Policies

Genome Research Limited (GRL), operating as Wellcome Sanger Institute, is the controller responsible for your personal data as collected through Connecting Science’s learning and training programme.

We collect and process your personal data when you visit our webpages, register for events, sign up for information or newsletters, attend events/courses/conferences, apply for a bursary or carer’s grant, submit an abstract, or otherwise contact us in relation to the services offered by Connecting Science.

This Privacy Notice provides information on how we collect and process your personal data when you interact with Connecting Science’s learning and training programme, or otherwise provide us with your information.

For more detailed information please click here to read GRL’s Privacy Policy, and please click here to read our Terms of Use. You should read these in conjunction with this Privacy Notice. In the event of any inconsistency between these terms, please note that this Privacy Notice will take precedence.

Our legal basis for processing personal data

Our legal basis for processing personal information is usually for our legitimate interests, if we have your consent, for the performance of a contract or to meet our legal obligations. We may collect and use your personal data if it is necessary for our legitimate interest and so long as its use is fair, balanced, and does not unduly impact your rights. We may process personal information because it is necessary for the performance of a contract to which you are a party (such as events registration), or because we are legally obliged to do so (such as security and welfare).

The data we collect about you

We may collect, use, store and transfer different kinds of personal data about you as follows:

• Identity Data.
• Contact Data.
• Financial Data.
• Transaction Data.
• Technical Data.
• Profile Data.
• Usage Data.
• Cookie Data.
• Marketing and Communications Data.
• Photographic Data.
• Social Media Data (including handles).
• Feedback and Survey Data.

How we use your personal data

We will only use your personal data for the purpose for which we collected it which includes the following:

• To register you as an event/course/conference participant, speaker or attendee.
• To process and deliver events/courses/conferences that you have signed up for.
• To manage your relationship with us.
• To enable you to participate in a bursary or award selection, or to complete feedback or surveys.
• To improve our website, products/services, marketing or outward facing relationships.
• To recommend events or services which may be of interest to you and to tailor your experience of our website in the future.
• To promote and market other similar events or services, including paid-for marketing campaigns (for photographic data only).

How we share your personal data

We may share your personal data within GRL, and occasionally with selected external third parties who are directly involved in our activities or otherwise connected to GRL, and where sharing such data is required to deliver events, conferences, courses or other related facilities and services. Third parties may include marketing agencies, academic institutions, and technical support organisations. This may mean that your personal data is transferred outside of the UK and EU.

International transfers

We may transfer, store and process your data internationally due to the nature of the events, courses, conferences and related facilities and services we provide. Where possible, we will only do so to countries that are of an adequate level of protection for data privacy and we will ensure a similar degree of protection is afforded to it by agreeing relevant safeguards. This may include any personal data that we hold about you from our Global Training Programme, which by its very nature, will include international transfers to our collaborating institutions across the world.

Cookie data

A cookie is a small text file which is placed on your computer’s hard drive by a website. When you visit our website, your browser checks to see if it has any cookies for that website and then sends the information contained in those cookies back to the website in order to improve your experience. Cookies record information like permissions and preferences. We may also use third parties such as Google Analytics, to set cookies on your devices to help us better understand visitors to our website. Google Analytics will collect anonymous usage and visitor behaviour information which helps us better understand the demographic of our visitors and their interests or needs. For additional information about Google’s privacy practices, please click here to visit their website.

How long we keep your information for

We will hold your personal information on our systems for as long as it is necessary for the relevant activity. It will be deleted when it is no longer reasonably necessary, or you have exercised your rights to object to processing. We may retain your personal data for longer in the event of a complaint or a contemplated litigation.

Your legal rights

For details of your rights under data protection laws, including the right to receive a copy of the personal data we hold about you and the right to make a complaint at any time to the Information Commissioner’s Office, the UK regulator for data protection issues (www.ico.org.uk), please see our privacy policy aforementioned.

Contact details

We have appointed a data privacy handler. If you have any questions about this privacy notice or our data protection practices please contact dataprotection@sanger.ac.uk or write to Data Protection, Legal Dept, Genome Research Ltd, Wellcome Genome Campus, Hinxton, Cambridge CB10 1SA.

 

Payments

Payment can only be taken online with a credit or debit card.  It is not possible to register and pay on site. If you have any difficulties with the payment site please contact the event organiser.

Online payments are subject to the following payment conditions:

For conference registrations (i.e. where places are offered on a first come first served basis). Payment must be received as detailed on the event webpage before registration is confirmed.  Admittance to the event without prior payment/proof of payment will not be permitted.

