> ## Documentation Index
> Fetch the complete documentation index at: https://help.researchanimaltraining.com/llms.txt
> Use this file to discover all available pages before exploring further.

# UK Academic Institution Access

> Annual billing process for UK academic institutions.

UK academic institutions can provide platform access for staff and course attendees through an **annual billing arrangement** administered by Newcastle University.

This allows flexible seat use throughout the year.

***

<Steps>
  <Step titleSize="h2" title="Raise a Purchase Order (PO)">
    Send a PO to Newcastle University estimating the number of seats required until the next billing period (July).

    **Important**

    * A PO must be in place before groups are created.
    * The PO does not need to match final usage.

    **PO Address**

    Newcastle University\
    Kings Gate\
    Newcastle upon Tyne\
    NE1 7RU
  </Step>

  <Step titleSize="h2" title="Groups Created">
    Once the PO is received:

    * groups are created for your institution
    * groups include the billing period (e.g. 23/24)
    * seat capacity allows flexible enrolment
  </Step>
</Steps>

***

## Group Naming

Group names must include:

* institution name
* billing period identifier

**Examples**

* Newcastle May PIL (25/26)
* Manchester Spring (25/26)
* Oxford Oct (25/26)

Names can be changed at any time.

***

## Annual Billing

Billing occurs each **July** and is based on the number of active learner accounts used during the previous 12 months.

Unused seats are removed at the end of the billing period.

### Example

If 100 seats were requested but only 50 used, billing applies to 50 seats.

***

## Annual Cycle Summary

1. Institution sends PO
2. Groups created and learners assigned
3. In July, unused seats removed and billing calculated
4. New PO requested for the next year

***

## Support

General support: [support@researchanimaltraining.com](mailto:support@researchanimaltraining.com)