APSLearn terms and conditions

Contents

Registration

The APSLearn Terms and Conditions govern the use of the services provided by the APS Academy function of the Australian Public Service Commission (“APSC”) via apslearn.apsacademy.gov.au (“platform”). The Terms and Conditions represent the agreement and understanding between the APS Academy function of the APSC (“us”, “we”, “our”) and the individual or entity who subscribes to our service ("Subscriber", "you" or “your”).

Acceptable email addresses

Using personal email addresses for work-related activities is prohibited in the Australian Public Service (“APS”). If your APSLearn profile is created using a personal email address, within 48 hours your account will be deactivated and you will be unenrolled in any activities. Activities include (but are not limited to) courses, programs and events.

If you do not update your personal email address to an official government email address (.gov.au) or a relevant workplace email address (where appropriate) within 48 hours your profile will be deactivated without notification. All costs pertaining to your enrolment and/or non-attendance will not be refunded.

Enrolment

Enrolment for APS Academy activities is completed via the platform.

If you are enrolled in an activity you must have an active profile. You are responsible for maintaining your profile information.

Payment

Payment for activities is accepted by credit card. Payment may be accepted by electronic transfer in special circumstances, such as for transactions of or above $10,000 or payment for the outstanding balance on a rescheduled activity.

You will receive an auto-generated tax receipt by email for credit card payments. For electronic transfers, you will receive an auto-generated tax invoice containing banking details for payment.

Activities must be paid in full prior to attending an activity. The APS Academy has the right to deny you access to the activity if the activity is not paid in full.

Changes to your registration

If you are no longer able to attend the activity you have registered for, a number of options apply with varying timeframes. 

  • Substitution: Requests to substitute another participant in your place should be made at least 7 days before the commencement of an activity. Requests for substitution received with less than 7 days notice will be considered on a case-by-case basis at the discretion of the APS Academy.
  • Reschedule: Requests to reschedule your enrolment to a different session must be made at least 14 days before the commencement of an activity. A request to reschedule may be considered with less than 14 days notice if it is due to exceptional circumstances and is approved at the discretion of the APS Academy. If any rescheduled session has a lower fee than your original enrolled session, you will not receive a refund for the difference in fee. If the rescheduled session has a higher fee, the outstanding amount must be paid in full before your activity can be rescheduled.
  • Cancellation: Requests for cancellation of a course must be made at least 30 days before the commencement of an activity. A request for cancellation may be considered with less than 30 days notice if it is due to exceptional circumstances and is approved at the discretion of the APS Academy.

Requests to substitute, reschedule or cancel must be made via email to APSAcademy@apsc.gov.au.

Refunds

You may be eligible for a refund: 

  • where a cancellation request is made at least 30 calendar days before the commencement of your activity as per APS Learn; or 
  • where there are exceptional circumstances as determined by the APS Academy.

Refund requests with more than 30 days’ notice should be made through APS Learn on the Session Information page for the relevant activity. Where that option is not available please submit your request in writing to APSAcademy@apsc.gov.au.

Refunds will not be granted if you fail to attend your activity or fail to substitute, reschedule or cancel within the specified timeframes of your activity start date, unless the APS Academy determines there to be exceptional circumstances.

Where you need to withdraw from an extended course or program after the commencement of your first activity or session, partial refunds for associated costs (such as accommodation) will be considered on a case-by-case basis at the discretion of the APS Academy.

Exceptional circumstances

Exceptional circumstances are determined by the APS Academy and may include extraordinary or unusual circumstances that significantly prevented you from making changes to your registration (rescheduling, substituting, or cancelling) within the required timelines. 
 
Exceptional circumstances do not typically include:

  • A failure to attend your session on time
  • User-level technical issues (i.e. poor Wi-Fi, failure to test the delivery platform ahead of session – please see the section on Delivery methods below for more information about your obligations to manage the technical requirements for virtual delivery)
  • Workload issues (i.e. too busy to attend, new work priority has emerged on short notice, travelling for work)

In cases where you find yourself suddenly unwell, or if you are exhibiting COVID-19 symptoms on the day of a face-to-face event, you must not attend. The APS Academy will take all reasonable steps to reschedule you to a later session. Where an arrangement cannot be made, refund requests will be considered on a case-by-case basis at the discretion of the APS Academy.

Evidence of exceptional circumstances should be provided in support of your request (where appropriate). Any requests to reschedule or cancel for a refund due to exceptional circumstances will be assessed at the discretion of the APS Academy on a case-by-case basis.

Fees charged

Fees relevant to activities are presented when enrolling in an activity. Fees presented and paid represent the whole cost (including any material expenses) and are GST exclusive.

