Introduction & Overview
This document provides a summary of what may be considered an ‘essentials checklist’ for instructors and clubs to follow with regards to their key requirements. It is designed to offer an overview of key considerations all instructors must address and is designed to be especially useful for new clubs joining our organisation for the first time.
Considerations & Warning
It’s important to remember that this checklist is not exhaustive and every club should consider these key requirements in line with further guidance and regulation, as well as in addition to their own internal requirements.
Throughout this checklist the term ‘instructor’ shall be used to note any teaching staff, coach, sensei, instructor or member of the association.
- Basic Standards
- Duty To Report & Record Keep
- First Aid Competency
- Safeguarding & DBS Checking
- Professional Competency
The basic standards expected by the association are that every member should act with due diligence, integrity and honesty at all times. Instructors are expected to ensure they remain accountable for their actions and work in the interest of their students, to ensure safety and safeguarding standards. In line with association ethics, instructors must not participate in any conduct – in or out of the dojo – that may bring martial arts or the governing body into disrepute. The instructor’s focus should be on best practice, and the promotion of quality grass roots martial arts.
DUTY TO REPORT & RECORD KEEP
Instructors are reminded of their duty to report material changes, breaches or incidents to the senior management team of the association without delay.
This includes reporting;
- Serious incidents, accidents or allegations of wrong-doing
- Changes to personal circumstance, criminal history or professional entitlement to teach
- Any adverse publicity or negative press that may attract further enquiries or complaints
- Complaints and concerns raised by members of the public
Such disclosures should be made to the association without delay and records should be retained for atleast 3 years in all instances, unless further guidelines dictate otherwise, i.e: where an insurer requires records to be retained for 5 years.
It is imperative that all instructors take the necessary steps to insure themselves and their club sufficiently. The association recommends all instructors ensure effective Public Liability insurance and Professional Indemnity insurance to protect their interests in the event of an incident within their club. Notwithstanding, the instructor shall be left to their own best judgement to determine what insurances are required, having a better understanding of personal circumstances within their club. Some form of valid instructor Public Liability (PL) insurance is considered essential at all times. The association strongly recommends that all instructors assess the scope of cover, inclusions and exclusions for suitability.
FIRST AID COMPETENCY
It is essential, and without exception, that atleast one suitably first aid trained instructor must be on premises at all times. This means that he or she should be able to meet the emergency care needs of an injured party. The specific level of first aid qualification or training required may vary depending on your teaching environment, venue or audience however the association recommends as a minimum training that covers;
- Recovery Position
- Heart Attack
- Shock and Fainting
- Head Injuries
- Sprains and Strains
- Dislocations and Fractures
- Eye injuries
- Dental Injuries
- Managing Pre-Existing Conditions
- Post Incident Reporting
In addition to ensuring suitably trained staff are always in attendance a comprehensive first aid kit, or emergency provisions, must be readily available to ensure essential equipment is on hand in the event of an emergency. Staff, volunteers and coaches should be trained to know the club’s first aid procedures.
SAFEGUARDING & DBS CHECKING
The following guidance is only relevant to instructors whom are working with either one or both groups; any person(s) under the age of 18 or any adults at risk.
The association notes that adults at risk does not just include disabled adults, but also adults who are vulnerable by nature of their requirements, i.e: abuse victims receiving self protection training on a one to one basis.
Where required (as per the above guidance) you must ensure all instructors hold;
- A Valid Enhanced DBS Check Issued Within The Last 3 Years
- A Relevant Safeguarding Qualification For The Group You Instruct
- A Vetted Application With Atleast 2 Verified References For All Secondary Or Assistant Coaches
- A Comprehensive Club Safeguarding Policy, With A Lead Designated Safeguarding Officer
It is essential that all instructors (inclusive of coaches, voluntary staff and admin staff) who may have any unsupervised access to vulnerable persons (young persons or adults at risk) are offered sufficient training on the club’ safeguarding procedures, as well as access to recognised safeguarding training.
Coaching Qualifications, CPD & Auxiliary Requirements
In addition to the above core requirements, instructors must hold, or be working toward, a Level 2 Coaching Qualification (if leading) or a Level 1 Coaching Qualification if assisting in the delivery of classes. The association recognises that these qualifications are extremely hard to gain access to and therefore offers membership prior to this attainment (subject A345 – Membership Eligibility Criteria) but within the first year of affiliation, the correct steps to enroll and complete the relevant coaching qualification is considered a requirement.
Continued Professional Development (CPD)
Instructors (lead) must also accrue atleast 8 hours core CPD and a further 35 hours secondary CPD throughout each membership term. Secondary (assistant or second) instructors must accrue atleast 4 hours core CPD and 12 hours secondary CPD by the point of renewal.
The club (therefore, the lead instructor’s responsibility) must ensure the following is in place and established for each club by the point of their first renewal. It must be reviewed annually at each renewal;
- A complaints procedure that clearly identifies the trading body (ie. Legal business name, structure and identification number) for each club, with details of how to escalate complaints to the association after 28 days if the complainant is not satisfied with the club’s response.
- A key facts statement that identifies the club’s for or not for profit status, the styles taught, it’s insurance provisions, licensing arrangements and safeguarding policy.
- A safeguarding statement – even if not working with relevant groups.
Clubs and instructors are reminded that best practice guidance and legal requirements can change regularly, so whilst this essentials checklist sets out a minimum standard for each instructor throughout their membership period with the association, all clubs are recommended to go beyond this minimum standard to produce policy and procedure that protects the best interest of their students. The association remains on hand to offer support wherever necessary to help in facilitating this objective.
First Published: 04/09/2015
Last Updated: 15/11/2018