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Cancellation Policy


Yorkshire and the Humber Leadership Academy Cancellation Policy

Updated: March 2017

In most if not all instances, attendance at a programme, event or workshop run by Yorkshire and the Humber Leadership Academy (YHLA), is at no cost to the participant with places fully funded by us. This cancellation policy has been created to ensure this public funding is used efficiently and responsibly.  

In registering your attendance at a YHLA event you agree  to abide by our cancellation policy as detailed below. This will ensure that our events can run as planned, successfully and at capacity to ensure value for money. In letting us know that you are unable to attend in good time, we are able to offer your place to a waiting list we may hold for the event or re-advertise its availability.

We understand that cancelling at short notice is sometimes unavoidable. However, your commitment to attending the event is crucial to the overall success and outcome of our events, as well as to your own development.  

In all instances we are happy to work with you, to make sure that you get the best out of the events YHLA offer, and to make sure that all of our NHS colleagues can take advantage of our development activity.

How to make a cancellation

When Eventbrite has been used as the primary means of signing up to an event, cancellations should be made in the first instance via your ‘Eventbrite’ Account at the first available opportunity. The request to cancel your attendance via your Eventbrite account will be considered as formal notification in all circumstances.

You can also notify us of your cancellation via email to leadershipenquiries.yh@hee.nhs.uk if necessary or if your place at the event has been registered via methods other than booking with Eventbrite.

We will acknowledge the cancellation date as the date of request by the participant, either through cancellation via Eventbrite or notification via email to the address listed above.  

If you are unsure how to proceed with your cancellation, please email leadershipenquiries.yh@hee.nhs.uk.

If you are unable to attend your event, you may be able send a substitute participant as long as they meet the programme criteria for the event. In most cases, substitutions can be made up to and including the day of the event.

What constitutes a cancellation and non-attendance?

A cancellation is classed as removal of registration from an event, and where YHLA is informed via the participant’s Eventbrite Account 4 working weeks in advance of the event.

A late cancellation is classed as removal of registration from an event, and where YHLA is informed less than 4 working weeks via the participant’s Eventbrite Account in advance of the event, up to and including the working day before the event is due to take place.

Non-attendance is classed as a participant not attending on the day of the event without any prior notification to YHLA via the participant’s Eventbrite Account or via email to a member of the YHLA team that they are unable to make it, and without the provision of a suitable substitute the participant has sourced to take their place.

Should a participant attend less than the full length of the event due to late arrival or early departure and does not inform YHLA in advance that this is the case, this will be classed as non-attendance of the programme and the sponsoring organisation will be notified.

Where a programme requires full attendance over a series of workshops, attendance at all elements of these programmes is expected. Failure to attend all sessions will have an impact on both personal development and programme delivery and will impact on the individual’s opportunity to access any future development offers.

Penalties for non-attendance

Non-attendance, where the participant fails to attend an event without notification prior to the day of the event is 100% chargeable the amount of the delegate day rate, and where no reasonable explanation for non-attendance has been supplied either by the participant or their sponsoring organisation within three working days of the event taking place.

The sponsoring organisation will be notified of non-attendance by us. Should a participant fail to attend two events without notification prior to the day of the event, the YHLA team will notify them that any further non-attendance will result in access to all YHLA offers being removed for one year. Therefore, failure to attend three events will result in access to offers being removed and the sponsoring organisation being notified of the action.

See the table below for reference and timescales of what constitutes a withdrawal, cancellation, late cancellation and non-attendance. If you have any queries please contact leadershipenquiries.yh@hee.nhs.uk.

A flowchart which displays the process in visual form is available for download here.

 

Type of Cancellation

Deadline

Action

Withdrawal

Up to the published withdrawal date

YHLA offer place to waiting list.

No further action.

Cancellation

4 weeks before event

YHLA offer place to waiting list.

No further action.

 

Late cancellation

3 weeks of notice

YHLA offer place to waiting list.

No charge a suitable replacement sourced by participant or from YHLA waiting list. Otherwise a 50% charge may apply.

Reported back to sponsoring organisation.

Late cancellation

2 weeks of notice

YHLA offer to wait list if possible and appropriate.

No charge if they have a suitable replacement (or we can fill from waitlist) otherwise 50% charge.

Reported back to sponsoring organisation.

 

Late cancellation

1 week notice

YHLA offer to waitlist if possible and appropriate.

No charge if they have a suitable replacement (or we can fill from waitlist) otherwise 75% charge.

 Monitored, reported back to sponsoring organisation.

Late cancellation

Cancellation after one week (5 full working days)

50% charge in all cases.

  Reported back to sponsoring organisation.

3 x last minute cancellations – offers withdrawn for 6 months.

Failure to attend

Does not attend on the day

100% charge in all cases.

Reported back to sponsoring organisation.

3 x failure to attend – offers withdrawn for one year, including future bookings.


This Page was last updated on: 24 June 2017

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