For events requiring an application (i.e. the majority of courses), payment will be requested after a candidate has been selected and invited to register fully.  The acceptance and payment for events must be received no later than 10 working days after the invitation has been issued.  The programme reserves the right to withdraw the offer of a place should payment not be received by the due date.

If you have any difficulties please contact the event organiser.

Cancellation and refund policy

Cancellation by the attendee – onsite registration

All notices of cancellation must be sent by email to the event organiser.  Cancellations with less than 30 days’ notice prior to the event will incur 100% of the fee.

Cancellation by the attendee – virtual registration

All notices of cancellation must be sent by email to the event organiser.  Cancellations with less than 6 days’ notice prior to the event will incur 100% of the fee.

Cancellation of, or changes to, the Event

We reserve the right to amend the  event programme.

If the event has to be cancelled due to circumstances beyond the control of the event organiser, the full registration fee will be refunded.  All refunds will be made to the credit or debit card used for the initial payment.

WCS  will not be liable for any extra costs incurred by delegates, such as those associated with travel, accommodation or visa applications, etc.

Health and Wellbeing

Cancellation by the attendee – for onsite registration type

In the event that an attendee is unable to attend in person due to a medical reason, please contact the event organiser.

All refunds will be made to the credit or debit card used for the initial payment. 

WCS  will not accept liability for other costs associated with attending an event such as travel, external accommodation etc.  We suggest booking flexible travel and take out travel insurance that covers for these eventualities.

Travel visas

Visa-related costs will not be reimbursed (e.g. visa application fee or embassy travel costs, etc.) under any circumstances.  Please note that a refund of registration fees will not be given to those whose visa application is declined if you inform us less than 30 days prior to the event (see cancellation by attendee above).

Medical insurance

Attendees must have appropriate travel and medical insurance for the duration of the event.  The Learning and Training programme will not be liable for any medical costs should the attendee require hospital or medical attention not any associated costs (travel, extra accommodation, etc.).

Damage to property

If an individual causes any damage to any property relating to the event (including accommodation) they will be liable to pay the full cost of repair or replacement.

Your details and your data

By registering/applying for a learning and training event, you have agreed that we will contact you about logistical and other information related to the event itself.  We will share relevant details with instructors or programme committees, when appropriate. For example, but not limited to, selecting applicants for a course or choosing abstracts for a conference, bursary application or poster prize.

For events that are co-organised with partners, we may share your contact details with them. We will not share your details with third parties unconnected to the event you have attended.

You have the option to share your details in the attendee list featured in the event materials, which will be circulated to our our attendees.

You can sign up to our marketing list to hear about future events in our programme.  Please note you can unsubscribe from our marketing emails at any time.

Data will be held by us internally for a maximum of five years.

Any data held outside of our registration system will be de-identified.

Health and Safety for Laboratory Training Courses

These courses uses a range of laboratory chemicals, equipment and techniques, for which we have the appropriate Risk and COSHH Assessments. Some of these chemicals could be hazardous for pregnant women, those who have given birth within the past 6 months, or who are breastfeeding.

The Genome Campus is a large site, and there is a reasonable amount of walking between the labs, lecture theatre, accommodation and restaurant.

If you have any health issues for which you would be required to have additional Risk Assessments or COSHH assessments, including a disability, please advise your Event Organiser who will arrange for our Laboratory Manager to contact you in confidence, at least 1 month before the course commences where possible, so we can ensure that the appropriate safeguards are in place, or provide assistance where required. Under some circumstances individuals will not be able to carry out every part of each experiment or may not be allowed to attend demonstrations where it is not safe for their health to do so, however these form a minimal part of the course.

Attendance at Learning and Training Events

We expect attendees to participate in all sessions of a course to receive the certificate of attendance.

All event attendees (whether participating online, in person or on campus) are expected to abide by this Code of Conduct. We aim to ensure that the ethos of the programme is followed and that no individual or groups feel harassed or uncomfortable participating in the event or at social activities, in-person or online.

Ethos

The events are a partnership between the expertise of the courses and conference team, in scientific event management and educational programme development, and the expertise of the scientists and clinicians. We support the dissemination of knowledge in an open and respectful environment. Our events support the highest academic quality and integrity and, where sponsorship has been obtained, or conflicts of interest arise, this will be open and transparent. We promote diversity and equality and do not discriminate on gender, race, age, religion, physical appearance, disability, sexual orientation or any other information provided.

We aim to provide a friendly, safe and welcoming environment for all course and conference participants. Therefore, we ask all attendees treat all speakers and participants with respect, courtesy, and professionalism.

