Course Terms & Conditions

1. About these terms

These terms apply when you enrol on a course with FRF Academy, part of Full Range Fitness [TBC – registered company name & number], Unit E3 Chaucer Business Park, Dittons Road, Polegate, East Sussex BN26 6QH. By paying for a course you agree to these terms. Please read them carefully. Nothing in these terms affects your statutory rights.

2. Courses and prices

• Active IQ Level 2 Certificate in Fitness Coaching: £1,000
• Active IQ Level 3 Diploma in Personal Training: £1,500

Prices include VAT and cover all tuition, course materials and manuals, Active IQ registration and certification fees, all assessments and resits within your course period, and a 3-month Full Range Fitness membership. Existing Full Range Fitness members may be eligible for a discount.

3. Eligibility

• You must be 18 or over.
• To enrol on Level 3 you must hold a Level 2 qualification in gym instructing or fitness coaching.
• You must have a reasonable level of physical fitness, be able to take part in practical sessions, and complete a health screening questionnaire before practical training.

4. Payment

The full course fee is payable at enrolment, unless we have agreed a payment plan with you in writing. Your place is confirmed once payment is received.

5. Your course

• Courses are delivered one-to-one and you can start at a time agreed with us.
• You can study at your own pace. Most learners complete in 3 months to 2 years.
• You must complete Level 2 within 2 years and Level 3 within 3 years of enrolment. After this, a resit fee of [TBC – amount] applies to continue.
• This is a local, face-to-face course. To complete it you must attend at least 25 hours of group sessions at Full Range Fitness as face-to-face learning, and attend your assessments in person, which take a minimum of two days.
• Your included membership lasts for 3 months from the start of your course and is subject to Full Range Fitness's membership terms.

6. Your right to cancel

You have a legal right to cancel within 14 days of enrolling (the cancellation period) for a full refund. To cancel, email [email protected] or tell us in writing.

If you ask us to start your course within the cancellation period and then cancel, we may deduct a reasonable amount for the training already provided and for any Active IQ registration fees or course materials already issued to you.

7. Cancelling after 14 days

After the cancellation period, course fees are non-refundable, except where we are at fault or where the law requires a refund. [TBC – confirm refund policy after 14 days] If you are unable to continue because of illness, injury or personal circumstances, contact us and we can pause and defer your course.

8. If we need to change or cancel

We may occasionally need to change a session time or tutor. We will give you as much notice as possible and agree a new time with you. If we cancel your course and cannot offer a suitable alternative, we will refund you for any part of the course not yet delivered.

9. Your responsibilities

• Attend agreed sessions on time, or give at least 24 hours' notice if you cannot attend
• Complete your own work honestly; plagiarism, copying and other malpractice may lead to your work being rejected, your course being stopped, and a report to Active IQ
• Follow our policies, including Health & Safety, Equal Opportunities & Diversity and Malpractice & Maladministration
• Treat staff, members and other learners with respect

10. Certification

Your certificate is issued by Active IQ once you have successfully completed all assessments and your work has passed internal and external quality assurance. We cannot guarantee that you will pass.

11. Work opportunities

Work experience may be offered during your course, and successful learners may have the opportunity to apply for work at Full Range Fitness. Employment is not guaranteed.

12. Complaints and appeals

If you are unhappy with any part of your course, please use our Complaints Policy. To challenge an assessment decision, use our Appeals Policy.

13. Your data

We use your personal data as set out in our Data Protection & Cyber Security Policy, including sharing it with Active IQ to register and certificate you.

14. Our liability

We will deliver your course with reasonable care and skill. We are not liable for losses that were not foreseeable, or for loss of earnings or business. Nothing in these terms limits our liability for death or personal injury caused by our negligence, or for anything else that cannot be limited by law.

15. Law

These terms are governed by the law of England and Wales.

Appeals Policy

Purpose

The purpose of an appeals procedure is to ensure that every learner who is not satisfied with the outcome of an assessment decision has the right to appeal against the decision that has been made. The appeals procedure applies to any learner following completion of an Active IQ qualification at FRF Academy and provides learners with a formal route to appeal against a decision.

