Academi Wales

Llywodraeth Cymru
Welsh Government

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Terms and Conditions

Using your personal information

Updated 23 May 2018

Academi Wales (referred to as ‘we’) is part of Welsh Government. This privacy notice explains how we use any personal information we collect about you.

We take your privacy seriously and will only use your personal information to administer your account, to provide the products and services you have requested from us and to support our legal obligations and public task. We will handle your personal information in accordance with current data protection legislation, including the General Data Protection Regulation law (GDPR). We will ensure that our partners and contractors handle your information to the same standards.

Collecting your information

We collect information about you so that we can provide, publicise and improve our services to you and manage your account on our website.

We collect information about you when you:

  • apply for one of our courses/events
  • take part in one of our courses/events
  • visit our website
  • sign up to our website
  • voluntarily complete course/event evaluations
  • voluntarily complete surveys
  • take part in diagnostic and coaching activities

Personal information we collect will include your name, email address and organisation. We may ask for additional information, depending on the course/event/activity, which may include optional information, for example accessibility or dietary requirements.

How we collect your information

If you subscribe to our Opportunities Bulletin or our other marketing lists, Mailchimp will process your information in accordance with the EU-US Privacy Shield Framework.

If we use Eventbrite to provide a course/event application form, Eventbrite will process your information in accordance with the EU-US Privacy Shield Framework.

We may take photos or make recordings at courses/events, or publicise courses/events using social media. If you would prefer not to appear in photos/recordings, please indicate this in your application form or inform the course/event team. Your answer will not affect your ability to take part in the course/event.

We collect website usage information using cookies. Please see our cookies policy for more information.

Sharing your information

We will ensure that if our partner organisations and/or contractors need to collect or handle your information, they will comply with the data protection legislation. We will manage this by requiring them to agree to these terms and by checking that they comply. This includes:

The information you provide to our website, our application forms and our online surveys will be processed by CDSM Interactive Solutions Limited and SmartSurvey.

Any information you include in your website profile may be visible to other website users. You can update your website profile at any time.

We will share your application form, your self-assessment results and any diagnostic reports that require personal feedback with the course/event team, to enable them to support you during the course/event. The team will consist of OD practitioners / coaches drawn from Academi Wales. For some courses/events the team may include OD practitioners / coaches from partner organisations.

If you require and agree to take part in personal development diagnostics as part of a course/event, we will share your name and email address with the accredited provider of the diagnostic(s) (for example AQR Ltd, Belbin.com, Korn Ferry Hay, MHS, OPP or NHS Leadership Academy).

We will ensure that we use accredited practitioners to provide you with feedback for any licensed diagnostics.

We may share your anonymised job role and organisation with course/event speakers, to enable them to adapt their learning content to meet your needs.

If we provide accommodation as part of the course/event we will share your name with the venue. We may share your accessibility requirements with the venue. We will anonymise your dietary requirements.

We will not sell your information to anyone.

Disclosing your information

We may disclose your personal information:

  • if we are asked to provide details of your attendance at a course/event to senior management from your employing organisation, or the head of your profession, to support the talent and succession work of your organisation or profession. If you would prefer not to feature in these reports, please indicate this in your application form or inform the course/event team. Your answer will not affect your ability to take part in the course/event.
  • if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions and other agreements; or to protect the rights, property, or safety of Welsh Government, or others; or to investigate or prevent a crime
  • if you agree.

Storing your information

We will store your information in accordance with the Welsh Government records policy.

We will keep your personal information (including all successful and unsuccessful applications) for 13 months after we have evaluated the course/event. This enables us to report on our activity and use evaluation data to improve future courses/events. After this point we will anonymise your information.

For some courses/events we need to keep some of your information for longer than 13 months. For example, we need to keep financial records of course fees for the standard Welsh Government period of 7 years.

Updating your information

We want to make sure that your personal information is accurate and up to date. You have the right to view and object to information that we hold about you. You may ask us to correct or remove information you think is inaccurate.

You can update your website profile at any time.

If your account on our website is inactive for longer than 13 months we may close it automatically. If you wish to close your account, please email academiwales@gov.wales.

Marketing information

We would like to send you information about our services which may be of interest to you. If you agree to receive marketing, you may opt out at a later date. If you no longer wish to be contacted for marketing purposes, please email academiwales@gov.wales.