Code of Conduct

1. Be aware that certain language and images can offend groups and cultures different to your own. If you have any doubt about whether specific language or images in your presentations could be misinterpreted, remove them.

2. We will not tolerate harassment or intimidation of any person, whether verbal, physical, or written (including on our virtual event portal, networking channels, social media, or by email).

Harassment includes, but is not limited to:
a. Offensive or unwanted comments on gender, race, age, religion, physical appearance, disability, sexual orientation.
b. Use of sexual images, inappropriate physical contact, unwelcome sexual attention or stalking.
c. Sustained interruption of speakers or those asking questions.
d. Unwanted photography or filming.

Intimidation includes, but is not limited to:
a. Making threats
b. Bullying
c. Personal attacks

3. Behaviour that results in damage to Campus property is not acceptable and you will be expected to pay for repair/replacement/cleaning.

Covid safe policy

Conference and course participants attending onsite events are expected to comply with the following policies on testing and vaccination, and the guidelines in operation at the conference centre.

We reserve the right to ask any individual to leave the event (whether in-person, on campus or virtual) if they break the Code of Conduct. They will not be given a refund of any fees, and will not be allowed to reside on Campus (if they have Campus accommodation) and will not have access to the virtual platform for the remainder of the event.

Our courses and conferences aim to promote gender balance across the programme as set out below:

Conferences:

1. All new and renewed committees must comprise equal numbers of men and Committees to usually comprise of four members, each of whom must rotate off (two at a time) in turn after two years.
2. All session chairs and invited speakers to comprise equal numbers of men and women.

Courses:

1. Gender balance of course instructors is strongly encouraged on all No mandatory minimum number of female instructors is set, due to the large time commitment involved in lab-based courses, but there should be no single -sex instructor panels.
2. Instructors/Organisers to comprise equal numbers of men and women for discussion- based courses.
3. Invited speakers/tutors to comprise equal numbers of men and women for courses based at the Welcome Genome Campus.
4. Across the whole programme, the number of selected participants to comprise equal numbers of men and women.

Monitoring:

1. Each event is monitored by the event
2. An annual summary of the numbers to be reviewed by the Courses and Conferences Steering Group.
3. All proposals for the introduction of new events to the programme will include a section on gender balance and will be reviewed by our steering group.
4. Exceptions: where a field has a very low number of women or men; this is to be flagged up to the event lead in advance (i.e. during the development of the event proposal), it will be reviewed by the Steering Group to determine if lower numbers are acceptable.

Timeframe:

1. To be implemented immediately (November 2016) for events taking place from October 2017 onwards.
2. Allowing current committees to rotate off after two years, the policy is likely to be fully effective by October 2018.

 

Equity, diversity and inclusion are core goals of Wellcome Connecting Science, both because they are an integral and essential part of positive research culture, and because evidence shows that the best research is done when the broadest diversity of people, and therefore ideas, are represented.

As part of that commitment, we are now setting clear policies for the diversity of our course training teams, in order that participants are exposed to the widest range of role models and mentors through our events.

Gender balance for all courses and global training events

1. There will be no single gender organiser panels.
2. There will be an equal number of men and women across the entire training team (organisers/ instructors/assistants) for a given course, which usually totals 8-15 people depending on the type of course. For global training courses this should include locally-based trainers.
3. Involvement from under-represented groups is also encouraged to further diversity and representation.
4. Guest speakers invited to give presentations for courses will comprise an equal number of men and women.
5. Participants for each course will comprise equal numbers of men and women wherever possible. For some courses this may be more challenging than others, but we will aim to balance the number of men and women participants across the programme as a whole for a given year.

Global training events

In addition to the gender balance expectations:

1. At least 70% of global training teams (organisers, instructors, assistants) should be from the global region (Africa, Asia, Latin America) at which the course is targeted. We will initially set a target of 50%, but we expect teams to achieve 70% by 2024.
2. At least 50% of the Organiser pool should be regionally-based.
3. Global training teams should represent at least three countries in the particular region, and include multi-lingual instructors wherever possible and relevant.
4. All invited guest speakers should come from the global region at which the course is targeted, and the speaker pool should be gender balanced.
5. Selection of participants should ensure geographical

Timeframe

1. To be implemented immediately (September 2021) for events taking place from October 2021 onwards.
2. Allowing current teams to put in place strategies to meet the minimum requirements, Global Training targets will be fully effective by September 2024.

 

Parent and Child Information

We are committed to supporting parents and those with special requirements to attend our events. We are piloting two options to facilitate attendance with children or dependents: carer grants and a new policy to allow children to attend our conferences. We will be assessing these polices over the next year and welcome your feedback on how to improve them.

