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Terms and Conditions

Coach and Judge Education

July 2023 

Please read these terms & conditions (T&C) carefully as candidate application to a course with Scottish Gymnastics will be deemed as acceptance of them. We suggest our candidates print a copy of the T&C for future reference. If you have any questions or require clarification of the content, please contact the coach education team on coacheducation@scottishgymnastics.org

These terms and conditions apply to all courses organised and delivered by Scottish Gymnastics education team of Caledonia House, 1 Redheughs Rigg, South Gyle, Edinburgh, EH12 9DQ. 

Definitions

  • Assessment: practical or theoretical examination, which forms part of the course 
  • Course:  the course or programme of study to be undertaken by the student 
  • Fees: all fees owing to Scottish Gymnastics pursuant to these conditions including without limit all tuition, course material charges, examination and registration fees 
  • Sponsor: any employer or third party who has agreed with the candidate and/or Scottish Gymnastics to pay the fees (or part of them) 
  • Candidate: coach, teacher, gymnasts, or other person whose application on the course is accepted by Scottish Gymnastics 
  • Demonstrator: gymnasts brought by candidates to the required days of the course.  
1 Insurance and Liability 

Scottish Gymnastics has arranged liability insurance to provide indemnity to affiliated candidates and demonstrators in respect of their activities whilst coaching. This insurance does not provide any indemnity to any candidate or demonstrators who are not directly affiliated to Scottish Gymnastics i.e. does not have the appropriate level of membership. It is the responsibility of any non-affiliated candidate and demonstrators to ensure that they have independently arranged appropriate insurance to cover themselves whilst participating in a course; this should be for the full duration of the course i.e. cover taught sessions, mentoring and assessments. Candidates who are not affiliated to Scottish Gymnastics may be asked to provide proof of adequate cover for them and their demonstrators and failure to do so may result in the candidate being dismissed from the course. No fees will be refundable for any candidate dismissed under this section.

Scottish Gymnastics shall not be liable and expressly excludes responsibility for any loss, cost, expense or damage to personal belongings suffered by the candidate or demonstrators whilst on a course, or for any death or personal injury suffered by the candidate or demonstrators unless caused by Scottish Gymnastics proven negligence or breach of statutory duty.

2 Cancellation of Courses by Scottish Gymnastics 

Scottish Gymnastics reserves the right to cancel or reschedule courses at their discretion if, in the opinion of Scottish Gymnastics, there are insufficient candidates enrolled. In such cases candidates shall be offered a refund of the fees paid or a transfer to an alternative course. 

In such cases Scottish Gymnastics liability shall be restricted to reimbursement of any fees paid to them. In the event of a cancellation for a reason outside the control of Scottish Gymnastics, Scottish Gymnastics shall be under no obligation to provide any reimbursement. In the event of any reimbursement being made it shall be a gratuitous payment made without obligation or liability. 

3 Contract and Payment Terms

Learners have the right to cancel this contract at no cost within seven days of receipt of application by British Gymnastics or Scottish Gymnastics. Such cancellation must be in writing to
coacheducation@scottishgymnastics.org.

Once an application has been made a candidate is liable for the fee regardless of whether they later decide to withdraw voluntarily from the course.

If a candidate cannot attend their chosen course, notice of cancellation must be received by Scottish Gymnastics, in writing to coacheducation@scottishgymnastics.org by the candidate, whereupon a refund of fees will be given in accordance with the cancellation charges outlined below. If written notice of cancellation is not received the candidate will be liable for the payment of all fees.

Cancellation charges:
• Before the course closing date – no charge
• 30 – 14 days before days prior to the course start date – 50% of the course fee
• 14 days or less prior to the course start date – 100% of the course fee
No refunds of fees will be permitted once the learner has started the course for any reason.

Learners who cancel at any time due to illness or injury must following our extenuating circumstances procedure and provide a medical certificate to receive a full refund or transfer to another course.

Any reimbursement approved by Scottish Gymnastics will, wherever possible, be made within 30 days of the date of receipt of the application for such reimbursement.

All cancellations must be made in writing to Scottish Gymnastics education team, Caledonia House, 1 Redheughs Rigg, South Gyle, Edinburgh, EH12 9DQ or coacheducation@scottishgymnastics.org.

