants are sent information about equivalent courses or events as soon as possible.
Evaluation of Courses
Every effort is made to ensure the quality of our training courses, including content, presenters and materials. For all courses, participants will be given the opportunity to evaluate the quality of the course by completing an Evaluation Questionnaire.
Course certificates can be downloaded from your online CPD account once the register has been uploaded by the CPD team and when an evaluation form has been completed (where applicable). The availability of certificates is subject to both the register being signed by the attending delegate and the full completion of the course. Therefore it is necessary that the register is signed by all attending delegates.
Your school will be invoiced for course places three times a year in accordance with the following timetable:
• Courses taking place or commencing in the Autumn Term will be invoiced at the end of December.
• Courses taking place or commencing Spring Term will be invoiced April/May.
• Courses taking place in April, May, June and July will be invoiced July/August.
Should you have any queries regarding the above, please contact the CPD Team either via e-mail to email@example.com or by telephone on 020 8545 3811/3922.
Merton Early Years and Childcare Terms and Conditions
When you book a place on any course or meeting provided by this Training Programme, you are agreeing to these Terms and Conditions of Booking.
The following providers are eligible to book onto training:
• Ofsted registered early years and childcare settings in Merton
• Merton schools (EYFS staff only)
• Merton children’s centre staff
• Proposed new providers with an EY number pending registration in Merton
• Members of the Wandle Hub
Each course gives a description of the course and who the target audience is. Please read this carefully before booking.
2. Charging Policy
There are two ways to purchase training and professional development through Merton’s Training and Development Programme – Firm Foundations Network, or pay-as-you-go. The full costs of each service on offer can be found in the Training and Development Programme
2.1 Firm Foundation Network membership
Merton providers joining the network will be sent an invoice. Providers will receive one place per membership. Providers will be required to book network events online but you will not be charged for the individual events.
Providers who start a Firm Foundations Network membership part way through the year will still be charged the full cost of the network membership.
2.2 Merton Pay-as-you-go
Merton providers who have booked onto any published training on the programme will be invoiced unless the place was cancelled (refer to section 6).
Invoices for any booked training will be sent to providers at the end of every half term.
3. Application process
3.1 Booking Process
Bookings are processed on a first-come first-served basis in most cases. On rare occasions, restrictions may apply to the total number of delegates from one group setting to ensure equal access. All applications must be made online via www.samscpdonline.org You will receive an email confirming that your application has been sent.When your application is processed, you will receive an email either confirming that your booking has been either accepted or rejected If you apply for a course that is already full, you will be added to the waiting list. If a place becomes available, you will be contacted to see if you would like the place.All courses close to new applicants 2 days prior to the date of the course
3.2 Reasons why booking is rejected
There are a number of reasons why your application may not be successful:
• There are no places available on the course
• You have outstanding payments
• It’s a restricted course and you have applied for more places that are available per provider.
• You are not eligible to attend
• Your CPD leader has rejected your application
3.3 Substituting people booked onto a course
It is your responsibility to ensure those booked on the course can attend wherever possible. This can be done by cancelling one delegate and rebooking the place for another via www.samscpdonline.org This can only be done before the course closure date which is 2 calendar days prior to the course date.
You will not be able to make any alterations after the course closure date. However, you can send an alternative delegate to the course in their place; please ensure that they sign in on the register as themselves.
4. Course fees
£40 per half day course or meeting and £60 per full day course (over 4hrs). For all other bookings refer to the pricing structure in the Training and development programme.
All booked course places will be invoiced, unless they form part of a Firm Foundations Network membership. Invoices will go to providers at the end of each half term for any course places requiring payment. Payment of invoices should be made in full immediately on receipt via the Merton website at www.merton.gov.uk/pay-a-bill Merton Council reserves the right to withdraw access to services where payment of an invoice is not made promptly. Please note that there are no attendance allowances for courses in this training programme.
5.1 Processing of Firm Foundation Network membership
If you have purchased one membership, the provider will not be charged for one practitioner attending each of the linked events. However, should a second colleague attend from the same setting then a pay-as-you-go charge will be issued to the providers.
Providers can choose to purchase more than one membership.