Assessors

FRF Academy learners will be assessed against Active IQ published criteria and by assessors who must hold, or be working towards, any of the following:

• Level 3 Award in Understanding the Principles and Practices of Assessment, or
• Level 3 Award in Assessing Vocationally Related Achievement, or
• Level 3 Award in Assessing Competence in the Work Environment, or
• Level 3 Certificate in Assessing Vocational Achievement, or
• A1 (previously D32, D33)

In addition, FRF Academy will ensure that assessors:

• possess a discipline-specific qualification equivalent to the qualification being taught
• have relevant industry experience
• demonstrate active involvement in industry-relevant Continued Professional Development during the last two years

All new FRF Academy assessors will be given a clear action plan for achieving the appropriate qualification(s), and their decisions will be countersigned by an appropriately qualified individual until the qualification(s) are achieved.

What you can appeal

• An assessment decision, on the basis that the centre did not apply procedures consistently, or that procedures were not followed properly and fairly, and as a result the learner disagrees with the decision and wishes to challenge the outcome.
• An Active IQ decision to decline the centre's request to make reasonable adjustments or give special considerations.

Formal appeal process

The appeal procedure comprises four stages.

If the learner's assessor was also the Internal Verifier, the appeal will move straight from Stage 1 to Stage 3 so that it is always reviewed by someone independent of the original decision.

Reasonable adjustments and special considerations

Throughout the assessment process FRF Academy will comply fully with Active IQ's policy on reasonable adjustments and special considerations, which can be found on the Active IQ policies and procedures page.

Evidence for observed assessments

Investigating appeals is very difficult without impartial evidence. Therefore, appeals relating to live observed assessments will only be considered when accompanied by a suitable video recording. Learners may use a video recording as long as it does not adversely affect the assessment process, allows the assessor to carry out their role, and does not contravene the rules or regulations of the venue or organisation. The learner must make suitable arrangements for a video operator.

Appeals procedure fees

A fee of £40 will be charged to the learner if the appeal progresses past Stage 1. If the appeal is upheld, the fee will be refunded to the learner.

Thank you for your contribution and commitment to making our policy work.

Complaints Policy

Introduction

This document sets out FRF Academy's complaints policy and procedure and is aimed at our learners and all interested parties who receive a direct or indirect service from FRF Academy. FRF Academy values every learner who undertakes one of our programmes of study.

We aim to give all our learners a great learning experience, working with each learner on an individual basis and helping them achieve their full potential. If you feel you have received a level of service below both your expectations and ours, please raise your concerns with us immediately so that we can address them and learn lessons to improve our service.

Scope

This policy covers complaints that learners and members of the public may wish to make in relation to the qualifications offered by FRF Academy. It does not cover enquiries about services offered by FRF Academy, or appeals in relation to assessment decisions made by FRF Academy. These areas are covered by separate policies. If a complaint is submitted which is in fact an appeal, we will let the relevant party know that the issue is being considered under our published Appeals Policy.

If you are unhappy about the way an examination or assessment was delivered or conducted and you suspect malpractice and/or maladministration may have occurred, please raise your concern in accordance with our Malpractice & Maladministration Policy. This should happen as soon as possible to protect any evidence that may form part of your complaint.

FRF Academy responsibility

We make sure that our staff and learners involved in the management, assessment and quality assurance of our qualifications are aware of the contents of this policy and their individual responsibilities in relation to it.

How should I complain?

If, at the end of Stage 3 and only once you have fully exhausted this process, you remain unhappy with the outcome, you can contact Active IQ directly if you feel there has been a significant breach by FRF Academy of Active IQ's procedures (available on the Active IQ policies and procedures page). Contact details are on Active IQ's website.

Confidentiality and whistleblowing

Sometimes a complainant may wish to remain anonymous. However, it is always preferable to reveal your identity and contact details to support a full review or investigation. If you are concerned about possible adverse consequences, please tell us that you do not wish to reveal your identity.

What happens if my complaint is upheld?

If any part of your complaint is upheld, we will respond to you accordingly and consider how we can improve our service and arrangements. For example, reviewing our procedures and actions to evaluate the need for any changes to our existing arrangements and assessment processes (if relevant), or the need for additional staff training. In extreme circumstances, internal disciplinary procedures may be used where the performance or behaviour of our staff is deemed inappropriate.

