Monmouthshire Community Learning Terms and Conditions:
Monmouthshire Community Learning aims to provide all courses advertised however we cannot provide any guarantees. The provision of courses is dependent on minimum class numbers being reached. If a course does not reach the minimum number it will be cancelled or postponed.
We have the right to change, cancel or alter courses however will provide learners with as much notice as possible if this is the case.
Some courses are run online in which learners will be required to have an internet connection and a digital device with a microphone and a camera – we have a limited number of devices available to loan out for the duration of the course.
Please note all of our classes are aimed at Adult Learners. Due to the terms and conditions of our grant funding (received from the Welsh Government and Coleg Gwent) all learners who attend a community education class need to be over the age of 19* and not in full time education.
* With the exception of ‘Adult and Child Workshops.
Booking, Refunds and Privacy Information
Adult Community Learning courses have limited places and incur upfront delivery costs. Booking a course reserves a place exclusively for the learner and operates in a similar way to purchasing a ticket for a cultural or educational event. To ensure fairness to all learners and support effective planning of publicly funded services, payment is required at the time of booking. Bookings are generally non-refundable and non-transferable, subject to any 14-day cooling off period, exceptional circumstances as noted below and the remedies available to learners where the Council fails to provide the course in accordance with the contract. The Council will refund requests in accordance with these terms and conditions.
Booking and Payment
- All places must be booked in advance.
- Full payment is required at the time of booking unless otherwise agreed by the Council.
- A booking is confirmed only once payment has been received.
Cancellations, Refunds and Transfers
- Learner cancellations are non-refundable unless there is an exceptional circumstance.
- Missed sessions are not eligible for refunds, fee reductions or replacement classes.
- Course places are personal to the learner and may not be transferred to another person.
- Requests to transfer to an alternative course may be considered at the Council’s discretion, subject to availability and administrative considerations.
Council Cancellations
The Council reserves the right to make reasonable changes to course venues, tutors, schedules or delivery methods where necessary. The Council will notify learners of significant changes as soon as reasonably practicable.
Where the Council cancels a course before it starts, learners will receive a full refund of the course fee paid. Where a course is cancelled after it has commenced, or a material change is made that significantly affects the course, the Council will inform affected learners of the available options, which may include an alternative course, alternative delivery arrangement, or an appropriate refund.
Exceptional Circumstances
Requests for refunds due to exceptional circumstances will be considered individually, taking into account the circumstances, the proportion of the course delivered, any sessions attended and any relevant costs that the Council has reasonably incurred. The Council may request reasonable supporting evidence where appropriate.
Some examples of where a learner is unable to continue due to circumstances beyond their reasonable control are;
- Serious illness, injury or hospitalisation;
- Bereavement;
- Unexpected caring responsibilities;
- Significant personal or family emergencies;
- And any other exceptional situations supported by appropriate evidence.
Refunds will not normally be provided for;
- Change of mind;
- Holidays or travel arrangements;
- Work commitments known at time of booking;
- Non-attendance;
- And any dissatisfaction where the course has been delivered by the Council in accordance with the contract.
The Council will notify the learner of its decision and, where a refund is approved, the amount and basis for the refund. Requests will normally be acknowledged within 5 working days and determined within 10 day working days thereafter. Learners who remain dissatisfied with any outcome of any refund request may use the Council’s complaints procedure at https://www.monmouthshire.gov.uk/feedback/
Waiting Lists
Where courses are full, learners may join a waiting list. Waiting lists are managed by the Council, and places are offered according to availability. Joining a waiting list does not guarantee a place.
Privacy and Data Protection
Monmouthshire County Council processes learner’s personal information in accordance with applicable data protection legislation. Information is used to administer courses, communicate with learners, maintain attendance and achievement records, meet applicable legal and funding requirements, and improve services.
Personal information may be shared with relevant awarding bodies, funding organisations, delivery partners and other recipients where necessary and lawful. The Council will not sell personal information and will take appropriate measures to protect it.
Further information about the Council’s processing of personal data is available in Monmouthshire County Council’s Privacy Notice: https://www.monmouthshire.gov.uk/app/uploads/2025/05/MCC-GPDR-Policy-2024.docx
Acceptance
By completing a booking, a learner confirms that they have read, understood, and agree to accept these Booking Terms and Conditions. If you are booking on behalf of a learner, you confirm that you have their authority to accept these terms on their behalf.
Monmouthshire Adult and Community Learning is committed to providing accessible, inclusive and high-quality learning opportunities while ensuring the fair and responsible use of public resources.