NCS Personal Best Education – Terms & Conditions

INFORMATION ABOUT US

References in these Terms and Conditions to “we” or “us” are references to your Personal Best Education your local NCS provider. You can contact us if you have queries in relation to your booking or for any other reason by contacting:

      Email: ncs@mountbatten.hants.sch.uk

      Phone: 01794 510 225     

YOUR BOOKING

By completing and signing the sign up form you are submitting a request to book a place on the National Citizen Service programme powered by Personal Best Education. All requests are subject to acceptance on confirmation of the booking and that payment has been received.

CANCELLING YOUR BOOKING

To cancel your booking please contact us via email or phone with your reason for cancellation.

COSTS AND FINANCIAL SUPPORT POLICY (BURSARY)

The NCS programme costs a maximum of £50 per Young Person.  For applicants unable to commit to this expenditure financial support is available. To apply for financial support please contact 01794 510 225.

PAYMENT POLICY AND REFUNDS

PAYMENT

We accept payment by credit/debit card or cheque. Card payments can be submitted online or over the telephone, whilst cheques can be posted to us. Cheques should be made payable to ‘Mountbatten School Services’.

Our postal address is: Personal Best Education, Unit H, Eagle Close, Chandlers Ford Industrial Estate, Chandlers Ford, SO53 4NF

REFUNDS

If a young person withdraws from NCS powered by Personal Best Education within 14 days of our receipt of their payment, they will be eligible for a full refund.

Please contact us by phone or email as soon as the young person knows they will be unable to participate in the programme. This way, we can offer the place to another young person who would like to take up the opportunity.

In the rare circumstance that we are not able to offer a young person a place on the programme on any of their selected dates, we will also offer a full refund.

Refunds will be made in the same format as they were received i.e.

  • if you have paid by card we will refund your payment back to the card you paid with.
  • if you have paid by cheque we will provide a refund by cheque.

Refunds will be paid within 4 weeks of the request for a refund having been received. If you have not received your refund within 4 weeks of having requested it please contact us.

OUR STAFF

Personal Best Education is committed to safeguarding and promoting the welfare of young people and expects all staff, volunteers, parents, partner agencies and commissioned services to share this commitment. We confirm that all our delivery staff have been subject to Enhanced Disclosure and Barring Service (DBS) checks formally Enhanced Criminal Records Bureau (CRB) checks and hold suitable coaching and first aid qualifications.

LIABILITY

The booking form contains certain information and disclaimers which, by signing the form, you accept that in the absence of any negligence on our part, participation in the National Citizen Service programme is at your own risk. We have public liability insurance cover of at least £5 million. We do not accept liability for loss or theft of personal belongings that occurs while on the programme. If your child brings valuables with them this will be at their own risk.

COMPLAINTS

We are committed to ensuring your child has a great experience but if you or your child is not entirely happy with their experience please contact us in the first instance.

AGE ELIGIBILITY POLICY

Our standard age eligibility requirements are as follows:

  • Autumn – Participants must be 16 or 17 on 31 August of the current calendar year (and must not be 18 during any part of a residential phase, including travel days);
  • Spring– Participants must be 16 or 17 on 31 August of the previous calendar year (and must not be 18 during any part of a residential phase, including travel days);
  • Summer – Participants must be 16 or 17 on 31 August of the current calendar year. Note that this means that young people who are 15 may attend summer programmes, providing they turn 16 on or before 31 August that year.

INCLUSION POLICIES FOR YOUNG PEOPLE WITH SUPPORT NEEDS

Where possible we provide equal access to our programme for all young people and will make the necessary adjustments to enable a young person to access and get the most out of NCS.

The only reason that we would not accept a young person onto the programme would be if we could not guarantee their or other people’s safety.

We are able to accommodate a large range of support needs if we are fully informed of them in appropriate time before the programme starts. Please complete the medical and support form as soon as possible, providing us with full details of the young person’s needs. Our dedicated team may then contact you if they need any further information or to discuss any additional support we could provide.

If you would like to discuss the possibilities for support on our programme, please call us on 01794 510 225. To start your young person’s application, and provide details of their support needs, please go to our online portal for applications: www.pb-education.co.uk 

ELIGIBILITY OF PARTICIPANTS (YOUNG PEOPLE) – NATIONALITY

YOUNG PERSON ELIGIBILITY – NATIONALITY

NCS Powered by Personal Best Education is open to all Young People at school or living in our specified geographic areas who meet the age criteria. EU Citizens are eligible if being educated in England whether in independent or mainstream schools, Non-EU Citizens are eligible if they hold Indefinite Leave to Remain status (and would therefore normally be eligible for access to public funds), or have Discretionary or Time Limited Leave to Remain (and hence some level of access to public funds in some circumstances) or have Refugee status (with recourse to public funds) or are awaiting their status to be determined (i.e. in receipt of NASS payments).

