Cancellations and non-attendance

We will charge external organisations for non-attendance (where the place has not been previously cancelled) and for late cancellations - five working days or less prior to the day of the course (excluding weekends and bank holidays), irrespective of the reason for cancellation/absence, including sickness. The charge is levied to contribute to the costs of the lost training place.

The charge for late cancellation and non-attendance is £50 per person for each event. Where a course lasts for more than one day, the charge will be levied, per person, for each whole or half day missed i.e. £100 for a two-day event. The same charges will also be applied for late arrivals who are turned away from the course.

Non-attendance/wasted place charges are invoiced to organisations within two weeks of the course and payment terms are 49 days.

Failure to pay the fine within 49 days of the date of the invoice will result in the organisation concerned being excluded from all future training events for a six month period.

Exceptions for payment for non-attendance will be dealt with on an individual basis. In this instance we ask that individuals (or another representative of their organisation on their behalf) contact us by email, with an explanation and a decision will be made.

Our courses

All our courses are advertised on the East Sussex Learning Portal (ESLP) and are aimed at the Adult Social Care workforce in East Sussex, including Independent and Voluntary Providers, Personal Assistants, Carers and East Sussex County Council staff. Some courses are available to other organisations although priority will be given to ESCC staff and those working in Health and Social Care provider services.

Attendance on the majority of our courses is free. We will however, charge external organisations for non-attendance, late cancellations and late arrivals. See Cancellations and non-attendance.

Note: All course correspondence will be sent via email so it is essential that you keep your ESLP account details up to date, for example, if you change your email address or employer. We cannot accept responsibility for information that is sent but fails to arrive. Line Managers should also update their account information when staff members leave or new staff join their organisation.

Making a booking request

All bookings must be made through the East Sussex Learning Portal. This is to ensure the delegate:

  • Is aware of the full course details and any course pre-requisites. Where a delegate arrives for training but has not completed any essential pre-requisite training /e-learning, they will be turned away from the course and the employing organisation will be charged for the wasted training place. Information about pre-course requisites is included in the details for each course.)
  • Understands and accepts the booking terms and conditions, including the cancellation/non-attendance policy
  • Completes the evaluation process
  • Has access to certificates, additional materials and resources
  • Can notify the trainer of any accessibility requirements

Bookings will not usually be taken by phone, email or any other method. If you are unable to make a booking online please contact the course administrator whose details can be found within the course description.

Bookings can be made either by individual staff members or by the line manager/CPD Leader. Bookings will not be confirmed without approval from the CPD Leader/manager.

We advise that when booking a course, you pencil the date in your diary, but please do not assume you have a place until you receive our confirmation. If you have not heard at least two weeks prior to the course commencing, contact the course administrator either by e-mail asct@eastsussex.gov.uk or 01273 481444.

Please note that the Adult Social Care Department holds no liability for the appropriateness of course applications. If a delegate enrols on the wrong course, any costs incurred will have to be met fully by the employing organisation and ESCC will not be liable for any related costs.

For further guidance on using the ESLP to make a booking, please refer to the user guides (ESLP Home Page).

Authorising and confirming bookings

As soon as a booking request is made, an email is generated requesting approval from the CPD Leader/manager.

Many of our courses become over-subscribed so places are not first come first served, but are managed by the course administrator to ensure they are allocated equitably. We reserve the right to limit the number of people from the same external organisation to a maximum of three delegates for most events, except where the training is bespoke to a service or organisation. Some courses may specify different selection criteria.

Confirmation of enrolment emails will be sent to successful applicants (with a copy to their CPD Leader/manager/supervisor) at least three weeks prior to the course start date.

Waiting list

Where the course you have applied for is full, you will receive an email advising that your booking will be placed on a waiting list for that specific event. We will contact you should a place subsequently become available. Waiting list bookings are not automatically booked on to future courses. If you are not successful in getting a place you will need to make a booking on a future course (if available) using East Sussex Learning Portal.

Before attending

Please ensure that you have received a confirmation of enrolment email before making arrangements to attend. Your East Sussex Learning Portal account will always show an up to date record of the courses you are due to attend and the booking status (see My Profile and Bookings).

Please do not attend the course without a confirmed booking. Courses are often fully booked and trainers are placed in a difficult position if there is insufficient space in the room, refreshments and course materials. Trainers have the authority to turn away those not on the attendance list.

A link to a map of the venue will be included in the confirmation email and can be accessed at any time from your My East Sussex Learning Portal - My Learning - Events due to attend.

Delegates/CPD Leaders/managers are responsible for ensuring any attachments/course materials are downloaded if applicable, and ensuring the delegate has them to take to the course.

Intellectual Rights/Copyright

Any hand-outs or materials provided via the East Sussex Learning Portal may be subject to intellectual rights/copyright. As such, materials are provided for personal use only. Should you wish to reproduce or reuse, please contact us to seek the relevant permissions.