6. Cancellation and non-attendance procedures
If you do not attend a course and have not cancelled prior to the course closure date (2 calendar days prior to the course date), or have sent another delegate in your place, you will be still required to pay. Cancellations must be submitted prior to the course closure date. If you are unable to cancel before the closure date, you may substitute with another delegate who must sign the register in their own name on the day. Cancellations must be made by you online via your account at www.mertoncpd.co.uk Full instructions on how to make a cancellation are provided in the Merton CPD user guide. For a copy of the user guide, please email firstname.lastname@example.org You will receive an email confirming the cancellation once it is processed. Please do not delete this email as it is your proof of cancellation. Cancellations cannot be made via email or phone
If you have been unable to send a delegate in your place and your non-attendance relates to a serious illness or incident, please email details of the circumstances along with any supporting document(s) e.g. copy of doctor’s certificate to email@example.com. Please be aware that London Borough of Merton cannot respond to short-term issues you may have which cause you to not attend a course and not follow the cancellation and non-attendance procedures.
7. Restrictions on accessing training
Merton Council reserves the right to withdraw access to services where payment of an invoice is not made promptly.
Some courses may have restrictions on number of places booked per provider.
Delegates who are either not on the course register or not acting as a substitute for another delegate will be unable to attend a training session.
8. Cancellation of courses by the organiser
8.1 No available trainer
If a course needs to be cancelled due to the sickness of or unforeseen circumstances affecting the trainer we will aim to give at least 5 working days notice via email to everyone who has submitted an application for a place on that course.
8.2 Less than the minimum numbers booked to attend
If a course has less than the minimum required delegates booked at the closing date of the course (7 calendar days before the start date), we will cancel the course. Any booked delegates will be informed via email shortly after the course closure date.
9. General information
Please do not attend a course unless you have received confirmation of your place or are replacing a named delegate who has a confirmed place: you will not be admitted. Confirmations and rejections of applications for places are sent by email. It is your responsibility to ensure the email address associated with your mertoncpd.co.uk account is correct and to make sure your staff are provided with full details of their course bookings.
If the course lasts all day, please bring a packed lunch with you
Children’s Social Care and Youth Inclusion Terms and Conditions
Most of the courses which contribute to our Continuing Professional Development Programme can be found at www.samscpdonline.org. If you cannot find the course you are looking for or if you have any questions about our training offer please contact us at firstname.lastname@example.org
Booking in advance is essential. Please do not turn up on the day speculatively. Bookings close 2 weeks before the event date or earlier if the event gets fully booked. You can check late availability by contacting our practice development team on - email@example.com or 020 8545 3742.
Permanent staff working in Children’s Social Care and Youth Inclusion are able to book our courses and your attendance is authorised by your manager. Student social workers need their Practice Educator to authorise attendance. Locum staff are able to attend in their own time, or in work time if sanctioned by a senior manager.
We are sometimes able to offer places on our courses more widely. If you work in another department and want to book a place on one of our courses, contact firstname.lastname@example.org or phone us on 020 8545 3742 to check if that is possible.
You should arrive at least 15 minutes before the advertised start time to allow for registration. Our trainers are advised not to allow participants who arrive late to join the course as this causes disruption to the trainer and course participants. Trainers aim to finish on time but you should factor in an extra 15 minutes after the scheduled end time. If you have to leave early the register will be marked with the time you left and you may be required to repeat the session – especially for mandatory courses. Be respectful of others and come back promptly after breaks.
Refreshments are not provided. Most of our venues have catering facilities on-site. Some training venues do not allow food or drink in the training room so please observe the local signs for this.
Your trainer will talk to you about use of mobile phones during the session.
Occasionally during our courses you may need to refer back to work you have done. Be careful about maintaining the confidentiality of the children, young people and families that you work with.
If you are a first time user of www.samscpdonline.org you will need to create an account before you can book a course – this account should be linked to your work email address.
If you have a disability or health need that might prevent you from fully engaging with the session and you would like us to let the trainer know contact us on email@example.com when you book.
Confirmation of Course Place
Once you book a place on a course, you will be sent an email confirming the booking. If you apply for a course which is already fully booked you will be given the option to go on a waiting list.
