Professional Learning Program Booking

As a Program Coordinator/Facilitator it’s your responsibility to familiarise yourself with the Program Booking Process.

To arrange a professional learning activity, Program Coordinators are required to complete the T&D Hub Content, Enrolment and Booking Form. Coordinators have the option to:

• Manage venue bookings directly with their preferred venue; or
• Engage the People Capability and Development (PCD) Admin Team, who can assist as a central coordination point for venue bookings and related communications.

Program Coordinators can continue to:

• Promote professional learning activities through the Training and Development Hub.
• Utilise the Enrolment System to manage registrations, monitor enrolments, communicate with participants and record attendance.
• Access participant communication tools, including enrolment confirmations, program reminders and feedback surveys.

If you have engaged the People Capability and Development (PCD) team to assist with your booking

• Monitor enrolment numbers – Regularly review enrolment numbers through the Enrolment Suite. If participant numbers are insufficient for the program to proceed, a decision to cancel should be made at least 14 days prior to the program start date. The PCD Admin team must be advised immediately, as venue cancellation fees may apply and will be the responsibility of the relevant Business Unit.
• Communicate with participants – Program Coordinators/Facilitators are responsible for communicating with participants, including sending program information, pre-reading materials and reminder emails prior to the program.
• Advise the PCD team of any changes – Notify the PCD Admin team of any changes that may impact the booking, including additional presenters, observers, catering requirements, venue changes or program cancellations.
• Manage venue booking requirements – Where a venue requires confirmation, deposit payment or acceptance of booking terms and conditions to secure the booking, the relevant Business Unit/Program Coordinator is responsible for ensuring these requirements are met. Any fees associated with confirming or securing a venue booking will be payable by the relevant Business Unit.
• Manage invoices, course fees and payments – All financial responsibilities associated with the program rest with the relevant Business Unit/Program Coordinator.
  This includes the payment of:
  • Venue hire fees
  • Catering costs
  • Presenter expenses and;
  • Any other program-related charges.

Business Units/Program Coordinators manage course fee collection, invoicing or payments on behalf of the Business Unit.

Please note: Program Coordinators/Facilitators remain responsible for the overall delivery and financial management of their program, including participant communications, enrolment monitoring, attendance recording, budgeting, and advising the PCD Admin team of any changes that may affect the booking as it is advertised on the Training and Development hub and detailed in the enrolment system.

Program Coordinators are responsible for calculating all program costs, including venue hire, catering, presenter fees and other associated expenses, to determine the appropriate participant fee required to meet their budget. Once program costs and participant fees have been confirmed and communicated and should not be amended.

Enrolment Costs

• Participant fees – The cost charged to DECYP participants will be the fee published on the Training and Development Hub, as determined and advised by the relevant Business Unit/Program Coordinator.
• Journal transfers – The Business Unit/Program Coordinator delivering the program is responsible for processing journal transfers to the relevant school or business unit following enrolment confirmation for DECYP participants.
• Invoices and payment collection – The Business Unit/Program Coordinator is responsible for managing all invoicing and payment collection associated with the program, including participant fees, venue costs and any other program-related expenses.
• PCD financial responsibilities – The People Capability and Development (PCD) team is not responsible for processing invoices, collecting payments, raising charges or managing financial transactions on behalf of Business Units or Program Coordinators.

Please note: Program Coordinators are responsible for ensuring that all program costs and participant fees are accurately calculated and communicated prior to enrolments opening. Any participant fees published on the Training and Development Hub must be finalised before promotion of the program and should not be amended once enrolments have commenced.

Course Enrolment Procedure

• Course enrolment is through the Training and Development Hub.
• Enrolments must be supported by the applicant’s Principal or Supervisor.
• When the enrolment is completed, an automated confirmation email will be sent to both the applicant and their Principal or Supervisor.

Late Enrolments

• Enrolment closing date – Enrolments close two weeks prior to the commencement of the program to allow sufficient time for venue, catering and program arrangements to be finalised.
• Late enrolment requests – Requests received after the enrolment closing date may be considered at the discretion of the Program Coordinator, subject to venue capacity, resource availability and any associated catering.

Please note: Acceptance of late enrolments is not guaranteed and may result in participants not receiving pre-program communications, materials or catering provisions.