Please contact the event organiser by the registration/application deadline with your particular requirements, in order for us to provide the options below.

1. Carers grants of up to £500 to pay for dependant’s care, for example at home, whilst you attend the event. These are available for all attendees of our events, including conference delegates, course participants, speakers and teaching staff. Please ask us for further information.

Click on this link to download a copy of the Carers Grant Application Form 2024

2. Bringing children and carers to the Wellcome Genome Campus:

a. For conferences children are allowed in the Conference Centre meeting rooms on the understanding that they are well behaved. They must be registered by contacting the event organiser by the registration deadline, along with the details of an additional adult carer you may wish to bring along. Please note, some charges may apply if food and/or accommodation is required.

If you are unable to give us notice your child is still welcome, however, we may not be able to provide all facilities. Please note, children excluded from school with an infection should not be brought to the Campus.

b. Due to the intensive nature of the courses, along with little free time, it is not usually practical to bring family members with you. However, if you wish to bring a baby or child, along with their adult carer, please contact the course organiser by the application deadline and we will try and accommodate your request. Please note, the Sanger Institute buildings have restricted access for under 18s.

c. A baby feeding room is available upon request by the registration/application deadline. Baby food/milk-warming facilities for parents can also be provided with the same prior notice.

d. The Conference Centre Children Policy form must be signed.

The Wellcome Connecting Science Learning and Training team recognises and prioritises the health and wellbeing of all attendees at our events. We maintain a steadfast commitment to ensuring a safe and supportive environment.

On campus, we have qualified first aid and mental health personnel, a private space for individuals seeking respite and our catering services have been designed to accommodate a wide range of dietary requirements.

Hand sanitiser and face coverings are available at our registration desks upon request.

In the collective interest of maintaining a healthy community, we kindly request all attendees to promptly notify us if they experience any feelings of illness or exhibit symptoms indicative of illnesses such as influenza or COVID-19. In instances of mild symptoms, we may explore the possibility of facilitating virtual participation in the event as an alternative.

Your collaboration in upholding these health measures is greatly appreciated, and we reserve the right to refuse entry to an event if it is felt that other attendees will be at risk.

Welcome to the Wellcome Connecting Science learning and training programme. We look forward to working with you. This document provides a summary of how the training events funded by Connecting Science are organised. As a member of the Training team, you are agreeing to participate fully and abide by our policies. We operate a gender equality policy across our courses and also encourage geographical diversity of training teams to ensure representation of global scientific communities. Click here to read the accompanying Equity, Diversity and Inclusion policy .

1. Training team roles and responsibilities 

The Training team for each course will work closely with the Connecting Science Courses team to develop the course activities, materials and deliver training in line with our policies. There are three categories of roles within the Training Teams, with responsibilities outlined below, and listed in further detail in Section three.

• Organisers – Course leads, usually senior scientific Responsible for setting the overall course content and agenda based on needs of defined audiences – usually 3-4 per course.
• Instructors – Responsible for detailed development of individual modules or parts of the course, and and may be involved in delivery of some content – range from 4-8 per course.
• Assistants – Support with practical sessions during the course, but are not responsible for development or delivery of content – range from 4-8 per course
• Guest Speakers are invited to give a short lecture or research seminar.

In essence, the Training Team is responsible for developing and delivering the scientific content, based on their knowledge of the training needs of the audiences. They will also help share the event with their colleagues and networks to ensure a good applicant pool.

2. Wellcome Connecting Science responsibilities

Within the Connecting Science Learning and Training Team there will be a specific course development lead and event organiser assigned to each course, who will be the primary points of contact for the Training Team. These two individuals will work closely with the leads of our IT and laboratory teams to organise and develop the course and manage the logistical and budgetary aspects of the event. Regular meetings will be scheduled and the Connecting Science team will ensure that timelines and deadlines are adhered to and ensure successful delivery of the course.

In addition to underwriting the event financially, we will provide full support including:

Planning and development 

• Guidance in the development of course proposal, regular review of the course, and helping tailor the delivery format to the needs of the audiences
• Arranging and chairing meetings, taking notes and circulating action items
• Organising a planning schedule and timelines
• Liaise with Training Teams to ensure access to relevant resources for developing the course
• Compiling, printing and distributing course manuals, badges and attendance certificates
• Managing registration and onsite support during the event
• Co-ordinating post-course and follow-up feedback from participants and training
• Provide IT and technical support including development of Virtual Machines and guidance on technical requirements for virtual courses
• Ensure all training materials and resources are secure and accessible.

