N Fees Policy 2018-2019 Surrey Adult Learning - Surrey County Council
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Fees Policy
2018-2019
Surrey Adult Learning
Contact name: Emma Brummitt (maternity leave)
Tel: 0208 541 8759
Email: emma.brummitt@surreycc.gov.uk
Contact name: Katy Callingham (maternity cover)
Tel: 01483 517403
Email: katy.callingham@surreycc.gov.uk
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 1 of 23Fees, Viability, Refund and Hire Policy
From 1 September 2018
Fees
The Fee total is rounded up to the next nearest pound (£). The Sundry total is rounded up to
the next nearest pound (£). Both the Fee and the Sundry are added together to achieve the
total cost of the course.
For both Cancelled Classes and Pro-rata Enrolments, the total cost of the course will be
divided by the number of weeks.
Fees – Community Courses
Basic Course Hourly Notes
Fee Charge
Basic Fee £6.50 All courses excluding:
Rate
One or two day courses (regardless of duration).
Those where the planned maximum number is 10 or
less.
Photography, Digital Imaging, Apple Mac and
Adobe PhotoShop courses.
Full cost recovery courses (no Skills Funding
Agency (SFA) funding).
All courses should have Sundries, Technician and
Model costs added, if appropriate.
Fee for £7.20 Classes of more than two sessions.
Photography,
Digital
Imaging,
Apple Mac
and Adobe
PhotoShop
courses
One or Two £7.20 All courses should have Sundries, Technician and
Day Courses Model costs added, if appropriate.
(regardless
of duration)
Classes £7.20 These classes are being charged at a higher rate as the
where the Learners are guaranteed to have a lower Learner/Tutor
planned ratio.
maximum
number is 10 All courses should have Sundries, Technician and
or less Model costs added, if appropriate.
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 2 of 23Basic Course Hourly Notes
Fee Charge
Saturday £6.50 All courses should have Sundries, Technician and
Mornings at Model costs added, if appropriate.
Camberley
and Guildford
Centre
No ESFA £7.20 Dance, Pilates, Antiques, Nutrition, Astronomy, Wine
funding Appreciation and Complementary Therapies (currently
Meditation only) classes and Lectures are now classed
as full cost recovery and do not draw down any fee
subsidy so no discounts are available.
English for £4.10 All courses.
Speakers of
Other
Languages
(ESOL)
Lectures – 2 £13.00 each 2 hour Lectures are normally costed at £13.00 per
hours or session. If, however, a Learner pays for 3 different
3 for £30.00 Lectures in one transaction they will receive a discount
of £9.00, bringing the total cost down to £30.00.
Non UK or £9.30 Learners who are not UK or EEA nationals and have
EEA not lived in the EU for at least 3 years are not normally
Nationals entitled to the subsidised fee. However, are legible for
State Benefits Discount.
There are some exceptions within the guidance for
certain groups including refugees or spouse of a
migrant worker. Please refer to IT and Funding
Manager.
EFL courses are targeted at learners who are unlikely
to have been resident in the EEA for three years but
who need to improve their English. These learners will
be charged the basic fee rate.
Summer for £7.00 All courses run during the Summer Holidays 2018.
You 2018
Summer for £8.00 All courses run during the Summer Holidays 2019.
You 2019
Ad Hoc £50.00 Any additional costs will need to be added in as a
Classes – Sundries charge. This includes but is not limited to
Tutor cost costs for Technician, Model, Exam Fees, postage for
only Certificates and Room Hire.
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 3 of 23Basic Course Hourly Notes
Fee Charge
Ad Hoc £65.00 Any additional costs will need to be added in as a
Classes – Sundries charge. This includes but is not limited to
Tutor and costs for Technician, Model, Exam Fees, postage for
Assistant or Certificates and Room Hire.
Supported
Learning
Assistant
(SLA) cost
only
Fees – Materials
Tutors must not sell or hire items to Learners without reference to the Centre Coordinator.
The transaction is not a private sale between individuals. The Tutor is a Surrey County
Council (SCC) employee and should follow required procurement rules including VAT
regulations.
Centres can continue to sell supplies to Learners ensuring that resale costs include a
reasonable amount to compensate for administration costs (usually 10%).
Some classes will have an additional sundries charge applicable, as noted below. This fee
covers, but is not limited to, purchase of specialist materials for use in the class, servicing
and maintenance costs of specialist equipment and additional costs involved with running
the course.
Item Charge
Flower Arranging £1.65 per Learner per hour.
Sundries:
Cookery Sundries and £1.30 per Learner per hour, as well as Cookery Technician
Cookery Technician fee of £1.15 per Learner per hour.
Fee:
Specialist sauces and other items of which Learners need
small amounts can also be purchased and retained at the
Centre. These ingredients should be notified to the Centre in
good time and agreed with the appropriate Assistant
Curriculum Manager.
Arts Sundries and £0.15 per Learner per hour, as well as Model fee of £1.50 per
Model Fee: Learner per hour, if appropriate.
Learners should be advised what to bring before the course
starts.
Where the Tutor requires a small supply of materials to use
within class for demonstration purposes they should make
their Assistant Curriculum Manager aware to ensure items will
be available within their class.
