EPIC Terms and Conditions

0. Interpretation

The following definition shall apply throughout this document. EPiC shall mean Empowered Partners in Care (a part of Retain Wellbeing CIC)

1. Membership

1.1 Membership of EPIC shall commence only after a written application by the prospective member and payment of the appropriate fee are received by EPIC and approval given for membership by the board of directors of EPIC. All applications shall be assessed against the EPIC membership criteria, available from the EPIC offices upon request. 1.2 Membership of EPIC shall be granted to the address, site or trading name that directly provides care and will not be held by any owning company at the registered office. The address, site or trading name directly providing care shall be defined as the member organisation.

1.3 Each member acknowledges that EPIC is part of a community interest company limited by guarantee and consequently does not have share capital. Each member is liable to contribute an amount not exceeding £10 towards the assets of the EPIC in the event of liquidation.

1.4 Membership shall continue only after receipt by EPIC of the appropriate fee at the time of membership renewal. Any membership not renewed within 4 months of the renewal date shall be considered lapsed and EPIC shall charge an administration fee when that organisation re-joins EPIC.

1.5 Membership fees paid to EPIC are non-refundable but membership may be transferred with ownership of the member organisation.

1.6 EPIC may terminate a membership without notice. Notification of the termination of membership must be in writing by EPIC to the member organisation.

1.7 Only EPIC members may benefit from the full range of services offered but EPIC is entitled to offer certain of its services to non-member organisations.

1.8 All members of EPIC and non-members receiving services from EPIC agree to the following-

  • Not to discriminate on the grounds of sex, colour, race, religion, sexual orientation, marital status or disability.
  • To abide by any current agreed Codes of Practice for Social Care Workers and employers
  • To work with EPIC Officers and staff to strive to provide a high standard of quality of care.
  • To develop a quality policy and other policies related to quality in the provision of the services relevant to the establishment
  • To welcome any feedback from clients or residents, their families, visitors and employees that will lead to the highest possible standard of care
  • That their organisation shall meet all statutory and legal requirements
  • That their organisation shall meet the requirements of any relevant professional body.
  • That should, at any time; their organisation not meet any of these points, EPIC may revoke their membership or cease providing services immediately.

2 Training Subsidies

2.1 A member of EPIC shall be entitled to participate in the training subsidy scheme offered by EPIC.

2.2 The EPIC training subsidy scheme may be closed by EPIC at any time during a financial year once all funds have been allocated.

2.3 EPIC may withdraw the training subsidy scheme at the beginning of a financial year.

2.4 Members that apply for training subsidy agree to the following –

  • That the training shall have taken place and provided by an approved training provider.
  • That evidence of the course having taken place shall be submitted with the application
  • That the course provider has been paid in full by the member organisation prior to the application being made.
  • That evidence of the course provider having been paid shall be submitted with the application.
  • That no funding has been claimed or received by the member organisation for the course listed on the application form from any other source.
  • That appropriate steps will be taken to measure the effectiveness of the course and the benefit to the candidates, this information will be made available to EPIC if requested.

3. Training

3.1 A member of EPIC shall be entitled to send a maximum of 8 members of their staff at any one time on training courses organised by EPIC. Those members of staff attending a EPIC training course must be directly employed by the member organisation in such a role / workplace where the training given by EPIC is of direct relevance to their work.

3.2 The member shall book a place on the required course and receive confirmation of that booking by EPIC and have paid any fees due all with sufficient notice before sending a delegate.

3.3 EPIC may charge and the member organisation shall pay any fee required for the training to be carried out in accordance with the current EPIC tariff of charges.

EPIC reserves the right to cancel any course. Notice of a cancelation will be given where possible but notice is not required to be given by EPIC.

EPIC is committed to a comprehensive policy of equal opportunities.

EPIC aims that those accessing training courses are treated fairly on the basis of their merits and abilities without regard to race, religion, colour, sex, age, nationality, disability or sexual orientation.

EPIC trainers are happy to speak to any trainee prior to the start of the course, to discuss any special requirements that will support constructive learning. 48 hours’ notice is required for the trainers to prepare suitable resources specific to your needs.

The member sending their staff on training courses organised by EPIC and each delegate attending a training course organised by EPIC agree to the following –

  • Those delegates will be released to attend the full duration of the course.
  • That the duration of the course adheres to the contact delivery guidelines for all courses offered at EPIC and cannot be altered.
  • Entry to a course will be denied to any delegate who arrives 10 minutes or later after the published start time of the tuition for that course. Time scheduled for registration is not tuition time.
  • That Course Content on Certificates will only reflect the actual course delivered and undertaken by the delegate.
  • When the course undertaken requires the delegate to demonstrate competency, this must be demonstrated to the EPIC trainer who will assess the delegate against the course standard. Failure to demonstrate competency shall result in the certificate of competency being withdrawn for that delegate.
  • That delegates be capable of undertaking all aspects of the course they are attending, be appropriately dressed for all aspects of that course including, where appropriate, keeping make up and jewellery to a minimum.
  • That 48 hours’ notice of cancellation shall be given otherwise a cancellation fee shall be charged by EPIC. The fee charged shall be as detailed in the current EPIC tariff of charges.
  • Specific courses may have different cancellation terms and conditions – Members need to check the T&C’s for each course /event booked.
  • That during training delegates will draw on their own experience in discussing situations. Individual and specific cases should not be mentioned, and names should not be used.
  • That EPIC staff have a positive duty to protect vulnerable adults; this may include having to act on information shared during this training.

