Terms and Conditions 2016

1. Introduction

If you have any queries about the DHOxSS please contact the Courses and Events team (part of the Academic IT Group at IT Services). The Office is normally open from 8.30am to 4.30pm Monday to Friday (UK TIME).

Email: events@it.ox.ac.uk

Telephone: UK : 01865 273200

2. Definitions

In these terms and conditions:

  • "IT Services" means the University of Oxford's IT Services
  • "DHOxSS" means the Digital Humanities at Oxford Summer School
  • "Applicant" means an individual who has submitted a booking form for the event
  • "Delegate" means an individual who has a confirmed place on a course
  • "In Writing" means by letter, email, or fax

3. Booking and payment procedure for individual applicants

Applicants should use the online store to book and pay for their place and accommodation and social events (if applicable).

Payment is by debit or credit card.

Places cannot be reserved before a course opens for booking. Provisional bookings cannot be made.

By paying for DHOxSS delegates are agreeing to the cancellation terms and conditions of booking.

Accommodation bookings via the DHOxSS registration, must be booked by 6 June 2016.  NB: Early booking is advisable as places are limited and on a first-come, first-served basis.

The refund policy below applies to the registration fee, accommodation and dinner bookings.

4. Group bookings for groups of five or more

A group discount is available if 5 or more people from your organisation would like to attend and can book as a group.  5% discount for groups of 5-9 and 10% discount for groups of 10 or more.

If you wish to make a group booking please contact events@it.ox.ac.uk and we will send you a group booking form. This form needs to be completed in full with all applicants' details and their workshop choices and accommodation (if required). A single payment for the whole group will be required. Please do not use the online booking form to make a group booking.

No discount is applicable for groups of less than 5.

5. Bursaries and discounts

We are unable to offer discounts on the advertised charges (except for group bookings).

We are unable to hold a provisional booking for applicants whilst they are applying for a bursary or other funding.

Delegates who decide to cancel their booking because they were unable to obtain a bursary are subject to the normal refund charges.

6. Booking Confirmation

Acknowledgement of the booking will be sent via email.

7. Joining instructions

Joining instructions will be sent via email prior to the DHOxSS.

8. Prerequisites

Applicants must ensure that they have attained any prerequisite knowledge as may be set out in the course description.

9. Charging

There is a participant charge which includes a charge for event resources. Payment is required in advance.

10. Payment methods

Payment is required by Credit or Debit Card using our online booking system. If you have any queries about payment please contact events@it.ox.ac.uk.

11. Substitutions

Substitutions may be made by contacting the Events Office prior to the course. This must be done to ensure that records are up-to-date and that attendance certificates/registers can be produced correctly. An administration charge of £20 will be applicable if substitutions are made.

12. Changes to choice of workshops

If you need to change your choice of workshops after you have made your booking please contact the Events Office . They will advise if this is possible. An administration charge of £20 will be applicable if workshop choices are changed.

13. Cancellation of a workshop strand or event

On occasion, unforeseen circumstances may require us to cancel a workshop strand or event. In such circumstances we will give as much notice as possible and endeavour to organise another event date, or refund any fees paid but no compensation will be paid for any additional costs incurred such as travel or accommodation. We recommend that your travel insurance adequately covers last minute travel delays and disruption.

14. Refunds

The following refund policy is applicable for DHOxSS.

Where notice of cancellation is received we will refund a proportion of the course fee.

This amount will be confirmed once booking is open.

The non-refundable portion of the course fee is £225 per person and cannot be reimbursed.
This applies for both individual and block bookings.

Note: the periods reference the day on which we receive your written notification of cancellation.

Notice Period % of refund
More than 14 working days before the start date 100% of the refundable portion
7 to 14 working days before the start date 50% of the refundable portion
Less than 7 working days before the start date 0% of the refundable portion

15. Personal belongings

We cannot accept responsibility for any items lost or mislaid on University or College premises.

16. Computers and Laptops

For some of the workshops delegates require their own laptops for the practical hands on aspects of the workshops.

Please read our full guidance notes about bringing a laptop.

If you do not have a suitable laptop please contact events@it.ox.ac.uk for advice before booking.

For all other workshops laptops are not required as computers will be provided with pre-installed software. The exception to this is the Introduction to Digital Humanities workshop which is lecture based and does not require computers.

All delegates can, of course, bring their own laptops for email and web access, etc. while they are at DHOxSS. Most of the venues have EduRoam access and otherwise wifi credentials will be provided at the registration desk on the first day. Note: We cannot guarantee convenient access to mains power in all of the venues. Delegates are responsible for bringing any necessary power travel adaptors for their computers. Delegates using their own laptops must ensure their cables do not form a trip hazard.

17. Evaluation

Delegates are sent an online evaluation form after the course which allows feedbackto be submitted. Anonymised comments may be used for advertising purposes.

18. Health and safety

No smoking is allowed in any part of the building. Delegates must adhere to the University's health and safety procedures and policies.

19. Code of Conduct

As a member of the Alliance of Digital Humanities Organizations (ADHO) Training Network, DHOxSS endorses and implements their Code of Conduct. All participants should be bound by the DHOxSS Code of Conduct.

20. Privacy/Data Protection

Any personal details provided will be recorded on the online shop and course booking systems and only used for

  • Organising, monitoring and evaluating the DHOXSS
  • Delegate information is used to create names badges, certificates etc.

You will be asked at the time of booking if you are happy to share your details (name, email, institution) with other delegates and if they wish to join the DHOXSS mailing list.

Our full privacy policy is available at http://courses.it.ox.ac.uk/itlp/privacy.xml

21. Copyright of Teaching Resources

University of Oxford takes copyright seriously. Some of our materials are available under an open educational resource licensing agreement but others are not. Before reusing or distributing any of our materials, please contact us.

22. Video and Audio Recording

Delegates should not record courses without prior consent of the DHOXSS course organisers. During the Summer School the course organisers may make video, audio, and still image recordings for educational and promotional use. If delegates do not want to be included they should make their wishes known at the time or in advance.