Fees will not incur GST if:

  • the payment is between government-related entities
  • the payment is covered by an appropriation
  • the amount of the charge does not exceed the actual or anticipated cost of providing the goods or services.

Goods and services provided to other entities (i.e. that are not a government-related entity) will incur a charge of 10% for GST if the goods or services are normally a taxable supply for GST purposes.

Web Accessibility

The Learning Management System interface is currently compliant to Level AA+ of the Web Content Accessibility Guidelines (WCAG) version 2.0 (WCAG 2.0) standard.

Material

The APS Academy endeavours to ensure material on APSLearn complies with Level AA+ of the WCAG version 2.0 (WCAG 2.0) standard. 

While the APS Academy endeavours to ensure that material on the platform is accurate and up-to-date, you should exercise your own independent judgement before you rely on it. The platform is not a substitute for independent professional advice and users should seek appropriate professional advice in any event.

The APS Academy endeavours to ensure material on the platform is accessible, however, if you find difficulty in accessing material on the platform please contact us for alternative options.

At times, the APS Academy publishes or incorporates material received from other Australian Government agencies and third parties. Materials provided by third parties may not adhere to the standards the APS Academy seeks to achieve. Australian Government agencies are required to meet WCAG 2.0 Level AA and are responsible for ensuring materials they supply to the APS Academy are compliant

Links to external resources are supplied for convenience and in good faith. This does not necessarily reflect the considered views of the APS Academy nor does it necessarily constitute endorsement of material from external websites, or any associated organisation, product or service.

The APS Academy makes no representation or warranty about the accuracy, reliability, currency or completeness of any third party information.

Delivery methods

Face-to-face

You are responsible for your own travel and accommodation arrangements to participate in APS Academy activities.

Some APS Academy activities include a residential component. If your activity includes a residential component, you are not required to make accommodation arrangements for the duration of the activity (start to close of the activity). All arrangements relating to residential components will be coordinated by the APS Academy. 

All face-to-face activities are delivered and managed in line with current COVID-19 regulations. Delivery will take place in line with jurisdictional COVID-19 requirements. Participants are responsible for adhering to jurisdictional COVID-19 requirements, which may include physical distancing and the wearing of masks. Should conditions change, this delivery may be rescheduled or updated to be delivered virtually. If you are unable to attend a face-to-face course due to COVID-19 restrictions, please contact APS Academy as soon as possible.

Virtual

If you are enrolled in a virtual-facilitated activity you are responsible for ensuring you:

  • are able to connect to the specified delivery tool. You must log in at least 15 minutes prior to the start of the activity to troubleshoot any issues. We strongly encourage you test your access prior to the day of delivery
  • have access to a work/personal internet network connection
  • have access to a compatible work/personal device (laptop or tablet) with an active camera (although a webcam is preferred, it is not a requirement for most courses).
  • can undertake the activity in a private and quiet space. This is to help maintain the confidentiality of other participants.

Please note: your agency IT system may not support access to online delivery platforms for activities such as Microsoft Teams, Zoom, Webex, Adobe Connect, Pexip, Kahoot, etc. If you are unable to connect to your activity delivery platform using your agency IT system, you must be willing to use your own personal devices and/or internet connections to access and complete the activity.

Other conditions

The APS Academy may cancel, postpone or re-schedule activities due to low enrolments or unforeseen circumstances. The APS Academy may also change fees prior to enrolment, dates, locations, content, guests or conveners, or methods of delivery of activities at its discretion. The APS Academy will endeavour to provide you reasonable notice of any changes.

The APS Academy does not accept liability for any losses incurred as a result of changes to the activities.

Data

APS agencies can request data from the platform, as long as it has a business justification. Your agency must complete the APS Academy data request form for each data request.

Data generally reflects completions, registrations and cancellations for facilitated courses, programs and e-learning. If your agency needs additional data, that should be raised as part of the online request form. The APS Academy will contact your agency if there are any issues or questions related to the data request.

Privacy

Your information is collected in accordance with our Privacy Policy for the purpose of coordinating APS-wide training and career development opportunities, including future training activities and reporting on training activities. Your personal information will be used for activity administration, statistical analysis and evaluation of activities, including by external third-party providers. Your personal information will be disclosed to course facilitators and practitioners, who may also be external third parties, to enable tailored and effective delivery of courses.

Your personal information may be disclosed to your home agency for administrative and statistical and monitoring purposes. Your information may be used to distribute information about other APSC run or sponsored opportunities and to maintain the APSC's databases. Occasionally mailing lists are made available to entities with related functions.

When taking part in online interactive learning courses, a virtual classroom tool will be used for the delivery of content. It is the participant’s responsibility to understand that by registering for APS activities delivered by the APS Academy and contracted third parties, they are agreeing to the operation and terms of the tool's usage.

Last updated