Attending courses, punctuality and expectations

Delegates are expected to arrive 15 minutes before the advertised start time to allow courses to start promptly.

Late arrivals will not generally be admitted to the course if they arrive later than 15 minutes after the course start time without prior arrangement, and will be charged for non-attendance - see cancellation/non-attendance charge information.

It is the responsibility of each delegate to sign the attendance list (on all dates for programmes) as evidence of their attendance.

Ground rules will be established for all delegates at the start of the day, including issues of confidentiality and whistle blowing.

Certificates of attendance will only be created for delegates who have attended the whole course/programme.

Refreshments

For full day events, tea and coffee are usually available on-arrival, mid-morning and mid-afternoon. At shorter courses, e.g. 1/2 day courses, tea and coffee will be provided at an appropriate time. Lunch is not provided.

Evaluations and certificates

Evaluation is an essential part of course attendance. At the point of booking you are agreeing to complete:

  • Any course pre-requisites (e.g. associated e-learning), and pre-course evaluation,
  • Immediate response evaluation - immediately after the course,
  • Impact evaluation - up to 4 months after the course.

You will receive reminder emails asking you to complete the evaluation online. Certificates of Attendance will only be made available to download once the evaluation has been completed.

Accessibility requirements

When you make your booking request please advise us of any particular accessibility adjustments which will help delegates participate fully in the training, for example wheelchair access, training materials in alternate formats to assist with visual impairment or dyslexia, or translating or interpreting services. Where language translation is required, please tell us which language. We will do our best to provide or signpost you to the appropriate materials/tools/resources to ensure delegates are able to gain full benefit from these training opportunities.

For short courses leading to an examination/assessment to gain a qualification, the ASC Training team will, where possible (with regard to availability), provide a reader/writer where necessary, for example for candidates with:

  • a permanent or long-term disability or specific learning need,
  • a temporary disability, medical condition or specific learning need,or for candidates where English is a second or additional language.

Delegates for whom English is a second or additional language are permitted to provide and use a non-electronic bi-lingual dictionary during the assessment, which they must bring for themselves.

Additional time will also be allowed for completion of the assessment.

We will provide a copy of the responsibilities of readers/writers to the delegate and their manager with their course confirmation, which sets out what the reader/writer can/cannot do during the assessment.

To enable us to make these arrangements we ask that you provide us with adequate notice and information about the required accessibility adjustments.

Adverse weather

In the event of adverse weather, you need to contact the venue to check if they are open and if they have received notification of cancellation from the trainer. Venue telephone numbers are included on all course confirmation emails.

You then need to make a judgement about whether it is safe to travel. In the event you decide not to attend, you must contact the venue to let them know.

A cancellation charge will not be made if the delegate is unable to attend due to severe weather.

Contact details

For ESCC Assessment and Care Management services including Integrated Continuing Health Care (CHC) enquiries please contact asct@eastsussex.gov.uk

For ESCC DPS, Independent Care Providers, private and voluntary sector enquiries please contact asct@eastsussex.gov.uk

Frequently asked questions

If I'm not offered a place on a course, why do I have to re-apply?

There are a number of reasons why we ask you to re-book the training. These include:

Venues - we use a number of different venues across the county. Some may be more accessible than others for individual staff. We generally expect CPD Leaders/managers/staff to take venues into account when making bookings to keep travelling to a minimum wherever possible.

Staff Changes - as staff regularly move from one work place to another, in so doing often changing their job role; a course that is appropriate for an individual one month may not be relevant, or a priority, a few months later.

Availability of individual staff - you may not be available to attend on the new date.

Different ways of learning - individuals may find ways to meet their learning needs other than attending a particular course. We cannot therefore assume that a training need will continue to be a training need until a member of staff attends a specific course.

What happens if the course I have applied for is oversubscribed?

If courses become oversubscribed, one of our Training & Development Consultants will work with the course administrator to short-list. Places will be allocated according to the relevance of the course to the worker's role, their work base and location of the course, and whether the course is scheduled to be repeated. Where resources permit, further dates may be arranged to meet demand.

What travel allowances can I claim and how do I claim them? (ESCC staff only)

Travel expenses can be claimed from your work base to the training venue. If you travel to a training course from your home address, deduct your home to work mileage from the home to the training venue total.

All staff, whether contracted car users or optional car users, should submit travel claims for training mileage using the Training Travel claim form SAPTRAVO4 which is found on the intranet.

Payment of these expenses will be included in your monthly pay. Staff who are not Contracted Car Users or Optional Car Users should also complete the Training Mileage and Expenses claim (TRAV04). All training mileage is paid at 20p per mile.

A reminder about car insurance - Contracted Car Users or Optional Car Users will know that their vehicle must be insured for official business use and that they sign to that effect when signing the 'Declaration by Claimant' section.