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Guidelines for applying for a course


Booking Procedure

To book a place, please go to the UCL Training Booking System and for guidelines on how to use the system please go to the applying for a course.

The submission of a completed form is our indication that you and your manager are committed to you attending the course(s).

Once you have submitted a booking form for your chosen training event(s) the automated booking system will::

  1. send a confirmation email - immediately;
  2. send a joining instruction email - within 15 days of the event;
  3. send a reminder email - within 5 days of the event

If you have not received any of the above please contact the course administrator , if you are unsure of who to contact please go to the relevant course page for the contact information.

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Allocation of Places

All staff on payroll and including Honorary, Interim and Agency staff working at UCL may attend Organisational & Staff Development workshops free of charge.

Priority will be given to all UCL Staff within the Criteria set down for each workshop (see eligibility and prerequiste details). It is your responsibility at the time of booking to ensure that you match the criteria. Should you book and not match the eligibility or prerequiste requirements we reserve the right to cancel you from the event.

Priority is given to UCL staff and bookings from External participants will only be accepted should places still be available within 2 weeks of the Event.

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Cancellation Policy

UCL Staff

A charge will not be incurred for any cancellations received with more than 3 working days notice.
A £50 administration fee is likely to be charged for non-attendance or last minute cancellations by members of UCL staff . The charge is likely to be incurred for:

Non UCL Staff

There will not be a charge for any cancellations received with more than 3 working days notice.

This policy has been agreed by all the major training providers in UCL, and approved by the Human Resources Policy Committee, as non-attendance is a major problem, causing inconvenience and wasting limited training resources.

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Punctuality

Please note that courses start promptly at the advertised time and there may be occasions when it is not possible to admit latecomers.

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Charging Procedures

UCL Staff

Most events are free to all UCL staff but some have an associated fee, please go to the event web page for more information. A cancellation charge is likely to be made should you cancel outside of the exempt cancellation period.

If a departmental cost code has been requested, you can normally get this from your departmental administrator. Generally it consists of 7 alphanumeric digits, e.g. LH236Q0, but it can vary. Cancellation charges will be processed by the UCL Finance Division.

Non UCL Staff

Most events for Non UCL staff have an associated fee, although there are some events that are fee exempt, please go to the event web page for more information. A cancellation charge is likely to be made should you cancel outside of the exempt cancellation period.

When booking, please supply a purchase order number (or a UCL departmental cost code if you work in a UCL department but not employed by UCL).

NHS staff will be charged at the UCL Affiliated rate.

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Data Protection

Data Protection Act 1998 - participants' names and contact details are made available to other participants on the same workshop. Data is stored on the HR database for purposes including recording of attendance at workshops, monitoring compliance with UCL policies, providing statistical and reporting information and maintaining individual and faculty/department/divisional training records. Individual training records will be available to individuals and their managers, if requested. Departmental training records will be available to Heads of Department and other authorised personnel for legitimate UCL purposes related to the administration of the employment relationship including those set out above.

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