Where a complaint has been successful, or where an investigation following notification from Active IQ indicates a failure in our processes, FRF Academy will consider the outcome and, as appropriate, take actions such as:

• identifying any other learner who has been affected by that failure
• correcting, or where it cannot be corrected, mitigating as far as possible the effect of the failure
• ensuring that the failure does not recur in the future
• compensating the learner if the centre is found to have breached its own terms and conditions that form part of the contract between us and the learner in question

Complaints form

Please include the following in your complaint:

1. Your name and contact details
2. Details of the complaint
3. Actions taken to resolve the complaint so far (if applicable)
4. The outcome you are seeking
5. Any supporting evidence
6. Signature and date

Thank you for your contribution and commitment to making our policy work.

Malpractice & Maladministration Policy

Definition of malpractice

Malpractice is any activity or practice which deliberately contravenes regulations and compromises the integrity of the internal or external assessment process and/or the validity of certificates and associated achievement. It covers any deliberate actions, neglect, default or other practice that compromises, or could compromise:

• the assessment process
• the integrity of a regulated qualification
• the validity of a result or certificate
• the reputation and credibility of FRF Academy and/or Active IQ, the qualification, or the wider qualifications community

Malpractice may include a range of issues, from the failure to maintain appropriate records or systems to the deliberate falsification of records in order to claim certificates. For the purpose of this policy, the term also covers misconduct and forms of unnecessary discrimination or bias towards certain groups of learners.

Examples of malpractice

The examples below of centre and learner malpractice are not exhaustive and are intended only as guidance:

• Denial of access to premises, records, information, learners and staff to any authorised Active IQ representative and/or the regulatory authorities
• Failure to carry out internal assessment, internal moderation or internal verification in accordance with Active IQ requirements
• Deliberate failure to adhere to Active IQ learner registration and certification requirements
• Deliberate failure to continually adhere to centre approval and/or qualification approval requirements, or any actions assigned to the centre
• Deliberate failure to maintain appropriate auditable records, e.g. certification claims, and/or disposal or forgery of evidence
• Fraudulent claim(s) for certificates
• The unauthorised use of inappropriate materials or equipment in assessment settings (e.g. mobile phones)
• Intentionally withholding information from Active IQ that is critical to maintaining the rigour of quality assurance and standards of qualifications
• Deliberate misuse of Active IQ's logo and trademarks, or misrepresentation of the centre's relationship with Active IQ and/or its approval status
• Collusion, or permitting collusion, in exams or assessments
• Learners still working towards a qualification after certification claims have been made
• Persistent instances of maladministration within the centre
• Deliberate contravention by the centre and/or its learners of the assessment arrangements specified for Active IQ qualifications
• A loss or theft of, or a breach of confidentiality in, any assessment materials
• Plagiarism by learners or staff
• Copying from another learner (including using ICT to do so)
• Impersonation, i.e. assuming the identity of another learner, or having someone assume your identity during an assessment
• Unauthorised amendment, copying or distribution of exam or assessment papers and materials
• Inappropriate assistance to learners by centre staff (e.g. unfairly helping them to pass a written exam or practical assessment)
• Deliberate submission of false information to gain a qualification
• Deliberate failure to adhere to, or to circumvent, the requirements of Active IQ's reasonable adjustments and special considerations policy

Definition of maladministration

Maladministration is any activity or practice which results in non-compliance with administrative regulations and requirements, including persistent mistakes or poor administration within FRF Academy (e.g. inappropriate learner records).

Examples of maladministration

The examples below are not exhaustive and are intended only as guidance:

• Unintentional but persistent failure to adhere to Active IQ learner registration and certification procedures
• Unintentional but persistent failure to adhere to centre approval or qualification requirements and/or associated actions assigned to the centre
• Late learner registrations (either infrequent or persistent)
• Unreasonable delays in responding to requests and/or communications from Active IQ
• Inaccurate claims for certificates made frequently, even if accidentally
• Failure to maintain appropriate auditable records, e.g. certification claims
• Withholding information from Active IQ that is required to assure Active IQ of the centre's ability to deliver qualifications appropriately
• Misuse of Active IQ's logo and trademarks, or misrepresentation of the centre's relationship with Active IQ and/or its approval status
• Failure to adhere to, or to circumvent, the requirements of Active IQ's reasonable adjustments and special considerations policy

Making an allegation of malpractice or maladministration

Anybody who identifies, or is made aware of, suspected or actual cases of malpractice or maladministration at any time must immediately notify the appropriate personnel at FRF Academy and Active IQ. This should be done in writing or by email, with appropriate supporting evidence. If the malpractice or maladministration involves FRF Academy, the informant may bypass the centre and report the issue directly to Active IQ.