Contacting us

For requests for information under the GDPR, please contact DataProtectionOfficer@gov.wales.

If you have concerns about the way we handle your information, you can contact the Information Commissioner’s Office ico.org.uk/concerns/handling/.

If you need any further information please email us at academiwales@gov.wales or write to us at Academi Wales, Welsh Government, Cathays Park, Cardiff CF10 3NQ.

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Using this website

Updated 23 May 2018

1. Introduction

Thank you for accessing academiwales.gov.wales (the ‘website’). Please read these terms and conditions (the ‘terms’) before using the website which is operated by the Welsh Government (‘we’, ‘us’ or ‘our’). These terms apply to the use of the following websites and any associated subdomain:

  • academiwales.gov.wales
  • academiwales.llyw.cymru
  • academiwales.org.uk

If you need any further information please email us at academiwales@gov.wales or write to us at Academi Wales, Welsh Government, Cathays Park, Cardiff CF10 3NQ.

By using the website, you signify your acceptance of these terms in consideration of which we provide you with access. From time to time we may modify these terms. Accordingly, please continue to review the terms whenever accessing or using the website. If at any time you do not wish to accept the terms, you should not use the website.

2. System requirements

This website is best viewed in Internet Explorer 11 or better.

If you find that you receive ‘buffering’ messages while trying to view videos, your connection isn’t fast enough. You should click ‘Pause’ on the video controls and wait for the progress bar to fill. When you click ‘Play’ the video should play successfully.

3. Authorised users and members

Parts of this website are restricted to authorised users. Unless you are an authorised user you have no right to access those parts of the website. Any access gained by you may constitute a criminal offence pursuant to the Computer Misuse Act. Should you access restricted parts of the site by accident, please email us at academiwales@gov.wales.

Authorised users may include employees of public service or third sector organisations which operate in Wales (together, ‘members’). We reserve the right to suspend member accounts without notice.

4. Networks

Certain members will have their own areas within the website (‘networks’) which are operated by them without reference to us. As a member, you must ensure, as a condition for having your own area within the website, that you put in place appropriate terms and conditions relating to access and use of the networks. These should be broadly comparable to these terms and our privacy policy (though in the case of the latter, the privacy policy must detail the nature and purposes of processing by you).

If you are a member or a user of a network, your access and use of the website must be in accordance with these terms and any additional terms and conditions that apply to the networks.

The website (and networks) contains forums and user generated materials which may be uploaded and communicated to other users or authorised users.

If you upload material to the website you hereby irrevocably agree to

  • grant us and the members a perpetual licence to copy, distribute, make available and adapt all intellectual property rights in such materials as required in order to make the website available to users; and
  • waive all moral rights in respect of such materials

All material uploaded or otherwise communicated or made available by way of the website, whether publicly posted or privately transmitted, is the sole responsibility of the person who originated such material and that person must take responsibility to ensure that it does not contain any malicious, harmful or unlawful material or contain any data or branding copied from another person or company without their authority.

Welsh Government and any person nominated by us or nominated by our partners, may or may not monitor or control material uploaded or otherwise communicated or made available by way of the website (a ‘network manager’).

In the case of a monitored forum, you acknowledge that any material posted by you may not be immediately available on the website (or a network) and that it may be amended or, at the discretion of the network manager, rejected or returned to you.

In the case of both monitored and unmonitored posts or material uploaded or otherwise communicated or made available by way of the website, neither we nor any network manager take responsibility for such material appearing on or via the website (or a network). Any use or reliance on any materials posted via the website (or a network) or obtained by you through the website (or a network) is at your own risk.

We do not endorse, support, represent or guarantee the completeness, truthfulness, accuracy, or reliability of any material or communications posted via the website (or a network) or endorse any opinions expressed via the website (or a network).

Whilst we will endeavour to ensure that use of the website is safe and secure there is a small risk that other users may post material or communications that may be offensive, harmful, inaccurate or otherwise inappropriate. If you become aware of any such use, please contact academiwales@gov.wales or in respect of material or communications in a network, the nominated point of contact applicable to that network.

