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Terms and Conditions

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Scheduled Courses - Terms and Conditions

These terms and conditions relate to the scheduled IT Learning Centre and Bodleian courses only. Most terms and conditions are the same for both training providers, but where there is variation this is noted in the text below.

There are separate terms and conditions for Closed/Bespoke Courses, External Expert Courses and bookings made by non-members of the University..

Please see the separate usage policy for LinkedIn Learning.


In these terms and conditions:

  • “ITLC” means IT Learning Centre
  • “Courses Office” means the ITLC Courses Office at IT Services
  • “Applicant” means an individual who has submitted a booking form for a course
  • “Participant” means an individual who has a confirmed place on a course
  • “Booking form” means the booking form in the online course booking system
  • “In Writing” means by letter/email/fax


ITLC courses can be booked by all current members of Oxford University.

If you are not a member of the University and you are interested in ITLC courses, in some circumstances it may be possible for you to attend, subject to availability of course places. For external applicants there is a different charging structure, terms and conditions and booking procedures. We will advise you of these when you make your enquiry. Please contact us.

Bodleian Libraries courses are open to all current members of Oxford University and to holders of Bodleian Libraries’ reader cards. However, applicants with Bodleian reader card status are not able to book using the online booking system. Please email

Booking procedure

Applicants should complete the online booking form and pay for their course.

Applicants must ensure that they have attained any prerequisite knowledge and completed any pre-course activities as set out in the course description.

At the time of booking applicants, must confirm that they agree to our terms and conditions.

Waiting lists

If a course is full applicants can join a waiting list. Applicants should cancel their waiting list place if at any stage it is no longer required.

Applicants will be contacted by email if a place becomes available. Places sometimes become available at short notice due to late cancellation by participants. We are aware, and regret, that last minute notification of a course place may not be helpful to all.

Communications about your booking

Acknowledgement of the booking and joining instructions will be sent via email to the address attached to the participant's Oxford Single Sign On.


There is a charge for most ITLC courses. Students and postgrads normally receive a 50% discount.

Payment must be made at the time of booking.

Payment methods

Payment can be made by:

  • Credit/debit card
  • Purchase Orders
  • Journal/internal transfer

Further information is available on our payments page.

Cancellations and Attendance

If at any stage a participant finds that he/she cannot attend a course the course place must be cancelled. Ideally, at least three full working days’ notice should be given as this gives another applicant enough notice to attend.

Cancellation of a course place by a participant

Course places must be cancelled online

Even if a participant finds they cannot attend at the last minute, he/she must still contact the courses office as we can often still fill the place. In these circumstances, please contact us.

Our refund policy is as follows:

Where notice of cancellation is received we will refund course fee as follows.
Note: the periods reference the day on which 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%

On receipt of your cancellation, we calculate whether you are eligible for a refund. If so, a refund will be issued.

Refunds will be issued within 28 working days of the cancellation, by the method that was used to make the booking.

This refund policy applies to all methods of payments - cards, purchase orders and journals/internal transfers.

Cancellation of a course by the course provider (ITLC or Bodleian)

On occasion, unforeseen circumstances may require ITLC or Bodleian to cancel a course. In such circumstances the course providers will give as much notice as possible and endeavour to organise another course date. If this is not possible or if the new date is not convenient for a participant any fees paid will be refunded in full, but no compensation will be paid for any additional costs incurred.

Non Attendance

If a participant fails to attend a course then the course fee will remain payable in full and no refund will be given.

Transfers and Substitutions

Transfers and substitutions are not normally possible. Participants should cancel a place and rebook (see above for the refund policy)

Managing Bookings

Participants can manage their bookings entirely online using their My Dashboard. The following features are available:

  • Check courses you have booked and status of booking (confirmed/waiting list)
  • Cancel a booking
  • History of course attendance

Record of Attendance

An online record of course bookings is available in My Dashboard.

A certificate will be emailed after the course. Certificates are not normally issued for courses run by the Bodleian Libraries. The certificate of attendance can be used as part of an attendee’s personal development portfolio as a record of skills development.

