West Northamptonshire Schools Bikeability Terms and Conditions 26-27
School’s Responsibilities
Each school/organisation must select and name at least one member of staff who will have responsibility for organising the training. The school will be responsible for:
- Selecting and confirming booking dates
- Ensuring your Headteacher is aware of the booking, training dates and the cancellation policy
- Promoting training to pupils and parents/carers
- Grouping pupils
- Checking instructors are aware of participating pupils’ needs and teaching strategies
- Ensuring pupils are sent out before sessions begin
- Acting as a point of contact and liaising with instructors daily
- Distributing award materials to pupils and celebrating their success
Pupil Enrolment
To enable us to confirm timings and register your pupils, schools/organisations must support us in enrolling pupils through a consent form. This will either be paper-based or (from September 2026) via a digital online form to enable their children to take part in the training.
The digital consent form link will be sent out prior to training and we will prompt you to send out a number of reminders.
6 weeks prior to the course, we will need to finalise the maximum number of pupils allowed on the course. After this date, we ask you to continue to promote the course and we will allow enrolment up to the course start date. Please note that once the course structure and numbers have been fixed, pupils may be put on a reserve list if the maximum number is reached. We need this to ensure we meet strict Bikeability ratio and timing guidelines. We will communicate this clearly with parents/carers.
Course numbers
The following are our minimum number of pupils per Bikeability course:
| Course type | Minimum number |
| Balance | 12 |
| Learn to Ride | 6 |
| Level 1 | 10 |
| Level 1 & 2 | 6 |
| Level 3 | 6 |
Any schools who have fewer than the minimum number likely to take part in any cohort group should contact us for options. In these circumstances options might be to pool multiple year groups together, link with a nearby school or pay for the difference in places.
Cancellation by schools/organisations
Bikeability is funded by West Northamptonshire County Council who access grant funding from Active Travel England.
Last minute changes and cancellations affect the Council’s ability to secure future funding for all local schools and causes other children to miss out on training. To safeguard against this, Outspoken Training implements the following cancellation policy which is in line with wider education, sports and outdoor pursuits industry standards. These charges will be enforced if the course is cancelled by the school, or if more than 10% of the children who have booked are unable to attend with 5 or fewer working days’ notice.
| Time of reschedule/cancellation before the training start date | Cancellation/reschedule charge |
| 32+ days before course start date | No charge
|
| 15-31 days before course start date | 50% costs per pupil listed on your register (or booking form if register has not been completed).
Outspoken Training will use reasonable endeavours to secure an alternate booking for the cancelled training session. |
| Fewer than 15 days before course start date | 100% of the course costs per pupil listed on your register (or booking form if register has not been completed). Outspoken Training will use reasonable endeavours to secure an alternate booking for the cancelled training session. |
Changes to course dates will be at the discretion of Outspoken Training. An admin fee of £50 + VAT will be billed for any approved requests to change course dates or timings within 14 days of a course start date. If we cannot accommodate changes before a course leading to it being cancelled, the cancellation charges will be applied.
Course costs
| Course type | Cost per pupil registered (ex VAT) |
| Learn to Ride | £18.00 |
| Level 1 | £18.00 |
| Level 1 & 2 | £56.00 |
| Level 3 | £55.00 |
Outspoken Training will invoice the school/organisation directly for any sums due in accordance with the notice conditions stated above.
Cancellations due to factors outside the School’s/Outspoken Training’s control
There shall be no charge to the school/organisation where cancellation is due to:
- Ofsted has requested a cancellation as part of their inspection. However, it is worth noting that Ofsted have praised schools for taking on Bikeability in inspection reports (please search ‘Bikeability’ through the following link: https://www.watchsted.com/Search)
- Red weather warnings (we will risk assess, adapt and where possible continue training in other cases)
- Public health mandated closure of school/organisation
- A force majeure event
Cancellations made by Outspoken Training
If Outspoken Training needs to cancel a course/session, we will notify you as early as possible and work with you to reschedule the course or session at a mutually convenient time. The training provider will email to confirm the postponement, along with a new booking confirmation.
Data Protection & Privacy
The School acknowledges that Outspoken Training acts as an independent Data Controller for all personal data collected from parents/guardians via Outspoken Training’s online registration link. The School’s role is solely to distribute the registration link to parents/guardians.
Outspoken Training shall collect and process all personal data (including pupil details and any health/medical consent) in strict compliance with the UK GDPR and Data Protection Act 2018. Outspoken Training’s full Privacy Notice is available at: https://outspokentraining.co.uk/privacy-policy/
Outspoken Training does not share identifiable pupil personal data with the School or external funding bodies without separate explicit consent. Only fully anonymised summary data (e.g., participation counts and pass rates) is provided to funding partners, including the Bikeability Trust and Local Authorities, for reporting and audit purposes.
Outspoken Training will provide the School with a completed course register to confirm pupil attendance and safety arrangements. The School agrees to handle this register in accordance with its own data protection policies
Safeguarding
Outspoken Training recognises the importance of safeguarding children and the guidance Keeping Children Safe in Education, and the role of the individual school in determining access and supervision of staff on site. As third-party contractors working on and off the school site for training, our instructors will carry ID in order for schools to check identity, and a letter of assurance confirming the recruitment and vetting checks we have undertaken on an instructor. Schools can upload this letter to their Single Central Record.
It is condition of registration with the Bikeability Trust that to receive funding, Instructors must:
- be qualified in the Level 2 Award in Instructing Cycle Training
- hold an enhanced DBS check with check against the barred list. This must be within the last three years, or the instructor is registered on the update service
- Have done Emergency First Aid at Work and Safeguarding training
We look forward to working with you. Do let us know if you have any queries.