Terms and Conditions
Terms and Conditions for Registered Centres
1.1 In this agreement the following words and expressions have the following meaning:
1.1.1 “ASDAN” refers to the charitable organisation ASDAN Ltd providing the services.
1.1.2 “The Centre” refers to the applicant establishment whose details appear on the Centre Details section of the website.
1.1.3 “The Fee” refers to the cost of becoming an ASDAN Centre and thus accessing ASDAN’s Services.
1.1.4 “The Services” refers to the provision of ASDAN’s programmes and/or qualifications, access to support from an ASDAN adviser, email support and access to the members area on the ASDAN website, and regular postal and electronic mailings supplied in connection with ASDAN programmes and qualifications (which may change from time to time at ASDAN’s discretion).
1.2 The agreement starts on the date that the centre registration application form is processed and confirmed by email from ASDAN (“the Commencement Date”).
1.3 The Fee
1.3.1 The Fee for the provision of the Services is stipulated by ASDAN.
1.3.2 ASDAN will give the Centre at least 90 days’ notice of any increases to the Fee.
1.3.3 ASDAN will invoice the Centre for the Fee once a year in September
Or Where centre registration was started on or after 1st September 2013, on the anniversary of the Commencement Date.
1.3.4 Payment of the Fee by the Centre is due within 30 days of the date of ASDAN’s invoice. The Fee is payable in sterling (GBP). Restrictions will apply until the Fee has been paid in full. Restrictions will include no access to support/standardisation meetings or moderation.
1.4.1 Unless terminated under clause 1.4.2, this agreement will continue from year to year. 1.4.2 Either party may terminate this agreement subject to giving to the other party at least 30 days’ notice in writing.
1.4.3 The Fee can only be fully refunded if the request has been put in writing to the QA & Centre Admin department within 60 days of the start of the current registration year, or first registration year in the case of a two-year registration. Cancellations after this time will result in a full fee being payable.
1.4.4 Moderation cannot be accessed, nor candidate certificates issued, if the centre registration has been cancelled.
1.4.5 A leavers’ process will be followed by ASDAN once the Centre has informed ASDAN of their desire to terminate the agreement.
1.4.6 The Centre must take all reasonable steps to protect the interests of their learners in the event of a termination to the agreement.
1.5 The Centre agrees not to cause or permit anything that may damage or endanger the intellectual property of ASDAN or ASDAN’s title to such intellectual property or assist or allow others to do so.
1.6 Centre Approval and guidance for qualifications
1.6.1 Any Centre registered to deliver ASDAN Qualifications must read, sign and submit the Centre Agreement in order to meet regulatory compliance.
1.6.2 Any Centre registered to deliver ASDAN Qualifications must upload and submit all Centre Approval documents successfully before moderation of candidate work will be allowed.
1.6.3 Any Centre registered to deliver ASDAN Qualifications must obtain a copy of the Centre Guidance document and ensure understanding of relevant processes and procedures.
1.6.4 The Sanctions Policy will be applied in the event that a centre fails to adhere to ASDAN’s policy on Centre Approval.
1.7 Centre co-ordinators
All centre co-ordinators must supply an active email address and agree to receive essential email updates from ASDAN relevant to the programmes and qualifications they are delivering.
All copyright, trademarks, design rights, patents and other intellectual property rights (registered and unregistered) in ASDAN materials, and on asdan.org.uk and all content (including all applications) located on the site are owned by ASDAN or its licensors. The Centre may not copy, reproduce, republish, disassemble, decompile, reverse engineer, download, post, broadcast, transmit, make available to the public, or otherwise use asdan.org.uk content in any way except for their own personal, non-commercial use. The Centre also agrees not to adapt, alter or create a derivative work from any ASDAN materials or asdan.org.uk content except for their own personal, non-commercial use. Any other use of ASDAN materials or asdan.org.uk content requires the prior written permission of ASDAN.
The names, images and logos identifying ASDAN are subject to copyright, design rights and trademarks of ASDAN. Nothing contained in these terms shall be construed as conferring any licence or right to use any trademark, design right or copyright of ASDAN.
2.1 ASDAN logo
2.1.1 The Centre is entitled to use the ASDAN Registered Centre logo on their websites and educational and/or promotional materials. The logo and accompanying guidance can be downloaded from the members area or obtained from ASDAN on request.
2.1.2 Centres with a Customised agreement or partnership with ASDAN will be emailed a copy of the appropriate logo as part of their partnership contact.
2.1.3 The logo guidance must be followed by Centres and ASDAN partners. Centres can contact the ASDAN design team for advice: firstname.lastname@example.org
2.2 References to ASDAN, or ASDAN products and services, on the Centre's website or publicity materials must not be inaccurate, misleading or misrepresentative. ASDAN will monitor such references and take appropriate action.
