CANCELLATION POLICY
Flames courses are in high demand and always have considerable waiting lists with interested potential participants, so we aim to fill all the available places in each course. Therefore, we have a strict cancellation policy in place allowing us to maintain the standards of our courses and to increase the chances of participation for each interested individual.
For PhD students, a Flames course is a formal part of their doctoral training, the cost of which is covered for by the doctoral schools. For private sector and non-profit participants, the payable fee covers the working costs of their participation in the course or workshop. Once enrolled, all participants are expected to participate online and/or be present on site. PhD students are also expected to inform their supervisor of their enrolment.
- Other interested researchers have no chance to participate.
- Food, materials and time are wasted.
- Smaller groups will not guarantee the quality of courses/workshops or may lead to a complete cancellation of the course in question.
If by chance you have to cancel your enrollment or withdraw from a course for which you registered, we kindly ask you to inform us as soon as possible. In order to compensate for the incurred financial and material expenses in case of a cancellation or no-show, the following regulations apply:
- STANDARD CANCELLATION: All participants need to withdrawal from the course via the website. The cancellation must be done no later than 14 calendar days before the (starting) date of a course.
- PENALTY in case of LATE CANCELLATION: A cancellation less than 14 calendar days before the start of the course without a valid reason will invoke the following penalties:
- The promotor of the PhD students will be notified.
- Private/non-profit participants will be charged a cancellation fee of 100 euros per course per day that will be deducted from the total sum eligible for reimbursement.
- REPEAT CANCELLATIONS: In case of a second late cancellation, participants will not be allowed to enter a Flames course for the next 6 months; PhD students’ promotors will be notified of this infringement.
- PENALTY in case of NO-SHOW & last-minute cancellation: In case of an unannounced no-show/last-minute cancellation on the day of the course/workshop:
- Participants will not be allowed to enter a FLAMES course for the next 6 months; PhD students’ promotor will be notified of this infringement.
- Private/non-profit participants will be charged the full participation fee of the course/workshop without any form of reimbursement.
- The no-show penalties above will not be due if the participant can provide the documents for the valid reasons stated under the next section.
- VALID REASONS FOR CANCELLATION: Events that will not invoke a penalty/cancellation fee are:
- Documented illness.
- Documented cases of personal or family emergencies.
The reasons for cancellation will have to be duly documented with a medical certificate (illness) or an official declaration (emergencies). The documents will have to be mailed to contact@flames-statistics within 5 working days after the cancellation. Failure to comply with these documentation terms will invoke the cancellation penalties.