Assessments

Step 1 – You book onto your course and assessment dates ahead of the closing date which is approximately four weeks before day one of the course. If you know you are not able to attend the assessment, please contact coacheducation@scottishgymnastics.org before booking onto the course for this to be approved and to avoid charges.
Step 2 – You attend your course days, work with your mentor in the gym and complete your logbook and e-learning modules. 
Step 3 – Respond to the invitation emailed to you to confirm your attendance at the assessment date within the given timescales and include any additional information we need to help schedule your assessment. If you are not able to attend or do not respond, there will be assessment charges applied before another assessment can be organised unless you have prior agreement from Scottish Gymnastics or there are extenuating circumstances. If you do not receive your assessment invitation email at least 6 weeks before your assessment please contact coacheducation@scottishgymnastics.org or find and book on to your assessment date via the what’s on calendar.
Step 4 – Around four weeks before your assessment you will receive your assessment confirmation letter via email. This will include all the information you need for your assessment including times, your assessor and your skills matrix box or technical sign-off sheets.
Step 5 – Levels 1 & 2: send your completed logbook to your assessor so they receive it at least two weeks before your assessment date. Logbooks received after the two-week deadline will incur a late logbook fee. If you attended a level 1 course starting after the 1 June 2024 you must submit your logbook via the academy.
Step 6 – Attend your assessment: arrive at your assessment 15 minutes before your assessment time, on the right date and location.  The assessment will be approximately three to four months after the course. Where there are withdrawals or changes required for this assessment, you may be contacted with a revised assessment time. Please ensure that you are available for the whole of the assessment day. See below what you require for your assessment.

Gymnast Demonstrators
• Ensure you have organised two or three gymnasts to attend your assessment. The gymnasts should be of an appropriate standard to demonstrate supporting each full skill within your allocated skills box.
• We are unable to arrange gymnasts for learners attending their assessment, but this might be something that you are able to arrange. Other learners will be bringing gymnasts to their assessment, and they might allow you to use their gymnasts for yours, or be able to bring extra, however this is not something we can facilitate on your behalf. You could also try to contact some local clubs to see if they would allow you to use their gymnasts for your assessment. You can find club contact information using our club finder here.
• Where gymnasts are not available you unfortunately will be required to withdraw from your assessment.

Logbook
For courses starting before 1 June 2024:
• Take a copy of your logbook before sending. A copy will need to be provided in the unfortunate event of the logbook being lost.
• Send your completed logbook to your assessor so they receive it at least two weeks before your assessment date. Do not post via recorded or special delivery. It is recommended that proof of postage certificate is obtained. 

For courses starting from 1 June 2024 onwards:
• Learner’s must complete the Scottish Gymnastics logbook which is available in the academy under ‘Learner Resources & Skills Matrix’ tile. If a British Gymnastics logbook is submitted, they will need to redo the logbook.
• The logbook is divided into three parts, learners must submit all three parts of the logbook in the academy at least two weeks before their assessment date.
• Part 1- Question and Answers. To complete the logbook, you’ll need to download Adobe.
• Part 2 – Risk assessment and lesson plans. This is a word document to allow for easier editing.
• Part 3 – Assessment session plans.

eLearning modules
Learner’s must have completed their course’s eLearning modules on your academy before attending their assessment. The learner cannot be award the qualification until they have been fully completed their eLearning.
The eLearning across all level 1 courses is generic. Therefore, if a learner has previously completed a level 1 course, they do not need to re-do the eLearning. If the learner has previously completed the level 1 eLearning for a different discipline, please email bgacademy@british-gymnastics.org.

Skills Matrix Box
Download the skills matrix boxes for level 1 here, you can also find a copy in your academy.
The assessor will select the skills for your assessment on the day, these are not pre-selected for face-to-face assessments.

Registration Period
Level 1 registration period is one year from course start date. It is the learners responsibility to ensure all parts of the course, including the practical and logbook assessment, are completed before their expiry. Learners can re-registration on the course, click here, for a year extension which starts from the date of their course expiry. Where the learner does not apply for an extension or re-register within a year beyond the registration period, they will be required to repeat the course.

