Guidance for Delivering RLSS UK Awards and Qualifications (Code of Practice)

Contents

Introduction

RLSS UK is committed to ensuring that everyone who participates in its activities has a safe, and positive experience. To achieve this, RLSS UK is dedicated to developing and implementing policies and procedures to ensure everyone understands and accepts their responsibility in relation to their duty of care, behaviours, and attitudes to others.

Anyone involved in conducting any activity on behalf of RLSS UK should be clear that they are seen as representatives of RLSS UK, and they should ensure their conduct is of the highest standard and integrity.

This document provides information for anyone delivering RLSS UK awards and qualifications. This document is reviewed annually in response to changes in practice, policy, legislation, customer feedback, regulatory requirements or other changes made to the way RLSS UK develops and delivers its awards and qualifications. Any amendments will be communicated to relevant parties via online and direct updates. This document must be used in conjunction with the RLSS UK Qualifications Approved Training Centre/Provider Guidance Manual (when delivering regulated qualifications) and any other guidance for the specific award or qualification being delivered.

Organising and registering a course/assessment

RLSS UK Course Management System (CMS) via your RLSS UK Account (powered by tahdah).

In all instances, courses and/or assessments should be registered in advance through the RLSS UK CMS by the course organiser. Help guides on how to do this have been created and can be found here.

This will enable the course organiser to purchase learning and training materials through a secure purchasing process. It will also enable the course organiser to advertise the course through the RLSS UK Course Finder and manage ongoing bookings.

Learning and training materials must be purchased prior to the course start date so that they are readily available to candidates on the course. The course organiser should adequately plan to enable this to happen.

All courses and assessment results must be submitted through the RLSS UK CMS within the timeframes set out in the awards guidance document.

Where a course organiser is a candidate on the course/assessment that is being set up, the event must be created by another approved person. This is to prevent any breach in confidentiality of assessment materials and to stop candidates processing their own awards.

It is the responsibility of the course organiser to ensure that any courses or assessments they set up and advertise, are factually correct and not misleading to candidates. Any costs associated with enrolling onto the course must also be advertised and not misleading to candidates. More information on financial management can be found below.

Equipment

To successfully deliver and assess RLSS UK awards and qualifications the course organiser must ensure the correct equipment is in place as detailed within each award or qualification guidance documents.

Resuscitation manikins should meet the basic criteria set out within the Choosing and Maintaining Manikins for Lifesaving and Lifeguard CPR Training Guidance document.

Submersible Mankins should be relevant to the qualification or award that is being delivered. More guidance on this can be found in the Choosing Submersible Manikins for Lifesaving and Lifeguarding courses and assessment guidance document.

Always follow the manufacturer’s guidelines on cleaning and maintenance of equipment.

Enrolment of candidates/participants

The course organiser must ensure that all candidates/participants enrol onto their course/assessment. This can be achieved either electronically or in a written format and may include:

  • Candidate’s personal details – e.g, name, contact details, date of birth, and emergency contact
  • Link to RLSS UK policies
  • Course prerequisites – e.g. age, surface dive to the floor of the pool
  • Specific learning needs - candidates must be made aware of their rights and be encouraged to disclose any specific learning needs they may have to ensure that any reasonable adjustments or special considerations can be put in place
  • Disability/medical awareness - candidates must be made aware of their rights and be encouraged to disclose any specific disabilities or medical needs they may have to ensure that reasonable adjustments can be applied for and put in place in line with the Reasonable Adjustment and Special Consideration Policy.
  • Candidate identification check
  • Recognition of Prior Learning (RPL) – refer to relevant qualification guidance and syllabus and the Recognition of Prior Learning policy.
  • Candidate signature (and parent/guardian signature if the candidate is under 18 years of age)
  • Information on RLSS UK/RLSS UK Qualifications use of candidate data (GDPR statement)
  • Information on how the course organisers use of candidate/participant data (GDPR statement)

Example templates of enrolment forms can be found within the resource area of an ATC/P Co-ordinator, NTA, TA, Instructor or Tutors RLSS UK account.