Finances 

• Financial management –set and manage budgets, set and collect registration fees
• Provide bursaries for travel and registration where appropriate
• Co-ordinating bursaries and reimbursements related to travel and expenses

Venue and facilities management 

• Venue booking and arrangements including accommodation and catering
• Prepare laboratory equipment and support in development of protocols
• Liaise with course teams regarding needs and experimental set up
• Prepare and set-up computers as required
• Liaise with host organisation or collaborators for courses in Africa, Asia, Latin America.

Marketing

• Managing the event webpage and online applications
• Managing/updating the course information on the website
• Marketing and Promoting the course through email blasts, adverts and web advertising

Selection of participants 

• Processing all applications through our online registration system
• Liaising with Selection Committee for scoring and selection of applicants

Participants and training team arrangements (including travel and accommodation)

• Liaising with guest speakers, training teams and participants regarding technical set-up, needs for delivering courses and special requirements.
• Liaising with participants regarding payment of registration fees, both for courses that take place on the Wellcome Genome Campus, as well as elsewhere as part of our Global Training programme.
• Liaising with guest speakers, training teams and participants with regard to travel and accomodation both for courses that take place on the Wellcome Genome Campus, as well as elsewhere as part of our Global Training programme. Refer to travel guidelines for further details.

3. Roles and responsibilities for training teams

Organiser – responsible for leading the course and setting the course content

Proposal and review

• Develop course proposal for approval by Steering Committee
• Provide input for course review which takes place every 3-5 years
• Identify suitable contributors and guest speakers.

Planning and development

• Attend planning meetings
• Score applications and attend selection meeting
• Design and develop course content and materials including manuals, handouts, lecture notes
• Advise on software and bioinformatics requirements and help with set up
• Support the development of training and facilitation skills as part of the Train the trainer programme to strengthen capacity building and ensure sustainability of the course.

Delivery and post-course

• Lead and play an active role in the introduction session of a course
• Lead some sessions or modules during course – includes delivery of lectures and practical sessions, and overseeing workshops or breakout rooms for virtual events
• Be on site or available virtually for the majority of the duration of a course, including evening sessions, to support participants and networking activities
• Give seminars as required
• Lead the Instructor and Assistant teams
• Attend post course meetings
• Provide feedback for improving the course
• Revise or update course content on a regular basis
• Provide post-course support were needed.

Instructor – co-lead in development and delivery of specific modules 

Planning and development

• Assist in the production of course material in the form of manual or handouts to agreed timelines
• Score applications and attend selection meeting – as required
• Attend planning meetings – as required
• Supply lists of consumable and equipment to Connecting Science staff within agreed timelines
• In conjunction with Connecting Science lab staff prepare laboratory reagents for each lab session, or develop video content for virtual courses

Delivery and post-course

• Assist the organisers during sessions (e.g. lab experiments), and may lead some sessions or modules
• Give presentations or seminars as required
• Be on site for the majority of the duration of a course, including evening sessions, to support participants and networking.

Delivery and post-course (continued)

• Oversee breakout rooms for small group practical sessions (virtual)
• Monitor for questions during sessions (virtual)
• Attend post course meetings as required
• Provide feedback for improving the course

Assistant – assist with practical sessions during the course 

Delivery and post-course

• Generally assist during sessions (e.g. lab experiments)
• Be available for specific tasks or modules and where possible for the duration of the course to support participants and networking, but not usually involved for the whole course
• Oversee breakout rooms for small group practical sessions (Virtual)
• Monitor for questions during sessions (Virtual)
• Provide feedback for improving the course.

Guest speakers – invited to give short lectures or talks 

• Guest Speakers give a lecture, seminar or workshop on a specific topic as part of the core training programme or module lasting 1-3 hours, and may be available to network with participants, but not expected to be available for the duration of the course.

4. Important timelines and deadlines

• Planning for a course starts 8-10 months before the course At least 3-4 meetings are arranged for planning and development of the course
• Marketing and advertising will start at least 6 months before the course
• Course programme will be completed and signed off 3-4 months before the course
• Contact details of all organisers, instructors, assistants will be provided by selection meeting
• Selection is held 3-4 months prior to the course
• For laboratory courses lists of consumables and reagents will be provided at least 6 weeks prior to a UK based course and 6 months prior to a Global Training course, as courses in Africa, Asia, and Latin America often require longer lead times for certain consumables and locations.
• Software lists and data resources will be provided to the IT team at least 2 months prior to the course
• Materials for the manual will be finalised 1 month prior to the course
• Post course meeting will be arranged a few weeks after the course.