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 4 of 23Item Charge
Pottery Sundries and £1.05 per Learner per hour, as well as Craft Technician fee of
Craft Technician Fee: £1.30 per Learner per hour.
Materials, firing and disposal aprons, gloves and masks are
included in fee.
Materials included will be basic materials, if specialist
materials are requested by the Learner, they may be asked to
pay additional Sundries costs depending on the type of
materials requested.
If Learners choose to work on larger projects or a significant
number of pieces, they may be asked to pay additional
Sundries costs depending on the size or quantity. As a guide
pieces higher than 38 cm / 15 inches and wider than 35 cm /
12 inches would be considered as large projects and therefore
could incur additional costs.
One off Glazing costs will be charged at £3.00 per item,
subject to agreement by the Craft Technician. Learners
should discuss additional Glazing requirements with the Craft
Technician, who will confirm the price and agree a mechanism
for payment with the Centre Coordinator. The money should
be banked under Sales of Materials – Code 6200.
Some Kilns have restricted capacity and therefore the size
and / or number of pieces maybe limited due to this.
Sculpture – Carving £0.85 per Learner per hour.
Sundries – No Firing –
Camberley Only: Any firing should be charged locally including additional rate
for Craft Technician.
Sculpture Sundries and £1.85 per Learner per hour, as well as Model fee of £1.50 per
Model Fee – No Firing – Learner per hour, if appropriate.
Guildford:
Any firing should be charged locally including additional rate
for Craft Technician.
Materials included will be basic materials, if specialist
materials are requested by the Learner, they may be asked to
pay additional Sundries costs depending on the type of
materials requested.
If Learners choose to work on larger projects or a significant
number of pieces, they may be asked to pay additional
Sundries costs depending on the size or quantity. As a guide
pieces higher than 38 cm / 15 inches and wider than 35 cm /
12 inches would be considered as large projects and therefore
could incur additional costs.
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 5 of 23Item Charge
One off Glazing costs will be charged at £3.00 per item,
subject to agreement by the Craft Technician. Learners
should discuss additional Glazing requirements with the Craft
Technician, who will confirm the price and agree a mechanism
for payment with the Centre Coordinator.
Some Kilns have restricted capacity and therefore the size
and / or number of pieces maybe limited due to this.
Sculpture Sundries, £1.85 per Learner per hour, as well as Craft Technician fee of
Craft Technician Fee £1.30 per Learner per hour and Model fee of £1.50 per
and Model Fee – Learner per hour, if appropriate.
Farnham:
Materials included will be basic materials, if specialist
materials are requested by the Learner, they may be asked to
pay additional Sundries costs depending on the type of
materials requested.
If Learners choose to work on larger projects or a significant
number of pieces, they may be asked to pay additional
Sundries costs depending on the size or quantity. As a guide
pieces higher than 38 cm / 15 inches and wider than 35 cm /
12 inches would be considered as large projects and therefore
could incur additional costs.
One off Glazing costs will be charged at £3.00 per item,
subject to agreement by the Craft Technician. Learners
should discuss additional Glazing requirements with the Craft
Technician, who will confirm the price and agree a mechanism
for payment with the Centre Coordinator.
Some Kilns have restricted capacity and therefore the size
and / or number of pieces maybe limited due to this.
Paper Clay Sundries: £1.75 per Learner per hour, as well as Craft Technician fee of
£1.30 per Learner per hour and Model fee of £1.50 per
Learner per hour, if appropriate.
Photography – Model Model fee of £1.50 per Learner per hour, if appropriate.
Fee:
Jewellery and £2.60 per Learner per hour for one and two day courses and
Silversmithing £0.95 per Learner per hour for term length courses.
Sundries:
Tools, solder, copper and disposable masks and gloves are
included in fee.
For term length courses the Learner should provide silver.
Jewellery – Beadwork £2.60 per Learner per hour.
Sundries:
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 6 of 23Item Charge
Wine Appreciation £3.60 per Learner per hour.
Sundries:
Furniture Restoration £1.05 per Learner per hour.
Sundries:
Stained Glass Sundries £1.55 per Learner per hour, as well as Craft Technician fee of
and Craft Technician £1.30 per Learner per hour.
Fee:
Some Kilns have restricted capacity and therefore the size
and / or number of pieces maybe limited due to this.
Glass Fusing Sundries £4.15 per Learner per hour, as well as Craft Technician fee of
and Craft Technician £2.20 per Learner per hour.
Fee:
Some Kilns have restricted capacity and therefore the size
and / or number of pieces maybe limited due to this.
Mosaics Sundries and £4.65 per Learner per hour for one day garden or mirror
Craft Technician Fee: courses, as well as Craft Technician fee of £1.30 per Learner
per hour.
£3.40 per Learner per hour for all other one day courses, as
well as Craft Technician fee of £1.30 per Learner per hour.
£1.15 per Learner per hour for term courses.
Dance Technician Fee: £1.25 per Learner per hour.
This only applies where there is paid support, currently only at
Compton Village Club and Potters Gate C of E Primary
School.
Textiles Sundries: £0.15 per Learner per hour.