3.1 Placing an order
3.1.1 To purchase materials in quantity, the Centre must first be registered with ASDAN.
3.1.2 All orders require an official purchase order number or must be accompanied by a cheque made payable to ASDAN Ltd.
3.1.3 Materials can be ordered online, by post or by fax. ASDAN is unable to accept telephone orders.
3.1.4 If sending an official purchase order number separately for confirmation purposes, or if posting an order after faxing it, it must be clearly marked "confirmation only" as ASDAN cannot accept responsibility for accidental duplicate orders.
3.1.5 Orders must include an active email address to which the Centre has access, otherwise Centres may not receive confirmations or essential details relating to deliveries.
3.1.6 If items ordered are out of stock, a letter or email will be sent to notify the Centre, along with the expected dispatch date.
3.2.1 Current delivery charges, relating to deliveries to mainland UK only, can be found on the Publications Order Form. Overseas rates are available on request from the Publications department: email@example.com 0117 941 1448
3.2.2 If a delivery needs to be sent to an address other than the registered Centre address, ASDAN must be notified in writing at the time of placing the order.
3.2.3 In special circumstances orders can be split between addresses. Requests must be put in writing at the time of placing the order. Delivery charges will apply to both orders.
3.2.4 When selecting a different address for a delivery, the Centre is responsible for being available to sign for the parcel. If the parcel cannot be successfully delivered it will be returned to ASDAN and the costs of return and costs of redelivery will be charged to the Centre.
3.2.5 Deliveries will not be made during standard school holiday periods unless ASDAN has been specifically notified at the time of placing the order that the Centre will be open to accept deliveries.
3.2.6 Any parcels that cannot be delivered will be returned to ASDAN and the Centre will be charged with the costs of return and the costs of redelivery.
3.2.7 Queries relating to incorrect deliveries must be raised with the Publications department within 30 days of receipt of delivery.
3.3 Invoices and payment
3.3.1 Invoices will be raised according to ASDAN’s Invoicing Policy and sent under separate cover at the time of dispatch of the order.
3.3.2 ASDAN requires payment within 30 days of the date of the invoice.
3.3.3 Invoices that have not been paid within 45 days of the date of the invoice will result in the customer account being put on hold. All goods and services will be restricted until payment is received by ASDAN.
3.3.4 Queries relating to invoices must be raised within 14 days of the date of the invoice. 3.3.5 Payment can be made by cheque or by BACS transfer; the remittance must state the centre registration number and the invoice number. Bank details are provided on all ASDAN invoices and statements, and are also available on request.
3.3.6 Payment can also be made by Debit Card or Credit Card. Maestro, Mastercard and Visa cards are accepted.
3.4 Order errors and returns
3.4.1 ASDAN has a 60-day returns guarantee. If any of the products fall below the high standards expected, or have been incorrectly ordered, they can be returned, providing they are returned in their original condition within 60 days of the date of the invoice, with any seals or shrink-wrapping intact. Clothing must have the labels attached. ASDAN will issue a credit note for the price paid for the item.
3.4.2 Items that are sealed are non-refundable once opened. If the item is faulty a replacement will be sent.
3.4.3 Please note that ASDAN reserves the right to refuse items that have been returned after 60 days unless they are faulty.
3.4.4 Credit notes will not include postage and packing unless the item is faulty. Credit notes must be used within 12 months of the date of issue.
3.4.5 If ASDAN has sent an item not ordered, please contact the Publications department immediately. ASDAN will arrange for the correct item to be sent and the incorrect item to be collected.
3.4.6 If, on delivery, an item it is found to have been damaged in transit, please contact the Publications department immediately to arrange an exchange.
3.4.7 To ensure the safe return of unwanted goods, please phone the Publications department who will issue a returns number. All goods must be securely boxed or wrapped and should reach ASDAN in perfect condition. It is advised that the return of goods comes via courier or recorded delivery and proof of delivery obtained, as ASDAN cannot accept responsibility for items that cannot be traced.
3.5 Price increases
3.5.1 ASDAN will give at least 90 days’ notice of any price increases. All prices include VAT, where applicable.
3.5.2 Orders received before a price increase will be honoured at the pre-increase price, even if they are processed after the increase date.
3.5.3 Orders received up to three days after the date of increase will be honoured at the pre-increase price.
3.5.4 Promotional prices are subject to availability and may be withdrawn or amended without notice. Promotions carry no cash alternative.
4.1 Booking an event
4.1.1 Workshop bookings must be placed online, and cannot be accepted over the telephone. All INSET training must be requested via the INSET Request Form.