Gymnast Demonstrators
• Ensure you have organised two or three gymnasts to attend your assessment. The gymnasts should be of an appropriate standard to demonstrate supporting each full skill within your allocated skills box.
• We are unable to arrange gymnasts for learners attending their assessment, but this might be something that you are able to arrange. Other learners will be bringing gymnasts to their assessment, and they might allow you to use their gymnasts for yours, or be able to bring extra, however this is not something we can facilitate on your behalf. You could also try to contact some local clubs to see if they would allow you to use their gymnasts for your assessment. You can find club contact information using our club finder here.
• Where gymnasts are not available you unfortunately will be required to withdraw from your assessment.

Logbook
• Take a copy of your logbook before sending. A copy will need to be provided in the unfortunate event of the logbook being lost.
• Send your completed logbook to your assessor so they receive it at least two weeks before your assessment date. Do not post via recorded or special delivery. It is recommended that proof of postage certificate is obtained. 

Courses starting from 1 July onwards:
• The electronic version of the logbook has been divided into two sections and can be accessed in the learners’ academy. Learners should ensure they complete the Scottish Gymnastics version of the logbook. All sections must be submitted to the assessor two weeks before the assessment date.

eLearning modules
Learner’s must have completed their course’s eLearning modules on your academy before attending their assessment. The learner cannot be award the qualification until they have been fully completed their eLearning.
The eLearning across all level 1 courses is generic. Therefore, if a learner has previously completed a level 1 course, they do not need to re-do the eLearning. If the learner has previously completed the level 1 eLearning for a different discipline, please email bgacademy@british-gymnastics.org.

Skills Matrix Box
Download the skills matrix boxes for level 2 here, you can also find a copy in your academy.
The assessor will select the skills for your assessment on the day, these are not pre-selected for face-to-face assessments.

Registration Period
Level 2 registration period is two years from course start date. It is the learners responsibility to ensure all parts of the course, including the practical and logbook assessment, are completed before their expiry. Learners can re-registration on the course, click here, for a year extension which starts from the date of their course expiry. Where the learner does not apply for an extension or re-register within a year beyond the registration period, they will be required to repeat the course.

Logbook Assessment

1. Competent
Achieving competent outcome means that you have successfully fulfilled the assessment criteria. Once marked competent the assessor will upload your updated feedback form to the academy and update the result, which will prompt the release of your qualification digital pass once all parts of your assessment have been successfully completed. 

2. Deferral
Your assessor needs further evidence to finalise the assessment decision. Additional time is agreed between you and your assessor at your professional discussion for you to complete tasks within your logbook to ensure all the assessment criteria has been met, addressing any areas that were only partially fulfilled in your initial submission.

Resubmission of a deferral logbook (Courses starting from 1 June 2024 for level 1 & 1 July 2024 for level 2):
During your professional discussion, your assessor will provide you with guidance on how to complete any outstanding tasks correctly. This will also be formally written in your logbook feedback submission activity which you can access through the academy.  
Your action plan will include a resubmission date up to 30 days following the professional discussion. This completed work must be submitted through the ‘Logbook Submission & Results’ activity in your academy. 
Should your logbook not meet the assessment criteria after your first resubmission, you can get a second deferral of your logbook and you will be given a second resubmission date (up to 30 days after first resubmission).
Once marked competent the assessor will upload your updated feedback form to the academy and update the result, which will prompt the release of your qualification digital pass once all parts of your assessment have been successfully completed. 

3. Not Yet Competent
A determination of not yet competent will be issues if your logbook requires a full reassessment due to the number of assessment criteria not being met. If this occurs this may impact you being able to undertake the practical assessment during your scheduled time.

Practical Assessment

1. Competent
Achieving competent outcome means that you have successfully fulfilled the assessment criteria. Once marked competent the assessor will upload your updated feedback form to the academy and update the result, which will prompt the release of your qualification digital pass once all parts of your assessment have been successfully completed. 

2. Not Yet Competent
Requires a full reassessment due to assessment criteria not being met. You will receive feedback from your assessor at your professional discussion. Once you are ready to be re-assessed you can book onto an assessment date, which can be found on the what’s on calendar.

Appropriate Gymnast Demonstrators
Learners must bring two or three gymnasts, who they have spent time with developing the required level three skills.
Gymnasts can be at varying levels in the skill development process, and you should be able to show the planned physical preparation and progressions. At least one gymnast must be able to perform the whole skill with support. If a learner does not bring at least one gymnast who can perform the whole skill with support, they will be deemed ‘Not Yet Competent’ as they will not have been able to demonstrate the safe supporting/handling/spotting of the skill. In this instance, the learner will be charged to re-sit their assessment.