It is the responsibility of course participants to ensure that records of their course attendance are obtained before they leave the University as it is not always possible to supply these retrospectively.

Replacement Course Attendance Certificates

Replacement certificates can usually be provided if the appropriate records are still available. The cost per replacement certificate is £5. This needs to be paid before the certificate is re-issued and sent. Enquires for replacement certificates will be answered within 5 working days of the request.


Information about special arrangements for our courses is available on our accessibility page.


The location of each course is listed in the schedule section of the course description and in the confirmation and reminder emails. Most courses take place at IT Services, 13 Banbury Road, however locations do vary so please do make careful note of the location of the course you are attending.


Participants should arrive 15 minutes prior to the advertised start time. This will ensure you have sufficient time to book in.

Late Arrivals

Courses start promptly at the advertised time. If a participant is delayed we ask that he/she contact the ITLC Courses Office to advise us.

If a participant arrrrives late and is unable to fully participate in the course, refunds are not issued.

Course duration

If a participant is unable to stay for the duration of the course this must be discussed with the teacher. Refunds are not issued if a participant does not stay for the duration of the course.

Missed sessions

For multi-session courses, participants must attend all sessions. The certificate will be emailed after the final session.

Refunds are not issued for any missed sessions of a multi-session course.

Refreshments and lunch

Refreshments and lunch are not provided unless stated. There is however a refreshment area close to the Thames Suite lecture rooms at IT Services where there are hot and cold drink and snack vending machines. Facilities at other training venues vary. For more information please contact the training provider.

Note: no eating or drinking is permitted in the Thames Suite IT rooms or in Bodleian Libraries' training rooms.

Personal belongings

We cannot accept responsibility for any items lost or mislaid on University premises.

Any items found in the course registration area or Thames Suite rooms will be taken to lost property at Reception.

Laptops and Bring Your Own Device (BYOD)

Unless stated in the course description, each participant will be provided with a computer with appropriate software and settings. If students are required to bring their own laptop/install software this will be stated in the course description.

For courses where a class computer is provided, we recognise that participants may prefer to bring their own computer; no reduction in the course fee is given should participants choose to use their own computer. Please see our BYOD guidelines.


Participants are sent an online evaluation survey after the course which allows feedback to be submitted. Anonymised comments may be used for advertising purposes.

Health and safety

Participants must adhere to the University’s health and safety procedures and policies.
Smoking is not allowed in any part of the building.

Privacy/Data Protection

Any personal details provided to the course providers will be processed in accordance with the principles of the Data Protection Act 1998 and the University's Privacy Policy. They will be recorded on the course booking system and database and not used for any other purpose than enabling us to organise and market the ITLC and Bodleian Libraries programme and for monitoring and evaluation purposes.

For more information about our privacy policy and how we use data gathered via this website please read the privacy policy.

Copyright of Teaching Resources

Oxford University takes copyright seriously. Some of our materials are available under an open educational resource licensing agreement but others are not. Before reusing or distributing any of our materials please contact the ITLC Courses Office.

Video and Audio Recording

Participants must not record courses without prior consent of the teacher and the course providers.

From time to time the course providers may make video, audio, and still image recordings for educational and promotional use. If participants do not want to be included they should make their wishes known at the time.

In addition, the University of Oxford is committed to enhancing the student learning experience and it is with this purpose in mind that the University enables the recording of courses, lectures and seminars, to be accessed privately via WebLearn for study purposes.

Please be aware that the course or seminar you are attending may be recorded in audio or video format. This recording may be used by the University of Oxford for educational purposes and via WebLearn for learning reinforcement. The recordings are stored in the cloud in accordance with the Data Protection Act 1998.

At no time will audience members be intentionally filmed or recorded. Audio pickup is limited by the reach of the boundary microphone in place on the desk; this may include some questions from the audience.

For more information, contact the ITLC Courses Office.

Written by IT Services. Latest revision 9 August 2019