RLSS UK Qualifications Registered Venue Terms & Conditions Introduction 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 Registered Venue status Trainer Assessors Registered Venue’s Responsibilities towards Candidates Malpractice and Maladministration 1. Introduction The RLSS UK Registered Venue (RV) scheme gives any business or organisation, who has no plans to deliver RLSS UK regulated qualifications, the opportunity to access the benefits of the RLSS UK system. For a yearly fee RLSS ULK Registered Venues will have access to the following: The RLSS UK ongoing training and competency programme for the following awards: National Pool Lifeguard Qualification (NPLQ) * Open Water Lifeguard (OWL) Swimming Pool Emergency Rescue Award National Rescue Award for Swim Teachers and Coaches (NRASTC) The online Ongoing Training Platform that supports regular staff training The ability to centrally manage the delivery of RLSS UK’s non-regulated qualifications The RLSS UK Course Finder platform to advertise courses The RLSS UK Job Finder to promote lifeguard recruitment Marketing materials for vocational RLSS UK qualifications and awards, available on their RLSS UK Account Real-time access to staff members RLSS UK qualifications Ability to register multiple venues within their organisational umbrella. For those wishing to deliver RLSS UK Regulated Qualifications they should apply to become an Approved Training Centre/Provider. More information on this process can be found here. All RVs should adhere to the terms set out within this document. RLSS UK reserves the right to reject an application to become an RV for the following reasons: There are concerns that the RV will jeopardise the integrity of RLSS UK 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 terms and conditions, as listed throughout this document, will not be met A belief that the applicant has falsified any information presented during the onboarding procedure. *To deliver this qualification you must register as an Approved Training Centre/Provider 1. Policies and Procedures 1.1 The following are examples of some of the primary policy documents and training resources that RVs should follow if they are delivering RLSS UK qualifications: RLSS UK Code of Conduct RLSS UK Code of Practice Guidance and Syllabus for each qualification they intend to deliver Master programme for each qualification they intend to deliver RLSS UK Fees and Invoicing policy RLSS UK Malpractice and Maladministration RLSS UK Complaints and Appeals RLSS UK Conflict of Interest RLSS UK Recognition of Prior Learning RLSS UK Reasonable Adjustments and Special Considerations RLSS UK Safeguarding Policies RLSS UK GDPR and Data Protection Health and Safety Equalities 1.2 Prior to running any courses or assessments, the RV should ensure that they have the following policy documents in place. The RV 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. Equality and Diversity PolicyMalpractice and / Maladministration Policy Appeals Policy Complaints Policy Reasonable Adjustments and Special Considerations Policy Template policies can be found within the RV’s resource and document area should they wish to utilise these. Additional Policies an ATC/P should have in place: Health & Safety Documentation Safeguarding Policy Data Protection Policy 1.3 The RV should ensure that any policies reflect RLSS UK policy guidance where they do not adopt template policies. 1.4 The RV should have, as a minimum, the following elements in place in relation to safeguarding: Safer recruitment checks (DBS etc) Training Policies 2. Notifying RLSS UK Qualifications of certain events 2.1 The RV must notify RLSS UK immediately in the following situations: Organisational criminal convictions, breach of legislation 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. 2.2 The RV must communicate immediately any changes in RLSS UK guidance to anyone involved with the delivery and/or assessing of RLSS UK qualifications at the RV. 3. Environment and Resources 3.1 When delivering RLSS UK qualifications and awards the RV will ensure that they provide suitable training space and facilities and ensure all those involved with delivery, assessment and participation of our qualifications are not discriminated against as far as is reasonably possible. The RV must ensure they adhere to all relevant legislation which includes (list is not exhaustive): Equality Data protection Safeguarding and whistleblowing Health and Safety. 3.2 The RV must ensure that suitable equipment and resources are available and maintained in accordance with RLSS UK guidance for the qualification(s) and award(s) being delivered at the RV. Full details can be found in the individual qualification’s guidance and syllabus. 4. Advertising and use of Logos 4.1 The RV 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 RV. 4.2 The RV will ensure that any statements, advertisements, or promotions a RV makes are accurate and not misleading to candidates. RV’s are advised to contact RLSS UK for any clarification as regards statements, advertisements, or promotions. 4.3 When advertising RLSS UK courses the RV must not mislead any potential candidates with misleading course times and dates. The RV must take into consideration breaks and other factors such as changing times or room hire availability. 4.4 The RV must not advertise an RLSS UK course for the purpose of offering qualifications certificated by another awarding organisation to existing or potential candidates. 4.5 The RV must only advertise courses they have good faith intentions of fulfilling. The RV must not saturate an area to generate interest with the intent of cancelling and combining courses. 5. Finance 5.1 The RV must ensure that appropriate financial and administration systems are in place to manage the delivery of RLSS UK qualifications. The RV understands that they must have adequate systems in place to enable: Receipt of fees from candidates Payment of invoices from RLSS UK Payment for staff, third parties and resources Retention of relevant administration records Refund (in line with the RVs policy) of fees paid by candidates in the event of a course cancellation. 