CPD Booking Terms and Conditions

1. THE TERMS

1.1. This document represents the terms and conditions on which we, the Tavistock and Portman NHS Foundation Trust, provide services to you, the student, in the form of programmes of study, short courses, events and conferences.

1.2. You must read these terms carefully before you accept a place on a programme of study at the Tavistock and Portman NHS Foundation Trust. These terms tell you who we are, how we will provide a programme of study to you, how we change, how to amend or end this contract, information regarding payment of fees and other important information.

1.3. Enrolment on a programme of study at the Trust constitutes a binding agreement on the student to attend the course on which they are enrolled and to adhere to the following regulations.

1.4. Please ensure you keep a copy of this contract for your records.


2. INFORMATION ABOUT US AND OUR CONTACT INFORMATION

2.1. We are the Tavistock and Portman NHS Foundation Trust (“the Trust”).

2.2. You can contact us by calling 020 8938 2294, by emailing DETReception@tavi-port.nhs.uk or by post at: The Department of Education and Training, the Tavistock Clinic, 120 Belsize Lane, London NW3 5BA.

2.3. We will contact you by telephone, email and in writing at the addresses you have provided to us. We may also contact you through the MyTap system.

2.4. ‘In writing’ includes email and contact made through MyTap.

2.5. Some of our courses have professional body accreditation. Where this is the case, the accrediting body will be identified in our online and printed publicity as well as course handbooks and specifications.


3. GLOSSARY

3.1. MyTap: Is the Trusts online student portal. This is where you apply and carry out all administrative matters related to your course.

3.2. Academic Year: Refers to the period of the year during which a student attend a programme of study. This is usually reckoned from the beginning of the autumn term to the end of the summer term.

3.3. Full Course Fees: These are the total fees due for your course.

3.4. Start Date: The start date for your course is the date on which you commence your programme of study. You will be notified of this by your course administrator.


4. YOUR STATUTORY CANCELLATION RIGHTS

4.1. Under The Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, you have the right to cancel your contract with the Trust for up to 14 working days from the day after you have enrolled on a course with us.

4.2. All cancellations must be made in writing either by emailing your Course Administrator or by post to: CPD and Events Unit, Tavistock and Portman NHS Foundation Trust, 120 Belsize Lane, London NW3 5BA.


5. CHANGES TO OR CANCELLATION OF SCHEDULED PROGRAMMES

5.1. The Trust may need to alter or cancel scheduled and published programmes of study if it is considered reasonable and necessary. Circumstances in which we may alter or cancel a programme of study would include:

5.1.1. Insufficient number of students to run the course

5.1.2. Unforeseen unavailability of key teaching staff

5.2. Decisions to cancel or fundamentally alter a course will be taken before the start of the course and students will be notified.

5.3. Where the Trust is unable to deliver a scheduled and/or published programme of study or learning activity, it will use its best endeavours to provide alternative or rescheduled provision.

5.4. If a student does not wish to accept this alternative provision or no alternative can be provided the Trust will refund any fees paid.

5.5. During the academic year it may be necessary to cancel or amend parts of teaching to accommodate staff illness, absences or issues that are beyond our control.

5.6. In these circumstances the Trust will seek to reschedule activity as soon as possible. The Trust will not offer partial refunds in these circumstances.

5.7. Statutory Cancellation Rights are outlined in Section 4 (Statutory Cancellation Rights).


6. DEFERRING A PLACE

6.1. Any student wishing to defer their place on a course to a later date should contact their Course Administrator to discuss.

6.2. Deferrals can only be considered if requests are made more than 14 days before the start of the course.

6.3. A student can only defer their place on one occasion and must take up their place within 12 months of the original course date. Payment will not be refunded if a student does not take up their place on the deferred course.


7. APPLICATION

7.1. Student applications are processed in line with the Trust Admissions Policy.

7.2. If a student provides the Trust with incorrect or fraudulent information in their application the Trust reserves the right to cancel this contract and the student’s registration whenever we become aware of this.


8. CHANGES TO PERSONAL DETAILS

8.1. Students must notify the Trust of any change(s) in their circumstances including (but not limited to) change in address, change in email address and contact number and change in employer contact number and address; this should be completed in the student portal in MyTap.

8.2. Changes to name cannot be made without approval by registry and students making such changes should contact them to make arrangements.


9. DATA PROTECTION

9.1. The Trust is under an obligation to provide information on student data to various organisations, including HESA, University collaborative partners, UKVI and Health Education England (HEE). The Trust will report student data to these organisations and such information will only be released under the terms of the Data Protection Act.

9.2. Student files are confidential and will only be released under the terms of the consent given under the Data Protection Act 1998 in the student’s application form.

9.3. Students may gain access to confidential information during their programme of study including, in particular, information relating to the diagnosis and treatment of patients. The Trust’s policy on the confidentiality of patient information is a cornerstone of professional practice. Staff, trainees and students are required to comply strictly with this policy, a current copy of which can be found on the Trust website. The maintenance of confidentiality is also a requirement of course work discussion groups, seminars, student presentations and all learning activities. This includes work submitted for formal assessment which must ensure that references to individuals and institutions are fully anonymised.

9.4. Failure to abide by these policies may result in action under the Trust’s student disciplinary policies.

9.5. For students on NHS-funded or employer-sponsored programmes or learning activities, the Trust, where required, will provide information on attendance, progression and performance to Health Education England, their employer-sponsor and/or professional or regulatory bodies as appropriate. This information will also be provided to other sponsors on request. The Trust will make information available to Health Education England where a funded student commits a serious case of academic or other dishonesty.