1. Introduction

This travel and expenses policy applies to individuals who form the training teams that are involved in planning, developing, and delivering Wellcome Connecting Science courses. Connecting Science aims to always provide the best possible value for travel and subsistence, while also ensuring no-one is out of pocket. This policy sets out guidance on travel and accommodation arrangements and the reimbursement of expenses incurred by members of the training team.

When contacting Connecting Science about travel arrangements and expenses, please email the event organiser or administrator that has been assigned to the course via the course’s email address: courses@wellcomeconnectingscience.org

Please note: if there is any request which falls outside this policy, we cannot guarantee any special arrangements may be made.

2. Travel guidelines  

For members of the training team who are not Genome Research Limited (GRL) employees, Connecting Science will support various options to travel to the Wellcome Genome Campus.

Below are the guidelines around various modes of travel:

Air travel

• Where possible, travel by air will be booked by the Connecting Science approved travel agent and the booking will be for an economy class ticket(s). Under special circumstances (for example medical reasons) a higher class of travel will be considered on a case-by-case basis and will need to be approved by the Connecting Science Associate Director for Learning and Training, before any bookings are made.
• Any changes to class of travel after ticket purchase will not be permitted unless there is no cost, or the cost is covered by the person travelling. Excess baggage costs will not be covered unless the items are required for the course.
• If a member of the training team opts to book a higher class of ticket, they will need to arrange the booking themselves. Connecting Science will then reimburse the equivalent cost of an economy class ticket after the event via the expense claims process.
• Any air miles or frequent flyer benefits can be retained by the passengers but there should be no cost to Connecting Science, and we will not be liable for any taxes arising from this.
• Where airport accommodation is required as part of the journey, this will be arranged by the Connecting Science-approved travel agent.
• In most circumstances airport transfers will be arranged with Connecting Science travel agent. If this is not possible, please contact the event organiser/administrator for the course to discuss alternative arrangements.

Rail travel 

Travel by rail should be by the most economical route, which will usually be standard class tickets. First class travel will be considered on a case-by-case basis (for example, if it is cheaper than the standard class ticket) and will need to be approved by the Connecting Science Associate Director for Learning and Training, before any bookings are made. Where necessary, and by request, Connecting Science will facilitate purchase of advance tickets.

If ticket costs exceed the equivalent of £250, please contact the event organiser or administrator for approval prior to purchase.

Road travel

When booking taxis, please share trips with other attendees where possible. Any taxi trips outside of the wider Cambridge area will need to be approved by the Connecting Science Associate Director for Learning and Training. If approved these trips should be pre-booked through WCS’s travel agent.

If travelling by car, the rate is 45p per mile. There is a limit of 200 miles in total that may be claimed.

Click here for general information about getting to the Wellcome Genome Campus.

Requesting trip changes

Please contact Connecting Science prior to making any changes to your confirmed itinerary as our travel agent is unable to make changes without prior authorisation.

Extended trips for personal travel 

• If trips are extended for non-course reasons, WCS will cover the travel costs to Campus but the cost for travel must be the same (or less) than it would be for the course If there is any difference in cost this must be met by the person travelling.
• Any other additional costs incurred by the traveller – such as extra nights’ accommodation, food, extra travel/medical insurance (to cover non-course dates), and taxis must be covered by the traveller.
• Airport transfers will not be provided unless they are directly to or from the campus during course dates.
• Any other expense claims will not be approved outside of the course

3. Expense claims and reimbursements 

All reasonable expenditure incurred while working on a Connecting Science course can be claimed. The test of what is reasonable should be based upon business need – if in doubt please check with Connecting Science.

4. Accommodation

Accommodation for the duration of the course for training teams that are not usually based at Wellcome Genome Campus will be booked and paid for by WCS. Where airport accommodation is required as part of the journey, this will be arranged by the travel agent, and approved by Connecting Science. If additional accommodation is required, please discuss this with the Connecting Science event organiser/administrator before making reservations.

For training teams who are usually based at the Wellcome Genome Campus, accommodation requirements will be discussed on a case-by-case basis. Rooms on campus will be prioritised for external training instructors and assistants, and course participants.

Whilst staying at Connecting Science approved accommodation any additional expenses accrued throughout the stay will not be covered and payment arrangements should be made directly with the Conference Centre or a Connecting Science approved hotel.

Airport transfers 

In most circumstances, Connecting Sciences’s travel company will have arranged airport transfers to and from the Campus. Connecting Science will reimburse reasonable airport transfer costs in the passenger’s home country. Original receipts should be kept and attached to the expenses claim after the course.

