Contents

• Introduction
• Governance and Maintenance
• Policies and Procedures
• Notifying RLSS UK Qualifications of certain events
• Environment and Resources
• Advertising and use of Logos
• Finance
• Liability for loss
• Data Protection
• Withdrawal of ATC/P status
• Trainer Assessors
• ATC/P Responsibilities towards Candidates
• Internal and External Quality Assurance
• Malpractice and Maladministration
• Contact Details

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Introduction

This document sets out the terms and conditions an Approved Training Centre/Provider (ATC/P) must follow should they wish to be part of the scheme, which enables them to deliver and award RLSS UK Qualifications (hereby known as RLSS UK), qualifications.

ATC status is assigned to those organisations who operate out of their own venue and can deliver regulated qualifications. e.g., Leisure Centres, Health Clubs, Schools who have a pool(s) and/or the required facilities to provide training and assessments as per the requirements of the qualification being delivered/assessed. An ATC may comprise of more than one venue which is referred to as a child site.

ATP status is available for those individuals/ organisations wishing to set up their own facility but do not have a specific venue or pool but otherwise operate in the same way as an ATC.

ATPs are not intended to replace ATCs where the management and administration of the ATC scheme would be part of the normal business activity.

1.1 The ATC/P must familiarise themselves along with all employees and any other external parties including Trainers and/or Assessors who may be involved in the delivery and/or assessing of RLSS UK qualifications, aware of any relevant RLSS UK terms and conditions, policies, training resources, and relevant guidance and syllabus.

1.2 The following are examples of some of the primary policy documents and training resources that ATC/Ps are expected to follow:

• Code of Conduct
• Code of Practice
• ATC/P Guidance Manual
• Guidance and Syllabus for Trainers and Assessors (for each qualification)
• Master programme for each qualification
• ATC/P Fees and Invoicing
• Malpractice and Maladministration
• Complaints and Appeals
• Conflict of Interest
• Recognition of Prior Learning
• Special considerations and reasonable adjustments
• Safeguarding Policies
• GDPR and Data Protection
• Health and Safety
• Equalities

1.3 RLSS UK offer both regulated and non-regulated qualifications. RLSS UK must ensure that its qualifications are designed, delivered, and awarded accurately. To achieve this, we ensure we adhere to the guidance set out by its Regulators[1] ‘Conditions of Recognition’. It is important that ATC/Ps follow guidance in this document to ensure that the integrity of the qualification can be maintained, and candidates are not disadvantaged through non-compliance.

1.4 RLSS UK Qualifications reserve the right to reject an application to become an ATC/P for the following reasons:

• there are concerns that the integrity of the qualifications it offers will be jeopardised.
• where individuals involved have had confirmed cases of malpractice logged against them or there is any breach in RLSS UK’s policies and procedures.
• where it believes that the T’s and C’s, as listed throughout this document, will not be met.
• based on information received from other Awarding Organisations as part of condition A8.7(b) of each regulator’s conditions of recognition.
• if there is belief that the applicant has falsified any information presented during the onboarding procedure.
• where the application is from outside the UK, and there has been no approval to deliver our qualifications from either the local RLSS Commonwealth or the countries International Life Saving Federation.

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Governance and Maintenance

2.1 The ATC/P will take all reasonable steps to ensure that they appoint the required number of staff, who will be competent and qualified to deliver and assess RLSS UK qualification(s).

2.2 The ATC/P understands they should have three key personnel to operate an effective ATC/P:

• Co-ordinator
• Internal Quality Assurance Assessor(s)
• Trainer Assessor(s)

One person may carry out more than one of these roles, providing a conflict of interest does not occur.

2.3 The ATC/P will ensure that service level agreements are in place with any third parties for any equipment, resources, or services required to deliver the qualification(s). Formal agreements must be in place for any equipment, resources, or services needed that are not provided directly by the ATC/P

2.4 The ATC/P will ensure they operate in accordance with all the RLSS UK’s most up to date version of centre guidance, qualification specification, policies and where applicable qualification adaptions.

2.5 The ATC/P will ensure that the ATC/P's contact details are kept up to date and when changes are required, they will update the RLSS UK immediately to enable the RLSS UK to communicate effectively with the ATC/P.

2.6 The ATC/P will further ensure that any new co-ordinator or other staff responsible for the delivery, awarding and internal quality assurance processes will be familiarised with RLSS UK requirements and undertake any training made available to them.