Felt Sundries: £1.65 per Learner per hour.
Needle Felting £3.00 per Learner per hour.
Sundries:
Making Herbal Costs vary between different Making Herbal Remedies
Remedies Sundries: courses due to the specific nature of the course.
Picture Framing Costs vary between different Picture Framing courses due to
Sundries: the specific nature of the course.
Mount Cutting £1.00 per Learner per hour.
Sundries:
Calligraphy Sundries: £0.15 per Learner per hour.
£1.00 per Learner per hour for one day workshops.
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 7 of 23Item Charge
Japanese Calligraphy £1.00 per Learner per hour for the 4 week and 8 week
Sundries: courses.
£1.65 per Learner per hour for one day workshops.
Bookbinding Sundries: £0.15 per Learner per hour.
£2.00 per Learner per hour for one day workshops.
Horology Sundries: £0.15 per Learner per hour.
Interior Design £0.15 per Learner per hour.
Sundries:
Sewing and £0.15 per Learner per hour.
Dressmaking Sundries:
Embroidery, £0.15 per Learner per hour.
Needlecraft and
Quilting Sundries:
Soft Furnishing £0.15 per Learner per hour.
Sundries:
Millinery Sundries: £0.15 per Learner per hour.
Card and Papercraft – £0.10 per Learner per hour.
Paper Cutting
Sundries: £1.50 per Learner per hour for one day workshops.
Card and Papercraft – £2.20 per Learner per hour.
Print Making and
Collograph Sundries:
Clock Repair and £0.15 per Learner per hour.
Horology Sundries:
Lampshade Sundries: £4.10 per Learner per hour.
Makaton Sundries: £34.00 for the Makaton Society Manual.
Gardening Sundries: £1.65 per Learner per hour.
Upholstery Sundries: £0.15 per Learner per hour.
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 8 of 23Fees – Accredited Courses
Our programme of Pre-GCSE, GCSE, Stepping Stones to Functional Skills and Functional
Skills courses are free if the Learner does not already hold the equivalent of a GCSE A* to C
grade and meet the eligibility criteria
Fees for Adult Skills Accredited Courses are determined annually based on the Unweighted
Base Rate of funding for the Learning Aim.
Item Charge
English for Speakers £4.10 per Learner per hour.
of Other Languages
(ESOL)
Certain specialist classes may have different requirements. Material costs for these may be
agreed at a local level subject to agreement from the appropriate Curriculum Manager and
the Learning Services Manager.
Discounts
Discounts only apply to Community Learning.
Discounts will not be given for courses of one or two days or full cost recovery
courses of any length (including Dance, Pilates, Antiques, Nutrition, Astronomy, Wine
Appreciation and Complementary Therapies (currently Mediation only) classes and
Lectures). Discounts only apply to the Basic Course Fee. Sundries, Technician and Model
costs do not qualify for a discount. Where the discount results in pence the fee will be
rounded up to the next pound (£).
Please note, only one discount is applicable at any one time.
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 9 of 23Category Notes
64 years and over 64 years and over and not in full-time paid employment on
discount* course start date receive 15% discount.
* This will rise annually in line with the changes to the minimum
age for state pension entitlement and applies to all new Learners or
those now reaching 64 years of age. Please note, from the 2019-
2020 academic year, the age will increase to 65 years and over.
State Benefits Proof of benefit is required at enrolment and must be valid at the
Discount start of the course. Proof must be provided for the duration of the
course.
If over 19 years of age and in receipt of Means Tested/Income
Related Benefits at the time of enrolment – 50% discount for a
maximum of 2 courses per term. The following state benefits are
accepted: Jobseeker’s Allowance (JSA); Employment and Support
Allowance (ESA); Income Support; Carer’s Allowance; Working
Tax Credit (with a household income of less than £15,860);
Pension Guarantee Credit; Housing Benefit; or Universal Credit.
Unwaged partners or dependants of benefits claimants may also
claim a 50% discount. Please supply proof of receipt of benefits for
the benefit claimant and proof of co-residence when you enrol, e.g.
your driving licence or council tax statement.
Non-Means Tested/Non-Income Related Benefits do not qualify,
except if that benefit is the sole means of income. In cases of
hardship, a discretionary 50% discount is allowed.
Hardship Fund As the Hardship Fund takes into account the 50% Benefits
Discount, successful applicants will only be able to receive one
additional course per term using the Hardship Fund.
Please see Hardship Fund for more information.
Welcome to These are given to Learners attending free Family Learning or
Learning! Outreach courses and entitles them to a 50% discount off the basic
Vouchers course fee of one course.
Please see Welcome to Learning! Leaflet for more information.
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 10 of 23Category Notes
SCC staff* As part of the SCC MyBenefits scheme SCC staff receive 20%
discount off the full Basic Course Fee. This applies to both
Accredited and Community courses.
SCC staff will need to provide their Personnel Number, their role
and place of work.
*Please note, from the 2019-2020 academic year, SCC staff will
receive a 15% discount.
Discretionary Discounts of either 50% or 20% at the discretion of Learning
Discount Services Manager. Centre Coordinators should refer any requests
to the Learning Services Manager.
