The HCPA facilitates mandatory and specialist training to staff that work in the private, voluntary and independent social care sector. There is significant investment of resources in terms of time, planning and budget to deliver this service. The following guidelines / procedure outline the requirements that you need to follow when booking and cancelling a confirmed place on a course.

1.1. Delegates are required to attend the full course and be fully fit and well to actively participate. It is not acceptable to arrive late or leave early. It is expected that the Line Manager will support the delegate in ensuring full attendance. In incidences where full attendance has not occurred, a charge will be incurred.

1.2. Delegates who are more than 30 minutes late may not be admitted into the training which will incur a cost for non-attendance. HCPA will report any instances of this to the delegate’s line manager. Delegates will be required to sign an attendance sheet on arrival for each of the days the course is run.

1.3. There will be occasions where delegates may need to be substituted at short notice. Please notify HCPA soon as possible confirming 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 names are spelt correctly on the register on the first day of training. Please be aware that the same name will appear on the certificate. If the name is misspelled and not corrected on the first day of training, and is registered this way with the awarding body, any change will imply a cost which the employer will have to pay.

1.6. 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 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 inputted into the booking forms via 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 (see below for notice periods).

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 the department under the above criteria to cancel the delegates place, 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 employer as follows:

3.1. Open courses and Short Qualifications: Non-attendance or cancellation without 5 working days notice will be charged at a rate of £50 for each full day or £25 for each half day course, per delegate.

3.2. Leadership Courses and Train the Trainer Courses: Non-attendance or cancellation without 15 working days notice will be charged at a rate of £100 for each day the course is scheduled to run, per delegate.

3.2.1. The full charge will be made for anyone starting and then not completing the training or for anyone who fails to complete and hand in work on time, if this is a requirement of the course.

3.3. Champion Pathways: Non-attendance or cancellation without 15 working days notice will be 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 sessions will be charged.

4.1 The employer will be invoiced with the cost of the course (non-funded courses) or for the nonattendance/late-cancellation/non-completion reasons via email. The email will be sent out to the email address provided in the booking form.

4.2 Where an employer has overdue invoices (terms are 30 days) their 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/Specialist Grant.

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

4.4 No refund will be paid for non-attendance or where the required notice of cancellation was not given.

4.5 HCPA reserves the right to cancel a course up to and including the 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, people who had registered to attend a cancelled course will be given the option of a full refund (only for paid courses) or of rescheduling to a future course date.

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


Version 3 2018/2019