Assessment Charges
Charges will be applied for assessment for the reasons stated below, unless extenuating circumstances has been approved or it has been approved by Scottish Gymnastics before to the candidate booking onto the course.
• The candidate is not able to attend their course assessment date as advertised in the course calendar
at time of booking unless extenuating circumstances are approved,
• The candidate does not response to assessment invite or inform Scottish Gymnastics they can no
longer attend the assessment date,
• The candidate withdraws from the assessment date following acceptance of assessment date,
• The candidate fails to arrive at the allocated assessment, without due cause, at the appointed
day/time/venue,
• The candidate’s logbook does not arrive with the assessor by the date indicated on the assessment
letter,
• For candidates third deferral of a coaching assessment and second deferral of a judging assessment.

You will be charged a re-assessment fee specific to the level of course.
• Level 1 – £60.00
• Level 2 – £70.00
• Level 3 Technical Module – £40.00
• Level 4 – £70.00
• Level 5 – £70.00

Logbook/portfolio of evidence submission:
If you were unable to submit your logbook/portfolio of evidence before your assessment or within the required timeframe, a charge is applicable before Scottish Gymnastics will organise a suitable revised submission date.
Fee – £20.00

Theory Course Assessment:
If you missed your theory assessment, you will be charged a re-assessment fee per paper:
Fee – £15.00

CPD or instructor course – fit for practice assessment:
If you were deemed not yet competent during your fit for practice sign-off, you will be required to register and pay to attend another course.

4 Copyright and Intellectual Property 

The copyright in all material provided by Scottish Gymnastics shall (unless expressly stated or otherwise) remain vested in British Gymnastics and may not be reproduced without British Gymnastics’ specific written consent. 
All intellectual property rights derived from any work created by a candidate during or as part of a course shall and hereby vest in British Gymnastics. 

5 Data Protection and Personal Data 

Scottish Gymnastics will not disclose information about candidates to any third party except appropriate education partners and authorities e.g. SQA.

Candidates personal data will be sent to SQA for the purposes of entering them for an SQA qualification, for certification and for maintenance of their record of attainment.

SQA Privacy Statement

Upon application to a course, candidates are consenting to Scottish Gymnastics collecting and processing information that may, because of its nature, be classified as Sensitive Personal Data. This data is used for administrative, health, safety and welfare reasons and as such, any candidate not wishing to provide the information as required on the application form will not be accepted onto a course.

Scottish Gymnastics makes every effort to keep candidates’ personal information secure and accurate. To assist with this, candidates are expected to keep Scottish Gymnastics informed of any changes of address, contact details and/or relevant personal circumstances.

6 Eligibility 

Candidates must be able to provide proof of eligibility to reside and/or study within the UK in order to study a course with Scottish Gymnastics.
Candidates must be able to evidence that they meet any pre-requisite entry requirements and qualifications. You can find the information on our website.
Full information about coaching courses and eligibility
Full information about judging courses and eligibility
Full information about add-on and CPD modules

7 Equal Opportunities 

Scottish Gymnastics is committed to promoting equality of opportunity for all its candidates to ensure that no-one is discriminated against on the grounds of age, disability, gender reassignment, pregnancy and maternity, race, religion or belief, sex or sexual orientation. 

8 Extenuating circumstances 

Extenuating circumstances can be applied for if you experience exceptional, unforeseeable, short term circumstances which affect your ability to attend part of, or all of your course or assessment or submit your logbook/portfolio of evidence within the required timeframe. 

Candidates must follow the extenuating circumstances procedure and complete the relevant application form. Application forms must be submitted to Scottish Gymnastics within 15 working days of the course/assessment. 

9 Registration Period 

Each course has a specified registration period, and the learner must complete all aspects of the learning programme and assessment within that registration period.

Level 1 courses the registration period is 12 months.
Level 2 and above courses the registration period is 24 months.
Judging courses have a registration period of 24 months to complete all aspects of the learning programme and assessment. However, should a judging course be taken less than 24 months prior to the start of a new judging cycle then the course must be completed prior to the start of the new cycle qualifications becoming active.

If the learner fails to complete all aspects of the course within the registration period a re-registration fee will be charged, except in extenuating circumstances where an extension may be granted at the discretion of Scottish Gymnastics. It is the responsibility of the learner to contact the course organiser as soon as possible with supporting evidence where applicable.

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.

If the learner fails to complete all aspects of the course within the registration period a re-registration fee will be charged where re-registration is possible for the course, except in extenuating circumstances where an extension may be granted at the discretion of Scottish Gymnastics. It is the responsibility of the learner to contact the course organiser as soon as possible with supporting evidence where applicable.
Fee – £50

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.

10 Rights & Obligations of Scottish Gymnastics 

Scottish Gymnastics shall use its reasonable endeavours to provide the candidate with an education service which may, where appropriate, include a programme of study; classes, tutorials and relevant learning support intended to prepare the learner for examinations and qualifications. 