4.1.2 INSET costs will be confirmed to the Centre in writing following an INSET request. 4.1.3 Due to health and safety requirements at each venue, delegate numbers at workshops will be limited.
4.1.4 Online bookings will be acknowledged within two working days.
4.1.5 The Events department should be informed of any dietary or access requirements prior to attending an event.
4.2 Invoices and payment
4.2.1 Invoices for workshop bookings will be sent at the time of booking. Invoices for INSET training will be sent after the event has taken place.
4.2.2 Invoices that have not been paid within 45 days of the date of the invoice will result in the customer account being put on hold. All goods and services will be restricted until payment is received by ASDAN.
4.2.3 Queries relating to invoices must be raised within 14 days of the date of the invoice. 4.2.4 Payment can be made by cheque or by BACS transfer; the remittance must state the centre registration number and the invoice number. Bank details are provided on all ASDAN invoices and statements, and are also available on request.
4.2.5 Payment can also be made by Debit Card or Credit Card. Maestro, Mastercard and Visa cards are accepted.
4.2.6 Payments made before an invoice has been issued must include full details of the event and delegate.
4.2.7 Training certificates will be released once payment had been received in full by ASDAN.
4.3 Cancellations and non-attendance
4.3.1 ASDAN will offer a full refund for cancellation of a workshop or INSET booking only if the Centre confirms the cancellation in writing to ASDAN’s Events department at least seven working days before the workshop or INSET in question.
4.3.2 If the Centre cancels a workshop booking less than seven working days before the workshop in question, the Centre will be invoiced for the full remittance.
4.3.3 If the Centre cancels an INSET less than seven working days before the date of the INSET, ASDAN will try to rearrange the INSET. Any costs incurred to ASDAN by the cancellation will be payable by the Centre.
4.3.4 ASDAN cannot accept responsibility for non-attendance at a workshop or INSET for any reason, including transport difficulties or bad weather.
4.3.5 ASDAN reserves the right to cancel workshops and events if necessary. ASDAN cannot accept responsibility for accommodation and transport costs incurred due to workshop cancellation.
5.1 Registering candidates for ASDAN qualifications
5.1.1 To be able to register candidates for ASDAN Qualifications, the Centre must be registered with ASDAN and have fully completed all Centre Approval requirements.
5.1.2 The candidate registration fee includes the administrative costs of registering the candidate for the qualification, co-ordination of moderation opportunity, a student book (where applicable), awarding and certification.
5.1.3 The online Buy Candidate Registrations form must be completed.
5.1.4 Candidate registrations last for three years once purchased. If no candidate names are registered against these purchased registrations after three years, the registrations will expire and no longer be available.
5.2 Registering learners for ASDAN programmes
5.2.1 ASDAN Key Steps student books have an expiration date of 3 years from the date of purchase or until up to three certificates have been claimed for the learner, whichever is earlier.
5.2.2 ASDAN Stepping Stones, Short Courses, Excelsis, Universities Award and Personal Development Programmes student books have an expiration date of 3 years from the date of purchase. If a book has not been allocated to a candidate for certification within this time a new book will need to be purchased.
5.2.3 ASDAN Preparing for Adulthood Programmes (Towards Independence, Transition Challenge, New Horizons and Workright) student books have an expiration date of 5 years from the date of purchase. If a book has not been allocated to a candidate for certification within this time a new book will need to be purchased.
5.2.4 Candidate registrations for Lifeskills Challenge will last for 12 months from the date of purchase, or until a certificate has been claimed for the learner, whichever is sooner.
5.3 Invoices and payment
5.3.1 Invoices will be sent according to our Invoicing Policy and payment must be made within 30 days from the date of the invoice.
5.3.2 Invoices that have not been paid within 45 days of the date of the invoice will result in the customer account being put on hold. All goods and services will be restricted until payment is received by ASDAN.
5.3.3 Queries relating to invoices must be raised within 14 days of the date of the invoice.
5.3.4 Payment can be made by cheque or by BACS transfer; the remittance must state the centre registration number and the invoice number. Bank details are provided on all ASDAN invoices and statements, and are also available on request.
5.3.5 Payment can also be made by Debit Card or Credit Card. Maestro, Mastercard and Visa cards are accepted.
5.4 Candidate registration errors and returns
5.4.1 If a Centre incorrectly purchases candidate registrations, or needs to return them due to unsuitability, ASDAN must be informed in writing within 60 days of the date of the invoice.
5.4.2 If ASDAN has been notified in writing within 30 days of the date of the original invoice, and if that invoice has been paid in full, a refund will be issued.