All allegations should include (where possible):

• the centre's name, address and centre number
• the learner's name and Active IQ registration number (if known)
• details (name, job role) of any centre or Active IQ personnel involved
• details of the Active IQ course/qualification or service affected
• the nature of the suspected or actual malpractice or maladministration, and associated dates
• details and outcome of any initial investigation carried out by the centre or anybody else involved, including any mitigating circumstances

If FRF Academy conducts an initial investigation before formally notifying Active IQ, it will ensure that the staff involved are competent and have no personal interest in the outcome. However, in all instances FRF Academy must immediately notify Active IQ if it suspects malpractice or maladministration has occurred, as Active IQ has a responsibility to the regulatory authorities to ensure that all investigations are carried out rigorously and effectively.

In all cases of suspected malpractice and maladministration reported to Active IQ, the identity of the informant will be protected in accordance with Active IQ's duty of confidentiality and/or any other legal duty.

Confidentiality and whistleblowing

Sometimes an informant will wish to remain anonymous. However, it is always preferable to reveal your identity and contact details to FRF Academy or Active IQ. If you are concerned about possible adverse consequences, please tell FRF Academy or Active IQ that you do not wish to reveal your identity. FRF Academy and Active IQ are not obliged (as recommended by the regulators) to disclose information if doing so would breach confidentiality and/or any other legal duty.

While FRF Academy and Active IQ are prepared to investigate issues reported anonymously, we will always try to confirm an allegation through a separate investigation before raising the matter with those the allegation relates to. We will always investigate complaints from whistleblowers in accordance with relevant whistleblowing legislation.

Preventing malpractice and maladministration

To prevent malpractice and maladministration, FRF Academy will ensure that:

• all staff are aware of policies and procedures and receive appropriate training and briefings on them
• staff have clear roles and responsibilities
• a documented internal quality assurance procedure is in place and subject to regular internal review
• documented internal standardisation arrangements are in place, with evidence that these take place at least once a year
• learners are informed of their roles and responsibilities in not doing anything that may be deemed malpractice and jeopardise their achievements
• all assessment and internal verification activities are accurately recorded and carried out in accordance with FRF Academy's internal quality assurance arrangements and Active IQ's qualification guidance
• all registration and certification records are subject to appropriate internal review before submission
• all registration, assessment and certification records are kept securely, either as electronic records or as hard copies in a locked filing cabinet in a locked cupboard, for up to 3 years after the learner has completed their course. Only authorised and appropriate members of staff have access to them.

Investigation procedure

To investigate instances of malpractice or maladministration effectively, the following process will be followed. The stages describe general key activities; not all of them will be needed in every case.

Thank you for your contribution and commitment to making our policy work.

Reasonable Adjustments & Special Considerations Policy

Purpose

FRF Academy is committed to making sure every learner has a fair opportunity to show what they know and can do. This policy explains how we provide reasonable adjustments and special considerations, in line with Active IQ's Reasonable Adjustments and Special Considerations Policy (available on the Active IQ policies and procedures page) and the Equality Act 2010.

Definitions

• Reasonable adjustment: a change to how learning or assessment is delivered, agreed before the assessment, that removes or reduces a disadvantage caused by a disability, learning difficulty or other need. For example: extra time, a reader or scribe, coloured overlays, assessment in a quieter area, rest breaks, or alternative formats for materials.
• Special consideration: consideration given after an assessment to a learner who was affected by a temporary illness, injury or other event outside their control at the time of the assessment.

