All current members of the University of Oxford can book IT Learning Centre courses.
IT Support Staff at the University can book ITSS courses.
Terms and Conditions - Open Courses
The small print that applies to our open (scheduled) courses
These terms and conditions apply to Oxford University members. Most of these T&Cs apply to the IT Learning Centre (ITLC) and IT Support Staff (ITSS), but where there is variation, we have noted this.
Please contact us if you are not an Oxford member but wish to book a course. Note a different pricing and booking procedure applies.
In these terms and conditions:
- "We" means the IT Learning Centre (ITLC) or IT Support Staff (ITSS)
- "You/ Your" means the course delegate
- "CoSy" is the University's Training online course booking system
All current members of the University of Oxford can book IT Learning Centre courses.
University members should book their course place in CoSy using their Single Sign On.
You must ensure you have the required knowledge and complete any pre-course activities. If an online course requires software, you must obtain and install it and ensure it works before the course.
We will send booking confirmations and joining instructions via email. Note we send emails to the email address linked to your Oxford Single Sign-On.
When booking, you must confirm that you agree to these terms and conditions.
Most in-person courses take place at IT Services, 13 Banbury Road; however, locations vary, so please note the location of the course you are attending.
Online courses are usually delivered via Microsoft Teams, but we may use other platforms. We will advise at the time of booking.
We state the location of the course in the course description and the confirmation and reminder emails.
Digital Skills Programme
There is a charge for most courses. Students and postgrads normally receive a 50% discount.
You must pay or arrange payment by your department/college by the start date of your course.
For some ITSS courses, there is a charge. ITSS often partner with external commercial training providers to offer courses and therefore needs to work to the payment policies of these providers. There is usually a cut-off date for payment, after which refunds and changes are not possible. We advertise the cut-off dates in the course description and email communications.
Payment can be made by:
- Credit/debit card
- Purchase order
- Journal/internal transfer
Further information is available on our payments page.
Cancellation of a course place by a delegate
If you find that you cannot attend a course at any point after booking, you must cancel your place. Note: Different policies apply to ITLC and ITTS courses. Please read the relevant section.
When we receive notice of your cancellation, we will refund you as follows. Note: the periods reference the day we receive your notification of cancellation.
|Notice Period||% of refund|
|More than 14 days before the start date||100%|
|7-14 days before the start date||50%|
|Less than 7 days before the start date||0%|
We will calculate whether you are eligible for a refund. We will issue refunds within 28 working days of the cancellation by the method used to pay for your course. This refund policy applies to all payment methods - cards, Purchase Orders and journals/internal transfers.
We will not issue refunds for non-attendance, partial attendance, or any missed sessions of a multi-session course.
Payment is required by the cut-off date (as advised in the course description and email). ITSS will issue a refund if a cancellation is received by the cut-off date. After the cut-off date, refunds cannot be made. We will not issue refunds for non-attendance, partial attendance or late cancellations.
Cancellation of a course by the course provider
Unforeseen circumstances may require the ITLC or ITSS to cancel a course. In such cases, we will give as much notice as possible and endeavour to organise another course date. We will issue refunds if we cannot arrange a new course date, or if the new date is inconvenient for you. But we will not compensate for any extra costs incurred.
Transfers and Substitutions
Transfers and substitutions are not possible. You should cancel your place and rebook (see above for the refund policy).
For multi-session courses, you must attend all sessions. We cannot provide recordings of a course if you miss a session.
If a course date is full, you can join a waiting list. You should cancel your waiting list place if, at any stage, it is no longer required.
Places sometimes become available at short notice due to late cancellations by delegates. We will contact you by email if a spot becomes available. We are aware and regret that last-minute notification of a course place may not be helpful to all.
Our waiting list form allows you to register your interest if a course is not currently scheduled. We will email you if we schedule the course.
Courses start promptly at the advertised time. Admittance to a course may not be possible if you are late, and this will disrupt the course for the other delegates and/or cause additional calls on the teacher's time.
If you are delayed, please contact us (email@example.com).
It would help if you arrived at the venue 15 minutes before the start of in-person courses to ensure enough time to book in.
For online courses, you are expected to join the session 5 minutes before the start and to have completed any pre-course activities and installed software if required, so that you are ready to learn.
Refunds are not issued if you arrive late and cannot participate fully in the course.
If you cannot stay for the course duration, you must discuss it with the teacher. Refunds are not issued if you do not remain for the course duration.
Record of attendance
An online record of course bookings is available in My Courses in CoSy.
We usually issue a certificate of attendance after the course. The certificate of attendance can be used as part of your personal development portfolio as a record of skills development.
We will issue certificates for multi-session courses after the final session. You must attend all sessions to be eligible for a certificate.
You must obtain records of your course attendance before you leave the University, as it is not always possible to supply these retrospectively.
Your booking and attendance record are available in the Self-Service Training Data service.
We can provide replacement certificates if the appropriate records are still available. We may charge for each replacement certificate.
You will be sent an online evaluation survey after the course, allowing you to submit feedback. We may use anonymised comments for advertising purposes.
Unless stated in the course description, you are provided with a computer with appropriate software and settings for in-person courses. If you are required to bring your own laptop or install software, this will be stated in the course description.
For courses where a class computer is provided, we recognise that you may prefer to bring your computer; no reduction in the course fee is given if you choose your own computer. Please see our BYOD guidelines.
For online courses, you need to provide your own computer with any software installed as required for the course. We are not responsible for supplying or installing the software onto your computer.
Unless stated, we do not provide refreshments and lunch. There is a refreshment area close to the Thames Suite teaching rooms at IT Services, with hot and cold drinks and snack vending machines. Facilities at other training venues vary.
You are not permitted to eat or drink (other than water) in the Thames Suite teaching rooms.
We cannot accept responsibility for any items lost or mislaid on University premises. Any items found in the Welcome Area or the Thames Suite rooms will be taken to lost property at Reception at IT Services.
You must adhere to the University's health and safety procedures and policies.
Smoking is prohibited in any part of the building or the surrounding grounds except in designated smoking areas.
Security for software in courses: our courses cover a wide range of third-party software/apps/websites. Read about assessing the data security risk on our data security page.
Oxford University takes copyright seriously. Some of our materials are available under a Creative Commons licensing agreement but others are not. Before reusing or distributing any of our materials please contact us.
The University of Oxford is committed to enhancing the student learning experience. With this purpose in mind, the University enables recording of courses, lectures and seminars.
The recordings are stored in the cloud in accordance with the appropriate University guidance and policies.
You must not record courses (in person or online) without the prior consent of the teacher and the course providers.
We may make recordings for educational and promotional use or accessibility and inclusivity reasons. Participants will be made aware of any recording.
In-person courses - The recording may include video, audio, and still images. At no time will audience members be intentionally filmed or recorded without consent. You will have the opportunity not to take part.
Online teacher-led courses - The recording will include what appears on the screen, the audio stream, and the content of the chat panel. A recording will only be available to the person who has requested it, for a limited time.
Note: ITSS Courses - Online training courses provided by external providers will not be recorded, and you are NOT allowed to record the session(s).