Withdrawals

• Late withdrawals – Withdrawals received less than one week prior to the commencement of the program may incur the full program fee, particularly where costs have already been committed for venue hire, catering, materials or presenters.
• Exceptional circumstances – Requests for fee waivers due to illness or other exceptional circumstances will be considered on a case-by-case basis and should be communicated to the Program Coordinator as soon as possible.
• Non-attendance and incomplete participation – Where a participant withdraws after a program has commenced, does not attend, or fails to complete the program, the Business Unit/Program Coordinator may determine whether a late cancellation fee or the full program fee will apply.

Please note: The Program Coordinator reserves the right to determine whether withdrawal fees will be applied, taking into consideration the timing of the withdrawal and any costs already incurred.

We place a priority on ensuring our participants are happy with the service provided, as well as the professional learning opportunity. All feedback is welcome and can be provided by emailing People Capability and Development

External enrolments include non-DECYP Staff, Relief Staff and Pre-service Teachers in their final year of study:

• Priority enrolments – Priority will be given to DECYP employees when allocating places in professional learning programs.
• Program eligibility – External enrolments will only be accepted for programs that have been identified by the Program Coordinator as being open to both DECYP and non-DECYP participants.
• Waitlist process – External participants may be placed on a waitlist and offered a place subject to availability and at the discretion of the Program Coordinator.
• Confirmation of enrolment – External participants will generally be advised of the outcome of their enrolment application approximately two weeks prior to the program commencement date, once DECYP enrolments have been finalised.

Please note: Acceptance of an external enrolment is not guaranteed and is dependent on available places, program requirements and the priorities determined by the Program Coordinator.

Enrolment Costs

• Participant fees – The cost charged to external (non-DECYP) participants will be determined by the Program Coordinator/Business Unit and published as part of the program information. Fees will only apply where the program has been approved to accept external participants.
• Invoicing and payments – The Program Coordinator/Business Unit is responsible for invoicing external participants, individuals, organisations, schools or business units, as applicable, following enrolment confirmation. All fee collection, payment processing and debt management associated with external enrolments remains the responsibility of the Program Coordinator/Business Unit.
• PCD financial responsibilities – The People Capability and Development (PCD) team is not responsible for raising invoices, collecting payments, processing transactions or managing outstanding fees for external enrolments.

Please note: It is the responsibility of the Program Coordinator/Business Unit to ensure all participant fees are calculated, approved and communicated prior to enrolments opening.

Once published, fees should only be amended in exceptional circumstances.

Course Enrolment Procedure

• External course enrolment is through the Training and Development Hub.
• External enrolments will be processed and contacted within two business days.

Late Enrolments

• Enrolments close two weeks prior to commencement of the program.
• Enrolments may not be accepted after the closing date.

Withdrawals

• Late withdrawal from enrolment affects the program’s viability and reduces the ability of the Coordinators/admin staff to offer the spot to another participant.
• Withdrawals less than a week from commencement of the program or course will incur the full cost.
• Withdrawal due to illness or special circumstances will be considered if communicated to the PCD Admin Team via People Capability and Development
• Where a participant withdraws after a program has commenced, does not attend, or fails to complete the program, the Business Unit/Program Coordinator may determine whether a late cancellation fee or the full program fee will apply.

Program Cancellation

• A program or course may be cancelled if enrolments do not reach the viable number to ensure a high-quality learning experience for participants.
• An email will be sent to any existing enrolments advising of the cancellation.

Expectations for Participants

• Enrolling in any of the Training and Development Hub courses is a valuable investment in enhancing your capacity, knowledge, and skills.
• There are certain expectations placed on participants in these courses to maximise learning outcomes which include:
  • Complete all surveys administered by the program provider and an independent evaluator if requested, for the evaluation and ongoing improvement of the program and participation experience.Participate in the course evaluation surveys.
  • Unless otherwise notified, give permission for photos or video taken during workshop/sessions to be used by the Professional Learning Institute in its publications, including newsletters, documents, presentations (video presentations), displays, websites and professional development material.

Feedback

The Professional Learning Institute places a priority on ensuring our participants are happy with the service provided, as well as the professional learning opportunity.

All feedback is welcome and can be provided by emailing People Capability and Development.