Our principles

• Adjustments must not change the standard being assessed or give the learner an unfair advantage. The learner must still meet all of the learning outcomes and assessment criteria.
• Adjustments are based on the individual learner's needs and their usual way of working.
• Some adjustments can be approved by FRF Academy; others must be applied for through Active IQ. We will always follow Active IQ's policy.
• All requests and decisions are recorded and kept confidential.

How to request a reasonable adjustment

1. Tell us about any disability, learning difficulty, medical condition or other need when you enrol, or as soon as you become aware of it. You can tell your tutor or email [email protected].
2. We will discuss your needs with you and may ask for supporting evidence (for example a report from a doctor, specialist or educational psychologist).
3. We will agree the adjustment with you before the assessment and, where required, apply to Active IQ within their timescales.
4. We will confirm the agreed adjustment to you in writing.

How to request special consideration

If illness, injury, bereavement or another event outside your control affects you during an assessment, tell your assessor or email [email protected] as soon as possible, and no later than 5 working days after the assessment, with any supporting evidence. We will consider the request and, where appropriate, offer a further assessment opportunity or apply to Active IQ on your behalf.

Decisions and appeals

If you disagree with a decision about a reasonable adjustment or special consideration, you can appeal using our Appeals Policy. This includes appealing against an Active IQ decision to decline our request for an adjustment.

Thank you for your contribution and commitment to making our policy work.

Equal Opportunities & Diversity Policy

Our commitment

We promote a working and learning environment in which diversity is recognised, valued and encouraged. We acknowledge the multicultural and diverse nature of the UK workforce and society in general. We are committed to principles of fairness and mutual respect, where everyone accepts the concept of individual responsibility. These principles are embedded in FRF Academy's selection, recruitment, programme delivery, assessment and quality assurance.

We recognise that discrimination in the workplace or in the provision of training, in any form, is unacceptable and in most cases unlawful. We view any breach seriously, and will investigate and take appropriate action where necessary when FRF Academy procedures are not followed by staff or learners.

Definitions

• Diversity is the practice or quality of including or involving people from a range of different social and ethnic backgrounds and of different genders, sexual orientations and so on.
• Victimisation is when you are treated badly or unfairly because you have made a complaint related to a protected characteristic, such as disability, or because you have helped someone else who has made a complaint.
• Direct discrimination is treating someone with a protected characteristic less favourably than others.
• Indirect discrimination is putting rules or arrangements in place that apply to everyone, but that put someone with a protected characteristic at an unfair disadvantage.

No learner, or anyone our organisation deals with, receives less favourable treatment because of their protected characteristics.

Protected characteristics

• Age
• Disability
• Gender reassignment
• Marriage and civil partnership
• Pregnancy and maternity
• Race (including colour, nationality, ethnic or national origin)
• Religion or belief
• Sex
• Sexual orientation

FRF Academy's stance

FRF Academy ensures equality of treatment for all by aiming to:

• raise awareness of equality and diversity
• ensure that you are never discriminated against or treated less favourably because of a protected characteristic
• acknowledge any issues that could be defined as discrimination, victimisation or harassment, with an appropriately sensitive and prompt investigation
• comply with Active IQ in making suitable reasonable adjustments (see the Active IQ policies and procedures page), which can apply to all of the listed protected characteristics

Your responsibilities

Each of us is a stakeholder in the success of this policy. We expect you to make a positive contribution towards maintaining an environment of equal opportunity, and to observe this policy at all times. In particular, you have an individual responsibility to:

• not take unlawful discriminatory actions or decisions contrary to the spirit of this policy
• not discriminate against, harass, abuse or intimidate anyone on account of their protected characteristics
• not place pressure on other learners to act in a discriminatory manner
• resist pressure from others to discriminate, and report such approaches to an appropriate member of staff
• co-operate with any investigation, including providing evidence of conduct which may amount to discrimination
• co-operate with any measures introduced to develop or monitor equal opportunity

Discrimination is not just treating one person less favourably than another. It can also take place because:

• someone associates with a person who has a protected characteristic
• someone is believed to have a protected characteristic (even though they do not)

We expect you to treat, and be treated by, other learners and the people our organisation deals with considerately and with respect.

