Training and Continuing Professional Development (CPD)

Terms and conditions outlined below:

• all bookings must be made using CPD online
• all confirmation emails are issued directly to the delegate and CPD leader, we recommend CPD Leaders forward copies to delegates accordingly
• if necessary, a booking can be transferred to an alternative date with advance notice
• name changes (substitutions) can be made at any point after booking

To make changes to you booking contact training and conference team:

• email: WorkforceSupport@worcestershire.gov.uk
• phone: 01905 844420
• phone: 01905 844030

Invoices

Invoices are normally requested after the training course or conference has taken place. Please note that training or conferences during the month of March we do invoice upfront due to end of financial year. This does not affect your terms and conditions or cancellation rights.

Invoices are issued in one of two ways:

1. via the Children’s Services Portal (CSP)
2. via email to the main email address given, therefore it is essential that these emails are not sent to junk or spam folders

Further information regarding invoices, disputes and payment are detailed below.

Cancellations

All cancellations must be made on CPD online.

If you wish to supply additional information in support of your cancellation, then please email the relevant team.

Cancellation charge and reason:

• no cancellation charge applied = when the cancellation is made with 14 days or more notice
• no cancellation charge applied = under extreme circumstances i.e., Ofsted, bereavement, hospitalisation, and we ask that you inform us immediately
• no cancellation charge applied = due to COVID-19 and variants, which has meant staff have had to be re-deployed to ensure the school or setting can open and run
• full course fee applied = when the cancellation is made within 0 to 13 days of the start date of the course (event) and there is no take up from waiting list
• full course fee applied = on return of the register where delegates did not attend, and no cancellation was made

Payments

Please quote your Invoice reference on all payments.

Please submit payment promptly in accordance with our payment methods.

Bacs or bank transfer

Sort code: 20-98-87

Account number: 53583147

Account Name: WCC County Fund Account

This is the most reliable, simple and secure way to make a payment. Please reference the invoice number from your remittance advice. If you are paying more than one invoice, quote your customer number as your reference.

Automated telephone payments

Call 0300 4562206. You will need your invoice number and debit or credit card details to hand. Your privacy and security are our prime concern, and our payments system encrypts your personal information. Calls will be charged at the local call rate. If you have a calling plan which includes free local calls, then 0300 calls are also free and if you have a mobile contract, they are also included as part of any free minutes.

Internet payment facility

Pay your invoice online at any time using your debit or credit card. We accept Delta, JCB, Maestro, MasterCard, Solo, Switch, Visa Electron and Visa.

To make a payment see: Make a payment. Go to the secure online payments site link and Select Debtor Invoices. When making online payments you can add multiple invoice numbers by selecting " add to list". Your privacy and security online are our prime concern and our payments system encrypts your personal information.

See: Make a payment - Are online payments safe? for more information.

VAT

Education and Early Years Services is a VAT registered entity. Therefore, VAT at the prevailing rate will be added to all invoices. This is in line with HMRC rules and is consistent with services you may currently be purchasing from other external parties. In most cases the input VAT can be claimed back. Please seek independent financial advice should you be unsure about your VAT status.

VAT code explanation:

Queries

Please have your account number and Invoice reference ready.

We are open Monday to Friday 8:30am to 4:00pm

Any enquiries regarding the invoiced service contact:

Training and conference team:

• email:  workforcesupport@worcestershire.gov.uk
• phone: 01905 844420
• phone: 01905 844030

For enquiries regarding payment please contact:

• email: wccaccountsreceivable@worcestershire.gov.uk
• phone: 01905 843400

To contact by letter:

Worcestershire County Council
County Hall,
Spetchley Road,
Worcester
WR5 2NP

Accessing CPD

Access is for:

• each school, setting and governing board, this will be via a CPD Leader account
• due to the financial, budget and staff impact, individual staff will not have access to CPD and bookings must be made via the CPD leader accounts

How to log in

Log in information:

• CPD uses your email address as your username, this will need to match our system for access
• password and security questions are set by the CPD leader
• if you need to amend the email address as the username, please contact the training and conference team on: workforcesupport@worcestershire.gov.uk or call 01905 844420 

Passwords

Information about passwords:

• all password request boxes now show an “eye icon” at the end
• CPD Leaders can click this icon to show the entered password to ensure it is correct
• after several incorrect attempts the account will be locked
• the CPD Leader will need a password re-set organised – this can be done directly on CPD by clicking password reset (before you reach the maximum number of attempts) or alternatively by contacting the training and conference team: workforcesupport@worccestershire.gov.uk 

Token

When logging into CPD for the very first time or as a returning customer. The site will ask that you request a token. The token is a two-factor authentication code and will be immediately sent to the email address you are using to gain access to CPD.

The email will be issued from CAP-DoNotReply@worcestershire.gov.uk and will be entitled: WCC - Two Factor Authentication. Please ensure junk or spam folders are checked.

If for any reason receipt of the token is not immediate, then we advise the following in case there is an unknown delay:

• request again after 30 minutes and check junk or spam
• request again after 30 minutes and wait until the next day to check to see if it has arrived or not

No receipt recieved

If receipt of the token has not been received, please contact the training and conference team by emailing: workforcesupport@worcestershire.gov.uk and provide the email address the token has been requested for, details of what days you requested it and state that you have checked junk or spam folders.

The training and conference team will then raise the query internally, whilst this is being resolved the team will organise any training requirements for you.

No access provided

If you have not yet been provided with access:

• contact the training and conference team on workforcesupport@worcestershire.gov.uk
• access will be granted to those who are responsible for staff CPD, financial and budgets or are management, owners or headteachers etc
• once access has been provided you will receive a welcome email from:
  • sender: Do not Reply - Worcestershire County Council
  • email address: cap-donotreply@worcestershire.gov.uk
• until this welcome email is actioned access to CPD is pending

Who to contact for support

If you are the CPD Leader and cannot access the new site, and you have not yet received the welcome email from CAP-DoNotReply@worcestershire.gov.uk then please contact the training and conference team, email: workforcesupport@worcestershire.gov.uk 

Email sender for bookings relating to CPD

Any emails regarding confirmations, certificates, cancellations or changes to a course will be sent from:

• sender: Do not Reply - Worcestershire County Council
• email address: cap-donotreply@worcestershire.gov.uk 

We recommend ensuring that the above email address is not blocked or quarantined.

CHS (Childrens Services) Portal login and link to CPD

Occasionally CHS Portal users are querying “why does my password never seem to work on the CHS Portal or when it does the next time it won’t” we have become aware of the following that will help support you:

• the CPD system has been built to check if CPD leaders have access to CHS Portal
• if they do and the email address used to gain access to CPD matches the one used access to CHS Portal
• any password reset request undertaken via CPD will also mean that CHS Portal password will change to this new one and vice versa
• this will impact multiple members of staff at the same setting who may access one or both of the systems using the same email address or username
• to rectify this we would recommend amending the email address used for CPD Leader to be a different one

All bookings for training courses (including free events) and conferences must be made via CPD, CPD now allows multi-bookings.

Booking information

Information on how to book CPD courses:

• CPD leader logs into CPD
• via course search they find the course required
• select the date the delegate(s) wish to attend the training
• progress through steps 1 to 3
• step 4 indicate if the place is for the CPD Leader or book on behalf of someone else
• select the setting, school or governing board you are booking for
  • this is a mandatory field and must be populated as some CPD leaders will book for multiple sites
• your colleague list will now appear
  • you can tick the name(s) of delegates who are requiring places (this can only be to the maximum available spaces on the course)
• if the colleague is already booked, the tick box to select them will be greyed out and a message saying they are already booked will show
• if the colleague(s) is not listed, then they can be added at this point by clicking the “add new colleague” button
• once the name(s) are selected tick the terms and conditions
• press save – this will then show a list of which staff member(s) have been booked onto this specific course
• once confirm is pressed confirmations to each delegate will be issued via CPD to the email address on their record and CPD Leaders email for reference
• if issues or errors are encountered when booking, please contact the training and conference team by emailing workforcesupport@worcestershire.gov.uk to provide support, we advise that you take a screenshot of what you see to help resolve the problem