Discounts for 2 hour Lectures are normally costed at £13.00 per session. If,
Lectures however, a Learner pays for 3 different Lectures in one transaction
they will receive a discount of £9.00 bringing the total cost down to
£30.00. Please note, no other discounts apply to Lectures.
Henrietta Parker For current information on the fees associated with courses
Trust (HPT) supported by the Henrietta Parker Trust (HPT) and delivered from
Courses the Molesey Henrietta Parker Adult Learning Centre, the Guildford
Adult Learning Centre, the Camberley Adult Learning Centre and
the Woking Adult Learning Centre, please contact the Customer
Service Team on 0300 200 1044 or look at the HPT website -
www.henriettaparkertrust.com.
Offers
The SAL Marketing Team will promote the service using offers, which may be in conjunction
with other services or organisations. The Terms and Conditions of the offer are available at
www.surreycc.gov.uk/saloffers.
Please note, only one offer is applicable at any one time.
Marketing Discounts
Discounts can be introduced during the year at the direction of the Principal.
Late Enrolment / Pro Rata Enrolments
If appropriate to the course and with the agreement of the Tutor enrolments can still be taken
after the start of the course. Pro-rata reductions can be given for enrolments made when
joining a course that has been running for more than 3 sessions. Please note, this also
applies to enrolments from the waiting list.
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 11 of 23Hardship Fund
There is a small amount of financial assistance for Learners. The Hardship Fund is a small
grant fund we have set aside for Learners on Community courses. The Fund available for
the 2018-2019 Academic Year is £5,000. If any Learners are in financial difficulty and on a
low income or in receipt of certain benefits they can ask Centre Staff for the Hardship Fund
Guidance Notes and Application Form. Please see State Benefits Discount for more
information.
Learning Disabilities (LD) Courses
Our Supported Learning team offers an entry-level programme of courses for learners with
learning disabilities (LD), as well as courses for those with hearing loss or those who want to
learn Makaton.
The below fees apply to both Community Learning and Accredited courses.
For the 2018-2019 academic year an hourly charge of £3.60 per Learner per hour applies to
all LD courses.
Learners accessing LD courses via their Special Educational Needs (SEN) School have an
hourly charge of £9.10 per Learner per hour.
Materials Charge
Classroom based courses including: £0.45 per Learner per hour.
Computing (LDD) *
First Aid (LDD)
Using an IPad (LDD)
Numbers and Money Skills (LDD) *
Reading and Writing Skills (LDD) *
Develop ICT Skills (LDD)
Develop Numbers and Money Skills
(LDD)
Develop Reading and Writing Skills
(LDD)
Let’s Dance (LDD)
News and Views (LDD)
Tai Chi (LDD)
This is Me (LDD)
Top to Toe (LDD)
Yoga and Seated Yoga (LDD)
Courses involving regular visits or practical £0.55 per Learner per hour.
activities including:
Explore and Discover (LDD)
The Garden (LDD)
Performing Arts (LDD)
Photography using a Digital Camera
(LDD)
Photography using Tablets and
Smartphones (LDD)
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 12 of 23Materials Charge
Art and Craft courses including: £0.80 per Learner per hour.
Art and Craft (LDD)
Exploring Art (LDD) *
Maths and Mosaics (LDD) *
Mosaics (LDD)
Media (LDD)
Textile Crafts (LDD)
Cookery courses where Learners bring their £1.05 per Learner per hour for Tutor
own ingredients including: demonstration ingredients, as well as
Cookery for Independent Living (LDD) Cookery Technician fee of £0.30 per Learner
per hour.
Cookery courses with 2 Guided Learning £2.00 per Learner per hour, as well as
Hours (GLHs) per week including: Cookery Technician fee of £0.30 per Learner
Cookery (LDD) * per hour.
Seasonal Cookery (LDD)
Cookery courses with 2.5 Guided Learning £1.60 per Learner per hour, as well as
Hours (GLHs) per week including: Cookery Technician fee of £0.30 per Learner
Seasonal Supper Cookery (LDD) per hour.
Cookery courses with 3 Guided Learning £1.35 per Learner per hour, as well as
Hours (GLHs) per week including: Cookery Technician fee of £0.30 per Learner
Cook and Eat (LDD) * per hour.
Maths and Cookery (LDD) *
Cookery courses including: £1.00 per Learner per hour, as well as
Shop and Cook (LDD) * Cookery Technician fee of £0.15 per Learner
per hour.
The price increase was considered too
substantial to bear in one year, a transitional
arrangement of a Cookery Technician fee of
£0.15 per Learner per hour, rather than
£0.30 per Learner per hour was agreed.
This also takes into account that the course
involves some shopping which doesn’t have
an impact on the Cookery Technician’s time.
Pottery courses included: £1.00 per Learner per hour, as well as Craft
Pottery (LDD) Technician fee of £0.35 per Learner per
hour.
Blended Pottery courses including: £1.00 per Learner per hour, as well as Craft
Pottery and the Garden (LDD) Technician fee of £0.35 per Learner per hour
for the 10 week Pottery element
plus
£0.55 per Learner per hour for the 20 week
Gardening element.