Any person using the website or a network for the purposes of bullying or posting malicious, harmful or unlawful material will be prevented from using the website and network. They may also be subject to further civil or criminal penalties. If appropriate, the police will be informed.

5. Event booking service

This website includes a function allowing members to apply to attend events created and managed by us or our partners. You will need to provide us with information about yourself in order to apply. For more information about how we handle your personal information, please see our privacy policy.

Event bookings are also subject to additional terms and conditions.

6. Viruses, hacking and other offences

You must not misuse the website by knowingly introducing viruses, trojans, worms, logic bombs or other material which is malicious or technologically harmful. You must not attempt to gain unauthorised access to the website or the servers on which it is stored and you must not attack our website by way of a denial of service attack or distributed denial of service attack.

We will not be liable for any loss or damage caused by a distributed denial of service attack arising following your use of the website.

7. Intellectual property and copyright

The website, including (but not limited to) text, content, posts, blogs, software, video, music, sound, graphics, photographs, illustrations, artwork, photographs, names, logos, trade marks and other material (‘content’) is protected by copyrights, database, rights in designs, trade marks and/or other intellectual property rights.

Please see our copyright statement for further details.

8. Licence rights

Access to the website is provided on a temporary basis and you acknowledge that you acquire no rights or licences in or to the website and/or the content other than the limited right to use the website in accordance with these terms and to download content on the terms set out in this section.

You must not use any part of the website or the content for commercial purposes unless you have obtained our express permission to do so.

If you are provided with a user identification code, password or other piece of information as part of our security procedures, you must treat such information as confidential and you must not disclose it to any third party. We have the right to disable any user identification code or password if in our opinion you have failed to comply with any of the terms.

Other than as set out in this section (or provided by applicable law) you may not copy, decompile, disassemble, reverse engineer, distribute, make available, adapt, upload, or in any other way exploit any part of the website.

Download is permitted by us provided that:

  • you only download and/or print copies of the website or the content for learning purposes; and
  • you retain on such download and/or printed copy all copyright notices and shall remain bound by the terms of such wording and notices.

Additionally, you may not offer for sale or sell, make available or distribute over any other medium (including distribution by over-the-air television or radio broadcast or distribution on a computer network) the content or any part thereof.

Without prejudice to the generality of the foregoing, you may link to our website, provided always that any link to the website or content which is restricted to the general public and is only accessible by members, does not make that part of the website or content accessible to any person who is not a member.

By linking to any restricted parts of the website or content you warrant that only members will be able to access that part of the website or the content accessible by the link and the site from which you are linking complies in all respects with the content standards set out in these terms. We reserve the right to withdraw linking permission at any time and without notice.

We recommend that you monitor deep links in case we remove the pages or content at a later date.

Notwithstanding the above, you must not, at any time, frame any part of the website or content on any other site without prior written consent from us.

The website and the information contained therein may not be used to construct a database of any kind, nor may the website be stored (in its entirety or in any part) in databases for access by you or any third party or to distribute any database websites containing all or part of the website.

Websites or pages to which the website is linked (including networks) are for information only and have not been reviewed by us. We have no responsibility for the content of the websites or pages linked or linking to the website (including the networks), and we accept no responsibility or liability for any losses or penalties whatsoever that may be incurred as a result of your clicking through to linked websites or to networks.

10. Permissions

If you would like information about obtaining our permission to use any of the content or to insert deep links on your website to the web pages or content available on the website other than as permitted by these terms, please email academiwales@gov.wales.

11. Disclaimer

While we have endeavoured to ensure the material accuracy of the information available on the website, we do not guarantee or give any warranty as to the accuracy, timeliness or completeness of any information or material on the website.
The website is intended as a learning resource and a means for eligible organisations in Wales to harness web based technology for learning purposes only. We disclaim all liability and responsibility arising from any reliance placed on such information or materials by any visitor to the website.

12. No Warranty

The website and the content are provided ‘as is’ excluding any warranties and conditions of any kind, either express or implied, to the fullest extent permissible pursuant to applicable law including (but not limited to) fitness for a particular purpose and non-infringement of proprietary or third party rights. We further accept no responsibility or liability for functions contained on the website and make no warranty that the website will operate uninterrupted or error-free or that defects will be corrected.