2.7 The ATC/P acknowledge that new terms and conditions and a full data sharing agreement will be issued as part of the renewal process of the ATC/P licence.

2.8  The ATC/P understands that by paying their annual fees and signing the declaration of compliance this acts as a contract between RLSS UK and the ATC/P and that where any breach of the terms set out within this document could ultimately result in the withdrawal of the ATC/P from the scheme.

*Regulators include Ofqual (England); Qualifications Wales; CCEA (Northern Ireland).

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Policies and Procedures

3.1 Prior to running any courses or assessments, the ATC/P will ensure that they have the following policy documents in place. The ATC/P also confirms that the information contained within these policies will be communicated to all relevant persons at the centre involved with the training and assessment of RLSS UK qualifications including candidates or volunteers.

• Equal Opportunities Policy
• Malpractice and / Maladministration Policy
• Appeals Policy
• Complaints Policy
• Special Considerations and Reasonable Adjustments Policy

Additional Policies an ATC/P should have in place:

• Health & Safety Documentation
• Safeguarding Policy
• Data Protection Policy

3.2 The ATC/P must ensure that any policies reflect RLSS UK policy guidance where they do not adopt template policies.

3.3 The ATC/P must have, as a minimum, the following elements in place in relation to safeguarding:

• Safer recruitment checks (DBS etc)
• Training
• Policies

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Notifying RLSS UK Qualifications of certain events

4.1 The ATC/P must notify RLSS UK immediately in the following situations:

• Changes to the nominated Co-ordinator.
• Changes in governance structure (including control/ownership of the ATC/P – taken over by another organisation/individual).
• Where the ATC/P becomes bankrupt, enters insolvency, changes its legal status
• Organisational criminal convictions, breach of legislation.
• Changes relating to this form so the agreement may remain current and up to date.
• Any breach within the Terms and Conditions which occur during the term of this agreement which could entitle RLSS UK to terminate this agreement (notice must be in writing).
• Any breach of data protection where RLSS UK information is involved in the breach.

4.2 The ATC/P must communicate immediately any changes in RLSS UK guidance to anyone involved with the delivery and/or assessing of RLSS UK qualifications at the ATC/P.

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Environment and Resources

5.1 The ATC/P will ensure that they provide suitable training space and facilities and ensure all those involved with assessments, delivery and participation of our qualifications are not discriminated against as far as is reasonably possible. The ATC/P must ensure they adhere to all relevant legislation which includes (list is not exhaustive):

• Equality
• Data Protection
• Safeguarding and Whistleblowing
• Health and Safety

5.2 The ATC/P must ensure that suitable equipment and resources are available and maintained in accordance with RLSS UK guidance for the qualification(s) being delivered at the ATC/P. Full details can be found in the Approved Training Centre/Provider guidance manual and associated qualification guidance and syllabus.

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Advertising and use of Logos

6.1The ATC/P must have written permission from RLSS UK before using RLSS UK logos, trademarks, trade names (or any other insignia they may adopt), on any materials they create for the ATC/P.

6.2 The ATC/P will ensure that any statements, advertisements, or promotions an ATC/P makes are accurate and not misleading to candidates. ATC/Ps are advised to contact RLSS UK for any clarification as regards statements, advertisements, or promotions.

6.3 When advertising RLSS UK courses the ATC/P must not mislead any potential candidates with misleading course times and dates. The ATC/P must take into consideration breaks and other factors such as changing times or room hire availability.

6.4 The ATC/P must not advertise an RLSS UK course for the purpose of offering qualifications certificated by another awarding organisation to existing or potential candidates.

6.5 The ATC/P must only advertise courses they have good faith intentions of fulfilling. The ATC/P must not saturate an area to generate interest with the intent of cancelling and combining courses.  

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Finance

7.1 The ATC/P must ensure that appropriate financial and administration systems are in place to manage the delivery of RLSS UK qualifications. The ATC/P understands that they must have adequate systems in place to enable:

a) Receipt of fees from candidates.
b) Payment of invoices from RLSS UK.
c) Payment for staff, third parties, and resources.
d) Retention of relevant administration records.
e) Refund (in line with the ATC/Ps policy) of fees paid by candidates in the event of a course cancellation.

7.2 The ATC/P must ensure payment is made to RLSS UK for any invoices raised within the agreed time scales.

7.3 The ATC/P understands that sanctions may be imposed on the ATC/P if invoices are not paid within the agreed time scales.