Cancelling your place on a Course
All cancellations must be made through www.samscpdonline.org at least three weeks before the event. IMPORTANT – Non attendance and late cancellations We do not charge for our courses but cancellations do have a cost to the local authority and can spoil the event for others (for example if there are too few participants for group discussions). Attendance/non-attendance lists are provided to senior managers periodically. If you find you are unable to attend in the 3 weeks leading up to the course (after bookings have closed) or on the day itself (for example bereavement, illness, essential court attendance) your manager should let workforce development team know by email.
If we need to cancel the event/course
Occasionally we have to cancel courses. We aim to give at least two weeks' notice of any such cancellation. We will notify you by email so please check your emails regularly in the lead up to your course. Last minute cancellations can happen if for example the trainer is ill or due to exceptional weather conditions. We will give as much notice as we can of any such cancellation and will endeavour to offer an alternative date where possible.
Evaluation of Courses
Every effort is made to ensure a high quality for our training courses, including content, trainer’s skills and course materials. It is a requirement of booking that you complete a course evaluation form after the event to help us quality assure the session.
CPD certificates can be downloaded from your account shortly after the event once we have received and processed the register from the trainer. Certificates are only available after you have completed the evaluation sheet. Duplicate CPD certificates are not available from the learning and development team.
MERTON AND SUTTON GOVERNOR SUPPORT TERMS & CONDITIONS OF COURSE BOOKINGS
All applications for course places are made online at www.samscpdonline.org Courses can be browsed on this site without the need to log in. Log in to register to attend a course (please contact Governor Support to request username and password if required). There is no charge to individual governors for training. Governors from schools who buy into the Governor Support Training Service Level Agreement can attend an unlimited number of two hour courses. Governors from schools who do not buy into the Governor Support Training Service Level Agreement should seek approval from their school to register for the course as a charge will be incurred. Where a course is marked ‘charge applies’, all governors should seek approval from their school to register for the course as a charge will be incurred.
To have the best chance of securing a place on a course, governors are strongly encouraged to submit their applications as soon as possible. Applications via the website will be accepted up to 7 days before a course date (subject to availability of places). Late applications may be accepted - please contact firstname.lastname@example.org or call the Governor Support Service on 020 8545 3307/3118/3923. Booking a course place prior to attendance is essential in order for us to prepare sufficient training materials and to make appropriate venue and catering arrangements.
Confirmation of Course Place
Governors will receive an acknowledgement of their request immediately and, a minimum of one week before the course is due to take place, an email will be sent to each applicant to confirm their place on the course. If a governor applies for a course which is already fully booked, they will immediately receive an email to advise them that they have been placed on the waiting list for that course and should a place become available, they will be contacted and offered the place. If governors have provided a mobile phone number, they will be registered for the SMS Alert service and will receive a reminder text approximately two days before the course. To withdraw from this service, governors should log in and amend their preferences or contact Governor Support.
Cancelling a Course Place
If a governor is unable to attend a booked session, they should request a cancellation via the website or contact Governor Support as soon as possible so that the place can be allocated to another applicant. If a governor finds on the day of the course that they are unable to attend, they should contact Governor Support immediately, or at least by the following day, so that this can be recorded as a cancellation rather than non-attendance on their training record. Outside office hours (9am – 5pm), please email Governor Support or leave a voicemail message. Persistent non-attendance at training courses will be monitored and reported to the school.
Cancellation of Courses
Courses may occasionally be cancelled when the minimum number of applications required have not been received. We will aim to give one week’s notice of any such cancellation via email to everyone who has submitted an application for a place on that course.
Course cancellations may also occur due to tutor illness or if an exceptional unforeseen problem arises. We will give as much notice as we can of any such cancellation and will endeavour to offer an alternative date wherever possible.
Evaluation of Courses
Every effort is made to ensure the high quality of our training courses, including content, presenters and materials. For all courses, participants will be given the opportunity to evaluate the quality of the course by completing an Evaluation Form. To help both course participants and the Governor Support team judge the impact of training on school improvement, our evaluation procedures focus not only on the quality of the training but also the contribution it makes to ongoing school improvement. Course evaluations will be seen by the Governor Support Service and Tutors of the course.
Invoices will be raised on a termly basis for schools who do not buy into the Governor Support Training Service Level agreement and for any training not covered by this SLA, such as courses with an additional charge or school-based training sessions.
Should you have any queries regarding the above, please contact the Governor Support Service either via e-mail to email@example.com or by telephone on 020 8545 3307/3118 /3923.