Terms and Conditions

FormulaGFi - Terms and Conditions for Employer Contracts

By requesting / enrolling on a course that utilises funding that FormulaGFi obtain, you are automatically accepting our Terms and Conditions.  These Terms and Conditions are laid out to protect ourselves and our Funders from unexpected changes that may have a detrimental affect on our ability to obtain further funding.

Funding

FormulaGFi are an independent training provider in partnership with City of Wolverhampton College and receive funding from the Learning and Skills Council for qualifications recognised on the Qualifications and Credit Framework (QCF). The qualifications FormulaGFi are accredited to deliver are awarded by Central YMCA Qualifications and Active IQ. We are therefore in a unique position where we can offer these qualifications at a reduced cost or free of charge (subject to course requirements below).

Funding is made available to FormulaGFi on an academic yearly basis i.e. August through to July. From the 1st August each year, free/reduced cost training for employers is booked on a first-come-first-served basis, therefore funding may become less available in the later months of May/June/July. So please bear this in mind when requesting courses. It may be necessary for FormulaGFi to reschedule some 'later' courses into the new academic year or alternatively, charge for these courses. You will be informed in good time if either is the case.

There are some conditions laid down by the LSC in order to qualify for funding. These are highlighted below.

Course Requirements

Employer Requirements

1. To receive free training, all candidates must be at least 19 years old and must have been an English resident for 3 years prior to the course start date. For those candidates outside these criteria, a charge of the course list price will apply. Employers will be informed of the exact charge prior to commencement of the course. (Charges will vary depending upon which qualification is to be undertaken – see Appendix 1 for course list prices). FormulaGFi will invoice for this amount after the commencement of the course. NB: It is the employers' responsibility to identify if a candidate does not meet the criteria prior to the course commencing to avoid an unexpected invoice.
2. The minimum number of enrolled candidates required for any qualification will be communicated to the employer upon enquiring and booking a course. Unless written consent has been received from FormulaGFi, less than the required number of enrolled candidates' will incur a cost to the employer of the list price for the qualification multiplied by the number of candidates short of the minimum. The list price for each course can be found in Appendix 1.
3. FormulaGFi must receive confirmation at least 7 days prior to the first day of each course that the employer has the required number of candidates in order for the course to run. If FormulaGFi do not receive confirmation at least 7 days prior to the course, the course will be cancelled.
4. If the employer cancels a course or a day within a course with less than 7 days notice, a £350 cost will be incurred.
5. The venues for training and assessment must be appropriate, comfortable and easily accessible for candidates, tutors, and assessment/verification staff.
   a. For theory lessons, the venue must provide a classroom and flipchart facility.
   b. For practical lessons, the venue must provide a studio and/or gym (depending on nature of the course).
6. The equipment available for training and assessment must be appropriate, safe and accessible for candidates, tutors and assessment/verification staff. The equipment must meet the specification outlined in the Physical Resources Checklist which is available upon request from FormulaGFi.
   a. For practical lessons, the venue must provide all relevant equipment required for the course. The tutor will inform the employer upon booking the course what equipment is required. If the required equipment is not available at the booked venue, a new suitable venue will need to be arranged by the employer.
7. A venue must hold a Health and Safety Policy and make it available to FormulaGFi upon request.
8. The venue must hold adequate insurance for the course activity. By signing this agreement you are indicating to us you possess all relevant insurances.

Candidate Requirements

9. All candidates must hold the required prerequisite qualifications in order to enroll on a FormulaGFi course. These prerequisites will be communicated to the employer upon booking the course.
10. Every candidate will receive a 'Candidate Achievement Record/Learner Achievement Portfolio' for the qualification they are studying, which they must bring with them on every day of the course. This CAR/LAP must be kept presentable and may be refused submission if untidy and illegible.
11. Candidates must be dressed in the appropriate manner for the course. The clothing required for the course will be detailed on the confirmation letter each candidate will receive prior to the course commencing.
12. Candidates must be punctual and attend EVERY scheduled day of the course. Lateness/non-attendance may lead to candidate being withdrawn from course and a charge of the course list price applied to the employer (see Appendix 1). It is the tutor's decision to withdraw a candidate from the course if he/she feels too much information has been missed due to lateness and/or non-attendance despite unforeseeable/mitigating circumstances. Any incurred charges by the employer due to candidate withdrawal, may be redeemed by the employer from the candidate provided that the candidate has signed a Candidate Terms and Conditions (an example of which is available from FormulaGFi though this may not supersede your own in-house training agreements).