If you encounter discrimination

1. If you feel subject to discrimination of any kind identified in this policy, make clear to the individual concerned that you find it unacceptable. Person-to-person discussion at an early stage may be enough to resolve your concern. Alternatively, ask a trusted person (e.g. a fellow learner or a trusted member of staff) to approach whoever has caused you offence.
2. If the discrimination continues, or you consider it particularly serious, raise the issue with a member of staff. In most cases this will be your tutor or assessor. If they are involved in your concern, approach their line manager or the Internal Verifier instead.
3. The staff member approached will carry out a suitable documented investigation or, where more appropriate, refer the issue to the person responsible for this area.
4. The result of the investigation will be communicated to you, including any action taken and the outcome where appropriate.
5. If you are dissatisfied with the outcome and want to appeal, contact us at [email protected] within five working days of receiving the outcome. Your appeal will be reviewed by someone who was not involved in the original investigation. Where our Centre Manager and Internal Verifier, Nathan Jandrell, was involved, it will be reviewed by our independent reviewer, [TBC – independent reviewer name].

Thank you for your contribution and commitment to making our policy work.

Safeguarding & Prevent Policy

Purpose

FRF Academy is committed to safeguarding and promoting the welfare of everyone we work with, including learners, members, clients used in assessments, and any child or adult at risk who may be present at Full Range Fitness. Although our learners are all aged 18 or over, they may work with children or adults at risk during their course and future careers.

This policy also covers our duty under the Prevent strategy to help stop people being drawn into terrorism or extremism.

Designated Safeguarding Lead

Our Designated Safeguarding Lead (DSL) is Nathan Jandrell [TBC – confirm Designated Safeguarding Lead]. Contact: [email protected] · 07455 164553.

What is abuse?

Abuse can be physical, emotional, sexual, financial, discriminatory, organisational, neglect or self-neglect, domestic abuse (including coercive control) and modern slavery. It can also happen online. Radicalisation, where someone is encouraged to support extremist views or terrorism, is also a safeguarding concern.

Our commitments

• Treat every safeguarding concern seriously and act on it promptly
• Make sure staff understand how to recognise and report concerns, and complete safeguarding and Prevent training
• Carry out appropriate checks (including DBS checks where required) on staff
• Maintain appropriate professional boundaries between staff and learners
• Keep safeguarding records confidential and secure, sharing information only on a need-to-know basis or where the law requires
• Promote fundamental British values: democracy, the rule of law, individual liberty, and mutual respect and tolerance of those with different faiths and beliefs

What to do if you have a concern

1. If someone is in immediate danger, call 999.
2. If someone tells you about abuse: listen, stay calm, do not promise to keep it secret, do not investigate or ask leading questions, and write down what was said as soon as possible using their words.
3. Report the concern to the DSL the same day. If the concern involves the DSL, contact East Sussex County Council directly: Health and Social Care Connect for adults, or the Single Point of Advice (SPoA) for children [TBC – check current phone numbers].
4. The DSL will decide on next steps, which may include referral to social care, the police or the Prevent team.

Prevent

If you are worried that someone is being drawn into extremism or terrorism, report it to the DSL. The DSL may refer the concern to Sussex Police Prevent or the local authority. In an emergency, call 999. You can also get advice through the national Act Early service (actearly.uk).

Allegations against staff

Any allegation that a member of staff has harmed, or may pose a risk to, a learner, child or adult at risk must be reported to the DSL immediately, or to the local authority if the allegation concerns the DSL.

Thank you for your contribution and commitment to making our policy work.

Health & Safety Policy

Purpose

FRF Academy delivers training and practical assessments inside a working gym. This policy sets out how we keep learners, staff, members and visitors safe, in line with the Health and Safety at Work etc. Act 1974 and Full Range Fitness's wider health and safety arrangements.

