Terms and Conditions

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.

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. 

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 a learners deferral or re-assessment of a coaching 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 3 Theory – £135
• 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

Level 3 Theory Assessment:
If you require to re-assessment of your level 3 theory, you will be charged a re-assessment fee:
Fee – £70.00

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.

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. 

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.

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

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. 

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. 

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.

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. 

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. 

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. 

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.

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. 

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. 

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.

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

There are 3 different types of special assessment arrangements:
-Reasonable Adjustments
-Use of language adjustments
-Special Consideration Adjustments

What are the procedures and regulations regarding the “Reasonable Adjustment” arrangements for assessments?
Special adjustments may be arranged for learners who have additional support needs or disabilities. Learners who may be eligible for reasonable adjustment arrangements must be identified at the earliest opportunity, preferably during enrolment. A special requirements application should be made in writing and submitted using the application form at the earliest opportunity, but at least two weeks prior to the assessment.

The learning & development department will then consider the application for approval and communicate its decision with regard to special arrangements. The arrangements must not undermine the standard, quality and integrity of the assessment.
Following the assessment, the assessor must include a statement to the learning and development department indicating the special arrangements made and the outcome of the assessment. All authorised special adjustment arrangements and linked assessment outcomes are recorded.

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.
Producing qualification information and assessment materials in the relevant language as the need arises   
Permitting learners with a limited command of the English language to use a bilingual dictionary.
A reader to translate the questions verbally, with the learner answering in written form in the agreed language.
Assessment materials and scripts undertaken in a language other than English will be carefully moderated to ensure a fair assessment.
 
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.
A person with limited command of the English language may be allowed to use a bilingual dictionary and answer in his/her own language and the paper will be translated to facilitate marking. Consideration may also be given to the question paper being produced in a particular language. 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.
 
What are the regulations and procedures with regard to language adjustments?
Not all course learners have english as their first language. In order to overcome any language difficulties for those learners, the following language adjustments can be requested in writing using the application form.
 
What are the regulations and procedures with regard to “Special Considerations”?
There may be situations where learners suffer temporary illness, injury or indisposition at the time of the assessment. For these learners to be treated fairly, the following guidelines apply:
– 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.
– The assessor/invigilator must prepare a report on the circumstances. Details i.e. Name of learner, venue, date, time, assessment title and the special circumstances should be included in an application for special consideration to Scottish Gymnastics
– Scottish Gymnastics will consider the application and advise on the course of action to be taken, which may include:
– If the learner withdraws at the time of the assessment for a valid and eligible reason, arrangements can be made to sit the assessment at another time. Under these circumstances, a different theory paper must be undertaken but the original practical assessment skills will remain the same
– If a learner should arrive late for an assessment and provides a valid reason, the assessor/invigilator may use their discretion, providing the action does not distract or disadvantage the other learners
– Actions taken must be reasonable, practicable and fair to all learners, to uphold the standard, equality and integrity of the qualification.
– Where possible, the learner will be included in another formally organised assessment but if other arrangements are made, they must be authorised by BG and the procedures must be rigorously monitored.
– Any costs incurred may be charged to the individual but should not be prohibitive.
– Awarding Body will record all instances of special considerations and an annual report will be produced for evaluation and action.

Costs when previously arranged with the learning & development department will normally be met by Scottish Gymnastics to ensure that the learner is not disadvantaged. However, the learner may be asked to contribute to the costs where this is deemed to be appropriate.