7.4 The ATC/P understands that they may be withdrawn from the ATC/P Scheme if annual ATC/P fees have not been paid within 6 months of the invoice being issued.

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Liability for loss

8.1 The ATC/P agree that neither the ATC/P or RLSS UK shall be liable to each other for any indirect or consequential loss; loss of profits; loss of earnings; loss of business of goodwill; business interruption or anticipated or incidental losses; loss of anticipated savings; increase in bad debt; loss of sales or revenue; failure to reduce bad debt; reduction in the value of an asset.

8.2 If any disputes arise out of, under, or in connection with this agreement, both the ATC/P and RLSS UK agree that such disputes shall be dealt with exclusively by the English courts.

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Data Protection

9.1 The ATC/P acknowledges that for the purpose of the data protection legislation, RLSS UK and the ATC/P are joint controllers.

9.2 The ATC/P will appoint a single point of contact who will work with RLSS UK to reach an agreement with regard to any issues arising from the data sharing and to improve the effectiveness of the data-sharing initiative.

9.3 The ATC/P will always ensure compliance with current data protection legislation in relation to:

• Collection of data.
• Storage of data - The ATC/P must not hold and use the processed data collected by them for longer than necessary (RLSS UK guidance is 7 Years for regulated awards and 2 years for non-regulated awards) or in accordance with current data protection legislation.
• Using the data for the purpose for which it has been obtained.
• Type of data (e.g., Name, Society number, date of birth, email, address, telephone number, award, and qualification assessment results).
• Destroying data in accordance with an erasure procedure and notifying RLSS UK of any erasure.
• Disclosure of data to RLSS UK using secure methods.
• Ensures the ATC/P notifies RLSS UK immediately where there is an actual or potential data security breach.
• Ensures the ATC/P notifies RLSS UK where there has been a loss or theft of documentation relating to RLSS UK.
• RLSS UK undertaking an audit of the data protection security arrangements.

9.4 RLSS UK will make certain to:

• Ensure all data is processed and retained in accordance with current data protection legislation.
• Notify the ATC/P of any erasure of documentation/information.
• Undertake to inform the ATC/P of any actual/potential data security breach.
• Allow the ATC/P to undertake audit of the data protection security arrangements.

9.5 The ATC/P will ensure:

1. All data shall be maintained as confidential and shall unless expressly permitted or required not disclose, sell, or transfer data to any other third party.
2. They hold and secure all information and documentation bearing or incorporating any of the data separate from all other documents and materials.
3. To apply appropriate and robust security measures and controls in relation to data held.

9.6 The ATC/P will not disclose any confidential information to any third party except to those specifically authorised to do so e.g.,

1. Employees, officers, sub-contractors, agents, or professional advisors as necessary to enable it to carry out its obligation in relation to this agreement.
2. Auditors and professional advisors solely for the purposes of providing professional advice and any other persons or bodies having a legal right or duty to have access to, or knowledge of, the confidential Information in connection with the business i.e., police.

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Withdrawal of ATC/P status

10.1 The ATC/P will inform RLSS UK immediately if they wish to withdraw from delivering RLSS UK qualification(s).

10.2 The ATC/P will fully cooperate with RLSS UK throughout the withdrawal process in the event of:

1. The ATC/P wishing to withdraw from delivering RLSS UK qualification(s).
2. RLSS UK imposing a withdrawal sanction on the ATC/P from the scheme.

10.3 In the event of a withdrawal the ATC/P will follow the RLSS UK Withdrawal Policy and work to ensure no candidates, currently enrolled on courses are disadvantaged.

10.4 The ATC/P will also allow RLSS UK access to any documentation for auditing or other purposes relating to RLSS UK upon request post-withdrawal within agreed timeframes.

10.5 The ATC/P will cease delivering qualification(s) if RLSS UK confirms in writing that the ATC/P is no longer permitted to deliver one or more of their qualifications.

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Trainer Assessors

11.1 The ATC/P will ensure any Trainer Assessors (TA) they employ are inducted and allow them access to professional development and support to ensure they maintain their expertise and competence for delivering relevant qualification(s) including annual standardisation, regular quality assurance audits in line with the Approved Training Centre and Provider Guidance Manual.

11.2 The selection of an NPLQ Assessor is important and must in all instances be undertaken by the ATC/P Coordinator (or nominated person). The Coordinator (or nominated person) must always ensure that the TA is competent and holds a relevant qualification and is selected in line with the relevant guidance and syllabus for the qualification being assessed. The TA should also be subject to regular internal quality assurance reviews.

