Education and Training Centre Operational Policy
1) Introduction
This policy sets out the principles for how services and facilities will be
managed in the Multidisciplinary Education and Training Centre (ETC).
2) Principles
The following principles will be applied on implementation of the policy:
A. The Centre will prioritise education and training above other activities
e.g. meetings, with the exception of those listed below.
B. The facilities are for multidisciplinary use and all staff groups have
equal access.
C. The Centre can be booked for uses other than training and education
provided that a room is free 1 week before the date the room is
required.
D. The following meetings will continue to be held in the Centre.
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Trust Board Meetings
(monthly)
Education Group
(bimonthly)
Staff Development Forum
(bimonthly)
Mandatory Training Group
(monthly)
Clinical Skills Group
(monthly)
Ursula Keyes Meetings
(quarterly, evenings)
Local Medical Committee Meetings
(quarterly)
Medical Staff Committee
(bimonthly, evenings)
Lifelong Learning Strategy Group
(bimonthly)
Library & Knowledge Management Advisory Group (bimonthly)
ETC Operational Management Meetings (monthly)
Chester and North Wales Medical Society (bimonthly-evenings
Sept-March)
Medical Education Committee Meetings (monthly)
Resuscitation Committee Meetings
(quarterly)
Council of Members Meetings
(quarterly)
Clinical Lunchtime meetings, Rolling Half Days and GP Registrar meetings are
considered to be training and development activities and therefore will also
continue to be accommodated in the Centre.
Wherever possible, any education and training activity booked in one of the
centrally held meeting rooms will be transferred into the Centre. In the event that
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a meeting cannot be accommodated in a meeting room due to education and
training sessions refusing to move into the Centre, the meeting will be
accommodated by the Centre.
3) Scope of the Policy
The policy covers all rooms in the Education and Training Centre and will
apply to all users of the Centre.
The majority of rooms have been designed to be used flexibly to make
maximum use of the space. However, some of the rooms have been
designed for specific purposes and will predominantly be used for the
purpose identified. The only exception being as in 2C above, where if the
room is free within 1 week of being required, it may be booked for any training
/ meeting events.
These include: - The Clinical Skills rooms x3
- The Resuscitation Training room
- The Moving and Handling Training room
- The Library
- The IM&T Training room x2
All other training/syndicate rooms (10 in total) are available for general
training purposes.
4) Access to the Education Centre
The centre will be open between the core hours of 8.30am - 5.30pm. Access
to the Undergraduate facilities, for medical students, will be between 8am 8pm.
(Please refer to the Library Operational Policy for details regarding
membership and opening times of the library). This is available by contacting
the Library Service on 01244 364734 / 4721 or by emailing
Librarian@coch.nhs.uk
It is possible to use training rooms outside of these core hours provided it has
been arranged with the Centre Administrator in advance, at the time of
booking.
5) Booking rooms / Catering
It will be possible to view whether a room is available in advance, using the
shared folders in the outlook calendar on your computer. All room booking
requests should be made by e-mailing the attached booking form (appendix
1a) to the Centre Administrator. If catering is required then a catering
booking form (appendix 1b) will also need to be completed and e-mailed. The
booking forms are also available electronically on the Trust’s intranet site.
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The information required for booking a room includes the following:  The name / date of the event and the start and finish times.
 The number of delegates (including tutors)
 How the room is to be laid out i.e. theatre style, tables etc
 Equipment requirements i.e. OHP, TV / Video
 Name and contact number of the event organiser
 Any catering requirements including numbers and times required.
(Requests for catering may follow a room booking provided 3 working
days notice is given. NB- For external users a deposit will be required)
 Block booking of rooms will be allowed, but will be monitored as part of the
audit process to ensure that the room is being used when booked. Where
it is not being used, the Centre Administrator reserves the right to make
those rooms available for other users to book.
IM&T Training Rooms
The allocation of rooms and trainers for the Meditech training session, and
Induction sessions will continue to be managed by IM&T Department in
liaison with Human Resources.
The ownership of the monthly training schedule will remain with the IT Clinical
Training Co-ordinator, and the booking of sessions will be arranged via 01244
363232.
The release of these rooms to other users can be arranged via the IM&T
department on the above number in certain circumstances. However, if a
new IT Project requires unexpected training resources, the IM&T department
may need to retrieve the rooms at short notice.
Internet Room
The ad hoc training of Locum Doctors will be managed by the Clinical
Training Co-ordinator in the IM&T department and will take place, when
appropriate, in the Internet room. This room is available for individual study,
and small training sessions i.e. one to one training. It is not anticipated that
this room will need to be booked for such sessions, however, if problems
arise with availability, then booking will be introduced through the Centre
Administrator as per this operational policy.
There are also computers within the library that can be used for individual
study.
Wireless Training Room
This room can be used as an IT training room using laptops or as a general
training room. The IM&T department will have shared access to this room,
the booking of which will be carried out through the Centre Administrator as
per this operational policy.
