City Learning Centre

Eastbrook and Green Lane

Terms and conditions for using our centres

This section contains information regarding the current policies in existence at the City Learning Centre (Eastbrook and Green Lane). A document containing the following information can be downloaded and printed from the Document Download Section.

It is important that all course leaders and those using the centre are aware of those policies applicable to them and adhere to them at all times. Failure to do so may result in the exclusion of individuals or whole groups from the centre.

Further information regarding these policies can be obtained from the Centre Manager.

1. Bookings

The City Learning Centre requires one named contact for all bookings along with a contact telephone number to enable us to reach this contact
In most cases (apart from School or College bookings) the City Learning Centre requires completion of a Community Usage application form ( PDF 71K) which requests information such as contact details, number of participants, age of participants, purpose of group, purpose of session etc. In some cases further documentation to provide proof of identity may be required. It is to be noted that the City Learning Centre may complete a follow up check if necessary
The City Learning Centre must be notified of any request to cancel a session as soon as possible by the named contact supplied when the booking was made. It is not acceptable to make a booking and not turn up without giving the centre prior notice and this may incur a cancellation charge to cover our losses

2. Centre usage

Participants are not allowed to leave the City Learning Centre unless it is the end of the session or they have been given permission to do so by their course leader
It is the responsibility of the course leader to ensure that either every single one of their delegates sign in at the Reception Desk individually and sign out again. Alternatively a head count must be made by the Course Leader and noted in the 'Signing in book' at the Reception Desk (next to the Course Leader's name under column 'Number of Delegates in Session')
Course leaders should be on site before their delegates arrive. Course leaders must ensure that they make their delegates aware that they are not allowed to turn up more than 10 minutes before their session is due to start (unless prior permission has been granted by a member of the City Learning Centre staff)
It is important that all sessions finish promptly with delegates and group leaders leaving the premises and surrounding area immediately after their session to enable the next group to occupy the room or the school caretakers to lock up and close the site. It is not acceptable for groups to stay for longer than the times stated to us when booking the room unless arranged and agreed/confirmed with a member of the City Learning Centre staff
Our first aid coverage is until 4.30pm, Monday to Friday, and that is when our qualified first aid representatives go home. Those City Learning Centre representatives staying behind late to lock up the building and generally cover sessions that go on later than 4.30pm will not always be qualified in first aid
It is a legal requirement to have someone qualified in first aid always on site when groups are present. Groups using the centre after 4.30pm must be able to provide their own coverage. Alternatively groups must provide a written declaration to say that they agree to be wholly responsible in regards to first aid matters for their course leaders and delegates using the centre after 4.30pm
The fire procedure can be found on the back of the door in every room and can be obtained and demonstrated by Reception if required. It is then the responsibility of the course leader to inform their delegates of the fire procedure
Course leaders are responsible at all times for their delegates' behaviour and actions
It is expected that all members of the City Learning Centre staff and other users of the centre be treated in a respectful manner
Action to recover costs will be taken against any person found to be vandalising our building and equipment
If furniture is moved within the room it must be returned to its original layout
The City Learning Centre does not provide stationery and provides a limited photocopying service at cost
If sessions require particular technical assistance this must be booked in advance. The City Learning Centre cannot support sessions where an advance request or pre-session warning of required assistance has not been made

3. Computer usage

Course leaders are responsible for their delegates at all times and should ensure that:

When the use of computers is involved all participants must refrain from downloading any material of an explicit or inappropriate nature
The condition of delegates' external drives, discs and diskettes brought in to use on City Learning Centre equipment are in good condition and will not damage or become trapped in our equipment
Users do not under any circumstance try to install/uninstall software, change the computer's interface, use knowingly corrupt or virus ridden files or try to use the machines for illegal actions such as hacking or spamming
Food and drinks are not permitted in our computer rooms. Delegates may consume food and drinks within the Reception area and any rubbish must be disposed of in the bins provided unless special arrangements have been arranged and agreed with a member of the City Learning Centre staff. Chewing gum is not permitted in the centre as it is often disposed of under tables and on the carpets and therefore causes unnecessary damage to the centre and its property as a whole
When delegates have finished using the computer equipment they log off ready for the next user, leave headphones (if used) neatly with the wire wound around the set and push their chair under the desk upon leaving
All work areas are left free from any rubbish and/or unwanted documents

