BOOKING PROCEDURES FOR ALL COURSES (except inclusion on-line courses)
South Gloucestershire Schools
All South Gloucestershire schools will be able to book on-line after their locality training events during late April/May. Schools will be able to access the on-line system from the dates below
- Locality 1 schools from 1 May 2009
- Locality 2 schools from 11 May 2009
- Locality 3 schools from 1 June 2009
All staff development coordinators and one other member of staff per school will be given training to enable them to carry out the booking process.
Schools should follow the instructions for on-line booking given during the training events as described in the training handbook. All course confirmations and programmes will be sent back to the school by email, no hard copy written confirmations/programmes will be sent to schools.
The following user guides are available to download:
Online PLC/CPD booking training notes version 5
Online PLC/CPD booking system Frequently Asked Questions
Please note that all bookings for courses in this programme from South Gloucestershire schools will be taken on-line only. It will not be possible to book a course via the telephone, fax, email, letter or booking proforma.
Other schools and agencies
All other schools and agencies will be able to book on line from January 2010.Information will be available on this website, www.southglos.gov.uk/cyp-plc in December 2009.
Until then other schools and agencies should use the booking proforma, see below ( a copy is also available on page 12 of the PLC programme handbook). Course confirmations and programmes will be returned to the school/agency by email.
Download Booking Proforma (see notes above)
(you will need to download and save the proforma to your computer before completing)
During the change over period (until January 2010), bookings for non South Gloucestershire schools and other agencies must be made in
writing using the proforma on page 12 and have an
authorising signature. Telephone bookings
cannot be accepted. We are, however, happy to receive applications by
fax on
01454 863330 or via
email CIS@southglos.gov.uk.
Courses offered by other organisations
For courses being offered by:
- Other local authorities
- Bath Spa University College
- Youth Sports Development
- Health Promotions
Please apply, in the first instance, by telephoning the contact number given in the PLC programme, as the CYPIS are unable to take bookings for these courses.
Important notes for all schools and agencies
Booking confirmations and viability of courses
- Decisions on the viability of training will be made twenty working days before the course date. If the minimum required number of participants has not been met, the course will be postponed or cancelled and participants and their headteachers/staff development co-ordinator will be informed.
- Early booking by schools will ensure that all viable courses run and, therefore, avoid unnecessary cancellation and disappointment. Some courses have a very limited number of places and/or attract money for supply costs from centrally held Standards Fund. You are strongly advised to make applications for these as soon as possible, as allocations are made on a first come, first served basis.
- To ensure the viability of some courses that take place over a number of sessions, a single cost has been identified, the whole of which will be charged regardless of the number of sessions actually attended by a participant.
Venues
- Maps indicating the location of all training venues referred to in the Professional Learning Community Programme are included in the final section of the PLC booklet. Please ensure that participants are clear about where the training is to take place and, if necessary, they are given a copy of the map.
What is included in the cost of the course
- All administration costs
- All refreshments – lunch is always included for all full day courses
- Copies of course handouts, as appropriate
- Course leader input
- Venue hire
Tracking expenditure
- You are strongly advised to keep a copy of all on-line bookings/booking forms submitted.
- Traded and Support Services will send invoices for all Professional Learning accessed, quarterly in arrears. Any queries regarding costs incurred should be directed to 01454 863395
CANCELLATION POLICY (with effect from 1 April 2009)
It is anticipated that all professional development opportunities advertised within the Professional Learning Community programme will run. In order for a course to proceed it needs to attract sufficient delegates to pay for the cost of holding the event and for there to be effective discussion in workshops. Where a course fails to attract sufficient delegates it will need to be cancelled.
For the majority of courses, it is necessary to make a decision regarding the sufficiency of course numbers one month prior to the planned date. This is due to the cancellation policies of most venues. It is strongly recommended that delegates wishing to attend a specific course register at least 6 weeksin advance of the advertised date.
Where cancellation is necessary the administrative team supporting CPD will advise the schools nominated contact well in advance of the cancelled date by email.
This year many of the courses being provided through the Professional Learning Community programme benefit from attracting a centrally funded subsidy. This subsidy is being used to offset a significant proportion of the real cost, resulting in some courses being offered at a very cost-effective charge.
Schools may be inclined to cancel booked places where fees are very low at very short notice. In order to ensure that all resources are used to best affect it has been agreed that this year the cancellation policy will be amended as follows:
There is no charge for substitution when a school finds that a nameddelegate is no longer able to attend. Where a substitute delegate is not appropriate or possible the following deadlines apply:
- Cancellations received by fax or email of a booked place 20 or more working days ahead of scheduled date No fee will be charged.
- Cancellation received by fax or email less than 20 working days ahead of scheduled date. A fixed fee of 50% of the actual cost of the unsubsidised delegate fee will be charged.
- Non- attendance of an enrolled delegate. A fixed fee of £110 per full day, £60 per half day, £30 per twilight will apply for all delegates
All delegates must sign the attendance register upon arrival at the training venue. All those colleagues leading training events are required to pass the completed attendance register of delegates to the CYPIS team immediately following the training.
Anyone attending a training event without a confirmed booking may asked to leave and their Headteacher informed. This is to ensure that there are enough resources/refreshments available for those delegates who had previously booked.
PLEASE NOTE THAT CANCELLATIONS BY TELEPHONE CANNOT BE ACCEPTED.
Should you have any queries relating to this policy please do contact CYPIS team on 01454 868008 and ask for clarification.