aspire sussex – welcome handbook 2015

learn enjoy achieve

Dear Student

Welcome to Aspire Sussex, our adult education charity which aims to help you learn, enjoy and achieve.

Within this handbook is essential information which will help to give you the best learning experience possible. In addition, our staff are always happy to help, so if there is anything else you would like to know, just ask.

For all general enquiries and to enrol please contact

0345 6 01 01 61

WELCOME HANDBOOK

www.aspiresussex.org.uk

2 www.aspiresussex.org.uk

As a student with Aspire Sussex you are entitled to:

• Be treated with respect

• Learn in a safe environment that is free from bullying and abuse

• Be taught by tutors who are qualified and licensed to teach and are competent in their subject

• Accurate information on courses and learning opportunities, and opportunities for progression

• An introduction to the course and the way it will be run

• Teaching and learning opportunities that meet a variety of needs

• Additional support to help you achieve your learning goals

• An initial assessment, a learning plan, and regular feedback on how you are getting on

• Information on all our policies upon request

• Any comments you make being respected and handled sympathetically

• Confidentiality of any issues you may disclose

As a student with Aspire Sussex we expect you to:

• Make a positive commitment to your own learning

• Respect the values of others and their right to learn

• Attend and study/practise regularly

• Make every effort to be punctual to sessions – lateness can disrupt the learning of others

• Inform your tutor and/or administrative support teams if you are unable to attend a class

• Avoid any language or behaviour that others may find unkind, discriminatory or offensive

• Comply with and support health and safety requirements

• Support any quality assurance monitoring processes

Contents

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1. Supporting your Learning .............................................. 4

• Additional Support

• Help with English and maths

• Learners with Disabilities

• Access and venues

• Childcare

2. Absence .....................................................................4

3. Venue closures ..........................................................5

4. Course cancellations .................................................5

5. Fees, flexible payments and financial support ..........5

6. Refunds .......................................................................7

7. Examinations .............................................................7

8. Equality and diversity ...............................................8

9. Safeguarding your learning experience ..................8

10. Acceptable behaviour .............................................9

11. How we use your personal information ...............9

12. Learner Record Service ....................................... 10

13. Courses using ICT ................................................ 10

• Portable Storage Devices

• Internet Safety

14. Feedback – your comments ................................ 11

Meeting your needs ................................................... 12


1) Supporting your Learning• Additional support: If you feel you need help to achieve your

learning aims due to a disability, a learning difficulty or a health problem, or if you need help in any other way, please contact us for assistance.

• Help with English and Maths: If you would like help to improve your English and maths skills, we run a large number of courses in venues close to you that are tailored to your individual needs. If you are on any other course with Aspire Sussex and would like help with English and/or maths, then please let us know and we will pass your details on to the appropriate person, who will arrange for you to have a confidential discussion about ways of helping you. Most of these courses are free.

• Learners with disabilities: Aspire Sussex welcomes all adults who want to learn, whatever their ability. If you have a learning difficulty or disability, we will make reasonable changes to support your learning. If you wish to discuss your needs please contact us.

• Access and venues: We do our best to locate our courses in buildings that are accessible and regularly monitor the facilities and access arrangements. Parking at venues can sometimes be difficult – please park with care and consideration, ensuring emergency vehicles have easy access. If you have any specific access requirements, please contact your local venue. Limited refreshments are available to purchase at some venues.

• Childcare: Aspire Sussex does not make arrangements for childcare. For details of approved childcare in your area please ring WSCC’s Children’s Information Service on 01243 777807. A contribution towards childcare costs may be available to students in some circumstances.

2) AbsenceIn order for venues and tutors to make appropriate arrangements, please inform us as soon as possible if you know you are going to miss a class. This provides us with the opportunity to arrange for any notes or information to be forwarded to you.

If you are absent for 2 weeks without informing us, we may contact you to find out if you intend to return. If you do not return to study, your place may be offered to someone else and you will not be entitled to a refund.If you have to withdraw from a class please inform your tutor or the administrative staff.


