POLICIES:
Registration and Cancellation

Payment Details

Arab National Bank/ Khasmallan Branch, Riyadh

Account Number: 01-08-00520891-0187

IBAN- SA9230400108005208910187

NOTE:  Send us a copy of your transaction/receipt to FAX # 9661-25200088  ext.47168

For Registration & Other Inquiries please contact:

National & Gulf Center for Evidence Based Medicine

1^st Floor, New College of Medicine Bldg (KSAU-HS)

Tel.  +9661-2520088 ext. 41712 / 47173

E-mail: ngcebhp@ksau-hs.edu.sa

Website: www.ngcebm.org

Registration

1. All NGCEBM course registration is limited or has a required number of participants, thus, the policy is “First Come, First Serve” basis only.  The following situations shall apply:

1.1   If the course is already closed prior to the course schedule, the participant will be required to fill-up an “Exceptional-Case Course Registration Form” personally in the NGCEBM main office or in the course site duly approved either by the NGCEBM Director, Co-Director or Course Director.

1.2   If the course is still open and the participant did not pre-register but register on the course site, the participant will be required to fill-up an “On-Site Course Registration Form” duly approved either by the NGCEBM  Director, Co-Director or Course Director.

However, exceptional-case and on-site registrants must accept the following conditions upon registration:  possibility of no computers to work-on since seats are limited only, chairs provided will be different or seating arrangement will be separated from the regular or pre-registered participants, course materials, badge and certificates will be delayed or will be distributed late.

2. All participants are required to inquire and check the requirements and availability of slots in a particular course through phone call or e-mail to NGCEBM main office at least four (4) weeks prior to the course schedule and pre-register by filling-up the registration form and submit it personally, by mail, e-mail or fax prior to the course.  Only participants who will submit a course registration form to NGCEBM main office will be considered and included in the official list of registered participants. For excess or exceptional-case participants who registered on-site and for on-site registered participants duly approved by the NGCEBM Director, Co-Director or Course Director will be allowed to submit within the first day of the course schedule.

3. NGCEBM course registration fees can be discounted depending on the course net income available as based on the approved budget and as determined by the Accountant and duly approved by the NGCEBM Director, Co-Director or Course Director. 

4. The NGCEBM Director, Co-Director and Course Director shall be the authorized persons responsible to approve exceptional-case registrants and on-site registrants in all of the department’s courses, including the granting of discounts on course registration fees to participants as categorized below:

4.1.   Group Discounts – group of five(5) participants or more

4.2.   Individual discounts – for interns, medical students and students in health care professionals

However, NGCEBM Director, Co-Director and Course Director can approve up to twenty five percent (25%) discount only.  Moreover, discounts can be given as requested only by the participants.

5. All participants are required to pay the registration fees corresponding to a particular course by bank transfer or cash deposit to NGCEBM account or personally by cash to the NGCEBM Accountant prior to the course schedule.  If it was paid by bank transfer or cash deposit to NGCEBM account, participants need to fax or e-mail a clear validated copy of the bank transfer form or bank deposit slip.  Except for exceptional-case registrants who arrive on the first day of the course schedule and late registrants duly approved by the NGCEBM or Course Director who will be allowed to pay within the first day of the course schedule.

6. Registration fees of all of the department’s courses are inclusive of certificates, meals, snacks and course materials such as reference book/manual, paper, pen, badge, etc.

7. The Coordinator through the Admin. Assistant shall be responsible in facilitating and assisting participants who will personally pre-register in the NGCEBM  main office and refer to the Accountant for the cash payments and issuance of official receipts.

8. The Accountant shall be responsible for the issuance of official receipts, receiving, safekeeping and depositing of all registration fees every end of the department’s courses.

9. The Accountant shall ensure that all registration fees and supporting documents such as copies of validated bank transfer or validated bank deposit slip are complete, documented and accounted for.

10. The Accountant shall be responsible to remit all registration fees and submit the summary of official receipts issued, pink copies of the official receipts issued, validated bank deposit slip to the Cashier of Finance Department every end of the department’s courses.

Cancellation Transfer and Refund of Course Registration Fees

1. During cancellation of course registration, the following shall apply:

1.1   If the cancellation is done four(4) weeks prior to the course schedule commencement date, no admin. charge  will be imposed.