11.3 It is the responsibility of the ATC/P Co-ordinator to ensure that all those involved in the verification, training, assessments, or participation of RLSS UK qualifications do not have any conflicts. Where a conflict has been identified or a breach of these conditions is found an ATC/P may be subject to sanctions being imposed upon their ATC/P and any cost incurred for re-training or reassessing candidates will be the responsibility of the ATC/P or, where appropriate, TA. Where conflicts cannot be removed the ATC/P must mitigate this in line with RLSS UK’s Conflict of Interest Policy. A record of the mitigation should be retained and made available for auditing purposes.

11.4 The ATC/P must ensure that any TA they employ or utilise the services of:

• Receive and are aware of RLSS UK guidance and policies and apply these when delivering training and assessment of relevant qualifications they are qualified to deliver.
• Are approved by the ATC/P to conduct activity legitimately under the ATC/P number.
• Are aware of and follow health and safety responsibilities as required in all RLSS UK guidance and relevant legislation.
• Are aware of and follow safeguarding procedures, following policy and statutory guidance where they encounter children, young people, and vulnerable adults.
• Holds a valid data barring service (DBS) check where identified within the ATC/P’s internal policy.
• Treat all candidates enquiring or enrolled on RLSS UK courses and assessments equally, and do not discriminate against them.
• Follow the principles set out in the RLSS UK Equal Opportunities, and Reasonable adjustment and Special Considerations policies.
• Follow the principles set out in the RLSS UK Code of Conduct and Code of Practice
• Provide information and guidance to candidates ensuring they have equal access to training and assessment practice following relevant policy guidance (e.g., Equal Opportunities, malpractice and maladministration, reasonable adjustments and special considerations, complaints, and appeals).

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ATC/P Responsibilities towards Candidates

12.1 The ATC/P will take full responsibility for the candidates who have enrolled on one or more of RLSS UK qualifications.

12.2 The ATC/P must ensure:

1. All assessments are carried out in accordance with RLSS UK guidance relating to the specific qualification(s) being delivered at the ATC/P.
2. All candidate identities are confirmed prior to/at enrolment on all RLSS UK courses and assessments. Evidence of identity can take various forms (see relevant qualification guidance) including:
   1. Passport
   2. Driver’s licence
   3. Other Photographic ID Card
3. The Unique Learner Number (ULN) for Candidates is obtained where the ATC/P receives funding for the qualification being delivered. The funding provider (College/Academy) will issue the ATC/P with this
4. Candidates receive sufficient information, support, and guidance in relation to the qualifications being taken (including course content, duration, assessment activities and any other relevant information necessary to complete the course)
5. Candidates are made aware of RLSS UK policies and procedures with reference to malpractice and maladministration, complaints, appeals, reasonable adjustments and special considerations and equal opportunities.
6. Candidates with specific learning needs (SLN) are provided with support and guidance to ensure that reasonable adjustments and/or special considerations are put in place to ensure they are not disadvantaged and to enable them to undertake training and assessment. It is the responsibility of the ATC/P to ensure any requests for special considerations and/or reasonable adjustments are made in good time to ensure they can meet candidate needs.
7. Candidates are made aware of Recognition of Prior Learning (RPL) that can be applied to the qualifications (ATC/Ps must ensure they have sight of original certificates/transcripts and retain a copy of prior learning/exemption for auditing purposes)
8. They have effective systems in place to monitor and record candidates’ progress in accordance with RLSS UK qualifications guidance.
9. That candidate assessment results are processed correctly and within 5 working days of the assessment, taking place to avoid delay in certification

12.3 In some circumstances the ATC/P will be required to request permission from RLSS UK for adjustments to qualification delivery, training, and assessment practice (e.g., candidate wishes to carry out an assessment in a language other than English).  Where any adaptation is approved, any costs incurred with adjusting the element of the qualification delivery, training and/or assessment will be at the expense of the ATC/P.

12.4 An ATC/P should not discriminate against an individual candidate where reasonable costs have been occurred due to an adjustment being needed.

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Internal and External Quality Assurance

Internal Quality Assurance
13.1 The ATC/P must ensure that they appoint a suitably competent IQA Assessor (also known as an Internal Verifier) who will be responsible for internal quality assurance of TA’s involved in the delivery or assessing of RLSS UK qualifications at their ATC/P. The ATC/P should also ensure that they are following the guidance set out in the ATC/P Guidance Manual under the Internal Quality Assurance section.