Responsibilities

FRF Academy will:

• carry out and regularly review risk assessments for the premises, equipment and course activities, including practical assessments
• make sure equipment is safe, regularly checked and maintained, and that faulty equipment is taken out of use
• provide a safety induction for every learner at the start of their course, covering emergency procedures, fire exits, first aid and safe use of equipment
• make sure a qualified first aider and a stocked first aid kit are available whenever learners are training or being assessed
• record and investigate all accidents, incidents and near misses, and report them to the Health and Safety Executive under RIDDOR where required
• make sure tutors and assessors are competent and supervise learners appropriately

Learners will:

• complete a health screening questionnaire (PAR-Q) before taking part in practical sessions, and tell us about any change in their health
• follow the instructions of tutors and staff and the gym's rules
• wear suitable clothing and footwear and use equipment correctly
• report any hazard, damaged equipment, accident or near miss immediately
• make sure any clients or volunteers they coach during assessments are screened and coached safely

Emergencies

In the event of fire or another emergency, stop what you are doing, follow staff instructions and leave by the nearest fire exit to the assembly point. Do not return to the building until told it is safe. The location of fire exits, extinguishers and first aid kits is covered in your induction.

Accidents and first aid

If someone is injured or unwell, alert a member of staff or the first aider immediately. All accidents and incidents must be recorded in the accident book. Serious incidents will be reported as required by law.

Practical assessments with clients

Where learners coach real clients as part of their assessment, the client must be screened, must consent to taking part, and the session must be planned and delivered within safe limits. The assessor may stop any session that becomes unsafe.

Thank you for your contribution and commitment to making our policy work.

Data Protection & Cyber Security Policy

Purpose

This policy explains how FRF Academy collects, uses, stores, shares and protects personal data, and the steps we take to keep our systems and learner records secure. It applies to all staff, tutors, assessors, quality assurers and learners, and to all personal data we hold in any format (paper or electronic).

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the data requirements of our awarding organisation, Active IQ.

Who is responsible

FRF Academy is part of Full Range Fitness [TBC – registered company name & number], which is the data controller for learner data. Our ICO registration number is [TBC – ICO registration number]. Our data protection lead is Nathan Jandrell ([email protected]).

What data we collect

• Contact and identity details: name, address, date of birth, email, phone number and proof of identity where required for registration or assessment
• Enrolment and payment records
• Health information you provide (for example a PAR-Q or details of an injury or condition) so that you can train and be assessed safely
• Information about disabilities or learning needs you choose to share, so we can put reasonable adjustments in place
• Assessment records: portfolios, workbooks, observation records, photos or video of practical assessments, assessment decisions and quality assurance records
• Records of appeals, complaints and investigations

Health and disability information is special category data. We only collect it where it is needed, with your consent or where the law allows, and we keep it with extra care.

Why we use it (lawful basis)

• Contract: to enrol you, deliver your course, assess you, and register and certificate you with Active IQ
• Legal obligation: to meet our regulatory, health and safety, safeguarding and financial record-keeping duties
• Legitimate interests: to run and improve our courses and keep our premises and systems safe
• Consent: for marketing, and for using photos or videos of you in publicity. You can withdraw consent at any time.

Who we share it with

• Active IQ, for learner registration, certification, external quality assurance and investigations, and through Active IQ with the qualification regulators (e.g. Ofqual) where required
• Our payment and business software providers (for example our CRM, booking and payment systems and secure cloud storage), under appropriate data processing terms
• Emergency services or other authorities where there is a risk to someone's safety or where the law requires it

We never sell your data.

How long we keep it

Registration, assessment and certification records are kept for 3 years after you complete your course, in line with our Malpractice & Maladministration Policy, unless Active IQ requires us to keep them longer. Financial records are kept for 6 years. After this, records are securely deleted or shredded.

Your rights

You have the right to access your data, to have it corrected, to ask for it to be deleted or restricted, to object to certain uses, and to data portability. To use any of these rights, email [email protected]. We will respond within one month. You also have the right to complain to the Information Commissioner's Office (ico.org.uk).

Cyber security

To protect learner data and assessment materials, FRF Academy will:

• store electronic learner records only in approved, secure cloud storage with access limited to authorised staff
• use strong, unique passwords and two-factor authentication on all accounts that hold learner data, including email, cloud storage, the CRM and the Active IQ centre portal
• keep devices, operating systems, browsers and anti-virus software up to date, and lock devices with a password or PIN
• never share login details, and remove access promptly when a member of staff leaves or changes role
• not store learner data on personal USB drives or unencrypted personal devices
• keep assessment materials confidential and never share them with learners outside an authorised assessment
• be alert to phishing: check sender details and never open unexpected links or attachments
• keep regular backups of learner records
• keep paper records in a locked filing cabinet in a locked cupboard, and shred them when no longer needed

Data breaches

A data breach is any loss, theft, unauthorised access to, or accidental disclosure of personal data (for example a lost laptop, an email sent to the wrong person, or a hacked account). Anyone who suspects a breach must tell Nathan Jandrell immediately. We will contain the breach, assess the risk, and where required report it to the ICO within 72 hours and inform the people affected without undue delay. Where a breach involves Active IQ assessment materials or learner registration data, we will also notify Active IQ. All breaches are recorded, whether or not they are reported.