10. STUDENT ABSENCE 

10.1. All absences should be reported by the student to their Course Administrator and Course Lead as soon as the student is able to do so.

10.2. Prolonged absenteeism due to ill health must be supported with a Doctor's medical certificate and notified to the students Course Administrator as soon as reasonably possible.

10.3. Students should discuss any concerns regarding attendance with their Course Tutor and Course Administrator as soon as they are able to do so.


11. COMPLAINTS

11.1. All students are entitled to make a complaint if they are dissatisfied with their course or any areas related to it.

11.2. Complaints will be managed in line with the Student Complaints Procedure which can be accessed here.

11.3. Formal complaints should be made on the DET Student complaints form which can be accessed here.

 

12. TRUST POLICES AND PROCEDURES

12.1. Students on all courses should familiarise themselves with all Trust policies and procedures which can be found on the Trust website.

12.2. These are all subject to change and it is the responsibility of the student to ensure that they are complying with up to date information.

12.3. All Trust IT systems and services as well as the online learning platforms must be used appropriately at all times. Information created, distributed, or stored on Trust premises and cloud services is Trust property and should be used for authorised purposes only. Student use of the Trust IT and online systems will be monitored and all students are expected to adhere to Trust policy. All students are required to use only suitably encrypted media or their private file space in Moodle to store confidential course material.

12.4. The Trust is fully committed to equal opportunities in its practice and teaching. The Trust aims to promote a productive and harmonious learning environment where students are valued, everybody is treated with respect and dignity and in which no form of intimidation or harassment will be tolerated.

12.5. The Trust operates a strict no-smoking policy in Trust buildings and grounds.

12.6. The Trust has an obligation under the Health and Safety at Work Act 1974 to provide a safe and healthy condition for staff and students. Students are expected to co-operate with the Trust in discharging its duties and responsibilities under the Act. Students are under an obligation to take reasonable care for their own health and safety and for taking good care of all of their personal possessions whilst on Trust premises.

12.7. As members of the Trust community, students are expected to conduct themselves with due regard for its good name and reputation. Students must agree to abide by the various regulations and policies applicable to them at the time of their (re)enrolment and as amended throughout the duration of their programme of study. Policies and regulations within DET and the Trust are amended each academic year and can be found on the Trust website, in the offer letter, enrolment pack and course handbook.


13. FEES

13.1. The Trust will review and set fees each academic year and reserves the right to make amendments to them.

13.2. Self-funded students:

13.2.1.  Students must pay their fees in full at the point of making the application (unless sponsored, please see Section 13.3 below)

13.2.2.  Should students wish to withdraw from their course, any refund will only be made in accordance with the Trust’s refunds policy (Section 15 - Refunds and Charges)

13.3. Sponsored students:

13.3.1.  If a student is sponsored by their employer or another organisation, they must provide the details of who will be paying their fees during the application process. Proof of funding, for example a purchase order or letter from the budget holder, will need to be uploaded as part of the application process

13.3.2. An invoice will be sent directly to the sponsoring organisation and payment is due in full at the time of being invoiced

13.3.3. Sponsoring organisations are not able to make payments in instalments

13.3.4. If a sponsor fails to settle the invoice, the student will be liable for all outstanding fees

13.3.5. Once the sponsor fee has been set up, any subsequent changes to the organisation of fee payments will need to be made directly between the student and sponsor themselves

13.3.6. The student will be responsible for organising subsequent changes to their sponsor

13.4. By agreeing to these terms students are entering into a financial contract with the Tavistock and Portman NHS Foundation Trust and are accepting responsibility for paying course fees.

 

14. LATE APPLICATIONS

14.1. In some circumstances a student may be allowed to join a course after its official start date.

14.2. This must be agreed by the Course Tutor and is fully at their discretion.

14.3. Students will be required to pay the full fee in such circumstances.

 

15. REFUNDS AND CHARGES

15.1. All cancellations are subject to an administration charge of 10% of the course fee.

15.2. The amount the Trust will charge students if they withdraw from a course is dependent on the date on which the student withdraws:

15.2.1. Withdraw more than 14 working days prior to start of the course- 10% of the full fee will be charged

15.2.2. Withdraw within 14 days of the start of the course - full fees will be charged

 

16. REFUND METHODS

16.1. Payment by credit card: Refund will be made to the credit card from which original payment was made.

16.2. Payment by standing order BACS or cheque: Refund will be made by cheque made out to the signatory of the original cheque.

 

17. RECOVERY OF UNPAID FEES

17.1. The Trust will take all steps to recover fees that are due and unpaid. They may:

17.1.1. record debtors on Trust databases and on your  MyTAP portal

17.1.2. pass details and information regarding debts to a debt collection agency

17.1.3. withhold certificates

17.1.4. prevent re-enrolment with the Trust until the debt is settled

17.2. The Trust reserves the right to suspend students from a course and may start legal proceedings.

17.3. When an account is not settled, students will no longer be able to attend a course and will be ineligible to appear for assessment in, or to obtain credit for, any courses which students may have registered for.

 

18. BINDING CONTRACT

18.1. This agreement is subject to English law, and the non-exclusive jurisdiction of the English courts, except that where the contract between the parties is formed in other parts of the UK, any disputes shall be dealt with in the English courts. Any wording in any provision of the contract to which these terms form a part shall be severable and may be removed by the courts in the event that they are unfair or unreasonable or otherwise are not permitted under English law, but the remaining wording and provisions shall remain in place in the contract.