Training and Assessing

Prerequisites

To deliver and/or assess any RLSS UK awards and qualifications the NTA, TA, Instructor or Tutor must hold the relevant prerequisites. More information on this can be found here or within each award or qualification guidance documents.

Prior to any training or assessment taking place, the course organiser must ensure the person delivering and/or assessing the course meets the relevant prerequisites. This can be achieved by pre-registering the course and/or assessment onto the RLSS UK CMS and adding the NTA, TA, Instructor, or Tutor to the event. The RLSS UK CMS will not allow you to add a TA, Instructor or Tutor if they do not hold the correct pre-requisites for the award or qualification being delivered and/or assessed. The only exceptions to this are the PXB endorsement and Probationary TAs (PTA). The course organiser MUST ensure the trainer or assessor holds the PXB endorsement to be able to deliver or assess this element. They must also check the status of the PTA to see if a mentor should be present.

Course rules

In all instances, there are general rules around the delivery of RLSS UK awards and qualifications. The general rules include:

  • Candidate pre-requisites
  • Ratios
  • Course Length
  • Training records – including standard documentation that must be used as detailed within the award guidance
  • Training equipment

The course organiser is responsible for ensuring the rules are followed when delivering any RLSS UK awards or qualifications.

The rules can be found within each award or qualification guidance documents.

Contact time for candidates must not exceed 8 hours each day. This does not include breaks and organisational arrangements such as changing, moving from pool to classroom etc.

Presenting candidates for assessment

The course trainer will need to be sure that prior to the point of assessment all elements of the course will have been completed, candidates are competent and ready for assessment. Any relevant records to support this, as detailed within each qualification or awards guidance document, should be available and presented to the Assessor prior to the assessment taking place.

It’s important to note that there may be occasions where a candidate is deemed not competent and ready for assessment after their initial training. If this is the case the candidate should receive additional training and demonstrate competency, before being put forward for assessment. This additional training should be evidenced accordingly. Candidates should not be put forward for assessment if they are deemed not competent in a hope that they will pass the assessment.

Where there is an age prerequisite for an award or qualification, the assessor must confirm with the trainer that all of the candidates meet the age requirements on the date which the assessment is conducted.

Selection of assessors

The selection of an assessor is important and, in all instances, must be undertaken by a course organiser.

It is also important to note that some awards and qualifications are independently assessed, whilst others are trainer assessed. In each instance the selection of assessors should be completed in line with the details found within each award or qualification guidance documents.

The course organiser should ensure no conflict of interest exists during any assessment of an RLSS UK award. For more information on conflicts of interest please see our policy here. 

Assessments

Assessments must be conducted strictly in accordance with the award or qualifications guidance document. All assessment criteria must be met for a candidate to be awarded their qualification.

Where a candidate has not met the criteria to pass their assessment, clear feedback should be given to both the candidate and the trainer. The candidate should receive additional training, which is recorded, prior to being put forward again. Any potential costs for this should be detailed within the course organisers enrolment process.

It is the responsibility of the course organiser to ensure the relevant equipment and space is available for assessments to be conducted correctly.

The trainer should liaise with the assessor prior to the assessment taking place to inform them of any arrangements for the assessment and to identify any candidates that have had a Reasonable Adjustment or Special Consideration granted.

For open water awards and qualifications, it may be necessary to re-arrange the assessment or the order it is conducted depending on tidal waters and weather conditions.

All assessments should be conducted in English. Please refer to the Reasonable Adjustment Policy where English is not a candidate’s first language, and they need extra support.

Evaluation

Candidates/participants should have the ability to give feedback following a course taking place.

Whether good or bad, the feedback should be reviewed by the course organiser to allow them to continually improve what they deliver.

Template evaluation forms can be found within the resource area of a NTA, TA, Instructor, or Tutors RLSS UK Account.

Submitting results

All assessment results should be submitted through the RLSS UK CMS (unless stated otherwise in the award/qualification guidance) within 5 working days of the assessment taking place.

The results should be a true reflection of the assessment and should include areas where a candidate has failed an assessment.

Guidance on how to submit results can be found here.

Once results have been submitted, unless there are additional compliance checks needed, candidates’ certificates will be generated.