Thank you for your contribution and commitment to making our policy work.

Conflict of Interest Policy

Purpose

This policy makes sure that conflicts of interest do not affect the fairness or integrity of the assessment and quality assurance of Active IQ qualifications delivered by FRF Academy.

What is a conflict of interest?

A conflict of interest exists where a person's personal, family, financial or business relationships could affect, or could be seen to affect, their ability to make fair and objective decisions. Examples include:

• assessing or quality assuring a family member, partner, close friend or employee
• assessing a learner who is also an employee or member of Full Range Fitness, where the relationship could affect judgement
• an Internal Verifier quality assuring their own assessment decisions
• the same person acting as assessor, Internal Verifier and appeals decision-maker for the same learner
• a member of staff who stands to gain financially from a learner's result

Declaring a conflict

All staff involved in delivering, assessing or quality assuring qualifications must declare any actual or potential conflict of interest to the Centre Manager as soon as they become aware of it, and at the start of each new learner's course. Declarations are recorded in our Conflict of Interest Register, which is reviewed at least annually and whenever a new conflict is declared.

Managing conflicts

Where a conflict exists, FRF Academy will put appropriate safeguards in place, such as:

• allocating a different assessor to the learner
• making sure assessment decisions are quality assured by someone independent of the assessor. Because our Centre Manager, Nathan Jandrell, is also our Internal Verifier, any assessments he carries out are quality assured by an independent IQA, [TBC – independent IQA name].
• increasing the internal quality assurance sample for the learner to 100%
• using an independent reviewer for appeals and complaints ([TBC – independent reviewer name])
• informing Active IQ where required

Failure to declare a conflict of interest may be treated as malpractice under our Malpractice & Maladministration Policy.

Thank you for your contribution and commitment to making our policy work.

Internal Quality Assurance Policy

Purpose

Internal quality assurance (IQA) makes sure that assessment decisions at FRF Academy are accurate, consistent, fair and meet Active IQ's standards. This policy sets out how we plan, carry out and record IQA.

Roles

• Internal Verifier / IQA: Nathan Jandrell. The IQA must hold, or be working towards, a recognised IQA qualification (e.g. Level 4 Award in the Internal Quality Assurance of Assessment Processes and Practice) and be occupationally knowledgeable in the qualifications being quality assured.
• Independent IQA: [TBC – independent IQA name] quality assures any assessment decisions made by Nathan Jandrell, as an IQA cannot quality assure their own decisions.
• Assessors: must meet the requirements set out in our Appeals Policy and Active IQ's assessment strategy.

Our IQA process

• Sampling plan: the IQA plans sampling for each learner and assessor, covering every unit, every assessment method and every assessor over time.
• Sample size: 100% of decisions for new or unqualified assessors (who must also have their decisions countersigned), and a risk-based sample for experienced assessors, increased where issues are found.
• Observation: the IQA observes each assessor carrying out practical assessments at least once a year.
• Interim and summative sampling: portfolios are sampled during the course as well as at the end, so that problems are found early.
• Feedback: assessors receive written feedback and agreed actions following each sample.
• Standardisation: standardisation activities take place at least once a year, and whenever a qualification changes, so all assessors interpret the standards in the same way.
• Certification: certificates are only claimed once a learner's work has been internally quality assured as required.

Records

We keep sampling plans, sampling records, observation records, standardisation records and assessor CPD records securely for at least 3 years, and make them available to Active IQ's external quality assurer on request.

External quality assurance

FRF Academy co-operates fully with Active IQ's external quality assurance, including visits, remote sampling and any actions set. Failure to do so may be treated as malpractice or maladministration.

Thank you for your contribution and commitment to making our policy work.