If a colleague is not listed

When you are booking training, if the colleague is not listed in the list of available staff, they can be added in several ways:

Method 1: add them into your colleague list

• to do this click on the word colleagues (found on the black tool bar, underneath the WCC logo), click add colleague, complete all the fields and press save
• then undertake a course search to book them onto a training course accordingly

Method 2: add them via the course

• once you have found the course on CPD, gone through the initial booking process and are at the point of selecting the staff member.
• there is a green box at the top which states “add new colleague”
• complete all the fields and press save. The delegate will automatically appear as a name to select to book for that course, as well as being added into your colleague list

Confirmations

Information about confirmation of booking:

• confirmation is issued immediately once a booking is submitted
• confirmations now go to the delegate and the CPD Leader(s) for that school, setting or governing board.
• please ensure junk or spam folders are checked and look for the email address CAP-DoNotReply@worcestershire.gov.uk
• non-receipt of confirmation is not a valid reason for non-attendance
• confirmations can be re-sent with a minimum of 5 days’ notice to ensure we can issue it in a variety of ways to do this please contact the training and conference team on workforcesupport@worcestershire.gov.uk 

Virtual joining instructions – also available via CPD

Information about virtual courses:

• specifically for virtual courses only, CPD Leaders can now obtain the link or details from CPD directly
• log into CPD to obtain the link and details
• click view colleagues, open the profile of the delegate who the training relates to, scroll to the training section
• click on the section called booked – find the course listed and expand the cross saying joining instructions
• the MS Teams or Zoom link will be detailed, this can then be copied or shared to the delegate to allow them to join the training course

Course updates and resources

Updates and resources relating to a course:

• if any course has to be amended or we are asked to issue resources to those booked, then these will be issued from CPD
• they will be sent to the delegate email linked to that course booking and the CPD Leader who booked their place
• please ensure junk or spam folders are checked and look for the email: CAP-DoNotReply@worcestershire.gov.uk 

Transfers or name substitutions

Information about transfers and name substitutions:

• transfer - to move from one course to another then: please ensure you provide the course title, course code, date of the original booking and the date of the course you wish to transfer to
• name substitution - to change one delegate from to another: please ensure you provide the course title, course code, date, original delegates name, new delegates name and email address
• to undertake either a transfer or name substitution contact the training & conference team by email workforcesupport@worcestershire.gov.uk 

Waiting lists

Information about waiting lists for courses:

• waiting lists are monitored weekly
• the training team will liaise with trainers to discuss increasing capacity or planning additional course dates
• once the training team have an outcome they will be in contact with those on the waiting list accordingly

Cancellations 

Information about cancellations:

• the CPD Leader will be able to cancel any booking made
• once logged into CPD click on the word colleagues (found in the black toolbar underneath the WCF logo)
• find the colleague's name, and click view colleague, then find the course and click on cancel booking
• the next screen will ask you to choose your cancellation reason and provide any other information
• if you encounter issues when cancelling a place, then please email workforcesupport@worcestershire.gov.uk with the course you wish to cancel, date, delegate name and reason why

Please note that cancellations are to be made in line with our terms and conditions.