Meal costs

During the course, all meals will be provided. Therefore, no claims for meals within the course dates will be accepted.

The exception to this will be any claims made for meals taken when travelling to a WCS course (for example, at the airport prior to flying) or directly prior to the commencement of the course (for example, the night before the course starts). In these circumstances, reasonable meal and refreshment costs will be reimbursed to a maximum of £25 per head per meal, including drinks, with a limit of 1 alcoholic beverage per meal.

Please note that Hinxton Hall Conference Centre operates a cash bar which is open during the course. There will be a welcome reception on the first night, where drinks (beer/wine/soft drinks) will be available free of charge to all delegates. In addition, there will be wine at the table (up to half a bottle per person) for the course dinner.

For all other evenings, each member of the training team will be provided with the equivalent of two drink tokens per night which may be used to purchase beer/wine/soft drinks. There is no restriction on when these tokens can be used. The purchasing of additional and/or alternative drinks will be at the individuals own cost and will not be approved by Connecting Science in any expenses claim.

5. Travel visas

Connecting Science will liaise with each member of the training team to arrange visa applications and costs will be reimbursed.

6. Vaccinations 

Vaccinations that are required for travel should be obtained from an approved, licensed travel clinic/centre. Costs for vaccinations will be reimbursed.

7. Childcare policy 

Click here to refer to our childcare policy.

8. Travel insurance 

All members of the training team will be covered by the Wellcome Trust and Subsidiary Companies Personal Accident and Travel Insurance policy for the duration of the course and travel to and from the course.

If a member of the training team extends their trip for a holiday or other business reasons, they will not be covered by this policy. It is the individual’s responsibility to arrange and pay for their own travel insurance to cover any extension to their trip.

Individuals may not be covered if they separate from the course group – this may include (but is not limited to) some sight-seeing trips and visiting bars and clubs.

9. Claiming expenses

Expense claims must be made via the Concur system, on the GRL platform. Instructions on how to make claims will be provided by Connecting Science.

Expenditure which may NOT be claimed

Expenses which are private, incurred outside of any work related to the running of the course and not course related are not reimbursed. These include, but are not limited to:

• Clothing, personal – purchase or hire
• Driving offences, including parking fines
• Gifts, personal
• Hairdressing
• Hotel leisure facilities – swimming pools, spa
• Luggage
• Excess baggage charges (unless directly related to course materials – please ask Connecting Science before taking course materials by plane)
• Minibar
• Passports
• Pay TV or subscription services
• Sight-seeing trips
• Toiletries, magazines, and books when staying away.

1. Introduction

This travel and expenses policy applies to individuals who form the training teams that are involved in planning, developing, and delivering training courses outside the UK for Wellcome Connecting Science (WCS). WCS aims to  provide the best possible value for travel and subsistence. This policy sets out guidance on travel and accommodation arrangements and the reimbursement of expenses incurred by members of the training team.

When contacting WCS about travel arrangements and expenses, please email the event organiser or administrator that has been assigned to the course via the course’s email address: globaltraining@wellcomeconnectingscience.org

Please note: if there is any request which falls outside this policy, we will consider the request but  cannot guarantee any special arrangements will be made

2. Travel guidelines

WCS will support various options to travel to  the host institute. The course organiser will ask for your dates of travel. Please ensure these details are provided by the designated deadline.

Arrival should be within one day of the course starting (for example, if the course starts on a Sunday, arrival should be no earlier than the preceding Saturday). Departure should be within one day of the course finishing.

Below are the guidelines around various modes of travel:

Air travel

• Where possible, travel by air will be booked by the WCS approved travel agent and the booking will be for an economy class ticket(s). Under special circumstances (for example medical reasons) a higher class of travel will be considered on a case-by-case basis by WCS and will need to be approved by the WCS Associate Director, Learning and Training, before any bookings are made.
• Any changes to class of travel after ticket purchase will not be permitted unless there is no cost, or the cost is covered by the person travelling. Excess baggage costs will not be covered unless the items are required for the course.
• If a member of the training team opts to book a higher class of ticket, they will need to arrange the booking themselves. WCS will then reimburse the equivalent cost of an economy class ticket via the expense claims process.
• If you wish to fly by an alternative route to that recommended by our travel company, please discuss this with the course administrator. We may ask you to make your own travel arrangements. You can then claim back the cost of flights up to the sum of the quoted flight.
• Any air miles or frequent flyer benefits can be retained by the passengers but there should be no cost to WCS in doing so. WCS will not be liable for any taxes arising from this.
• Where airport accommodation is required as part of the journey, this will be arranged by the WCS-approved travel agent.