Course organisers should not delay the submission of any results.

Record Keeping

It is important that comprehensive records are maintained throughout the training and assessment process. All records should be completed in line with the relevant awards guidance and stored securely in line with GDPR policies. RLSS UK’s guidance is that regulated course and assessment documentation is stored for at least 7 years with non-regulated documentation being stored for 2 years.

The responsibility for retaining paperwork is dependent on how the course is registered.

The table below illustrates who is responsible for the retention of course and assessment documentation:

Registered by Who is responsible for retaining paperwork
An ATC/P

The ATC/P that the course/assessment has been registered under.
N.B Regulated courses/assessments can only take place at an ATC/P.
A club The club that the course/assessment has been registered under.
Individual trainers account (i.e. Joe Bloggs Training) The trainer whose account the course/assessment has been registered under.

Example 1 – An individual trainer has been brought in to deliver a course for an ATC/P. The course has been registered under the ATC/P number. The ATC/P that the course is registered under is responsible for retaining the course and assessment paperwork.

Example 2 – A school has asked a trainer to deliver a non-regulated course to their staff. The course is registered under the individual trainer’s account. The individual trainer whose account the course is registered under is responsible for retaining the Course/Assessment paperwork.

Example 3 – A club has asked an individual trainer to deliver a non-regulated award to their participants. The course has been registered under the individual trainer’s account. The individual trainer is responsible for retaining the Course/Assessment paperwork.

Policies

All ATC/P’s must ensure they follow the guidance within the Approved Training Centre and Provider Guidance Manual in relation to policies.

RLSS UK strongly recommends that anyone delivering its awards outside of an ATC/P setting has the following policies in place:

  • Appeals Policy
  • Complaints Policy
  • Equal Opportunities, Diversity, and Inclusion Policy
  • Malpractice and Maladministration Policy
  • Reasonable Adjustments and Special Considerations Policy
  • Safeguarding Policy

Additional policies to consider are:

  • Data Protection Policy

It is our recommendation that you use our policy templates which can be found here. However, if you already have policies in place or wish to create your own then please ensure you cross-reference these with the key points below to ensure they meet our requirements.

Appeals Policy
  • How to appeal
  • Timescale to appeal
  • What will happen with the appeal
  • When and how you will acknowledge the appeal
  • How to contact the RLSS UK Team
Complaints Policy
  • How to make a complaint
  • Timescales to make a complaint
  • When and how you will acknowledge the complaint
  • What will happen with the complaint
  • How to contact the RLSS UK Team
Equality, Diversity, and Inclusion Policy
  • Policy Statement
  • Policy Aims
  • Your Commitments
  • How to contact the RLSS UK Team
Malpractice and Maladministration Policy
  • Who to report suspected or actual cases of malpractice and/or maladministration to
  • How to report suspected or actual cases of malpractice and/or maladministration
  • Timescales to make the report
  • When and how you will acknowledge the reported incident
  • What will happen with the reported incident
  • How to contact the RLSS UK Compliance Team
Reasonable Adjustments and Special Considerations Policy
  • Policy Statement
  • Policy Aims
  • Who to apply to
  • Ways to apply
  • What to include in/with your application
  • Timescales to make your application
  • What will happen with your application
  • How to contact the RLSS UK Team

Additional RLSS UK policies and procedures

All involved with the setting up, delivery and assessment of RLSS UK awards and qualifications should be aware and familiarise themselves with the following RLSS UK Policies and Procedures which can be found here.

  • Sanctions Policy
  • Customer Services Policy and Service Standards
  • Fees and Invoicing Policy
  • RLSS UK Code of Conduct
  • Disciplinary Policy
  • RLSS UK Safeguarding policies
  • Recognised Prior Learning (RPL)
  • Conflict of Interest

Financial Management

Sound financial management of every training course is essential for the continued success of any organisation or group. It is essential to have a clear understanding of your financial roles and responsibilities.

When planning courses, a budget for the course should be set that reflects the administrative, resource costs, cancellation dates and may also include:

  • Hire of facilities
  • Hire of equipment
  • Payment for assessor(s)
  • Payment for Internal Quality Assurers
  • Payment for mentors
  • Insurance costs
  • Sundry costs

This list is not exhaustive.