Adding new colleagues

To add a new colleague to CPD:

• log into CPD
• underneath the WCC logo, in the black toolbar, click on the word colleagues
• click on add colleague, complete all the fields and press save

Adding a new colleague via a course 

To add a new colleague via a course:

• log into CPD
• find the course and select the date they wish to be booked onto
• once through to step 5 (point of selecting the delegate name the course is for)
• there is a green button at the top of page “add new colleague”
• click on this green button and complete all the fields required and press save
• delegate name will automatically appear within the list of names that can be selected, as well as added into your colleague list

Updating details on a colleague

To update details in CPD:

• log into CPD
• underneath the WCC logo, in the black toolbar, click on the word colleagues
• a list of colleagues will appear - find the name of the person you wish to update or amend
• click view record
• once the profile opens all fields in section 1 can be updated – name, email address, contact number and dietary requirements 

Removing a colleague 

To remove a colleague that no longer works for the school, setting or governing board:

• log into CPD
• underneath the WCF logo, in the black toolbar, click on the word colleagues
• find the colleague by doing a search for their name
• once found simply click “unlink colleague”
• this will then remove them from your colleague list

Viewing training booked for colleagues on CPD 

Once you have logged into CPD there are now two ways to view training booked for colleagues:

Method 1: via the colleagues tab:

• underneath the WCC logo, in the black toolbar, click on the word colleagues
• a list of colleagues will appear - find the name of the person you wish to check
• click view record
• once the profile opens find section 2 called Course Details and this will list all training linked to the delegate under several headings – Booked, Waiting List, Attended, Cancelled, Did not attend and All
• by clicking on any of the individual headings, you will then see a list of training falls into this section
• for the training section called booked you will also be able to expand the cross to see the joining instructions for each course (this only applies to virtual courses)
• for any courses listed under section called Attended – you can now have certificates re-sent

Method 2: via the full staff training report:

• underneath the WCC logo, in the black toolbar, click on the word reports
• then click on the word “full staff training report”
• then select the school, setting or governing board you are looking at and press export to Excel
• the Excel document produced will be split into tabs - Booked, Waiting List, Attended, Cancelled, Did not attend and All
• if you then need to cancel any courses or re-request certificates this would need to be done via the colleagues tab

Certificates for training attended

Information about recieving certificates:

• trainers have a period of 10 days to return registers to the relevant team
• CPD will be updated and then certificates will be issued
• if certificates are not received, then please contact the training and conference team by emailing workforcesupport@worcestershire.gov.uk to investigate further
• if certificates are not received, then please contact the training team by emailing workforcesupport@worcestershire.gov.uk to investigate further

Evaluations

Providing feedback and evaluations on courses:

• if courses are to be evaluated, then details on how to provide feedback will be sent from CPD to the delegate email (linked to that course) and the CPD Leader (the person who booked the training)
• not every team will ask for courses to be evaluated and they may have provided an evaluation link during the training course.

Follow on materials or resources

If trainers wish for specific resources or materials to be shared once the course has been held:

• this will be done via CPD
• the resources or materials may be issued with an evaluation (if the team have provided this) or as a standalone message to delegates.
• either way they will be issued to the delegate email (linked to that course) and the CPD Leader (the person who booked the training)

Replacement certificates

If for any reason a certificate needs to be replaced, there are two ways to do this:

Log into CPD

• click on colleagues
• find the delegate name and open their CPD profile
• scroll to the section detailing their training
• click on the button heading called “attended”
• find the course and click re-send certificate
• certificate will be emailed to the email address on the delegate name profile and CPD Leader

Contact the training team

• email workforcesupport@worcestershire.gov.uk
• provide the delegate name, course, session numbers and course date
• certificate replacement requests will be actioned accordingly
• if you are expecting Ofsted then please ensure this is noted on your email. The team will prioritise replacement certificate requests for those who have been notified of an imminent inspection

CPD will have regular maintenance, upgrades or development work undertaken. More information:

• to support school or settings, any upgrades or maintenance work will be scheduled to be rolled out after 5:00pm
• during this time CPD will not function as expected i.e. slow or non-responsive and some stages of processes may not load
• we advise that if you notice this happening to log out of CPD immediately and try the next working day
• if on your next attempt you encounter the same issues please raise this with the training team and confirm at what stage you encountered the issue