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Communication with IM&T Trainers
In order to minimise wasted time, staff attending for Meditech training will be
instructed to report to the main reception in the Education and Training
Centre 15 minutes before the start time of the session. At this point the IM&T
department will be contacted (ext 3232) and the appropriate trainer will make
their way to the centre.
6) Cancelling room bookings / catering
As much notice as possible should be given by e-mail. Bookings without 2
working days notice will be liable for a cancellation fee.
7) Charges
Room charges will be made for any event for which there is an attendance
fee or sponsorship, and for external users (i.e. any non-Countess staff) with
the exception of GP, Doctor, and Dentist events that have previously had free
access to the Postgraduate Medical Centre. Charges will be set according to
room size and equipment requested (see appendix 2).
Catering charges will be set by the catering provider. Details of the most
current prices can be requested through the Centre Administrator (Appendix 2
gives some indication of current charges)
8) Equipment
Audio-visual equipment (PowerPoint and Projector) will be integral in the
larger training rooms. Free-standing equipment can be requested for the
smaller training rooms at the time of booking.
Tutors who need to be shown how to use equipment should make that known
at the time of the booking using the booking form, and a time will be arranged
for them to be shown in advance wherever possible.
Tutors / Presenters are advised to contact the Centre in advance to check
compatibility of software with the equipment available and where possible, to
have their presentation loaded in advance of the day of their session.
9) Audit of room use
To ensure that the Trust is getting the best possible use of the facilities and
that there is fair access for all staff groups, regular audits will be carried out to
establish the nature of event, number of attendees and discipline of staff
attending.
In the first instance, a report will be taken to the Operational Management
Group (see appendix 3) and any issues reviewed. The role of the group will
be to ensure that the Centre is being run smoothly and efficiently and in
accordance with the operational policy. Where there are issues, the
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Operational Management Group will take the appropriate action to remedy
the issue. Where a resolution is not able to be found, the issue will be
escalated to the Lifelong Learning Strategy Group at the Trust.
10) Catering facilities
There will be vending facilities in the centre and there are water coolers in the
corridors, on both floors.
Food and drink (other than water) will not be permitted under any
circumstances, to be taken into any of the rooms, with the exception of the
lecture hall, breakout and dining areas.
Catering can be booked for an event giving a minimum of 3 working days
notice (subject to the Trust’s stance on hospitality for internally funded training
events). Cancellation of catering must be in writing / e-mail giving at least 2
working days, otherwise a charge will be made.
11) Photocopying facilities
Photocopying facilities will be available from the Library or Staff Development
Unit. There will be either a fixed price per copy or a copier code, to enable
recharges to be made for internal staff.
12) Domestic Service
The Centre will be cleaned at times that cause the least disruption to events,
and this will usually be after 5pm, Monday – Friday.
13) Waste
All waste will be removed by the Trust’s Environmental Operatives as per the
Trust’s respective waste management contracts. It is the intention to
segregate waste as per the Trust’s Waste Management Policy.
14) Maintenance
Wherever possible, maintenance of the building and equipment will be
provided by the Trust’s Estates department unless specialist equipment is
needed to be maintained. In this event, the appropriate company will be
contacted in accordance with the contracts.
15) Security
The Centre will be locked outside of the core hours unless prior arrangement
has been made with the Centre Administrator at the time of bookings. Access
to the Library and Undergraduate facilities outside the core hours will be via
an electronic swipe card system, or via the Security Service. Individual rooms
within the Centre will be locked when not in use. Tutors will not be permitted
to remove keys from the Centre or have them duplicated under any
circumstances. Room keys will not be issued without some form of
identification being shown, e.g. identification badge.
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16) Portering
Portering, including the collection of post and waste, will be undertaken by the
Trust’s Portering Services. A specification will be agreed with the Centre to
ensure that this happens in a timely fashion.
17) Health and Safety
The Centre will be a no-smoking building. Smoking will not be allowed at any
entrance to the buildings (including planted areas to each side of the breakout
area).
On arrival, the tutor/chair responsible for an event booked in the Centre
should report to reception and signed in. They will then be provided with a
pack containing a briefing sheet which covers the fire, health, safety and
housekeeping instructions. The pack will also have a register of attendance
and a customer satisfaction questionnaire. It is the responsibility of each
tutor/chair to ensure that the register of attendance issued is completed and
kept for their event, and to ensure that this list is readily available in the event
of emergency to check that all people are accounted for.
All staff within the Centre are trained in the use of evacuation chairs for
evacuation of disabled people from the first floor. Tutors must notify staff in
reception if they are aware that there is an attendee at their session who may
require this assistance.
A copy of the Centre’s fire strategy is available upon request.
Mobile phones may only be used in corridors, offices and communal areas.
They must not be used in any of the training or syndicate rooms.
18) Complaints
The staff of the Education Centre aim to make the experience of all visitors
and users of the Centre as memorable as possible (for all the right reasons)!
Customer satisfaction sheets will be available for every event, and presenters
/ tutors will be encouraged to complete and return the sheet to reception on
their departure. Feedback will be reviewed and actioned as appropriate by
the Operational Management Group.