Process of Assessments

The FormulaGFi assessment process is designed to test competence against a list of standard performance criteria. This means that candidates must show the ability to perform the activities within a functional or occupational area (to the levels of performance expected in employment).

Each unit of each qualification is assessed individually and consists of specific performance criteria.

Methods of assessment will vary from qualification to qualification and from unit to unit but will usually take the following form:

Practical - Each unit is assessed by checking competence against a standard set of performance criteria during observation. Questions may also be asked in order for the candidate to demonstrate underpinning knowledge.

Theory - All units contain assessments to check underpinning knowledge. This happens in various ways such as worksheets, written assessment plans, case studies and theory papers. Most of the theory papers are externally set and marked by the Awarding Body.

All theory and practical assessments are scheduled before the commencement of each course and a timetable for assessments will be communicated to the learner at the start of the course. From time to time assessment dates may be changed according to course requirements. If a change occurs the learner will be informed of the change as quickly as possible. Assessments will not be brought forward unless the learner is happy for this to happen.

All candidates have three opportunities to pass either practical or theory assessments. They are:

• The initial attempt during the unit on the course – all candidates must attempt the assessments on this scheduled date unless a valid reason is given and it is accepted by the assessor.
• The second attempt a minimum of 48 hours after the initial assessment – this day will be scheduled prior to the course starting and will be communicated to the participants on day one of the course.
• The third attempt which must be taken after the full course has been completed at a mutually convenient time for the candidate and assessor.

FormulaGFi offers courses at highly subsidised prices. However, terms and conditions do apply which could, if not adhered to, result in a cost being incurred by the candidate/ employer. A table of costs is provided below.

*As determined by course tutor/assessor

Process of Certification

Full certification will only be issued when all units of the qualification have been successfully completed.

Theory Results - Theory results for externally set and marked examinations will be available a minimum of 3 weeks after exam completion.

Practical Results – Practical results will be decided and communicated to the candidate on the assessment day.

Candidate Achievement Record/Learner Achievement Portfolio – Each candidate's CAR/LAP will be marked within 2 weeks of the end of the course. Any work still required will be communicated to the candidate and a deadline set for re-submission.

Once the candidate has passed all units the following process applies:

• All assessment results written into the candidates CAR/LAP and sent to Internal Verifier by assessor.
• Internal Verifier moderates the CARs/LAPs (any corrections must be made by the candidate before the process goes any further).
• Internal Verifier sends claim forms to the Awarding Body.
• The Awarding body sends certificates to FormulaGFi Head Office.
• FormulaGFi post certificates to candidates.

This process, from the day the candidate passes all units is expected to take 3 months.

Any appeals to assessments decisions must be communicated using the appeals procedure and form available from FormulaGFi upon request.

Our Promise To You

1. The content and delivery of the programme will meet the Awarding Body's standards.
2. The qualifications and experience of all training and verification staff will meet, at least, the minimum requirements laid down by the Awarding Body.
3. Within the limits of time and standards, certain adaptations to individual needs will be made.
4. The information, advice and guidance provided about the programme and opportunities for progress will be objective and accurate.
5. Each level of study will give you the knowledge and understanding you need to work in the fitness industry at that specific level.
6. The manner of the programme delivery, the documentation and other aspects of the programme will all be supportive of your ethnicity, gender, age and level of ability.
7. The candidate's health, safety and well-being will always be a priority for staff.
8. The programme will generally be delivered when agreed. If there are alterations, you will be informed well in advance.
9. The trainers / assessors will always take care beforehand to ensure all aspects of the programme are in place and fit for purpose.
10. The training / assessment staff will be friendly, motivated and professional.
11. At all times the candidates will be treated honestly, equally, fairly and consistently.
12. The candidates will never be bullied, harassed or threatened.
13. Candidates will be given clear instructions and provided with the necessary resources.
14. The training / assessment staff will demonstrate a commitment to your long-term success.
15. The training / assessment staff will be proactive in helping to overcome learning obstacles encountered during the programme provided that the staff have been made aware of them during enrolment or during a tutorial.
16. Candidates' complaints, concerns and appeals (if any) will be dealt with promptly and fairly.

APPENDIX 1

COURSE LIST PRICES