We do not warrant that the website is compatible with your computer equipment or that the website or its servers are free of errors. You should ensure that you have installed up to date virus checking software prior to any internet session and we are not liable for any damage you may suffer as a result of such destructive features that may infect your computer or data due to your use of the website or your downloading any material posted on it.

We shall not be held responsible for content provided by third parties. We are also not responsible for the reliability or continued availability of the telephone lines and equipment you use to access the website.

13. Limitation of liability

You acknowledge that your use of the website, including the content, is at your own risk. If you are dissatisfied with the website, the terms or any of the content your sole remedy is to discontinue use of the website. Save in respect of fraud and of personal injury or death to the extent it results from our negligence, in no event will we be liable to you or any third party for any direct, special, indirect, consequential or incidental damages, exemplary or lost profits, or any other damages of any kind whether based in contract, tort (including negligence) or otherwise, even if we have been advised of the possibility thereof.

Applicable law may not allow the limitation or exclusion of liability for consequential or incidental damages, so this limitation or exclusion may not apply to you. If your use of material in the website results in the need for servicing, repair or connection of equipment, software or data, you assume all costs thereof.

Under no circumstances will we be liable in any way for any content, including, but not limited to, any errors or omissions in any content, or any loss or damage of any kind incurred as a result of the use of any content posted, emailed, transmitted or otherwise made available via the website.

14. Local laws and regulations

We do not represent that either the website or the content are appropriate for use or permitted by local laws in all jurisdictions. Those who access the website do so on their own initiative and are responsible for compliance with applicable local laws or regulations; legal advice should be sought in cases of doubt.

15. Termination

We may terminate these terms with or without cause at any time.

16. Changes to the website

At any time, the website may contain material which is out of date. While we have no obligation to do so, you accept that we have the right to change the content or technical specifications of any aspect of the website at any time at our sole discretion. You further accept that such changes may result in your being unable to access the website.

17. Waiver

No waiver by us of any breach of any obligation arising under these terms shall constitute a waiver of any other breach and no failure to exercise or partial exercise by us of any remedy shall constitute a waiver of the right subsequently to exercise that or any other remedy.

18. Privacy policy

Please see our privacy policy for further details of how we use your personal information as regards to this website.

Please see using your personal information for details of how we use your personal information for our other activities.

19. Accessibility statement

We endeavour to make the website accessible to as many people as possible and as such have aimed to comply with Priority 1 and 2 of the Web Content Accessibility Guidelines (WCAG) published by the World Wide Web Consortium (W3C). The website has also been designed to comply with many of the Priority 3 issues. The WCAG helps web developers make sites accessible for people with disabilities.

If you have any comments about the accessibility of this site or if you would like to make a suggestion to help us make this site more accessible, please email academiwales@gov.wales.

20. Miscellaneous

We shall have no liability for any breach of these terms caused by circumstances beyond our reasonable control.

A person who is not a party to these terms shall have no right under the Contract (Rights of Third Parties) Act 1999 to enforce any term of these terms.

21. Severability

To the extent that any provision in these terms is held to be void or unlawful, these terms will apply as if such term had no effect and the remaining provisions of these terms shall continue to apply.

22. Governing law and jurisdiction

The terms are governed by the laws of England and Wales as applied in Wales and the parties irrevocably submit to the exclusive jurisdiction of the Courts of England and Wales sitting in Cardiff, to settle any dispute or claim that arises out of or in connection with the terms or its subject matter (included any non-contractual disputes or claims).

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Academi Wales events

Updated 23 May 2018

By registering for an Academi Wales event, you agree to the following terms and conditions:

1. Eligibility

1.1 Academi Wales events are open to employees of:

  • Public service organisations in Wales
  • Further Education and Higher Education organisations in Wales
  • Third / Voluntary sector organisations in Wales

1.2 Participants from other organisations may be registered at the discretion of Academi Wales.

2. Applications & Bookings

2.1 Applications will be considered on receipt of a completed booking form.

2.2 Delegate places on events will be allocated on a first come, first served basis, unless there are eligibility or quota selection criteria in place for the event or programme. This will be clearly advertised. Delegates will receive confirmation of booking via e-mail.

2.3 Submission of a completed booking form does not guarantee a place.

2.4 Submission of a completed booking form indicates that the delegate and their line manager agree to these terms and conditions.