Documents
Ensure you bring the relevant technical module sign-off sheets, a lesson plan, training plans and evaluation documentation.  Please see learners’ guidance in your academy for more information

• Sign off sheets – Learners must bring the relevant Technical Module Sign-off Sheet which they can access from the Academy. If the learner does not bring the sign-off sheet they will be deemed Not Yet Competent and the assessment will not take place. In this instance, the learner will be charged to re-sit their assessment.

• Lesson Plan – Learners are required to bring a lesson plan to the assessment. If the learner does not provide a lesson plan they will be deemed Not Yet Competent, and the assessment will not take place. In this instance, the learner will be charged to re-sit their assessment. The plan should be a minimum of one A4 page (there is no maximum), and can be presented in any format. The plan should include: specific skill progressions and key coaching points, related physical preparation, and apparatus set up. The lesson plan is to facilitate the session delivery and later professional discussion.

• Training Plans and Evaluation Documents – Since attending the technical module, the coach should be able to evidence they have spent time developing the relevant skills of the gymnasts they bring to assessment. They should be able to evidence this through a combination of training plans and evaluation documents and professional discussion. If the learner does not provide training plans and evaluation documents they will be deemed Not Yet Competent, and the assessment will not take place. In this instance, the learner will be charged to re-sit their assessment. Training plans and evaluation documents should identify how the coach has ‘developed’ the skills over time with the gymnasts. Coaches may not have developed the whole skill with each gymnast, and instead may have been involved only in early progressions, or in the refinement or remedial aspects for some; this is both acceptable, and expected, as gymnasts will be in different stages of the learning journey. This evidence should be a minimum of one A4 page, and can be presented in any format. The training plans and evaluation documents are to facilitate both the professional discussion and final decision. Learners can be deemed Not Yet Competent based on inappropriate skill progression, poor technical and/or physical preparation, or unsafe supporting. In addition, any concerns regarding the evidence listed above may also result in a being deemed Not Yet Competent.

Registration Period
Level 3 Technical Module registration period is two years from module start date. It is the learners responsibility to ensure all parts of the module, including the practical and documents assessed, are completed before their expiry. Learners can re-registration on the module, click here, for a year extension which starts from the date of their module expiry. Where the learner does not apply for an extension or re-register within a year beyond the registration period, they will be required to repeat the module.


Results:
The final decision will be based on the learner bringing the relevant resources (lesson plan, appropriate gymnasts, and training plans and evaluations) and the learner demonstrating safe and appropriate physical preparation, progressions, set-ups, and supporting in their practical assessment, and the learner’s ability to engage in further discussion around all elements of the assessment.

If deemed ‘Competent’
If deemed Competent the assessor will fill in the ‘Areas of Strength’ part of the sign-off form, and explain clearly to the learner the reasons for their decision. Learners are entitled to take a photo of the form for their own records.

If deemed ‘Not Yet Competent’
If deemed Not Yet Competent the assessor will fill in the ‘Areas for Improvement’ part of the sign-off sheet, and explain clearly to the learner the reasons for their decision. Learners are entitled to take a photo of the form for their own records. The assessor will advise the learner on how long (approximately) they should develop their practice before applying for reassessment.

If you are not able to attend your course’s assessment date an assessment charge will be applied before organising another assessment, unless you have received agreement before from Scottish Gymnastics before enrolling onto the course or extenuating circumstance has been agreed, see more information below. This additional charge is to cover the additional costs for you to sit your assessment. See our terms and conditions and payment policy. 

Learners who are deemed not yet competent on their assessment will be required to pay an assessment charge to attend another assessment.

The assessment charge applies when:
• The learner is not able to attend their course assessment date unless extenuating circumstance are approved
• The learner does not respond to the the assessment invite or informs Scottish Gymnastics that they can no longer attend their assessment date
• The learner withdraws from the assessment date following acceptance of their assessment date
• The learner fails to arrive at the allocated assessment at the appointed day/time/venue
• The learner’s logbook does not arrive with the assessor by the date indicated on the assessment letter
• For a learner who receives a ‘not yet competent’ in their assessment in either the practical, logbook or both, to attend another assessment.