3) Venue closuresAlthough we make every effort to ensure that our venues remain open, in the case of severe weather conditions or other unforeseen events, venue closures are sometimes unavoidable. Students are advised to:• Ring 0345 6 01 01 61 for further information• Visit www.aspiresussex.org.uk for the latest updates via our

Twitter feed on the homepage

4) Course changes and cancellationsAlthough courses usually run as advertised we reserve the right to alter or change courses as necessary. If occasional sessions have to be postponed due to circumstances beyond our control then alternative dates will be arranged and no refunds will be granted. We also do not grant refunds on the grounds of a change of tutor or venue. If it becomes necessary to close or cancel your course, your fees will be refunded.

5) Fees, flexible payment and financial supportYou will be expected to pay the full cost of your course but direct debit is available for courses longer then 10 weeks and costing more then £100. If you pay for your course by direct debit you are agreeing to pay all tuition fees. Costs for the whole course including all outstanding balances must be paid in full even if you withdraw. Please contact us for details.

Different types of courses are subsidised by government funding in various ways and by different amounts. Aspire Sussex reserves the right to increase fees in the future in line with the government’s funding authorities’ guidance.

Community Learning courses: for your enjoyment and personal development. Students on a means tested benefit will be entitled to a 70% discount on tuition fees on production of proof of benefit. Students over 65 and not on a means tested benefit will be entitled to a 10% discount on tuition fees.Means tested benefits are Jobseekers Allowance/ Council Tax Benefit/Housing Benefit/Pension Guarantee Credit/Income Support/Working Tax Credit (if household income on the award notice is below £25,000)/Employment and Support Allowance (work related activity group) or Universal Credit.

Qualification and Work Related Skills Course (including ESOL): These government listed courses attract funding at a higher rate and lead to specific qualifications or work related skills. Please see below for eligibility for discounts or free courses.


Students 17-18 years of age, who are not in full time education, will not be required to pay tuition fees or exam costs on Qualification and Work Related Skills Courses. They may be required to pay some additional course costs on some courses.

Students aged 19 and over for courses up to and including level 2 will pay no tuition fees if:• They are on Jobseekers Allowance, Employment and Support

Allowance (work related activity group only) or Universal Credit that is due to being unemployed and skills training is required. Some additional course costs may be applicable.

• They are unemployed and on a state benefit where skills training will help them into work. Some additional course costs may be applicable. (Conditions apply)

In addition to the above, students aged 19-23 years only will pay no tuition fees if:• They do not already have a full Level 2 qualification (e.g. 5 GCSEs

grade A*-C, an A Level, an NVQ Level 2) and wish to study on an entry level or level 1 course in order to progress to a full level 2 course. Some additional course costs may be applicable.

• They enrol on their first full level 2 or first full level 3 qualification course. Some additional course costs may be applicable.

Students between 19-23 years and studying for a government listed level 3 and above course will also pay no tuition fee if:• They are on Jobseekers Allowance, Employment and Support

Allowance (work related activity group only) or Universal Credit that is due to being unemployed and are required to undertake skills training. Some additional course costs may be applicable.

• They are unemployed and on a state benefit where skills training will help them into work. Some additional course costs may be applicable. (conditions apply)

Free English and MathsEnglish and Maths courses (including GCSEs, for those who do not already hold a GCSE A*-C) are free to most students subject to meeting funding eligibility.

Are you looking to study a Level 3 and above qualification and are aged 24 or over?If the answer is yes you may be entitled to a loan for your learning. This means that you will no longer have to pay for your course up front and will not need to pay anything until you are earning £21,000 and over per year. These loans will give financial support for tuition fees charged for these courses and are administered through the Student Loan Company. For more information, please contact us on 01444 810710 or visit www.nationalcareerservice.direct.gov.uk/advancedlearningloans


Learner Support funding may be available to help students who are discouraged from joining a course for financial reasons.

If you would like further information please contact us.

Students age 65 years and over who do not fit into any of the above categories will be entitled to a 10% discount on tuition fees.