Scottish Gymnastics reserves the right to make alterations to courses, assessments, tutors, assessors, fees or venues without prior notice provided such alterations shall not substantially affect the course content or qualification and such alterations shall, at best, only entitle the participant to reimbursement of any course fees paid. 

Scottish Gymnastics reserves the right to dismiss any candidate at any time for behaviour, which is deemed to be unprofessional, inappropriate or disruptive to other candidates. No fees will be refundable for any candidate dismissed under this section. 

Scottish Gymnastics reserves the right to dismiss any candidate at any time for cheating in Assessments, assisting others to cheat, falsification of Logbooks and plagiarism. No fees will be refundable for any candidate dismissed under this section. 

11 Rights & Obligations of the Candidate 

Candidates shall meet and comply with the requirements and/or standards set out in these T&C, and Scottish Gymnastics reserves the right to suspend and/or exclude (at its discretion) any candidate failing to meet such standards and/or requirements, including: 

• must attend a course or assessment organised directly by Scottish Gymnastics. Failure to so may result in a candidate’s attendance at a “course” or “assessment” to be deemed as invalid.  
• liaise directly with Scottish Gymnastics  
• comply with all reasonable requests of Scottish Gymnastics staff and authorised contractors or agents 
• behave in a manner, which does not cause injury or damage to other persons, in particular to the property of Scottish Gymnastics, its staff, candidates or visitors and does not impede or prevent the provision of the course or any other course or otherwise harm the standing and reputation of Scottish Gymnastics 
• comply with such special requirements for a course as may be imposed by law or other applicable third party. For clarification such specialised requirements may include criminal checks, health/medical checks or other conditions of conduct 
• attend all classes, tutorials and examinations. If you experience exceptional, unforeseeable, short-term circumstances which affect your ability to attend part of, or all your course or practical/theory assessment or submit your logbook/portfolio of evidence within the required timeframe please refer to our exceptional circumstances procedure. 
• notify Scottish Gymnastics of any specific requirements and/or special needs in advance of the course. 
• undertake the course and all the assessments within the appropriate validation period e.g. 12 for level 1 or 24 months for level 2 and above (as appropriate) from the date of enrolment. 
• late withdrawals from your allocated assessment will result in a re-assessment fee in advance of each additional assessment or re-assessment.  Please see our assessment procedure. 

12 Health & Safety 

Candidates need to take personal responsibility for the health & safety of themselves and others; to observe safe standards of behaviour and dress; and to familiarise themselves with the safety requirements of the course and its venue. 

Candidates should not interfere with equipment or materials provided without supervision or authorisation. 

Candidates are responsible for monitoring their own health and medical conditions. Any candidate requiring extra support due to a medical condition is required to declare this prior to the start of the course. 

13 Complaints 

Candidates have the right to complain about any aspects of course organisation and deliver they feel does not meet the education departments exacting standards. Complaints may be made during or at the end of the course. If a complaint is made following course completion it must be in writing to the Scottish Gymnastics office within 14 days of the end of the course. Candidates should follow the complaints policy and procedure.

Candidates appealing an assessment decision must follow the Scottish Gymnastics appeals procedure.

14 Roles and Responsibilities of Scottish Gymnastics Workforce 

Delivery Personnel Responsibilities and Duties 

Tutors 
The overall purpose of this role is to take a lead to ensure the next generation of coaches are competent, confident and safe.  
• Deliver the whole course at the dates and times agreed with Scottish Gymnastics.  
• Induct candidates in the structure and assessment requirements of the SQA Award.  
• Familiarise course candidates with the resource pack and exclusively use this pack as the basis of course delivery.   
• Advise candidates of the mode(s) of assessment and dates when these will occur. 
• Ensure there is adequate and full communication with both the candidates and the education department on all matters relating to the course. 
• Project a friendly and professional image at all times, including appropriate dress code, utilising Scottish Gymnastics branded clothing where issued. 
• Be familiar with Scottish Gymnastics services and activities, and proactively promote Scottish Gymnastics as part of the programme. 
• Inform candidates of their progress and where appropriate, provide additional help and support. 
• Provide equal access to candidates for guidance or counselling. The scope of this advice should however be confined to coursework, assessment guidance or careers advice. 
• Provide equal access to candidates for their feedback options and comments about the course. 
• Discuss any problems with individual candidates on a one-to-one basis and in private. 