The assessment charges are:
Level 1 – £60
Level 2 – £70
Level 3 Technical module – £40
Level 4 and above – £70
If you are unable to submit your logbook/portfolio of evidence before your assessment or within the required timeframe, a charge of £20 is applicable before Scottish Gymnastics will organise a suitable revised submission date. 

These can be paid via the Scottish Gymnastics Shop

If you are not able to attend your assessment, make sure you get in contact with our team on coacheducation@scottishgymnastics.org as soon as you know you cannot attend. As you were not able to attend your assessment, there is an assessment charge for you to attend another assessment date, unless extenuating circumstances have been agreed. Visit the shop to pay course assessment fees.

Organise a new assessment date
We have our upcoming assessments listed in the our What’s On calendar if you are able to attend, please complete the booking form on the calendar page. 

Please note that these assessments are scheduled for courses and learners attending these courses will be prioritised. Any additional space will be offered to learners who complete the booking form on a first come first served basis, with considerations to discipline and level and their assessor.

In-Club Assessment:
Where a learner is not able to sit their scheduled assessment date and cannot find a suitable date on the what’s on calendar, they can organise their own assessment at their venue or where possible an assessors venue. Please see more information below:
• Learner’s should contact an assessor directly to arrange an assessment date. The assessor cannot be the tutor for their course or anyone who has mentored them, unless there is prior approval from Scottish Gymnastics.
• After confirming a date with the assessor, the learner must contact coacheducation@scottishgymnastics.org at least four weeks before the date to have this reviewed and authorised by Scottish Gymnastics before the assessment can go ahead. Unauthorised assessments may not be valid and will not be awarded, with any associated costs borne by the learner.
• Once Scottish Gymnastics confirms that the proposed date and assessor is suitable, the learner will receive their assessment letter. For level 1 and 2, this will confirm the skills box that the learner must complete for their assessment.
• The assessments can take place in an assessor’s gym or a venue organised by the learner. The cost of the venue must be covered by the learner or the club.
• The assessment must be completed within the learner’s registration period, any application for outside the learner’s registration period will be refused.
• Scottish Gymnastics will cover the costs of the assessor delivery fee however any further costs surrounding the assessment must be covered by the learner or their club and agreed in advance with the assessor.
Find a list of Scottish Gymnastics assessors here.

Should you experience exceptional, unforeseeable, short-term circumstances which affect your ability to attend your assessment you may apply for extenuating circumstances, see our extenuating circumstance policy. The extenuating circumstances form should be submitted within 15 working days of the affected assessment or submission for your logbook/portfolio of evidence. Even if your tutor/assessor are aware of your circumstances, you must still complete the application form. 
Click here to submit an extenuating circumstance application form

Find out more information in the Education Terms & Conditions.

How does a learner apply for a special assessment arrangement?
Requests for special assessment arrangements must be made in writing using the application form.

The conditions that will be considered for eligibility and application for special consideration include: temporary illness, injury, indisposition or a circumstance which is beyond the learner’s control but considered to be genuine and valid.
 
What reasonable adjustments can be requested with regard to theory and logbook assessments?
A person with dyslexia, reading or writing difficulties may be allowed the assistance of an amanuensis (assistance with reading/writing), may use a computer or laptop or be given the facility to tape record his/her answers or conduct an oral assessment.
For learners with impaired vision, the assessment materials may be produced with larger print size or printed on coloured paper.
 
What reasonable adjustments can be requested with regard to Practical Assessments?
During practical assessments, one of the competencies learners are assessed on is the ability to use appropriate and safe spotting of gymnasts/trampolinists performing the full skill. In some cases, there might be a justifiable reason why a coach cannot support without putting him/herself or the gymnast at risk (e.g. injury, age, size of the gymnast, etc). In this case, a coach can request a reasonable adjustment in order to be allowed the assistance of a second suitably qualified spotter/assistant. In extreme cases, the learner coach may be allowed to direct an assistant who would be competent at handling at this level to support the gymnasts under his/her instruction. If the coach cannot fulfil the above criteria competently, the examiner must use their experience and discretion, but must err on the side of safety when making any decision regarding the assessment outcome for the learner coach. However, the element of the gymnast’s safety must be the overriding factor. The ultimate responsibility to the safety of the gymnasts during assessments lies with the assessor.