6) Refunds – Distance Selling RegulationAs many enrolments are made by phone, post or online our refund policy meets the requirements of the Consumer Contracts Regulations.Students have the right to cancel their enrolment within fourteen working days of receiving confirmation, in which case a full refund will be made. If the course starts within that fourteen day period, the right to cancel applies up to the day the course starts. Refunds can also be issued outside the fourteen day period if a written request is received more than four weeks before the start of the course. An administrative charge of £12 will be deducted from the refund. After that time, only requests for refunds as a result of your ill health will be considered. These refunds will be calculated from the date your request is received by the finance team. This must be supported by a certificate from your doctor and an administrative charge of £12 will be deducted from the refund.

Cancellation and refund requests must be made by email to [email protected] or letter to The Finance Team, Bognor Regis Adult Education Centre, Westloats Lane, Bognor Regis, PO21 5LH.

7) ExaminationsStudents enrolling on courses leading to qualifications are expected to take the examination/assessment at the appropriate time. You will be asked for proof of identity at the time of sitting the exam.

Students will be provided with dates of exams and entry forms by the course tutor at the required time. Exam entry fees are included in the enrolment costs.

All candidates will be asked to complete the entry form – late entries may be subject to an additional surcharge.

If your exam result is not what you expected and you feel you have good reason to challenge the result, you are entitled to appeal. Information on the appeals procedure is available from your tutor, or the examinations team. You will be provided with


a copy of the internal appeals procedure should you wish to appeal against an assessment marked by your tutor.

Charges for examination resits are not part of the initial enrolment fee, and will be incurred at the time of application for the resit.

Your results will be posted to you when released, or can be collected from the centre by arrangement. You will be sent an invitation to collect your certificates as soon as they are received.

If you have any enquiries regarding special arrangements for your exam/assessment, or any other support you may need, please speak to your tutor in the first instance, or contact us.

8) Equality and diversityAspire Sussex is committed to meeting its statutory duties in relation to equality and diversity legislation, as specified in the Equality Act 2010.

We recognise that people have differing communication, access and cultural needs, and we will make reasonable adjustments so that everyone receives the best from our Service. A copy of our Equality and Diversity policy is available on request.

All our staff are aware of their legal duties and responsibilities in promoting Equality and Diversity.

9) Safeguarding your learning experienceThe Safeguarding of students is of prime importance to us. We believe that students are entitled to a learning experience that takes place in a safe, healthy and supportive environment. In addition, we consider that safe learning is essential to maximise students’ experience and achievement.

Filming or recording of classes by students is strictly prohibited.

If you are on a fitness related course, you will be sent a Health Check form prior to your course starting which must be completed and handed in on your first session to your tutor. A copy of our Safeguarding policy is available on request.

If a staff member believes any person is under the influence of or found in possession of alcohol or drugs they will be asked to leave immediately and will no longer be welcome to attend courses.


The Prevent DutyFrom July 1 2015 Aspire has a legal duty to report concerns about any student or staff member who may be being radicalised or who may be radicalising others. All concerns should be reported to the Equality and Safeguarding Manager, Ruth James, on 01273 840705, 07540 641855 or [email protected] a concern does not automatically criminalise the person reported. If s/he is being radicalised, they may be supported by a range of partner organisations through the Channel programme and will not have a criminal record. Please contact Ruth James for further information about the Prevent Duty or the Channel Programme.

10) Acceptable BehaviourAt Aspire Sussex we are committed to putting students at the heart of our service. However, there are occasions when students can act in a way a staff member might consider unacceptable. Aspire Sussex expects its staff and other students to be treated in a respectful manner and whilst it is understood that people sometimes get frustrated we will not tolerate behaviour which is deemed unacceptable, threatening, abusive or unreasonably persistent.

11) How we use your Personal InformationThe personal information you provide is passed to the Chief Executive of Skills Funding (“the Agency”) and, when needed, the Department for Education, including the Education Funding Agency to meet legal responsibilities under the Apprenticeships, Skills, Children and Learning Act 2009, and for the Agency’s Learning Records Service (LRS) to create and maintain a unique learner number (ULN). The information you provide may be shared with other partner organisations for purposes relating to education or training.

Further information about use of and access to your personal data, and details of partner organisations are available at: http://skillsfundingagency.bis.gov.uk/privacy.htm,http://www.learningrecordsservice.org.uk/documentlibrary/documents/Code+of+Practice+for+Sharing+of+Personal+ Information.htm

You have the option to record whether or not you wish to be contacted by the Skills Funding Agency about courses and learning opportunities and also how you prefer to be contacted. If you wish to express a preference not to be contacted at all or not to be contacted specifically by post, telephone or email please contact your local centre or telephone 0345 6 01 0161 and ask for your preferences to be recorded on your record.