It is important that course organisers know by an agreed date whether the planned course is viable to ensure no loss of deposits or other returnable payments in the event of the cancellation of the course.

Course organisers should expect candidates to submit the full training fee with their application. The price of a course should be clear to the candidate with no hidden fees (including reassessment and additional training fees).

Course directors must advertise a clear policy on the repayment of fees should the course be subject to cancellation, or a candidate withdraws from the course.

Insurance

RLSS UK Individual Membership includes a range of insurance benefits (including civil liability and personal accident for RLSS UK related activities). RLSS UK members are issued with full details of insurance cover on joining (clarifying situations covered and levels of cover). Further details are available from the member’s RLSS UK Account (powered by tahdah). You will also be able to download your current insurance certificate from this area.

For some activities and events, it may be necessary to provide additional independent insurance cover to meet local hire requirements. In such cases, the cost of this must be met by the course or event director.

Safeguarding Children and Adults at Risk

RLSS UK is committed to ensuring that children and adults at risk who participate in its activities including Lifesaving, Lifeguarding, Community Awards, Education, Sports, Competitions and any other events have a safe, positive and enjoyable experience. All groups of people whatever their age, gender, language, disability, race, religion or belief, sexual orientation, socio-economic status and culture have the right to protection from abuse and to be treated fairly. Everyone involved with a child or young person who may be at risk is uniquely placed to recognise and respond to abuse and poor practice across RLSS UK.

For more information on RLSS UK’s Safeguarding policies and procedures click here.

As detailed in the policies section of this guidance, course organisers should have a Safeguarding Policy in place. Course organisers should strongly consider:

  • Safer recruitment checks (i.e. DBS/PVG etc.)
  • Safeguarding training

Course organisers, NTAs TAs, Instructors and Tutors are reminded that a child/young person is defined as anyone under the age of 18 in relation to safeguarding legislation.

Standards

All those involved with delivering RLSS UK awards should strive to uphold the standards set out within the RLSS UK Code of Conduct.

It is also important for all those delivering RLSS UK awards to maintain competence which can be achieved through Continual Professional Development (CPD).

From time to time there may be changes to awards that require Instructors, Tutors, TAs, Mentors, and NTAs to complete an update to maintain their status. It is important that these updates are completed in a timely manner to ensure the most up-to-date information is being delivered. Where an individual does not complete an update, it may lead to their status being removed. Further guidance on regaining a lapsed status can be found within the guidance notes section of this document.

Course organisers are responsible for ensuring those delivering/assessing awards within their club or organisation meet the prerequisites set out within the award guidance document. A list of prerequisites can be found here.

When delivering RLSS UK awards, Instructors, Tutors, TAs, Mentors and NTAs should ensure they are smart and presentable. Although this is not mandatory, the RLSS UK Shop offers a range of clothing which can be purchased by all those delivering our awards and qualifications.

Instructors, Tutors, TAs, Mentors and NTAs should also ensure they are fully prepared for the award they are delivering, mentoring or assessing. This includes:

  • Having the most up to date course materials (materials are updated from time to time, materials should be downloaded before each course to avoid using out-of-date materials)
  • Having the correct equipment for the award being delivered
  • Having the most up-to-date assessment record and assessment criteria for the award they are assessing
  • Having the most up-to-date Mentor guidance and paperwork

Where standards are not being maintained by anyone delivering RLSS UK awards, this could lead to Malpractice or Maladministration. In all instances this will be investigated accordingly in line with the RLSS UK Qualifications Malpractice and Maladministration Policy and the RLSS UK Disciplinary Policy.

Quality Assurance

The purpose of Quality Assurance is to help ensure candidates are treated fairly and consistently, and that NTAs, TAs, Instructors, and Tutors are adhering to RLSS UK awards guidance for course and assessment delivery and the validity of results.

If you are operating under an ATC/P you must continue to follow the requirements that have been set out within the Approved Training Centre and Provider Guidance manual in relation to Internal Quality Assurance (IQA) checks. The information below is advised for non-regulated awards only. 