1.2     If the cancellation is done within the four(4) week period but within two (2) weeks prior to the course schedule  commencement date, an admin. charge of 20% of the total course registration fee will be charged to the participant.

1.3   If the cancellation is done within one (1) week prior to the course schedule commencement date, an admin. charge of 100% of the total course registration fee or it will be non-refundable.

1.4   If the participant cancelled and finds a replacement to fill the vacancy, he/she must inform and seek the approval of the NGCEBM Director, Co-Director or Course Director through the Coordinator by a clear or legible handwritten or typewritten letter stating the reason of cancellation and authorizing the person to fill the vacancy in his/her behalf at least one(1) week prior to the schedule course commencement date.  However, this  will be allowed on exceptional, emergency cases, or as deemed or determined by the NGCEBM Director, Co-Director or Course Director only.

1.5   All cancellation of course registration must be supported by a clear or legible handwritten or typewritten letter stating the reason of the cancellation and other concerns or courses of action after the cancellation such as requests for transfer or refund.  Also, it must be approved by the NGCEBM Director, Co-Director or Course Director.

1.6   Only the NGCEBM Director, Co-Director or Course Director shall be the authorized persons to cancel a particular course without liability to the participants.  During this case, there will be a full refund of the course registration fee and the participants can request to transfer to the next same and available course schedule or to  another course provided that it is in accordance to its policy.

2. During transfer of course registration to another course, the following shall apply:

2.1    If the course registration is still open, transfer is done one (1) week prior to the course schedule commencement date and the course transferred to has the same amount of registration fees, the participant will be allowed to transfer without imposing an admin. charge.

2.2    If the course registration is still open, transfer is done one (1) week prior to the course schedule commencement date and the course transferred to has higher amount compared to the original or previous course registered, the participant will be allowed to transfer without imposing an admin. charge but he/she will need to pay the excess or difference of the course fees.

2.3    If the course is cancelled by the NGCEBM Director, Co-Director or Course Director, the participant can transfer to the next same and available course schedule or to another course even if it is made within one (1) week prior to the course schedule provided that the course is not yet closed or as duly approved by the NGCEBM Director, Co-Director or Course Director.

2.4    Transfer from one course to another will not be allowed in the following circumstances, except when duly approved by the NGCEBM Director, Co-Director or Course Director:

2.4.1        If course registration is already closed or it is made within one(1) week prior to the course schedule commencement date.  In these cases, when the NGCEBM Director, Co-Director or Course Director approved it, he/she will be considered as “exceptional case registrants” or “on-site registrants”

2.4.2        If the course transferred to has lesser amount of registration fees compared to the original or previous course registered. In this case, if the NGCEBM Director, Co-Director or Course Director approved it, no refund of the difference amount of the course fees will be made, unless further, when the NGCEBM Director, Co-Director or Course Director approved such cases.  

2.4.3        All transfers of courses registered must be supported by a “Course Transfer Form” duly approved by the NGCEBM Director, Co-Director or Course Director.

3. If the participant is requesting for refund of his/her registration fee, the following will apply:

3.1    If the request is related to the cancellation of course registration, the policy for cancellation must be  considered and done.

3.2    On the participants supporting letter, he/she must indicate clearly his/her bank account name, bank account number and bank name.

3.3    The participants shall return and attach the original (white) copy of the official receipt issued to his/her supporting letter and submit it to the NGCEBM Accountant for processing of the refund.

3.4    All refunds must pass through Finance Department for processing.  Thus, no refunds will be made through  cash, rather, it will be deposited directly to the participant’s bank account.

3.5    All requests for refunds must be approved by the NGCEBM Director, Co-Director or Course Director.

4. The Coordinator through the Admin. Assistant shall be responsible in facilitating and assisting participants who will request to cancel, transfer or refund their registration fees in the NGCEBM main office and refer to the Accountant for the processing of such requests.

5. The Accountant shall ensure that all cancellation, transfers and refund of course registration fees are properly done in accordance to its respective policies and supporting documents are complete, approved, checked and accounted for.

6. The Accountant shall be responsible to process and compute refund or transfer payments and admin. charges if any or applicable and facilitate in processing or forwarding necessary documents to Finance Department.

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