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 13 of 23Materials Charge
Specialist courses including: Please see below for more information.
Pottery Enterprise (LDD)
Courses funded using the Henrietta
Parker Trust (HPT)
Those courses marked with an asterisks (*) are Accredited courses.
LD Course – Pottery Enterprise
Due to the nature of the Pottery Enterprise course, with the LD Learners producing items to
sell, rather than take home, there is no Sundry Fee payable.
Each course has been allocated £50.00 per course to pay for items which are needed to
help sell the finished pottery items. This might include ribbons, bags, cellophane, tissue
paper etc. Each Tutor is aware of this budget and can purchase items up to this value,
which can be claimed back via the usual expenses route and deducted from the Pottery
Enterprise Sundry Fee Spreadsheet by Centre Staff.
In addition £2.00 per Learner per session is also available to pay for materials, firing and
disposal aprons, gloves and masks. This should be added to the Universal Programme
Sundry Fee Spreadsheet and managed by the Craft Technician for that Centre.
The Craft Technician can also claim the currently agreed amount of time for undertaking the
Craft Technician role.
After the Pottery Sale has finished, the relevant Tutor should give Centre Staff one envelope
of cash per course. 50% of the cash should be banked under Sales of Materials – Code
6200 and the remaining 50% should be donated to the chosen charity of the LD Learners.
The member of Centre Staff who undertakes the Banking should enter as much information
as possible in the Charity Donations Register (located with the Fees Policy). They should
also contact Lisa Woodward to let her know the money is ready to be collected or arrange
for it to be taken to the Molesey Centre, ensuring each envelope is marked clearly as Pottery
Enterprise, Course Code, amount in envelope and the full name and address of the charity.
Please note, the LD Learners may choose more than one charity and the Tutor may have
already separated the cash into the relevant banked and charity amounts.
Charity Donations and Fund Raising
Any funds generated with the aim of being donated to charity must go to a Charity
Commission registered charity and these will be checked against the Charity Commission
website:
http://apps.charitycommission.gov.uk/showcharity/registerofcharities/RegisterHomePage.asp
x
The amount of funds, to which charities, how the funds were generated, who chose the
charity and which member of staff made the donation, will be logged on a Charity Donations
Register.
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 14 of 23Passport to Wellbeing Passport to Wellbeing courses are targeted at adults with, as well as those recovering from, mild to moderate mental wellbeing difficulties and are normally provided free of charge. Pottery Courses – £1.00 per Learner per hour is available to pay for materials, firing and disposal aprons, gloves and masks. This should be added to the Universal Programme Sundry Fee Spreadsheet and managed by the Craft Technician for that Centre. The Craft Technician can also claim the currently agreed amount of time for undertaking the Craft Technician role. Arts and Crafts Courses – £0.50 per Learner per hour is available to pay for materials. This should be added to the Universal Programme Sundry Fee Spreadsheet. Computing Courses – Memory stick provided. Cookery Courses – £2.00 per Learner per hour is available to pay for Tutor demonstration ingredients. This should be added to the Universal Programme Sundry Fee Spreadsheet. The Cookery Technician can also claim the currently agreed amount of time for undertaking the Cookery Technician role. Outreach Outreach courses are targeted at communities of need (geographic or communities of interest) and are normally provided free of charge. In terms of Sundries, the same approach applies to Outreach, as does Passport to Wellbeing. Family Learning Family English, Maths and Languages (FEML) courses are provided free to the Learners. Wider Family Learning (WFL) courses are provided free or at a low cost. If possible, FEML and WFL courses are supported by a crèche provision. Trips Trips made, as part of courses must recover all costs including Tutor salary, Tutor travel costs and admission charges plus a proportionate charge for oncosts using the SCC Rate Card. The detail should be discussed as the course is arranged between the Tutor and the Curriculum Manager with the support of the Centre Coordinator. The Basic Course Fee including the Sundries charge should then be decided depending on the overall estimated cost. Viability for Courses – Minimum Numbers of Enrolments In general courses with 6 Learners will run. If these courses do not attract more Learners through the term, the Curriculum Manager will consider whether or not they will continue to run the following term. ‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 15 of 23
Centre Coordinators should discuss courses with low enrolments with their Area Business
Manager and determine if it is appropriate to combine the Learners with another class at the
same level, either at the original or another Centre. If this is not possible, Centre
Coordinators should refer to the Assistant Curriculum Manager or Curriculum Manager for
guidance. Wherever possible, course viability decisions should be made at least three
working days before the date of first session. Learners should, however, be sent all pre-
course information (including Pre-exercise checklists) in good time with a caveat not to buy
items unnecessarily.
As long as the Tutor salary costs can be covered, a class with 5 Learners can run, with
either a reduced number of weeks or alternatively the 5 Learners making up the shortfall. If
this is not appropriate or not possible, agreement to run with less than 6 Learners should be
obtained in writing from a member of the Senior Management Team. A business case /
rationale for running the course with less than 6 Learners should be included.
Once a decision on viability has been taken, it is vital that Aqua is amended so that course
information and Tutor pay is up to date. The Curriculum Manager or Assistant Curriculum
Manager should be informed of the action taken.