2.5 Telephone bookings will not be accepted.

3. Confirmation

3.1 Delegates will receive confirmation of booking via e-mail.

3.2 Joining instructions will normally be sent at least 10 working days before an event.

4. Fees

4.1 Delegate fees are payable as advertised.

4.2 Academi Wales does not generate a profit from ticket sales. Any fees charged will contribute to programme costs.

4.3 When invoicing is offered as a payment option for delegate fees, invoices and journal vouchers will normally be issued after the event, or in the case of a longer programme, once the first session has ended. The delegate must provide correct invoicing details during booking.

4.4 When PayPal is offered as a payment option for delegate fees, full payment is due during booking. Failure to pay means the delegate will not be eligible to attend the event.

4.5 Online registration and payments are handled by EventBrite and PayPal, who hold information pertaining to any transactions. Please refer to our Privacy Policy for more information.

5. Cancellations and Refunds

5.1 Academi Wales endeavours to run events as advertised. We reserve the right to cancel events and offer a refund, or reschedule, without liability for consequential or indirect loss.

5.2 Delegates must confirm cancellations by email at least 10 working days prior to the event.

5.3 The following cancellation charges will apply to delegates:

Charged event Free event
Received cancellation 10 or more working days before event No fee No fee
Received cancellation 9 or fewer working days before event 100% of delegate fee £100 administration fee
Failure to attend event 100% of delegate fee £100 administration fee

5.4 If delegates cancel their place on a free event, giving less than 10 working days notice, or failing to attend the event, they and their line manager will receive an email notification and their organisation will be charged a £100 administration fee. Please see the table of charges in section 5.3 for more details.

5.5 If delegates cancel their place on a charged event, giving less than 10 working days notice, or failing to attend the event, they will not be eligible for a refund. Please see the table of charges in section 5.3 for more details.

5.6 Delegates may nominate a substitute person from their organisation, unless eligibility or quota selection criteria apply to the event. Doing so will avoid an administration fee. Substitute delegates must provide a completed booking form for their place to be accepted.

5.7 Academi Wales reserves the right to waive the administration fee in section 5.4 at our discretion.

5.8 Delegates should supply invoice contact details to Academi Wales on request.

5.9 Delegates who cancel or fail to attend twice or more within 12 months may have future bookings rejected.

6. Data Protection

6.1 We will handle your personal information in accordance with our Privacy Policy.

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Wales Coaching Network

Updated 23 May 2018

1. Principles

1.1 Coaching is about change and action - the coach’s role is to help the coachee become more personally effective.

1.2 The coachee is resourceful and motivated to resolve his or her ‘problem’.

1.3 The coach’s role is to optimise the coachee’s resourcefulness.

1.4 Coaching addresses the whole person – past, present and future.

1.5 The coachee sets the agenda.

1.6 The coach and coachee are equals – judgement is suspended.

1.7 The coach and coachee have a mutual obligation to each other in terms of confidentiality, trust and commitment. This is key to the relationship.

2. Code of Conduct

Both parties agree to the following:

2.1 To agree a learning contract at the beginning of the relationship, including the overall objective, learning styles, communication methods, travel arrangements (if any), diary of sessions, review mechanism and where a fee is involved, the agreed rate and invoicing arrangements.

2.2 To meet physically or virtually for an initial ‘chemistry chat’ to agree the learning contract.

2.3 Subsequent coaching sessions should have a maximum duration of two hours, equating to a minimum of six hours coaching over the duration of the relationship, unless extended by mutual consent.

2.4 The relationship will last until the agreed closing date or until there is a natural end.

2.5 To keep all agreed appointments and/or to reschedule alternative appointments within five working days of the original appointment or as agreed between them.

2.6 To reserve and invest an appropriate amount of time for maintaining the relationship, including any preparatory and follow-up activity.

2.7 To ensure that all information about the content of a coaching session remains confidential, unless mutual consent is given in advance.

2.8 To ensure the place in which the coaching is conducted is appropriate i.e. comfortable, confidential, without distraction and if face to face, at a mutually agreed location.

2.9 To review the conduct of the coaching relationship at each meeting.

2.10 After the end of the agreed duration, review and agree whether or not to extend the coaching relationship.

2.11 To familiarise themselves with the online evaluation process prior to the first session and to complete this at the relevant times.