Whilst not a requirement for courses that are non-regulated, RLSS UK suggests that NTAs, TAs, Instructors, and Tutors should regularly quality assure their activity. For example, clubs are encouraged to invite an Instructor of another club to visit as a constructive supporter and provide feedback to aid improvements. A constructive supporter is someone who is able to give clear constructive feedback on the activity that has been witnessed. This is to ensure the rules and teaching/assessment practices within each award and qualification are being followed.

The person conducting the quality assurance checks should meet the below criteria:

  • Knowledge of the qualification or award that is being quality assured
  • Knowledge and understanding of the course training and assessment procedure
  • The ability to understand and interpret RLSS UK/RLSS UK Qualifications policy and guidance and convey this accurately to all involved in the course training and assessment process
  • Good time management and organisational skills
  • Good communication skills
  • Good decision-making skills
Minimum Recommended Requirements for Quality Assurance Checks

We recommended that at least one quality assurance is completed on each NTA, Instructor/Trainer and/or Assessor each year.

In addition to the above, it is recommended that quality assurance checks are conducted for course delivery and assessment across the range of qualifications and awards delivered.

We have created a form and guidance that can be used to support quality assurance checks. Click here to view.

Equality and Diversity

RLSS UK is committed to encouraging a supportive and inclusive culture.

For more information on RLSS UK’s Equality, Diversity and Inclusivity Policy please click here.

As detailed in the policies section of this guidance, course organisers should have an Equal Opportunities and Diversity policy in place.

Candidates should not be disadvantaged during any activity they participate in. To support a candidate who may need additional support, particularly in an assessment, a reasonable adjustment may be required.

Reasonable Adjustments

A reasonable adjustment relates to any actions that help to reduce the effect of a disability or difficulty, which may place the candidate at a disadvantage during the delivery of an award or assessment situation. They are applied to an assessment process for an award, to enable a candidate with a disability or difficulty, to demonstrate their knowledge, skills and understanding of the levels of attainment required in the awards guidance/criteria.

When a reasonable adjustment has been granted and applied, the work produced by the candidate will be marked to the same standards and assessment requirements as the work assessed of the other candidate(s). Reasonable adjustments should only be applied in line with RLSS UK’s Reasonable Adjustment Policy which can be found here.

It is important to note that reasonable adjustments may not be the same for every candidate. Course organisers/Trainers/Instructors etc. should have open conversations with a candidate who has identified additional needs to see how best to support them.

Special Considerations

A special consideration is a post-assessment adjustment to the candidate’s assessment results, or rearrangement of an assessment time or date.

A special consideration can be granted after an assessment has taken place if a candidate is deemed to have been disadvantaged.

RLSS UK’s Special Consideration Policy can be found here.

Where course organisers believe there is a claim for a special consideration, this should be applied for in line with the policy.

Health and Safety

All awards and qualifications must be delivered and assessed in a safe manner. There should be no instance where

anyone’s safety should be jeopardised in the pursuit of delivering a course on time or for an assessment.

If guidance documents do not specifically refer to who is responsible for safety, during training sessions the trainer will be responsible for ensuring that all aspects of the class safety are maintained. During the assessment the assessor has the responsibility.

Each training/assessment venue should always have adequate safety and supervision provision. This will be determined by a risk assessment.

Use of the RLSS UK and RLSS UK Qualifications Logo

The RLSS UK’s logo and associated products are trademarked and protected by copyright. Their use must be approved by RLSS UK prior to use by the Trainer, the course organiser or any other related organisation. An application to use the RLSS UK logo can be made here.

Where an application has been accepted, the Trainer, the course organiser or any other related organisation must only use the logo for the intention listed within the application and must follow RLSS UK brand guidance.

RLSS UK has created generic marketing materials for all course organisers/Trainers/Instructors etc. which have already been pre-approved to use.

Additional RLSS UK Guidance

Other than what is already listed within this document, RLSS UK has a variety of guidance notes available here. The guidance notes have been created to support the delivery and assessment of RLSS UK qualifications and awards.

Contact Details

Contact Details

Last updated: November 2023

Manage Cookie Preferences