Refund of Course Fees
The objectives of our refund policy are to:
Maintain high level of customer care.
Reduce overheads by keeping transactions to a minimum.
Maintain viability of as much of our programme as possible.
Balance the individual and the wider needs.
If a Learner decides to withdraw from a course before a course begins, the following applies:
Up to 8 weeks before course starts, full refund.
8 weeks to 1 week before the course starts a £10.00 cancellation fee will be charged
regardless of course fee.
No refunds will normally be made if a Learner withdraws less than 7 days before the start
of the course.
A substitute Learner can usually be enrolled at no additional cost.
Once a course has begun, Centre Coordinators can only consider refund requests in
exceptional personal or family circumstances. However, holidays, loss of interest, new time
commitments and similar domestic changes do not qualify. A substitute Learner cannot take
the place of an existing Learner once a course has begun.
For LD courses, once a course has begun, a refund of the Basic Course Fee only (i.e.
excluding any Sundries Fees) will be considered for any full remaining terms. The Centre
Coordinator and Curriculum Manager – Supported Learning will jointly consider any request
for a refund. No refunds are available for classes not attended unless approved by the
Curriculum Manager – Supported Learning.
If a Learner fails to attend a course for more than four consecutive sessions, SCC reserves
the right to withdraw the Learner and offer the place to someone on the waiting list.
The cancellation fee can be waived in exceptional circumstances. The Centre Coordinators
should refer any such cases to their Area Business Manager who will liaise with the Learning
Services Manager or Deputy Principal for a final decision.
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 16 of 23Refunds will be dealt with by the Centre Coordinator in accordance with the policy. If a Learner wishes to dispute the Centre Coordinator’s decision, they should seek guidance from their Area Business Manager who will determine if it is appropriate to refer the request to the Learning Services Manager. Learners should be told that their appeal has been referred to the Learning Services Manager and that they will receive a reply within 10 working days. Course Cancellation The length of each course is based on a minimum number of learners enrolled and the financial viability of the course. If this is not achieved, it may be necessary to: a) cancel the course before the first class, and provide Learners with a full refund; or b) meet for the first class and give Learners the opportunity to decide whether to shorten the course hours for the same fee, transfer to another course or request a refund of fees; or c) Postpone the start of the course, with the aim of achieving the minimum number of Learners enrolled and financially viability. Please note, b) maybe combined with c). In the event of severe weather, we will provide information on any impact on our classes by leaving a message on the Customer Service Team telephones. We will also post notice of any disruptions on our website. Cancelled Classes If we have to cancel or postpone a class for any reason outside of our control, for example if a Tutor is unwell, we will try to offer an additional class at another time. If the majority of Learners in the class can make the alternative date, no refund will be offered to Learners who are unable to attend. If no alternative date can be offered a refund will be given for the missed session. Disclaimers Physical Activities All Learners attending physical education and associated classes (such as health, fitness and dance) will be required to complete a health questionnaire before the start of a course. Whilst the information given in this questionnaire may aid the Tutor in the preparation and delivery of the courses, neither they nor SCC or its partner providers undertake to advise on any medical condition, or whether any such condition could be adversely affected as a result of attending a class. It is for Learners to see their Doctor’s advice either before or during the course if a medical problem is indicated or if they are new to physical exercise. Insurance SCC and its partner providers cannot accept responsibility for the loss of or damage to Learners’ property. Learners should ensure that they have adequate “all risks” insurance cover for any article belonging to them that they leave on Centre premises and car parks. ‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 17 of 23
Errors Whilst every effort is made to ensure the accuracy of the information in this directory, neither SCC nor its partner providers accept liability for clerical and typographical errors. SCC and its partner providers reserve the right to make amendments as necessary provided that these do not materially affect the course. If, after application for a course has been accepted, the course is substantially varied from that described in this publication, the Learner is entitled to withdraw from the course. In the event of such withdrawal, an appropriate refund of course fees will be made. Force Majeure ‘Force Majeure’ means war, civil war, armed conflict, terrorist attack, governmental action, fire, flood, severe weather conditions, pandemic or epidemic or any other act or matter which notwithstanding the reasonable diligence and foresight of SCC and its partner providers is, beyond their reasonable control. SCC and its partner providers shall not be liable to the Learners enrolled on course to the extent that it is unable to perform its obligations by reason of Force Majeure, provided that SCC and its partner providers shall use all reasonable endeavours to minimise the effect of the Force Majeure and to resume performance of its obligations as soon as practicable. SCC and its partner providers shall endeavour to provide information for the Learners enrolled on courses as soon as reasonably practicable after becoming aware of an event of Force Majeure. The notice shall contain all relevant information relating to the event of Force Majeure including the nature and effect of the Force Majeure, the actions being taken (or to be taken) to minimise its effect and an estimated duration. SCC and its partner providers shall take all steps necessary to minimise the effect of the Force Majeure on the provision of the courses. Where Force Majeure has a material effect on the provision of courses for longer than four consecutive weeks, SCC and its partner providers may terminate the course being provided. Room Hire Policy We are eager to encourage use of our rooms and equipment when not required for courses. Centres should actively promote availability for activities and organisations that don’t have any conflicting interest with our classes. This should only be done for groups where an organiser can be identified who are able to take responsibility for security and health and safety of the group and the impact of the group’s activity on other Centre users, staff and SCC property. Centre Coordinators must refer all requests for Room Hires to the Senior Management Team to enable them to consider whether the Room Hire is appropriate. All hirers must state the purpose of the hire. The purpose of each application for hire will be checked using open source methods (for example, a Google search) and any concerns over the nature of the letting or gathering will be reported to the Principal before approval is given. ‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 18 of 23
The Senior Management Team will decide on the approval of the application with
consideration to:
Interference with services activities – priority at all times should be given to the services
functions.