The information that you provide will be kept on a computerised information system and will be processed in accordance with the Data Protection Act 1998.

12) Learning Record ServiceThe Learning Record Service is operated by the Skills Funding Agency and collects data relating to learners registering for relevant post 14 qualifications. It offers a facility that stores lifelong learner achievements directly from relevant awarding bodies. By providing your personal information, relevant organisations will have access to your Personal Learning Record in order to assess your achievements, awards and credits and to offer advice and guidance. You as the learner will have complete visibility of all data relating to you and will be able to decide which organisations can see this data. You will be issued with a Unique Learner Number (ULN), which will allow you to access all this information yourself via the Internet, and where you can also select your preferred opt out settings regarding sharing your information. Please note you cannot opt out of having a ULN.

The law guarantees that personal details are handled securely and sensitively. Information will only be passed to people who have a legitimate reason to see it, such as examination boards, colleges or government agencies with responsibility for education and training.

For further information and access to your personal record please go to www.learningrecordsservice.org.uk or telephone 0845 602 2589.

13) Courses using ICT• Portable Storage Devices – A number of courses make use of

IT equipment and some allow for the use of portable storage devices (CDs, DVDs, USB memory sticks, digital camera memory cards) either provided as part of the course or brought in by students and tutors. Although virus checkers are used on all our computers there is always the possibility of virus infection owing to the wide ranging use of the equipment. In all circumstances it is the responsibility of the user (student or tutor) to ensure that when they subsequently use such media on external computers (e.g. a student’s home computer) they virus check it prior to use.


Aspire Sussex cannot accept responsibility for the appearance of viruses on external computers.

• Internet Safety – Aspire Sussex promotes and encourages use of the Internet to support learning. Students are expected to use the Internet for its intended educational purpose only, and in compliance with our Service’s Safeguarding Policy.

Students found to be making unacceptable use of the internet will be asked to leave immediately and will no longer be welcome to attend courses.

If you have any questions about internet use or safety please speak to your tutor.

14) FeedbackYour comments, compliments and complaintsWe like to know what you think so please tell us if:• We have done something well, such as provided good service

or a tutor has made your learning particularly enjoyable. We will be pleased to pass on your compliments.

• You have any comments or suggestions to help us improve our service or ideas for new courses. We welcome your thoughts and will consider all contributions made.

• You need to make a complaint. Let us know at the earliest opportunity to enable us to resolve issues quickly. We are keen to ensure your learning experience is positive and will review all complaints fairly, appropriately and in confidence.

You can register your comments by:• Speaking to your tutor or any member of staff.• Using the “tell us what you think” post boxes in venues.• Email [email protected]

If you are not satisfied with the response you have received, if things have gone really wrong or you feel you have been treated unfairly you can make a formal complaint in writing to:

Quality Standards TeamAspire Sussex, Southwick Community Centre,24 Southwick Street BN42 4TE

Surveys will take place during the year to ensure we continuously monitor the quality of our service. As the majority of our courses are subsidised, from time to time we will contact you to complete surveys on behalf of organisations such as Ofsted and the Skills Funding Agency. Please complete these surveys which will help safeguard future funding for adult education.

Aspire Sussex Limited is a registered charity in England and Wales No: 1149439

For all general enquiries and to enrol please contact

0345 6 01 01 61www.aspiresussex.org.uk

Meeting your needs!

At Aspire Sussex, we try hard to meet the needs of our students. We provide information and advice to help you choose the right course for you.

We do:

• Keep an up to date display of leaflets/brochures

• Signpost people to other providers

• Provide information on our fee policy

• Identify ways of supporting your learning

• Provide information and advice on all our courses

• Provide up to date information on courses provided by other organisations across West Sussex

We are unable to:

• Provide information on areas other than education and training

• Provide information on courses outside our geographic area

• Provide internet access for information about courses at Centres

aspire sussex – welcome handbook 2015

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