Airport transfers

In most circumstances, WCS’s travel company will have arranged airport transfer to and from the host venue. WCS will reimburse reasonable airport transfer costs in the passenger’s home country. Original receipts should be kept and attached to the expenses claim after the course.

Road travel

Any taxi trips to and from the host institute will need to be approved by the WCS Associate Director, Learning and Training. If approved these trips should be pre-booked through WCS’s travel agent.

If travelling by car, the rate is 45p per mile. There is a limit of 200 miles in total that may be claimed.

General information about getting to the host institute will be provided by the course organising team.

Other travel

Travel by rail or boat should be by the most economical route, which will usually be standard class tickets. By request, WCS will facilitate purchase of advance tickets.
For travel by boat, you will be responsible for booking your own trip and then claim expenses.

Requesting trip changes

Please contact WCS prior to making any changes to your confirmed itinerary as our travel agent is unable to make changes without prior authorisation.

Extended trips for personal travel

• If trips are extended for non-course reasons, WCS will cover the travel costs to the host institute, but the cost for travel must be the same (or less) than it would be for the course dates. If there is any difference in cost, this must be met by the person travelling.
• For GRL staff, please refer to GRL guidelines on adding holidays to business trips.
• Any other additional costs incurred by the traveller – such as extra nights’ accommodation, food, extra travel/medical insurance (to cover non-course dates), and taxis must be covered by the traveller.
• Airport transfers will not be provided unless they are directly to or from the campus during course dates.
• Any other expense claims will not be approved outside of the course dates.

3.     Accommodation

Hotel accommodation for the duration of the course for training teams that are not usually based locally or near the host institute, will be booked and paid for by WCS. Where airport accommodation is required as part of the journey, this will be arranged by the travel agent, and approved by WCS. If additional accommodation is required, please discuss this with the WCS event organiser/administrator before making reservations.

Whilst staying at the hotel, any additional expenses accrued throughout the stay will not be covered and payment arrangements should be made directly to the hotel.

Meal costs

Where meals are provided as part of the WCS arrangements, no claims can be made.

Exceptions to this include:

● Dinner meals where this is not included in the hotel arrangements.

●  Meals taken when travelling to a WCS course (for example, at the airport prior to flying) or directly prior to the commencement of the course (for example, the night before the course starts).

In these circumstances, reasonable meal and refreshment costs will be reimbursed to a maximum of £30 per head per meal, including drinks, with a limit of 2 alcoholic beverages per meal.

There will be a welcome reception on the first night of the course, where drinks (beer/wine/soft drinks) will be available free of charge to all delegates.

The purchasing of additional and/or alternative drinks will be at the individuals’ own cost and will not be approved by WCS in any expenses claim.

4.     Travel visa

WCS will liaise with each member of the training team to arrange visa applications and costs will be reimbursed.

5.   Vaccinations

Vaccinations that are required for travel should be obtained from an approved, licensed travel clinic/centre. Costs for vaccinations may be reimbursed immediately upon request.

6.     Childcare

Click here to refer to our childcare policy.

7.     Travel insurance

All members of the training team will be covered by the Wellcome Trust and Subsidiary Companies Personal Accident and Travel Insurance policy for the duration of the course and travel to and from the course.

If a member of the training team extends their trip for a holiday or other business reasons, they will not be covered by this policy. It is the individual’s responsibility to arrange and pay for their own travel insurance to cover any extension to their trip.

Individuals may not be covered if they separate from the course group – this may include (but is not limited to) some sight-seeing trips and visiting bars and clubs.

8.     Claiming expenses

All reasonable expenditure incurred while working on a WCS course can be claimed.  The test of what is reasonable should be based upon business need – if in doubt please check with WCS. All expense claims will be carefully scrutinised before approval.

Expense claims must be made via the Concur system, on the GRL platform. Instructions on how to make claims will be provided by WCS. Claims must be completed within 2 weeks of the end of the course.

9. Expenditure which may NOT be claimed

Expenses which are private, incurred outside of any work related to the running of the course and not course related are not reimbursed.  These include, but are not limited to:

• Clothing, personal – purchase or hire
• Driving offences, including parking fines
• Gifts, personal
• Hairdressing
• Hotel leisure facilities – swimming pools, spa etc.
• Luggage
• Excess baggage charges (unless directly related to course materials – please ask WCS before taking course materials by plane)
• Minibar
• Passports
• Pay TV or subscription services
• Sight-seeing trips
• Toiletries, magazines, and books when staying away.