2.12 No fault termination of the coaching relationship where it is found not to be working effectively for either party, subject to prior open discussion.

2.13 Should a grievance arise, both parties agree to follow the approved grievance procedure.

3. Coach Standards

3.1 Coaches must either hold a recognised qualification equivalent to ILM Level 5 as a minimum, or be qualified by suitable experience. Decisions on suitability will be taken by the Academi Wales team or the relevant organisation's coaching lead. Appeals against these decisions may be submitted under section 5.

3.2 Coaches undertake to comply in their practice with a recognised coaching code of ethics e.g. Association for Coaching (AC) or the European Mentoring and Coaching Council (EMCC), and will indicate their agreement when updating their coach profile.

3.3 To support continuous professional development, coaches must seek an appropriate method of coaching supervision and be able to produce CPD records upon request.

3.4 Upon first appointment, coaches must provide two client references from coaching assignments they have undertaken in the past year.

4. Fees and Expenses

4.1 The list is free to access for all employees of public service and third/voluntary sector organisations in Wales. There is no charge for coaching provided.

4.2 Academi Wales accepts no responsibility or liability for costs incurred as a result of any coaching relationship arranged using this service.

5. Grievance Procedure

5.1 Every coach will abide by the Equal Opportunities Policy set out below.

5.2 Any representation on behalf of a coach or coachee must be submitted to the Director, Talent Management and Succession at Academi Wales within 4 weeks of the circumstances giving rise to the grievance.

5.3 Representations should be sent to AcademiWalesCoachingandMentoring@gov.wales. The Academi Wales team will endeavour to acknowledge receipt of this message within two working days.

6. Equal Opportunities Policy

6.1 This policy sets out the aims and objectives of the Wales Coaching Network in maintaining and promoting equality of opportunity and the responsibilities of the coach, coachee and the Academi Wales team. The Academi Wales team on behalf of Welsh Government has given its full commitment to the adoption and promotion of the key principles and working arrangements of this policy.

6.2 Equality of opportunity is recognised by the Academi Wales team as a fundamental right of all users and by those who contribute to the development of the Wales Coaching Network.

6.3 No coach, coachee or contributor shall receive less favourable treatment on the grounds of race, religion, ethnic or national origin, gender, sexual orientation, gender identity, family circumstances, marital status or age.

6.4 Equality of opportunity is acknowledged by the Academi Wales team to be a positive benefit to learning and the purpose of the Wales Coaching Network.

6.5 Coaches and coachees are hereby made aware of their potential responsibilities for ensuring the promotion of this policy. They will be expected to be alert to actual or potential discriminatory practice by themselves and others involved in the Wales Coaching Network in any way. They will be expected to bring any such activity to the attention of the Academi Wales team.

6.6 Any practice which the Academi Wales team considers to be in breach of this policy may lead to action being taken against individual(s) including potential exclusion from the Wales Coaching Network.

6.7 All systems and processes shall be designed to support and comply with this policy.

6.8 Any coach, coachee or contributor has the right to raise formally any aspect of the Wales Coaching Network if they believe that they have been subject to discrimination or harassment.

6.9 Complaints will be dealt with in confidence, normally by the Director, Talent Management and Succession at Academi Wales. Where the complainant feels unable to raise the matter with the Director, Talent Management and Succession at Academi Wales, the complainant should approach the organisation employing the person subject to the complaint.

6.10 The Academi Wales team will, on a regular basis, monitor the implementation of this policy and the results of its application. It will consider regular reports of the application of the policy and any matter relating to equal opportunities related to the programme or its supporting activities.

6.11 The operation of this policy will be reviewed every year by the Academi Wales team and any agreed changes incorporated into a revised policy.

7. Feedback and Evaluation

7.1 Feedback will be sought from coaches, coachees and the coachees’ organisations, where appropriate, to identify whether the coaching experience has developed their learning and practice and the impact on improving services.

7.2 Coaches and coachees will offer suggestions and ideas for the development of the Wales Coaching Network.

7.3 The evaluation system will utilise the Kirkpatrick framework, looking at different levels of achievement and benefit to individuals and the organisation.

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