External Quality Assurance (Audits)
13.2 All ATC/Ps receive regular audits which are conducted by a RLSS UK Principal Standards Manager (PSM), a member of the internal desk-based office team or Associate Auditors (AA’s) approved by RLSS UK. The audits may be conducted either Face to Face (F2F) or via Desk Based Audits (DBA). Following approval, the ATC/P will receive a DBA of their first three courses/ assessments.

13.3 Audits will thereafter take place annually but may be sooner dependent upon their risk rating. Those ATC/Ps with lower levels of compliance (high risk) may receive more frequent audit requests. The following provides examples of how RLSS UK may determine the level of risk:**

** ATCs that have multiple sites will generally require more quality assurance auditing by RLSS UK Qualifications either by site visits or remotely (or a blend of both). The process will focus on the most active sites or sites that have been selected due to the level of risk.

Risk Level	Indicators
Low	• Previous compliance levels have been Excellent or Good • Robust systems and procedures • Good Internal Quality Assurance system in place • Single site organisations
Medium	• Previous compliance levels have been Improvement needed • Minor complaints received or poor customer feedback • Delays in requests for information from the compliance team • ATC Mother sites with 2-10 child sites
High	• Previous compliance levels have been Poor, or the ATC/P has been suspended • Serious complaints received • Inadequate responses from requests for information from the compliance team • ATC Mother sites with 10+ child sites • 5 years since last F2F visit • New ATC/P within the first 3 pieces of activity

13.4 It is the responsibility of the ATC/P to co-ordinate with their PSM or AA to arrange F2F audits, where required, which will explore:

• Adherence to the ATC/P scheme and terms and conditions
• Internal quality assurance processes
• Any changes to ATC/P Personnel and support if needed
• If previous actions have been completed satisfactorily
• Paperwork standards in line with the relevant qualification guidance and syllabus
• Equipment and training rooms available for the delivery/ assessment of qualifications
• ATC/P’s policies and procedures
• Standardisation of the ATC/P’s TA’s (CPD).

13.5 ATC/Ps must meet all requests for audit visits/requests and provide information of candidate training, assessment, and processes. Where ATC/P fails to meet their obligations for auditing visits financial and/or other sanctions may be applied.

13.6 When setting audit visits PSMs and AA’s will contact ATC/Ps in advance to arrange appropriate appointments. PSMs and AA’s will provide ATC/Ps with a proposed audit date in advance to allow ATC/Ps to prepare necessary documentation. It may be possible to change set appointments however ATC/Ps should be aware that a minimum of seven working days (Monday – Friday, excluding public holidays) notice is required of cancellation of an appointment by the ATC/P. RLSS UK reserve the right to charge for travel, accommodation and subsistence sustained by PSMs or AAs for visits cancelled within this period.

13.7 The ATC/P understands that External Quality Assurance visits cannot be carried out at private residential addresses for safety and welfare reasons.

13.8 The ATC/P understands that if RLSS UK guidance and policies are not being followed, sanctions may be imposed on the ATC/P.

13.9 The ATC/P will notify RLSS UK immediately if there is or is likely to be a major non-compliance with their guidelines.

13.10 The ATC/P understands that fees may be applied where repeat areas of non-compliance are found resulting in further monitoring/ supports visits of the ATC/P.

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Malpractice and Maladministration

14.1 The ATC/P will take reasonable steps to avoid malpractice/maladministration at the ATC/P. More specifically the ATC/P will:

1. Immediately inform RLSS UK of occurrences of any suspected or actual cases of malpractice/ maladministration at the ATC/P. 
2. Fully cooperate with RLSS UK investigation.
3. Compile an action plan to prevent a re-occurrence in the future.
4. Review internal procedures for preventing malpractice/maladministration to ensure that they are kept up to date.

14.2 Where malpractice and maladministration have been founded, candidates must where applicable, be re-trained/reassessed at the cost of the ATC/P or TA.

14.3 Where the ATC/P have had sanctions imposed on them relating to malpractice and/or maladministration by another awarding organisation, it is the responsibility of the ATC/P to declare to RLSS UK the details surrounding the events where possible, and the sanctions imposed upon them.

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Contact Details

Contact Details

Last updated: March 2023