Procedures for cancellations, non-attendance and overdue books

ELQI continues to work behind the scenes to offer a variety of professional development opportunities and to ensure there is access to resources and materials in both the ELQI and Travelling Tales libraries.

It can take a lot of time and planning to ensure these things are available to approximately 300 educators and staff in our early learning and childcare community. We want to continue to facilitate PD for the community, have materials and resources available in the libraries, have guest facilitators for PD opportunities and host special events.

Unfortunately, it is being noticed that there is an increase in non-attendance, cancellation of registration for PD opportunities, special events and overdue library materials. Sometimes, we are unable to reschedule or receive a credit or refund for sessions/series with guest facilitators due to the late notice (or no notice) we receive of participants unable to attend as planned. For special events, we are often required to share our final numbers and need to pay for these spaces regardless if they all attend or not.

As we move forward, we want to ensure we will be following our procedures for PD cancellation/non-attendance and overdue library materials. Please read these procedures and ensure this information is shared with all educators and staff working in your centre/program. This information is also included in a document that can be printed.

Cancellation and non-attendance procedure:

All professional development opportunity cancellations need to be sent Elqi@clth.ca with as much notice as possible. 

While we do understand unexpected things do come up (such as illness, emergencies, etc.), if you do not reach you, you risk being invoiced a non-attendance fee. After the registration deadline, if you are able to find a replacement or there is someone on the waitlist to take your spot, you will not be charged the non-attendance fee. If you cancel before the registration deadline, there will be no charge to you.

For the regular, monthly PD sessions offered (such as Monthly Gatherings, Book Studies, etc.):
If you are unable to attend, please send an email so things can be prepared (or changed if necessary) for the expected group size. 

For all special events:
The non-attendance/cancellation fee attached to the special event will be shared with the registration information.
In the event that you cannot attend after registering for a special event, please get in touch to let me know. If you have someone to attend in your place, please let us know who it will be so the registration list can be updated and you will not be charged.

Overdue library materials:

Library materials (for both the ELQI and Travelling Tales Libraries) are on loan for a period of 60 days.  The due date is when they are expected to be returned to the Lindsay office.  If you are still using the materials or know the materials will be returned to the office later than this date, please email Elqi@clth.ca to request the loan period be extended. 

If you receive an email checking in on overdue materials, please take a minute to respond to the email to indicate when they will be returned or to request the materials be renewed. 

If the materials are more than one month overdue and there has been no request to renew them, then the Manager of the Early Learning Programs will follow up and an invoice will be sent to cover the cost of the books.