All Young People eligible according to the other criteria can only take part in the NCS programme once.

SAFEGUARDING OF YOUNG PEOPLE AND VULNERABLE INDIVIDUALS

We take the health and safety of young people in all manner very seriously and have a stringent Safeguarding policy. As we are continually seeking to improve and keep up with industry best practise our policy is updated regularly.

HEALTH AND SAFETY ON THE PROGRAMME

During the programme Health & Safety is of utmost importance and our staff and activity provider staff are required to conduct regular risk assessments. Our requirement in obtaining full medical and support information from a parent/guardian is to enable us to produce accurate assessments and ultimately reduce risk.

ABSENCE POLICY 2017

The Principles behind the Policy.

Absences should be minimised. Absences are a significant issue for the programme – whether agreed in advance or not. A core aim of NCS is to build trust, responsibility and understanding between young people from different backgrounds. Absence from the programme is significantly damaging to this aim as it reduces the ability of the team to bond.

Absences are sometimes unavoidable: There is therefore some flexibility to allow absences.

Absences should be approved in advance with parents or guardians, by calling 01794 510 225 or emailing ncs@mountbatten.hants.sch.uk.

Participants with absences should be encouraged to make up any hours missed. However, they may not have to make these hours up in order to graduate. We will discuss this with you if it affects you. If you need to request an absence for whatever reason, please email us at ncs@mountbatten.hants.sch.uk.

MAXIMUM NUMBER OF ABSENCES

A participant cannot sign up to or start the programme while intending to miss more than 2 days; anyone intending to miss more than this cannot be accepted onto the programme.

For any absence participant’s should be encouraged to make up the hours missed (1 day = 6 hours).

Young people with unplanned absences requested after starting the programme may graduate if the absence is for less than two days for an authorised or unauthorised absence

LATENESS

Anyone turning up between 2-4 hours late on one occasion, should be encouraged to make up the equivalent of a half day (3 hours)

Anyone turning up more than 4 hours late on one occasion, should be encouraged to make up the equivalent of a full day (6 hours)

ABSENCE APPROVAL CRITERIA

Absences are only approved if they meet the below criteria.

  • The participant cannot attend another programme date.
  • The request is received from the parent or guardian via email to ncs@mountbatten.hants.sch.uk.
  • The absence does not result in the participant being absent for more than 2 days (24 hour period) in the summer programme if in advance of the programme.
  • The request is NOT for the first day of NCS Get Active (Week 1)
  • If young people have to pick up their A-level/GCSE results during weeks two, three or four of NCS, they are required to be back by 1pm.

MAKING UP HOURS

If a participant has hours that they need to “make up” in order to graduate they can carry out any activity that involves spending time, unpaid, doing something that aims to benefit the environment or community (individuals or groups) other than, or in addition to friends and relatives. This can be done through joining another NCS team during their week three or four or it can be done independently. To discuss making up hours please call and email us on ncs@mountbatten.hants.sch.uk or 01794 510 225.

EXAMPLES OF ACTIVITIES THAT CAN BE USED TO MAKE UP HOURS:

Leading sessions at a local youth group or uniformed group such as guides or scouts.

Giving time to a local community member, group or charity, e.g. volunteering at local charity shop, volunteering in the office of a local charity, acting as a marshal at a charity fun run.

Running an after school sports club for younger pupils.

EXAMPLES OF ACTIVITIES THAT CANNOT BE USED TO MAKE UP HOURS:

Giving time to a profit making organisation.

Paid work for a local charity or community group e.g. being paid to distribute leaflets promoting a charity.

Helping relatives or friends e.g. mowing your parents lawn, cooking your nan’s dinner.

APPLICATIONS, WAITING LISTS AND ALLOCATION OF PLACES

Before we can confirm a place, we need to receive and review your complete application. This includes medical and support information, consent from your parent/legal guardian and payment.

Places are subject to availability and are not confirmed until you receive confirmation from us by email. If we are not able to offer a young person a place on the programme, we will issue a full refund of the fee.

Waiting lists only apply to programmes which are already full.

Young people on a waiting list will be offered any space which becomes available on the programme before it starts. As other young people’s availability changes – due to holidays or other commitments – spaces do become available for those on waiting lists.

Waiting lists are checked daily and in general spaces are allocated to those that completed their applications first.  We are however also obliged to consider other criteria when allocating a place on the programme:

  • accommodation restrictions for boys and girls places
  • the number of people already on the programme from any one school (we have to mix young people from different schools)
  • if the date selected has a suitable place to meet the young person’s needs (see our inclusion policy for further details).
  • If you are placed on a waiting list we will contact you.

You might also want to consider whether you are available for any of our programmes on other dates as this will increase your chances of securing a space. It is possible to be on waiting lists for multiple programmes to increase your chances of getting a space.