HCPA facilitates mandatory and specialist training for staff who work in the private, voluntary and independent social care sector. We invest a significant amount of resource into delivering this service, including time, planning and budget. As a result, to ensure members use this service effectively and appropriately, we ask all learners to adhere to the policy outlined below when booking, attending or cancelling a course.

1.1. Delegates are required to attend the full course and to actively participate. It is expected that the delegates Line Manager will support the delegate in ensuring full attendance. If the course is not attended in full, a cost will be charged to the delegates employer.

1.2. It is not acceptable to arrive late or leave early. Delegates who are more than 30 minutes late may not be admitted into the training and will incur a cost for non-attendance. HCPA will report any instances of lateness to the delegate’s Line Manager. Delegates will be required to sign an attendance sheet on arrival for each day of the course.

1.3. There may be occasions when a delegate may need to be substituted at short notice. Please notify HCPA as soon as possible to confirm the details of the replacement delegate. HCPA will then confirm if the change is possible.

1.4. It is the delegate’s responsibility to make sure they have signed in on the course register when they arrive. If the delegate’s signature is not on the register HCPA is entitled to charge the employer with a non-attendance fee.

1.5. It is the delegate’s responsibility to ensure their name is spelt correctly on the register on the first day of training, as the same name will appear on the certificate. If the name is misspelt and not corrected on the first day of training, before it is registered with the awarding body, any requested changes will incur a cost to the delegate’s employer.

1.6. It is the delegate’s responsibility to inform HCPA at least 5 days before the course if they have any special requirements or if they will be accompanied by an interpreter.

1.7. HCPA will send updates and booking confirmations to the email address supplied during booking. It is the delegates responsibility to ensure the information and contact details are correct. HCPA accept no liability for any incorrect information entered into the booking forms by the delegate.

2.1. It is the responsibility of a delegate’s Line Manager to notify HCPA if a delegate is no longer able to attend a course. Notice must be given in accordance to clauses 3-3.3.

2.2. The Line Manager can cancel by filling in this form: https://traininghcpa.wufoo.com/forms/z18vkzk10avo7rd/

2.3. If a delegate does not attend and their Line Manager has not contacted HCPA in accordance to the Non-attendance section of the training policy, then the employer will be charged.

2.4. If the booked delegate cannot attend, a substitute delegate can be named as late as the day before the course. HCPA must be informed about this by emailing enquiries@hcpa.info.

Non-attendance and cancellation of places without adequate notice will be charged back to the delegate’s employer as follows:

3.1. Open Courses and Short Qualifications: Non-attendance or cancellation within 5 working days of the start of the course will be charged at a rate of £50 for each full day or £25 for each half day of the course missed, per delegate.

3.2. Leadership Courses and Education for Trainer Courses: Non-attendance or cancellation within 15 working days of the start of the course will be charged at a rate of £100 for each day of the course, per delegate. The full charge of £100 per day of the course will be made for any delegate starting, but not completing the course, and for delegates who fail to complete and submit coursework on time (if required within the course).

3.3. Advanced Champion Pathway: Non-attendance or cancellation within 15 working days of the start of the course will be charged at a rate of £100 for each day the course is scheduled to run, per delegate. If a Champion starts, but does not complete the pathway, all remaining pathway sessions will be charged to the delegate’s employer.

4.1. The delegate’s employer will be invoiced via email for the cost of the course (only non-funded courses) or for non-attendance, late-cancellation or non-completion reasons. The invoice email will be sent out to the email address provided in the booking form.

4.2. If a delegate’s employer has overdue invoices (our payment terms are 30 days) their HCPA membership status may be suspended until such invoices are paid. As a result of suspension members may not, for example, make claims under the Mandatory and Specialist Grant.

4.3. If a course has already been paid for and a cancellation occurs, a full refund will be issued only if the necessary notice has been given by the delegate or their employer via email, to enquiries@hcpa.info (see section 3 for notice periods).

4.4. No refund will be paid for non-attendance or when cancellations have been made outside the necessary notice period.

4.5. HCPA reserves the right to cancel a course up to and including the start date of the course if insufficient bookings have been received. We will strive to give as much notice as possible in such an event. In all cases, delegates who have registered to attend a cancelled course will be given the option of a full refund (only for paid courses) or the option to attend a future course date.

4.6. Changing of course content, timing, date, or venue may be necessary at times. If this occurs, the delegates or/and their employer will be notified via an email sent to the email address provided on the booking form

Version 3 2018/2019