Booking and Cancellation Policy

Dr Cathy Betoin and I Matter Training Ltd want professionals and parents who take part in an I Matter Online Course to be highly satisfied with the learning that they have obtained.

Introduction
This booking and cancelllation policy has been developed to aid in the effective and efficient running of the 
i) workshops, 
ii) online courses
iii) Consultations.  

It will take effect from 1st March 2015.   It supersedes any previously issued examples, whether verbal or written, that may have been issued by The I Matter Project.   This and the wider Terms and Conditions may be subject to further amendment and you should therefore keep a copy for your records.

Courses and consultations can be self-funded by parents or professionals or by organisations

Last checked and updated on 12/11/2017

1.  Workshops or consultations

The following terms apply for workshops or consultations:

Bookings by clients usually take place in four phases
i)  agreement in principle around the funding of a specific course or consultation or package of courses or workshops
ii) sending of invoice and receipt of confirmation of funding and payment
iii) individual enrolment

If an individual is self-funding, Fees for the courses or consultations must be paid in advance.
If an individual is being funded by an organisation, confirmation from the funder must be received in advance
Until payment or confirmation is received the booking will only be provisional and is not guaranteed.
Attendance at an event will be considered evidence of a commitment by the organisation to assume the fee.
Bookings that are withdrawn are subject to our cancellation policy (see below)
Individuals must be described at the first step, but substitutes will be accepted if prerequisites are met
Either party may cancel bookings subject to our cancellation policy.
Clients placed on a reserve list must wait until their place is confirmed before attending.

Contract or Booking Cancellation or Amendments
A workshop or workshop series or event is deemed booked and under contract once there is a formal agreement of a date approved in writing - sometimes by email - by a senior leader from your organisation.  A self-funded workshop place is deemed booked once full payment or an agreed deposit has been received.  You may cancel your booking of a workshop, or workshop series or place within 14 days of the day on which a contract was confirmed between us in writing or booked online.  After this, cancellation or amendment fees will apply whether or not payment has been received.   

Cancellation or amendment by the client must be made via written notification to contact@imatterproject.com. Cancellations are confirmed by the I Matter Project but it is the responsibility of the client to check that their cancellation has been implemented.

The I Matter Project reserves the right to cancel any workshop or event in the event of insufficient numbers of participants to make a course viable. In such cases all course fees will be reimbursed and no cancellation fees will apply.   The I Matter Project will not be liable for any travel or accommodation expenses incurred

Either party may cancel the agreed contract with immediate effect in the event of any substantial evidenced reason for concern about the behaviour of the other party.   All outstanding fees to that date will still be applicable.

Cancellation Fees and Refunds
If a workshop or workshop place is cancelled by the client 14 days after the contract is agreed and more than 14 days before the start date of the workshop or initial workshop in the series, a 50% cancellation fee will apply to the refund.   If a workshop, workshop series, or workshop place is cancelled less than 14 days before the start of the initial workshop in the series, 100% of the agreed fee will be payable and no refunds will be due.  If the workshop price is zero, cancelled workshops will still incur cancellation or amendment fees based on a guide price of £200.

Amendments
If the initial dates agreed in the contract for a workshop or workshop series, need to be amended, amendment fees of 10% of the original contract will apply.

Non-attendance
If a workshop is booked for a certain number and less people attend than expected, no refunds will apply

Accommodation and travel
The I Matter Project does not cover or reimburse travel or accommodation costs for delegates to and from any events unless specified in the confirmation of booking, such costs cannot be claimed from the training provider.   There may be a charge levied at the time the contract is agreed for accomodation and travel for Dr Cathy Betoin if required

Special requirements
If any client or delegate considers they have special requirements the I Matter Project will try to make reasonable adjustments to accommodate these, however the client or delegate should contact the I Matter Project or their funder to discuss these in the first instance.

Right to dismiss
The I Matter Project reserves the right to dismiss from any workshop or consultation, any client or delegate whose conduct or behaviour is unacceptable or who fails to complete mandatory content of the course.   Participants are expected to comply with all health and safety regulations pertinent to the course. Failure to do so may lead to dismissal from the course and a report being sent to the Funder

Clients and delegates  must comply with all security arrangements as stated by the I Matter Project.   The I Matter Project cannot take responsibility for personal possessions and delegates should make suitable arrangements to keep them safe.   Course materials given to clients or delegates should be treated with respect. Damage caused by inappropriate behaviour may incur a charge for replacement.

Confidentiality and data security
Participants must respect the confidentiality and security of any materials given or received in courses (if appropriate). Any personal data received from a client or delegate will be processed and stored in accordance with current data protection legislation and our Privacy Policy.

Copyright
The I Matter Project retains its intellectual property rights on materials produced and given to delegates. The copyright conditions of materials will be made clear on the course.  Please read our Copyright Notice


2.  Online Courses 

We provide three sorts of online courses that taken together can contribute to the award of an I Matter Basic and Advanced Certificate

i) email based courses
ii) A Courses - self-help independent study courses - that are sometimes supplemented with study support or a forum
iii) B Courses - online interactive courses for 1:1 or small groups usually run for professionals or for parents in association with member projects

These can be provided via our online shops or via a member project.   Courses can be purchased via the online shops on an anytime access basis.  Member projects provide the courses on a rolling termly program.   Professionals or participants who take part via a member project are required to complete an I Matter Registration Q which helps us to make recommendations about the type and amount of study support to see best outcomes.  Participants who purchase self-help courses can 

Independent study courses modules are usually released on an identified start date then further modules are released automatically as participants progress through the course.    Access to the courses will close after 6 weeks for a part 1 course or after 12 weeks for a full coruse, with extensions obtained with an additional fee or subscription payment.

