Course Booking Terms and Conditions and Cancellation Policy
These Terms and Conditions are effective from 18th November 2017.
OACP accepts firm bookings through the OACP website, by email and phone – in making such bookings customers accept this Course Terms and Conditions and Cancellation Policy.
Contacts details for OACP are at the end of this document. Please note these Terms and Conditions may be subject to change without notice. In this Policy, OACP means Oxfordshire Association of Care Providers CIC.IMPORTANT: When booking training, please let us know if you have a disability or condition that we need to know about, including your dietary needs if lunch is provided, or any other learning support needs. This personal information is used only to ensure good access and training experience.
For current course costs and dates, please refer to our website.
Before booking onto the course, please ensure you have read the course content, to ensure the course will meet your training needs and that you are able to meet pre-requisites, where stated.
If a course registration/booking form is completed by an individual other than the named candidate, it is the responsibility of the employer to ensure the candidate is suitable for the course and has the relevant experience.
Upon receipt of your booking form, and subsequent payment your place(s) will be confirmed.
Important: OACP’s acceptance of your booking brings into existence a legally binding contract between us on these terms and conditions. Any term sought to be imposed by you in any purchase order or correspondence will not form part of the contract.
Purchase Orders may be accepted in lieu of payment at time of booking at OACP's sole discretion.
Acceptance of Purchase Orders is subject to OACP’s prior approval for credit terms. Customers must first supply a completed Customer Information Form upon request.
Purchase Orders shall not be accepted from any customer at any time during which the customer's account is placed on "stop" due to default.
Invoicing and payment
Course fees are payable upon booking unless a valid, authorised Purchase Order is provided and accepted.
Invoices will be sent via email to the email address provided on the booking form and must be paid within 30 days of the invoice date or not later than 1 working day prior to the start of the course, whichever date occurs soonest (the “due date”).
Payment must be made in Pounds Sterling by cheque, credit/ debit card or BACS.
If any amount properly due to OACP under, or in connection with, these terms and conditions remains outstanding beyond the due date OACP may:
charge interest on the overdue amount at the rate of 8% per annum above the base rate of Nat West Bank PLC from time to time (which interest will accrue daily until the date of actual payment, be compounded quarterly, and be payable on demand); or,
claim interest and statutory compensation pursuant to the Late Payment of Commercial Debts (Interest) Act 1998.
Course attendance and certification
Candidates will receive joining instructions via email to the email address provided on the booking form.
It is the responsibility of the individual completing the course registration/booking form to ensure joining instructions are received by the candidate. Instructions will be sent via email to the email address provided on the booking form.
If the joining instructions are not received, it is the responsibility of the individual who completed the course registration/booking form to contact OACP to arrange for them to be reissued.
Failure to attend the course will result in the full cost being incurred.
OACP will send all correspondence via email to the email address provided on the booking form. If alternative details are received after the booking form has been submitted, they will supersede the original details and all future correspondence will be sent to the new address.
No certificate(s) shall be issued whilst there is an outstanding balance (including interest on overdue balances and statutory compensation) due to OACP.
It may be necessary, for reasons beyond the control of OACP, to change the content and timing of the programme, the date, the venue or the tutor.
Cancellations and Amendments
All requests for cancellations and/ or transfers must be received by email.
Name substitutions can be made by email at any time before the course date without penalty.
Changes will become effective on the date of emailed confirmation being received.
The appropriate cancellation charge will apply based on the cost of your booking, as shown below:
29 calendar days’ notice or more before the start date of the course = full refund minus a £29.50 administration fee
Between 15 and 28 calendar days (inclusive) = 50% refund minus a £29.50 administration fee
Between 1 and 14 calendar days (inclusive) = no refund will be given
Failure to attend treated as late cancellation and no refund will be given
In the event that an individual named on the booking form cannot attend, we will accept substitution of another delegate on the condition that emailed notification of the substitution has been received by us prior to the course date and an administration fee of £29.50 plus VAT has been paid.
In the event of there being insufficient numbers booked onto a course OACP reserves the right to cancel or postpone the course.
In the event of cancellation of a course by OACP, we will endeavour to inform all participants a week before the course is due to take place, although please be aware that this is not always possible. All course fees paid will be reimbursed in full, or the payment will be transferred in full to another OACP course. OACP shall not accept liability for any consequential loss and shall have no liability to reimburse any other costs that may have been incurred, including transport costs, accommodation etc.
Accommodation and travel are the responsibility of the candidate.
To keep courses costs down, we do not provide lunch for candidates. However, we will include details of where candidates can purchase lunch, where possible, or you are welcome to bring your own.
If you are unable to attend any course due to extenuating circumstances you must inform OACP by email.
If you were unable to attend due to illness you must provide evidence in the form of a doctor's note, or provide confirmation of the extenuating circumstance from your Manager.
OACP shall not be liable to refund of fees or for any other penalty should courses be cancelled due to war, fire, strike lock-out, industrial action, tempest, accident, civil disturbance or any other cause whatsoever beyond their control.