The availability of facilities.
The availability of staff to open and close the premises.
The service’s Safeguarding and Safer Recruitment Policies and Guidance.
SCC’s Equality and Diversity Policy.
British Values.
Health and safety considerations in relation to the number of users, type of activity,
qualifications of lead, etc.
Type of activity and our duty with regard to the prevention of terrorism and radicalisation.
Adequacy of management procedures in place during the hire.
Appropriateness of the letting and whether it is deemed compatible with the ethos of the
service.
If the letting involves use of the Centre, when the Centre isn’t open or involves the individual
becoming a key holder, the Lettings Policy; Lettings Terms and Conditions; Key Holder
Agreement and Lettings Letter should all be reviewed and completed, as appropriate.
The Centre Coordinator, with the support of the Area Business Manager, will immediately
terminate the Room Hire; alert the Safeguarding Officer and will submit an incident report on
OSHENS if they suspects that the letting or gathering has been used for political purposes
not previously authorised by the Principal, the dissemination of inappropriate material or
other purposes which could be reportable under the statutory Prevent duties or which
contravene current legislation in any way.
Room Hire Fees
Sole Use £15.00 per sqft per annum
Room Type Hourly Charge
Classrooms up to 39 people. £17.00
Rooms for 40 people or more. £24.00
Classrooms with specialist equipment (e.g. £24.00
art studios, kitchens, computer suites etc.).
One off use by SCC, excluding Free
refreshments.
Day rate (6 hours or more). 10% discount
Term rate (more than 2 hours per session 20% discount
over 3 days or more per term).
Charity or community led project. 10% discount
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 19 of 23Please note, only one discount is applicable at any one time. For example, a charity would
not be able to benefit from both the 10% discount for charity or community led project as well
as the 20% discount for term rate, so would benefit more by taking advantage of the term
rate at 20% discount.
Access to the site may be granted up to 15 minutes before and 15 minutes after the hire
period to set up and clear away. However, this must be agreed as the premises may be in
use up until and immediately after the hire period.
Equipment Hire Fees
Equipment could include:
Laptop.
Projector.
Smartboard.
£3.60 per hour.
Refreshments Charges
Charges for refreshments will be agreed by the Cafe Supervisor at Camberley, Guildford,
Molesey and Woking or by the Centre Coordinator at Esher, Farnham and Sunbury.
These will usually be in the region of £1.30 per person per sitting for tea, coffee and biscuits.
Additional Staff Hours Charges
If the following additional staffs are required the following costs should be included:
Apprenticeship – Internal Quality Assurer – Adult Learning Top (ALT) – £30.81 per hour.
Apprenticeship – Trainer and Assessor – Adult Learning Standard (ALS) – £23.71 per
hour.
Apprenticeship – Trainer and Assessor – Management – Adult Learning Top (ALT) –
£30.81 per hour.
Cafe Supervisor – PS3 – £11.26 per hour.
Caretaker – PS3 – £11.26 per hour.
Cookery Technician – PS1/2 – £10.35 per hour.
Craft Technician – PS6 – £15.80 per hour.
Dance Technician – PS3 – £11.26 per hour.
Model – Clothed – PS1/2 – £10.35 per hour.
Model – Unclothed – PS1/2 plus £2.50 – £12.85 per hour.
Supported Learning Assistant (SLA) – PS4 – £12.28 per hour.
Tutor – Accredited – Adult Learning Higher (ALH) – £28.44 per hour.
Tutor – Community – Adult Learning Standard (ALS) – £23.71 per hour.
Tutor – Specialist – Adult Learning Higher (ALH) – £28.44 per hour.
This is based on the maximum pay point of the appropriate salary scale, with over 2 years
(16%) leave entitlement.
A proportionate charge for oncosts using the SCC Rate Card will be added to the above
costs per hour.