B courses are run on a 3-4 week program with a clearly identified start and finish date

Course fees must be paid in full and in advance
Individuals must meet the course criteria and may be refused a place if stated pre-requisites have not been met 
Individuals are strongly recommended to have the support of a professional advocate who is familiar with I Matter courses.
Applicants do not have a guaranteed place until their application and advocate support reference has been reviewed.
Applications that are withdrawn or not accepted are subject to our cancellation policy

Pricing
Pricing can be found in the online shops or on the events page of member projects.    Details may be agreed and adjusted as part of specific contracts.    

Dates, Times and Venues (when applicable)
The I Matter Project reserves the right to change times of such things as closing date for enrolments and phone Q and A from that specified in the course details, and participants  will be informed as soon as is practicably possible of any such change.

Refunds on online courses
Refunds on online courses are payable within 30 days of the purchase date if there is evidence that the logging on or accessing system is not functional.   Following clear trialling, the courses are deemed to be of satisfactory quality for their stated purpose therefore once you have logged onto your course, refunds cannot be provided.  

Viruses 
We take careful steps to ensure that the provision of our services are free from viruses.  However it is your responsibility to ensure that you have appropriate protective software in place on any computer, tablet or phone.  You are advised to follow all warnings provided by your antivirus software.  Do not download any item from our courses if you are concerned that there could be a problem


Cancellation of purchase of places or vouchers on Online Courses
An online course or is deemed booked and under contract once there is a formal agreement approved in writing by email or by purchase order by a senior leader.  Enrolment may take place at a later date.  You may cancel your purchase of online courses within 14 days of the day on which the purchase order or written confirmation was received.  Cancellation or amendment of the purchase by the client must be made via written notification to contact@imatterproject.com. Cancellations are confirmed by the I Matter Project but it is the responsibility of the client to check that their cancellation has been implemented.

The I Matter Project sometimes runs workshops intended to support the study of an online course.  The I Matter Project reserves the right to cancel any such workshop in the event of insufficient numbers of participants to make a course viable. In such cases all course fees will be reimbursed and no cancellation fees will apply.

Either party may cancel the agreed contract with immediate effect in the event of any substantial evidenced reason for concern about the behaviour of the other party.   All outstanding fees to that date will still be applicable.

Enrolments on Online Courses and amendment fees
Online courses run on a rolling program based mainly on school terms.  Following enrolment, withdrawal or amendment can be made up to 14 days before the course and no amendment fee will apply.  If withdrawal or amendment is required between 14 days and 5 days before course start date, an amendment fee will apply.   Amendments after 5 days before the course start date, and after the start date are only possible in the event of clear evidence of significant personal circumstances and an amendment fee will apply.  

Non-course completion or delayed completion
Once the online course has started, whether or not the delegate completes the online course the full course fee will be charged.

As one of our company quality standards, it matters to us that you complete the courses that you start.   Therefore on registration for an online course, dates will be given to indicate when the course materials will no longer be available, and this date will be found within the membership site on the Your Account Page.   We find that a deadline for completion helps keep participants focussed.    Participants are encouraged to decide whether they can manage a LITE or FULL version of course content.   Final closure of access to the online materials will usually be 3 weeks after the release of the final course materials.   If a participant wishes to extend access then an additional monthly fee will apply.

On the final date, access to all course materials will be deactivated, regardless of whether the course has been completed.  Users who have not completed their course, will be sent a series of warnings that account deletion is about to take place or that an upgrade to a membership is required.  Unless the user has specifically requested and paid for an extension on the account via a personal membership subscription the online course account may be deleted. When a user signs up for membership as a route to extension on the account, a date period for this extension will be agreed.   This system allows us to ensure that we do not retain many users with unfinished learning accounts.


Request for extensions
All online courses will specify an end date.   Where an extension is required, the participant can apply for an extension which will be granted at the discretion of the I Matter Project.  A membership subscription or administration fee may apply.   

Refunds
If an individual participant believes that the course is not what was anticipated from the stated learning objectives they may apply for a refund within 10 days of the start date of the course.  If we agree that this is due to a failure on the part of the course or its provision we will issue a full or appropriate refund. 

Force majeure
The delivery of I Matter Online courses depends on the provision of online tools by third parties over which we have no control.  Where circumstances arise beyond its reasonable control the I Matter Project may suspend or cancel a course. In such circumstances liability will be limited to a refund of any payment made.    

Confidentiality and data security
Participants must respect the confidentiality and security of any materials given or received in courses (if appropriate). Any personal data received from a client or delegate will be processed and stored in accordance with current data protection legislation and our Privacy Policy.

Copyright
The I Matter Project retains its intellectual property rights on materials produced and given to delegates. The copyright conditions of materials will be made clear on the course.  Please read our SOS-Disclaimer and Copyright Notice


3.   Consultations

Consultations are deemed booked when an appointment date and time has been agreed in writing between Dr Cathy Betoin and the client.   Adjustments to the time and dates of consultations will be made if possible.  However, up to 7 days prior to the consultation an amendment fee may apply.  Adjustments requested by the client less than 3 days prior to the agreed time and date will usually incur the full consultation fee.   We will seek an alternative time if possible but may not be able to.


4.   Membership Site and Subscription Payments

The membership site is a subscription based site that is paid for on a monthly or annual recurring fee.  At present this is set up through paypal.  Access to the basic membership site is included in the fee for the Level 1 and Level 2 courses basic and advanced certificate courses.  There are two types of membership fee - basic and premium.    Premium membership fees cover the online groups which are provided in partnership with member projects.

If a monthly membership fee is being paid for it can be cancelled at anytime.   However no refunds will apply.     As the payment is made through paypal subscribers are responsible for cancelling their own payments.    Once cancellation has been made, the subscriber will no longer have access to any I Matter Project online course materials or resources.

Last checked 12th September 2017

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