Data protection notice
OACP processes and stores personal data in accordance with the requirements of the Data Protection Act 1998. Any personal information supplied will be used primarily in answering enquiries, providing services or fulfilling any contractual obligations. Where necessary, consequent upon the way we organise our business, personal data may also be used for operational and administrative purposes. Personal data will not be released to non-associated third parties unless there is a legal or regulatory reason to do so, or unless the third party fulfils a service on our behalf. We will not store personal data longer than is reasonably necessary.
The Data Protection Act 1998 obliges us to lodge a notification with the Information Commissioner describing the purposes for which we process personal information. The details are available from the Commissioners' office or on the Commissioners website. Under the Data Protection Act 1998 you are entitled on payment of a fee to a copy of the information we hold about you.
OACP does not store debit/ credit card details, nor do we share customer financial details with any third parties.
Intellectual Property Rights – No Duplication or Redistribution
OACP provides certain services and benefits for registered members and non-members, and derives its revenue from the production and distribution of those services and benefits for the exclusive use of OACP members and non-members. Users of the service acknowledge that the duplication and/ or redistribution of content, information, data, or other intellectual property gained through exclusive access to the service to any other party would be a violation of applicable copyright laws and therefore would cause harm to e-learning service.
Customers hereby agree that duplication and/ or redistribution of any materials to any member or non-member shall require prior written authorisation from an authorised OACP employee. It is further agreed, that any specific instance in which written authorisation is granted by OACP, does not authorise the customer to duplicate and/ or redistribute any other material than that for which written authorisation was granted.
These terms and conditions, together with the current OACP website prices, course details and OACP contact details, set out the whole of our agreement relating to the supply of the course and associated materials and services to you by OACP. In particular, no terms and conditions incorporated within your purchase order and nothing said by any person on behalf of OACP should be understood as a variation of these terms and conditions or as an authorised representation about the nature or quality of any goods or services offered for sale by OACP. OACP shall have no liability for any such representation being untrue or misleading.
OACP reserves the right to make changes to the programme.
As from Wednesday 15 November everyone employed in direct care in Oxfordshire is eligible for a free flu vaccination courtesy of Oxfordshire County Council.
Team members need to go to their local pharmacy or GP Practice and ask for a free flu jab. They will be asked to show their ID badge as proof of employment.
Providing free flu vaccinations to everyone employed in social care is an extension of the national flu vaccination scheme. An advertising campaign will run from 15 November on local radio, in local newspapers and on social media to help you spread the word and encourage maximum uptake.
Free flu vaccinations for direct care workers are being offered as part of the national flu vaccination programme. It is for those people who are not already eligible for a free flu vaccination – such as those who are pregnant, aged 65 or over, have a long-term health condition (see nhs.uk/staywell for eligibility) or are a carer for a friend or relative. Any care worker who has already been invited for a free flu jab by their GP is encouraged to get their vaccination via this route.
Flu can be an unpleasant disease for healthy people, but for vulnerable people it can be fatal. Many people with flu show no symptoms, meaning social care workers, who feel fit and healthy can unwittingly infect the people they care for.
Vaccination of care staff has been shown to be effective in reducing disease spread and patient mortality in the care setting. It can also help to ensure business continuity by reducing staff flu-related illness and the need to provide emergency cover. We encourage you to ensure your staff get vaccinated.
Care providers of nursing homes and residential care homes should make arrangements for residents to be vaccinated if not already done so. Please contact your usual pharmacist to arrange for a visit; they are on standby to receive your call.
Frequently asked questions
What is flu?
Flu is an illness caused by influenza virus. People tend to describe colds as flu; this is because some symptoms are common for both. The symptoms of flu tend to come on suddenly and are different and more severe than colds. They will include a high fever, a shivery feeling, headaches, aching body and extreme tiredness.
Why should I have a flu jab?
Flu can be an unpleasant disease for healthy people, but for the vulnerable people you care for it can be fatal. Many people with flu show no symptoms, meaning social care workers who feel fit and healthy can unwittingly infect the people they care for.
Getting your flu jab will help to protect you, the people you care for and will help to flu related staff illness.
What is involved?
Getting a flu jab is a simple procedure that only takes a couple of minutes. You will need to sign the standard NHS consent form to say you agree to being immunised.
How effective is the flu jab?
No vaccine is 100% effective; however, people who have had the flu jab are less likely to get flu. If you do get flu despite having the jab, it will probably be milder than if you haven’t been vaccinated.
How long will I be protected for?
The vaccine should provide protection throughout the 2017/18 flu season. Because the flu virus can change from year to year there is always a risk that the vaccine does not match the circulating virus.
Does the flu jab have side effects?
The flu jab doesn’t cause flu as it doesn’t contain live viruses. However, you may experience side effects after having the jab, such as a temperature and aching muscles for a couple of days afterwards. Your arm may feel sore at the site where you were injected. More severe reactions are rare. The flu vaccine only protects against flu, not other illnesses caused by other viruses, such as the common cold.
Who shouldn’t have the flu jab?
You shouldn’t have the flu vaccination if you have:
had a serious reaction to a flu vaccination before;
a high temperature (postpone it until you’re better).
I think I’ve already had flu, do I need a vaccination?
Yes. Other viruses can give you flulike symptoms, or you may have had flu but because there is more than one type of flu virus you should still have the vaccine even if you think you’ve had flu.
If you have further questions about the flu jab, visit www.nhs.uk/staywell or ask your pharmacist.