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 20 of 23Hourly rates are reviewed inline with SCC Pay and Reward Strategy each 1 July for non- teaching staff and 1 September for teaching staff. Room Hire Cancellations Hirers cancelling within 10 working days will be charged 50% of the hire charge. Cancellations within 3 working days will be charged 100% of the hire charge. Public Liability Insurance (PLI) All hirers must have Public Liability Insurance (PLI) of £5 million. There are 4 ways that this can be achieved depending on the hirer: 1. To other SCC services SCC insurance covers all SCC activity at our Centres so there is no need to request sight of the PLI certificate. 2. To other public bodies Colleges, Local and Central Government agencies will have PLI, so a copy of the organisation’s £5 million PLI certificate must be obtained. 3. To non-commercial organisations Non-commercial organisations who are providing non-competing community benefit activities. If the organisation has £5 million PLI, they must provide a copy of their current PLI certificate. Otherwise, they should be charged 15% of the hire fee or £5.00 whichever is the greater. A record should be kept of this income, so that at year-end the total can be remitted to the SCC Risk Management team. 4. To commercial organisations If the organisation is directly or indirectly selling a service or product, it should have £5 million PLI and should provide a copy of the PLI certificate. SCC cannot offer 15%/£5.00 SCC service as this would mean public money being involved in a commercial activity. If, for example, a company were offering free initial advice on hearing aids, this could be seen as a valuable community activity. However, the intention is to ultimately sell hearing aids, so the free advice is a commercial activity. Details of external organisation’s insurance documents should be recorded in the spreadsheet in the ‘Insurance’ folder in the shared drive. Photocopy Charges Other SCC service can use the photocopiers using their Photographic ID Cards. If the SCC staff don’t have a Photographic ID Card but can prove they work for SCC, there will be no charge for using the photocopiers. All other organisations should be charged 5p per copy for black and white copies and 10p per copy for colour copies. Any external organisation (for example, those paying a room hire charge) using the photocopiers will need to be invoiced at the end of each term / after use, depending on whether ongoing / one off arrangement and photocopying charges can be included in with this. Charges will be calculated based on an 'honesty' approach, with the external organisation documenting in a notebook or informing Centre Staff about the number and type of copies. ‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 21 of 23
Outside Venues
We aim to limit the number of courses that are running in outside venues at a loss by taking
into account the hire cost of the venue. Centre Coordinators should try to find best value
and, where possible, incorporate a number of classes in each venue used.
For courses that are running in outside venues, the standard hourly fee rates for courses in
our Centres will apply.
The cost benefit of using specific outside venues should be critically assessed and where
the costs of hire is more than £15.00 per hour the decision to hire must be referred to and
approved by a member of the Senior Management Team.
Offsite Events Policy
Before the service agrees to attend an offsite event, the same considerations that are given
to Room Hires should be given to the offsite event. If the offsite event is being used for
political purposes, the dissemination of inappropriate material or other purposes which could
be reportable under the statutory Prevent duties or which contravene current legislation in
any way the service will withdraw from the offsite event.
The individual instigating the service’s attendance at the offsite event should refer all
requests to the Senior Management Team to enable them to consider whether the offsite
event is appropriate.
The Senior Management Team will decide on the approval of the application with
consideration to:
The service’s Safeguarding and Safer Recruitment Policies and Guidance.
SCC’s Equality and Diversity Policy.
British Values.
Health and safety considerations.
The type of offsite event and our duty with regard to the prevention of terrorism and
radicalisation.
Adequacy of management procedures in place during the offsite event.
Appropriateness of the offsite event and whether it is deemed compatible with the ethos
of the service.
Whether the event is an open event or ticketed.
Whether the media will be present.
The individual leading the service’s attendance at the offsite event will immediately terminate
the attendance at the offsite event; alert the Safeguarding Officer and will submit an incident
report on OSHENS if they suspects that the offsite event has been used for political
purposes not previously authorised by the Principal, the dissemination of inappropriate
material or other purposes which could be reportable under the statutory Prevent duties or
which contravene current legislation in any way.
External Speakers Policy
If there is an external speaker, either as part of a course or as part of a Room Hire, Centre
Coordinators must refer all requests to the Senior Management Team to enable them to
consider whether the external speaker is appropriate.
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 22 of 23All external speakers must state the topic and purpose of the speech and if required, provide
a transcript. The external speaker will be checked using open source methods (for example,
a Google search) and any concerns over the nature of the speech will be reported to the
Principal before approval is given.
The Senior Management Team will decide on the approval of the application with
consideration to:
The service’s Safeguarding and Safer Recruitment Policies and Guidance.
SCC’s Equality and Diversity Policy.
British Values.
Type of speech and our duty with regard to the prevention of terrorism and radicalisation.
Appropriateness of the speech and whether it is deemed compatible with the ethos of the
service.
Whether the event is an open event or ticketed.
Whether the media will be present.
The Centre Coordinator, with the support of the Area Business Manager, will immediately
terminate the speech; alert the Safeguarding Officer and will submit an incident report on
OSHENS if they suspects that the speech has been used for political purposes not
previously authorised by the Principal, the dissemination of inappropriate material or other
purposes which could be reportable under the statutory Prevent duties or which contravene
current legislation in any way.
Printed Programme Advertising
SAL may offer advertising space in our brochure to Colleges, and other public, commercial
and voluntary organisations. Inclusion will depend on available space and the relevance of
the subject to adult learning. Inclusion costs will be:
£150.00 quarter page (width 92 mm by height 136.5 mm).
£300.00 half page (width 188 mm by height 136.5 mm).
£550.00 per full page (width 188 mm by height 277 mm).
‘I’/COM/L&C/SAL/Policy Documents/Fees Policy/Fees Policy 2018-19 Page 23 of 23You can also read
