Buckinghamshire Early Years Training Hub Terms and Conditions

Key definitions

Training course - Any type of training session (in-person or webinar). This also includes free network groups, briefings and funded training.
Places - Training course places booked for Continued Professional Development (CPD) using the Buckinghamshire Early Years Training Hub.
Purchaser - The person who is designated to book places on behalf of a setting or school.
Participant - The person booked to attend a Training course.

Responsibilities of the Purchaser

 Booking

• Before booking a place, confirm with the Participant that they are available to attend and check if they meet any applicable eligibility criteria
• Ensure Participant details are accurately entered
• Accessibility or additional support needs are notified in advance
• Book places in advance
• Where a course fee applies, the designated Purchaser must make a payment

Note

• Places are automatically confirmed on a first come first served basis unless stated otherwise
• Courses mostly close 10 days before the start date or earlier if the course becomes fully booked
• Training courses are usually limited to a maximum of two places for each setting or school and monitored to ensure places are distributed fairly
• By receiving an Order Confirmation email with a reference number will confirm that a place is booked

Purchaser Details

To update or change purchaser account details, such as the account holder's name or email address, please send an email request to eycpd@buckinghamshire.gov.uk

Waiting List

If a waiting list option is available on a Training course a ‘join waiting list' selection will be visible beside the course date. You can join the waiting list free of charge. If a place becomes available, the Workforce Team will contact the Purchaser requesting them to complete any outstanding payment.

Invited Members

Certain training courses can only be booked by Purchasers who have received an invitation email from the Early Years Service. The invitation will usually include a unique booking code, which should be used when booking a place.

Responsibilities of the Participant

 Attendance

• Participants should review available course information, associated emails with pre reading materials before the course start date
• Upon completing the Training course, submit an online feedback form to receive a certificate
• Participate fully in course activities and engage professionally with trainers and fellow attendees
• Participants without a confirmed place may be asked to leave the session

 In-person Training Courses

• Plan all necessary travel arrangements in advance to ensure timely arrival
• Arrive at the training venue at least 15 minutes before the course start time
• Light refreshments are included as part of the course fee and provided wherever the facilities are available, however it is still advisable to bring your own
• Unless explicitly specified, lunch will not be provided during full-day Training courses
• Adhere to venue health, safety, and security requirements

 Webinar Training

• Check you have received the joining link at least two days before the course start date
• Late or same day requests to re-send joining links may not be possible
• Test joining links and notify the Early Years Workforce Team if there are any technical problems two days before the course start date 
• Join with an individual device and do not share a device with others  
• Keep cameras switched on, maintaining suitable visibility for engagement over the full duration of the training
• Type in to the chat function your full name and setting details to confirm attendance

Changes to CPD places

Replacement and Transfer requests should be emailed in advance (e.g. 5 to 10 working days before).

Participant replacement (swapping names)

• If a Participant can no longer attend, the Purchaser may request to send a replacement Participant
• Replacement requests must be emailed by the Purchaser and must clearly state the details of both the original and replacement Participant
• Participant replacements cannot be accepted once the course has started

 Transferring a booked place to a later session

• If someone can no longer attend, Purchasers can request to transfer a booked Participant to the next available session
• Transfers can only be applied for the same Training course, and if required the Participant name can also be changed

Changes to courses made by the Early Years Service

Occasionally, but very rarely we may need to:

• Update course content
• Change trainers
• Adjust delivery method (e.g. move to an online webinar)
• Reschedule or cancel a session

 The Workforce Team will notify Participants of any changes with as much notice as possible, by email and in some circumstances by phone.

Certification

• Certificates are issued to Participants who fully complete the training course and submit a completed feedback form
• For some courses, certificates will be issued directly by the training provider
• Where a course is delivered by an external training provider rather than the Early Years Service, additional time should be allowed for certificate copies or amendments to be processed

Payments

The Buckinghamshire Early Years Training Hub website provides a streamlined payment process exclusively through online bank card transactions only. Please ensure to pay for any outstanding booking orders from the Basket.

 While we recognise that some schools may normally have the flexibility to pay by invoice or journal transfer, many Buckinghamshire schools are now using the Training Hub to book and pay for training directly through the website. This streamlined approach has reduced the need for alternative payment methods and helps us keep our training prices competitive for the sector. However, we understand that there may be exceptional circumstances where payment by invoice is required, and we would be happy to consider this as a special request.

Fees

Training places are exclusively available and subsidised for Buckinghamshire settings and schools. The following fees are applied as a standard, except for some which may have a special fee.

Non-Buckinghamshire

Training places booked by settings and schools located from outside of Buckinghamshire may require paying a higher fee and are advised to contact the Early Years Workforce Team prior to booking places from the Training Hub.

Cancellations

 We understand that plans can change. Please let us know as early as possible to ensure training can be accessed. To cancel a training place, we recommend contacting the Workforce Team. This allows an opportunity to discuss alternative training options and provide additional support where appropriate. If a place is cancelled directly from the Training Hub website, the opportunity to discuss and to review any alternative options may be limited. For chargeable training courses, places will be cancelled if a payment is not received.

 Chargeable courses are non-refundable if;

• A confirmed place is cancelled with less than 10 days’ notice from the course start date
• A Participant who is expected to attend, but does not attend the Training course and are marked as a no show on the Attendance Register

 Chargeable courses are refundable if;

• A confirmed place is cancelled with 10 or more days’ notice, before the Training course start date
• If the Early Years Service are required to cancel a Training course

 Free courses

• All cancellation requests must be sent by email to the Early Years Workforce Team two or more days before the Training course start date
• Late cancellations notices may be charged

 Bespoke Training and Consultancy

• In the event of a cancellation, written notice must be provided by email to the Early Years Workforce Team
• For Bespoke Inset training cancelled within 10 days of the scheduled date, no refund will be given unless an alternative date is booked  
• Where a cancellation notice is received within 6 weeks of the scheduled date, a 50% refund will be applied
• Refer to the Bespoke Training Protocol for further guidance 

Exceptional Circumstances and Requesting a Refund

We know emergency situations can arise. Late cancellations or transfer requests may be considered in exceptional circumstances but must be requested by email from the Purchaser. Decisions will be made on a case-by-case basis, and when required we may ask for supporting evidence.

Contact Us

For assistance regarding these Terms and Conditions contact the Buckinghamshire Early Years Service Workforce Team.
Buckinghamshire Early Years Training Hub Web: https://eycpd.buckinghamshire.gov.uk/  
Email: eycpd@buckinghamshire.gov.uk  
Telephone: 01296 382468 
Opening Hours: Monday - Thursday 09:00 - 17:30 |Friday 09:00 - 17:00