4. Technical support

If you require the use of the computers within the rooms you wish to hire and have specific hardware/software requirements we require at least 3 weeks notice of your exact requirements. Our Network Manager needs to be in receipt of any hardware/software you may require 3 weeks before the date of your session (or earlier if you require more than 1 piece of hardware/software) so that we can fully test and make sure it is compatible and (if this is successful) install it on our network
The above is especially important if you plan to hold sessions which may require more than our standard offering of computers with internet access and MS Office programs. As you will be more familiar with using any hardware/software requested for installation and therefore will be in a better position to thoroughly test all functionality, we require you to make an appointment with us (at least 1 week before the date of your session) to come in and fully test the hardware/software after we have installed it to ensure that it meets all of your requirements
The City Learning Centre cannot guarantee any hardware or software installations if the above criteria for testing and timescales are not met
The City Learning Centre reserves the right to refuse to install software or the use of certain equipment if not fully compliant with licensing agreements and borough policies
Whilst using our equipment within the rooms should a fault occur or general assistance is required it must be reported to the Centre Coordinator whom is located at the Reception desk. The problem will then be logged and the Network Manager will be advised
If sessions require particular technical assistance this must be booked in advance. The City Learning Centre cannot support sessions where an advance request or pre-session warning of required assistance has not been made
If technical failure should occur and will impact on your course (based on the details about your course provided to us at the time of booking) we will endeavour to contact the named contact as soon as possible
The City Learning Centre will not be held responsible for any loss of users' data should technical failure occur and recommends that all work saved on the City Learning Centre server be backed up by each individual user or group leader on a regular basis

5. Parking

Parking facilities are limited at each City Learning Centre. At our Eastbrook Centre parking is only allowed in the allocated 'City Learning Centre' bays at the front of the building and not within the neighbouring school's car park or grounds. Please move your car immediately if you have parked 'illegally' or have been asked to do so by a member of the City Learning Centre staff
At our Green Lane Centre Parking is only allowed in the bays at the front of the building and at the rear of the centre. Please do not park in the bays in front of the school and its reception/office. Please move your cars immediately if you have parked 'illegally' or have been asked to do so by a member of the City Learning Centre staff

6. Speed restrictions

It is to be remembered that both City Learning Centres are based on school sites. If you are driving to either of our sites please drive with caution, abide by the speed limit and be vigilant for pedestrians using the same route to get to the main school building

7. Entering and leaving

We have agreed with our neighbouring schools at both centres that for safety reasons cars will not be allowed to enter or exit either site between 2.40pm - 3.10pm as this is around the time which each school finishes and its pupils will be departing via the same access/exit route
You are not permitted to enter the school buildings located at either centre at any time unless you have been invited by a member of Eastbrook or Robert Clack school staff and have signed in at the school's reception and been issued with a visitor's pass by the school

8. Smoking

As we are based on a school site we have to adhere to the local education authority/school's non-smoking policy. This means that smoking is not permitted in the building or around the surrounding area particularly directly outside the City Learning Centre. If delegates wish to smoke during a break please advise them to speak to the receptionist who will advise accordingly. The City Learning Centre and surrounding area is strictly a no smoking area

9. Overall

To use the centre a group must have educational objectives and be linked to education or learning activities
Priority will be given to groups who require the use of ICT or have learning objectives/activities linked or directly supported by ICT
When resources are available school and college teachers and those given prior permission by the City Learning Centre may use the centre for the preparation of educational resources
Courses running at the City Learning Centre may be monitored and/or assessed by senior members of the City Learning Centre team at any time. A senior member of the City Learning Centre team may advise that he/she wishes to be present whilst a session commences to ensure that the session has educational objectives and is linked to Education or Learning Activities