5.4.3 If ASDAN has been notified in writing within 30 days of the date of the original invoice, and if that invoice has not been paid in full, a reduction will be made to the amount owing against that invoice equivalent to the number of registrations cancelled, minus an administration charge.
5.4.4 If ASDAN has been notified after 30 days but within 60 days of the date of the original invoice and if that invoice has been paid in full, a credit note will be issued to the value of the cancelled registrations, minus an administration charge.
5.4.5 If ASDAN has been notified after 30 days but within 60 days of the date of the original invoice and if that invoice has not been paid in full, a reduction will be made to the amount owing against that invoice equivalent to the number of registrations cancelled, minus an administration charge.
5.4.6 An administration charge will be made on all cancellations and refunds where the centre has cancelled registrations.
5.4.7 No claims can be considered after 60 days and all invoices will be payable in full.
5.4.8 All credit notes must be used within 12 months of the date of issue.
5.4.9 Credit will not be issued for postage and packing where goods were purchased in error.
5.4.10 All unused candidate logbooks or student books must be returned in perfect condition.
5.5 Postal moderation
ASDAN cannot accept any responsibility for materials that are lost in transit as part of the moderation process.
6.1.1 Requests for replacement certificates must be made in writing giving a clear explanation of the reason for the request.
6.1.2 All replacement certificates will be issued and invoiced to the Centre. They cannot be issued directly to an individual student.
6.1.3 Damaged or erroneous certificates must be returned to ASDAN so that a valid replacement certificate can be issued.
6.1.4 If replacements are requested because a certificate has been lost, full details of circumstances must be given so that a valid replacement certificate can be issued.
6.1.5 There will be a charge for replacement certificates unless the need for its issue is as a result of an error by ASDAN.
7.1.1 In the case where a Centre has paid insufficient postage when forwarding on certificates to candidates, resulting in unsuccessful delivery, Royal Mail may return the certificates to ASDAN. In this instance, the recovery and postage costs and the costs of redelivery will be charged to the Centre.
7.1.2 The same will apply for candidate portfolios where ASDAN is required to recover packages due to insufficient postage being paid by the Centre.
7.1.3 If replacement certificates need to be issued due to damage caused as a result of insufficient postage being paid by the Centre, normal ASDAN charges will apply.
8.1 Terms and conditions
8.1.1 International centres are subject to the same terms and conditions as UK centres, as outlined in sections 1-7 and 9.
8.1.2 For international centres with a contract agreement, ASDAN’s general terms and conditions apply, except where these are superseded within the terms and conditions outlined in the contract agreement.
8.2.1 International centres agree to fund visits to the centre for purposes of monitoring and quality assurance at the current agreed rates.
8.22 An additional foreign exchange fee (FXFEE) will be charged per invoice for any centre that is invoiced in a currency other than GBP£s, i.e. Ireland in Euros; Western Australia and Queensland in Australian Dollars.
9.1 E-portfolio evidence
9.1.1 We will retain learner evidence and e-portfolios on our e-learning platforms for at least the average length of the course plus one year, i.e. Key Steps = 4 years, Short Courses = 3 years. It is the responsibility of the centre to keep copies of e-portfolio summaries and evidence if they require access to learner’s portfolios outside of that period.
9.1.2 In order to ensure confidentiality and data protection is maintained, learner evidence uploaded to the e-portfolio platform can only be accessed by the learner, their tutors and ASDAN.
9.1.3 ASDAN reserves the right to sample learner e-portfolios for quality monitoring purposes.
9.1.4 Video and audio files cannot be uploaded to the e-portfolio platform directly due to the large file sizes of this type of evidence. Any video or audio evidence should be added to the e-portfolio as URLs by hosting the files on an internet-based service, e.g. YouTube, Dropbox.
9.1.5 It is the responsibility of the centre to ensure that any evidence hosted on the internet and provided as URLs is done in a way that protects learners as appropriate, e.g. by uploading them to YouTube as unlisted video clips, by managing access on Dropbox.
9.1.6 In order to ensure confidentiality and data protection is maintained, any tutor feedback given to learners via the e-portfolio platform can only be accessed by the learner, their tutors and ASDAN.
9.2 In order to use credits gained from completing an ASDAN programme online (e.g. Key Steps) towards an externally-moderated ASDAN programme or qualification (e.g. CoPE), learners must include the following in their portfolio for external moderation: certificate, e-portfolio summary and all linked evidence uploaded to the e-portfolio. This can be submitted electronically or as hard copies.
10.1 ASDAN is registered under the Data Protection Act 1998 and is committed to maintaining the highest standards when handling personal information.
10.2 ASDAN will pass learner information to the organisations listed in our Privacy Notice.