Our terms and conditions

These terms tell you who we are, how we will provide workshops and programmes, how you and we may change or end the contract, what to do if there is a problem and other important information. If you think that there is a mistake in these terms, or they require any changes, please contact us to discuss.

There are separate terms and conditions for bespoke and consultancy work.

Please see the separate usage policy for LinkedIn Learning

DEFINITIONS

In these terms and conditions:

• “POD”, “we” or “us” means People & Organisational Development, which forms part of the University of Oxford  
• “Applicant” means an individual who has submitted a booking form for a course
• “Participant” means an individual who has a confirmed place on a course
• “Booking form” means the booking form in the online course booking system
• “In Writing” means by letter or email

 
ELIGIBILITY
POD courses can be booked by all staff employed by the University of Oxford or one of its colleges.
 
BOOKING PROCEDURE
Applicants should complete the online booking form to book their place, at which point a contract will come into existence between you and us.

Applicants must ensure that they have completed any pre-course activities as set out in the course description.

At the time of booking, applicants must confirm that they agree to our terms and conditions.

WAITING LISTS
If a course is full applicants can join a waiting list. Applicants should cancel their waiting list place if at any stage it is no longer required.

Applicants will be contacted by email if a place becomes available. Places sometimes become available at short notice due to late cancellation by participants.

COMMUNICATIONS ABOUT YOUR BOOKING

Acknowledgement of the booking and joining instructions will be sent via email to the address attached to the participant's Oxford Single Sign On.

CHANGES TO THE COURSES

We may make changes to the courses to implement minor adjustments or improvements prior to the delivery of the course.

CHARGING

There are no charges for places on POD courses. Any exceptions will be documented within the course descriptions found on the website.

CANCELLATIONS AND ATTENDANCE

If at any stage a participant finds that they cannot attend a course, the course place must be cancelled. Ideally, at least three full working days’ notice should be given as this gives another applicant enough notice to attend.

CANCELLATION OF A COURSE PLACE BY A PARTICIPANT

Course places must be cancelled online.

Even if a participant finds they cannot attend at the last minute, they must still contact the courses office as we can often still fill the place. In these circumstances, please telephone 01865 (2)86808 or email pod@admin.ox.ac.uk

CANCELLATION OF A COURSE BY THE COURSE PROVIDER (POD)

On occasion, unforeseen circumstances may require POD to cancel a course. In such circumstances the course providers will give as much notice as possible and endeavour to organise another course date.

NON ATTENDANCE

If a participant repeatedly fails to attend a course, then POD reserve the right to refuse participation on future courses.

TRANSFERS AND SUBSTITUTIONS

Transfers and substitutions are not normally possible. Participants should cancel a place and rebook.

MANAGING BOOKINGS

Participants can manage their bookings entirely online using the Accessplanit booking system. The following features are available:

• Check courses you have booked and status of booking (confirmed/waiting list)
• Cancel a booking
• History of course attendance
• Record of Attendance

An online record of course bookings is available in Accessplanit under the section My Dashboard.

A certificate will be emailed after attending a course. The certificate of attendance can be used as part of an attendee’s personal development portfolio as a record of skills development.

It is the responsibility of course participants to ensure that records of their course attendance are obtained before they leave the University as it is not always possible to supply these retrospectively.

ACCESSIBILITY

Information about special arrangements for our courses is available on our accessibility page.

LOCATION

The location of each course is shown in the confirmation and reminder emails. Most courses take place in the 2nd Floor Seminar Room at Littlegate House, 16/17 St Ebbes, Oxford, OX1 1PT however locations do vary so please do make careful note of the location of the course you are attending.

ARRIVAL

Participants should arrive 15 minutes prior to the advertised start time. This will ensure you have sufficient time to book in.

LATE ARRIVALS

Courses start promptly at the advertised time. If a participant is delayed we ask that they contact the POD to advise us. In these circumstances, please telephone 01865 (2)86808 or email pod@admin.ox.ac.uk.

COURSE DURATION

If a participant is unable to stay for the duration of the course this must be discussed with the course administrator prior to the day or with the course facilitator/ trainer on the day.

MISSED SESSIONS

For multi-session courses, participants must attend all sessions. The certificate will be emailed after the final session.

REFRESHMENTS AND LUNCH

Refreshments are available for half and full day courses. For full day courses lunch will also be provided. Participants are asked to notify the course administrator with dietary requirements at least 3 days before.

PERSONAL BELONGINGS

We cannot accept responsibility for any items lost or mislaid on University premises.

Any items found will be taken to POD lost property.

MOBILES, TABLETS AND LAPTOPS

POD recognise you may need to keep your phone on during a course in case of urgent calls, and we welcome the use of laptops and tablets for note-taking.

For all other purposes, POD request that you do not use phones, tablets or laptops during the course as their use will detract from your learning and can be disruptive to other participants. We do of course have regular breaks when you can access your devices if you wish.

EVALUATION

Participants will be sent an online evaluation survey after the course which allows feedback to be submitted anonymously.

HEALTH AND SAFETY

Participants must adhere to the University’s health and safety procedures and policies. Smoking is not allowed in any part of the building.

PRIVACY/DATA PROTECTION

Any personal details provided to the University will be processed in accordance with the principles of the Data Protection Act 2018 and the University privacy policy.

The privacy policy for Oxford’s training course booking system, CoSy, is available here and is also available to review during the online booking process for internal members of the University with an Oxford Single Sign on account.

COPYRIGHT OF RESOURCES

The University of Oxford takes copyright seriously. Some of our materials are available under an open educational resource licensing agreement but others are not. Before reusing or distributing any of our materials please contact POD.