Any complaints you have about the service you receive can be made to the
Head of Staff Development, Education and Training Centre, Countess of
Chester Hospital NHS Foundation Trust, Liverpool Road, Chester, CH2 1UL.
Leonie Kenny-Head of Staff Development – 24th August 2006
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Appendix 1a
Education and Training Centre Room Booking Form
Name / Nature of Event:
NB this will appear as wording on the display screen in reception
Date of Event:
Start time:
Finish time:
Number of delegates (including Tutors / Trainers):
Style of Room (please tick):
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Theatre (rows)
-
Horseshoe
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Cabaret Style (Individual tables)
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Other (please state)
Equipment required i.e. OHP, Video, TV:
Catering requirements (for Countess staff this is subject to the Trust’s Policy on hospitality):
Tea / Coffee & biscuits required at
(Please state times)
For other refreshment requirements please see Catering form
NB 3 working days notice is required
Name of Contact
Tel. Phone Number
Do you require assistance with setting up / using equipment Yes / No
Any other requirements
NB Wherever possible cancellations should be with 48hrs notice otherwise a charge may be made.
OFFICE USE ONLY
Entered onto Outlook System by
Date entered
Confirmation sent to
date
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Appendix 1b
Education & Training Centre Catering Form
(Please allow at least 3 working days notice)
Number of people
Requiring catering:
Date:
Time:
Start:
Finish:
Room:
Contact Name /
Telephone number:
Please tick refreshment(s) required:
Working lunch (sandwiches and fruit)
Cold finger buffet
Hot buffet
Vegetarians (please state how many)
Dessert
Other (please state)
Required at
Drinks
hot
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am/pm
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cold
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both
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Invoice to be sent to:
Name:
Address:
Full amount:
Deposit:
Paid:
Outstanding balance:
Date:
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Appendix 2
Education and Training Centre Room Booking Price list
Room
Seats
Large Room
Syndicate Room
Lecture Hall
F18 / F19
Price for full day
Price for half a day
Mon-Fri
Sat/Sun
Mon – Fri
Sat/Sun
£150
£50
£75
£80
£25
£40
Minimum
maximum 20
Less than 10
10 £100
Between 30 –
depending
layout of room
Between 15 –
depending
layout of room
60 £200
on
£250
£100
£125
45 £200
on
£250
£100
£125
£50
Day delegate rate per head £20 Mon – Fri
£25 per head Sat/Sun
Includes: -
Hire of 1 room and PowerPoint facilities and flipchart.
Tea / coffee on arrival
Mid morning tea / coffee and biscuits
2 course hot or cold lunch with hot or cold drinks
Afternoon tea / coffee and biscuits
Additional costs
Photocopying services
£0.10 per sheet
Videoconferencing facilities (Lecture Hall)
£10 per hour
Cancellation fee (less than 48hrs notice)
£50
Catering charges: Finger buffet lunch (cold)
From £4.50 per head
Hot buffet lunch
From £6.50 per head
Tea / Coffee
50p per head
Tea / Coffee with biscuits
60p per head
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Appendix 3
Operational Management Group
Overall Purpose
To ensure the efficient and smooth running of the Education and Training Centre.
Membership
Leonie Kenny
Carole Jordan
Ann Baker
Helen Hughes
Barbara Kirkham
Sue Sheldon
Beryl Blacklock
Thelma Argyle
Carolyn Williams
Head of Staff Development (Chair)
Staff Development Manager
Clinical Skills Manager
Undergraduate Education Manager
Postgraduate Education Manager
Clinical Systems Trainer
Manual Handling Co-ordinator
Administration Supervisor
Personal Secretary / Centre Administrator
Finance Rep invited quarterly
Attendance
To be quorate there should be at least 4 members of the group at the meeting
including a representative from the Staff Development Unit, Postgraduate and
Undergraduate Education. A deputy should be designated where a member
cannot attend.
Frequency
Every two weeks initially (first 3 months) monthly following review at 3 months.
Authority
The group has authorisation from the Lifelong Learning Steering Group to
address the operational issues of the centre and its management, referring only
those issues it cannot itself resolve.
Terms of Reference
1. To plan and co-ordinate room useage within the centre ensuring efficient
and maximum use of the facilities.
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2. To audit the use of the rooms, and circulate reports making
recommendations and changes as required.
3. To monitor the implementation of the Operational Policy reviewing the
Policy at least annually and making appropriate changes as necessary
and in consultation with the centre’s Stakeholders.
4. To discuss and monitor operational issues affecting the smooth running of
the centre e.g. catering, admin cover, and stock levels, taking action to
address any problems and to keep the centre running smoothly and within
budget.
5. To actively promote the centre, designing a “corporate brand” and image.
6. To devise and implement a set of customer service standards for the
service and all staff within the centre, investigating any complaints and
making changes as appropriate.
June 2006
Leonie Kenny
Head of Staff Development
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