3.9 A member of EPIC is entitled to have a EPIC trainer visit their premises and deliver training to their staff. All training conditions detailed above shall apply and in addition the host member agrees to the following –

  • That the minimum number of delegates required when training on a member’s premises is 8.
  • That if there are fewer than 8 delegates attending, a charge will be levied for each place not taken up. The fee charged shall be as detailed in the current EPIC tariff of charges.
  • That EPIC reserves the right to cancel the course immediately if there are fewer than 5 attendees or where a risk assessment carried out by the trainer shows unacceptable hazards.
  • That when the member has stated equipment is available for our use then it must be in full working order and where necessary fully tested and certified as safe. All equipment provided must be available for the full duration of the session.
  • That our trainers will not use faulty equipment
  • That a private room with sufficient space for all delegates and the trainer must be provided. A clear, uncluttered area adequate for the course must be made available.
  • That the room must have a blank, white wall on which an image can be projected and be of sufficient size to allow the projector to be sited no nearer than 2m from that wall.
  • That any electrical socket provided shall have passed a safety test and be easily accessible.
  • That sufficient chairs for all delegates and the trainer must be provided. A small table shall be provided for the trainer’s projector and laptop.
  • That the room must be adequately ventilated / heated / cooled either by air conditioning or by having a suitably sized opening window and / or safe heating.
  • That where a client’s room is utilised for all or part of the training session the normal occupant of that room or their next of kin or the person handling their affairs must have given written permission for the training to be carried out in their room. A copy of this consent shall be provided to the trainer. Before the training is given the bed in question must be full stripped and remade and after the training is finished the bed in question must be fully stripped and remade. EPIC trainers will not strip or remake the bed.

3.10 Where EPIC offers training to a non-member, EPIC shall charge and the non-member shall pay a fee negotiated in advance of the training taking place. These terms and conditions will apply to the training course purchased by the non-member.

4 Seminars and Forums

4.1 A member of EPIC is entitled to send members of their staff as delegates to seminars and forums organised by EPIC.

4.2 EPIC will charge on a per head basis for all spaces required. Any charge shall be made in accordance with the current EPIC tariff of charges.

4.3 Members shall book a place on the event and receive confirmation of that booking by EPIC and have paid any fees due all with sufficient notice before sending a delegate to the event.

4.4 Where a member books a place at an event and does not fill that place on the day of the event EPIC shall charge and the member shall pay a fee. This fee will be in accordance with the current EPIC tariff of charges.

4.5 During seminars and forums delegates may draw on their own experience in discussing situations. Individual and

specific cases should not be mentioned, and names should not be used.

4.6 All EPIC staff have a positive duty to protect vulnerable adults, this may include having to act on information shared during seminars/forums/ training.

5 Use of the EPIC website and EPIC logo

5.1 A member of EPIC shall be entitled to receive a login and password to access the members’ area of the EPIC website.

5.1.a. Members that register on the EPIC website need to agree to the terms and conditions and privacy policy when setting up their profile on the website.

5.2 Each member of EPIC shall have their own profile within the EPIC website which shall be used to promote their business. If a member abuses the use of this profile and or the login given to them

EPIC may remove website access from that member without notice. EPIC shall define website abuse as it sees fit. 5.3 Where a member creates a link between their profile on the EPIC website and their own website the member shall create a reciprocal link from their website to the S P I C website homepage.

5.4 A member of EPIC shall be entitled to use the EPIC C logo on their business paperwork and website. The member organisations must request use of the EPIC logo in writing stating where the logo is to be used. The EPIC logo must always be used in the ratio of height(H) to length(L) where H=1 and L=1.4143.The EPIC logo may be converted to a Black and White image but where it is used as a colour image the colours must remain true to the image supplied by EPIC.

6 Payment Terms

6.1 A member of EPIC shall pay fees in advance online to activate membership.

6.2 All suppliers to EPIC shall be paid on the last day of the month in which their invoice is approved for payment unless an alternative payment schedule has been agreed in writing by both the supplier and EPIC.

8 Enforcement and Modification

8.1 The law of England & Wales shall govern these terms and conditions.

8.2 EPIC reserves the right to modify without notice, these Terms and Conditions for the purpose of general clarification or for clarifying and documenting new and established practices.