Assessors  
The overall purpose of this role is to take a lead to ensure the next generation of coaches are competent, confident and safe.  
Assessors need to have good technical knowledge in the selected discipline, be confident in giving and receiving feedback and be able to put candidates at ease during the assessment process.  
• To prepare fully for the assessment and provide clarity to each candidate on what is expected. 
• Lead on the implementation of set criteria to ensure assessments are valid, reliable, practicable, equitable and fair. 
• Provide accurate records of assessment outcomes for each candidate, documenting any feedback and action plans given. 

Internal Verifiers (IV)
The overall purpose of this role is to take a lead to ensure all assessments (& course delivery) that contribute to an SQA qualification are valid, reliable, practicable, equitable and fair — and assessors must apply the standards of assessment uniformly and consistently.  The IV will observe the delivery of the course tutor to ensure standards are maintained and the course is being delivered to the set learning outcomes. 
The IV will also contribute to the training of new tutors and assessors. 
• Support the delivery of courses and develop the quality of the workforce standards in relation to SQA guidelines.
• Lead on the implementation of SQA criteria to ensure assessments are valid, reliable, practicable, equitable and fair. 
• Provide monitoring and evaluation reports after each visit in an agreed format to Scottish Gymnastics Education Programme Manager and provide feedback to tutors/assessors. 

External Verifiers 
A team of external verifiers, appointed by the awarding body, supports the internal verifiers. The role of the external verifier supports the internal verifier through observation, monitoring and reporting on the verification of venue standards, course delivery, assessment procedures and decisions and their support to organisers, tutors and assessors. The external verifier checks the quality of the verification on behalf of the awarding body across recognised centres. The responsibilities of the external verifier’s are as following:  
• monitoring the work of the internal verifiers to ensure quality standards are maintained across the Scotland 
• providing support, information and advice to internal verifiers.  
• fulfilling the requirement regarding the number of external verifier visits to be conducted  
• ensuring that the Scottish Gymnastics equality and diversity policy is applied throughout the course and assessment procedures.  
• ensuring that the Scottish Gymnastics course and assessment procedures are being adhered to.  
• monitoring the application of the Scottish Gymnastics health, safety and welfare policy and child protection policy during courses and assessments.  
• providing feedback to internal verifiers.

Conflict of interest  
Scottish Gymnastics education team will ensure that any assessment of learners (including internal quality assurance sampling) is not undertaken by any person who has a personal interest in the result of the assessment. This includes staff who set the assessments, those assessing the candidate’s evidence, those internally verifying the assessment and anyone who may invigilate a written assessment. Any conflict of interest from a member of Scottish Gymnastics workforce must be declared in writing to the education programme manager. Staff must also declare conflict of interest if they are involved in assessment or internal verification of candidates which they hold personal interest in the result. Where an assessment by such a person cannot be avoided, Scottish Gymnastics will make arrangements for the relevant part of the assessment to be subject to scrutiny by another person. 

15 Candidate Responsibilities  

1  All candidates must attend all dates for the course & assessment.  
2  It is the responsibility of the candidate to bring or organise gymnasts/demonstrators for their sports specific course, (except in the case of preschool courses) minimum of one demonstrator for course.  
3  It is the responsibility of the candidate to bring or organise gymnasts/demonstrators for their sports specific assessment, (except in the case of preschool assessments) minimum of 3 x demonstrators for assessment.  
4  It is the responsibility of all candidates to find a mentor coach to work with following their attendance on the course. It is highly recommended that all candidates try to locate a mentor coach before attending day 1.  
5  When looking for a mentor coach, candidates should consider the following:  
   • be someone you respect and who respects you and is willing to contribute to your long-term development as a coach.  
   • commit to taking responsibility to support you, to finalise your mentored tasks in accordance with the principles and regulations as stated in your logbook.  
   • be an experienced coach who is competent in providing you with feedback and advice throughout your mentored tasks.  
   • be the holder of a recent BG Coach Qualification in the discipline, one level above the level of course level you are attending. 
   • help you with the provision of gymnasts during your course, your mentored tasks and your practical assessment.   
   • ideally be formally recognised and supported by your club for taking up the role as your mentor.  
6  All candidates will be required to work within a club/class situation with their mentor coach during and following the completion of their course and in preparation for their assessment.  
7  It is the responsibility of all candidates to send their logbooks to their assessor a minimum of two weeks prior to the assessment date. Information will be issued to all candidates with all details one month prior to the assessment date.  
8  Re-sits can be undertaken on all parts of the assessment, a maximum of three times. 

16 Malpractice

Scottish Gymnastics and candidates booked on to a Scottish Gymnastics organised and delivered course shall meet and comply with the requirements set out in the Malpractice Policy, and follow and comply with any investigations in to suspected malpractice.

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