5.2 The RV must ensure payment is made to RLSS UK for any invoices raised within the agreed time scales. 5.3 The RV understands that restrictions may be put in place if invoices are not paid within the agreed time scales. 5.4 The RV understands that they may be withdrawn from the scheme if annual RV fees have not been paid within 6 months of the invoice being issued. 6. Liability for loss 6.1 The RV agrees that neither the RV 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. 6.2 If any disputes arise out of, under, or in connection with this agreement, both the RV and RLSS UK agree that such disputes shall be dealt with exclusively by the English courts. 7. Data Protection 7.1 The RV acknowledges that, for the purposes of data protection legislation, RLSS UK and the RV are Joint Controllers. Under both the UK General Data Protection Regulations (UK GDPR) and the Data Protection Act 2018 (DPA18), joint controllers must delineate their responsibilities regarding the personal data they share. Below are the expectations RLSS UK stipulates for the use of personal data shared between itself and the RV, ensuring adherence to current data protection legislation. 7.2 As Joint Controllers, both RLSS UK and the RV act as data controllers for the personal data they process while jointly determining the purposes and means of processing that data. 7.3 The RV will appoint a single point of contact who will collaborate with RLSS UK to address any issues arising from the data sharing and to improve the effectiveness of the data-sharing initiative. 7.4 Types of personal data shared include: name, society number, date of birth, email address, contact number, and award and/or qualification assessment results. 7.5 Neither Joint Controller shall retain or process shared personal data longer than necessary to fulfil the agreed purposes unless legally required to do so. Personal data that has reached the end of its retention period shall be either irretrievably destroyed or anonymised. Each Joint Controller will only destroy data in accordance with their respective erasure procedures. 7.6 The Joint Controllers shall each be responsible for complying with the obligations that apply to them as Data Controllers under the applicable Data Protection Legislation regarding the shared personal data processed. The Joint Controllers will only process the shared personal data for the agreed purposes and will provide full information (as described in Articles 13 and 14 of the UK GDPR) about this data sharing to the Data Subjects whose personal data may be processed. Access to the shared personal data will be restricted to individuals necessary for carrying out the processing, and those individuals will receive relevant training on personal data protection. Shared personal data will only be disclosed to and from either Joint Controller using secure methods. 7.7 Where consent is the lawful basis for disclosure, the Data Controller collecting the consent is responsible for ensuring that the consent is valid and for implementing appropriate procedures for recording and managing the withholding or withdrawal of consent. 7.8 The Joint Controllers will comply with the rights of data subjects where applicable and will assist one another in executing data subjects’ requests. Details of whom to contact to exercise their individual rights will be clearly communicated to the Data Subjects. 7.9 Each Joint Controller shall notify the other immediately, without undue delay, and no later than 24 hours after becoming aware of any potential or actual personal data breach that could affect the shared personal data. They will keep each other informed about whether they have reported the data breach and, if so, how they have informed the data subjects. They shall provide reasonable assistance to the other Joint Controller regarding investigations and communications with the Supervisory Authority and data subjects. 7.10 The Joint Controllers will ensure that they have appropriate technical and organisational measures in place to protect against unauthorised or unlawful processing of personal data and against accidental loss, destruction, or damage to personal data. 7.11 All personal data shall be maintained as confidential and not disclosed, sold, or transferred to any third party except those specifically authorised to do so, such as employees, officers, subcontractors, agents, or professional advisors, as necessary to fulfil their obligations; auditors and professional advisors solely for the purposes of providing professional advice; or any other persons or bodies with a legal right or duty to access or know the confidential information in connection with the business (e.g., police). 7.12 The Joint Controllers shall not be liable to each other for any indirect or consequential loss, financial loss, loss of earnings, loss of business or goodwill, business interruption, anticipated or incidental losses, loss of anticipated savings, or loss of sales or revenue. 8. Withdrawal of Registered Venue status 8.1 The RV will inform RLSS UK immediately if they wish to withdraw from the Registered Venue Scheme. 8.2 The RV will fully cooperate with RLSS UK throughout the withdrawal process in the event of: The RV wishing to withdraw from the scheme RLSS UK imposing a withdrawal on the RV from the scheme due to a breach of the terms and conditions’ or for any other circumstance that RLSS UK deem it necessary to withdraw the RV. 8.3 In the event of a withdrawal the RV will work to ensure no candidates, currently enrolled on courses are disadvantaged. 9. Trainer Assessors 9.1 The RV 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) and award(s). 9.2 The selection of an Assessor is important and must in all instances be undertaken by a nominated responsible person at the RV. The nominated responsible 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 or award being assessed. 9.3 It is the responsibility of RV to ensure that all those involved in the training, assessments, or participation of RLSS UK qualifications or awards do not have any conflicts. Where a conflict has been identified or a breach of these conditions is found an RV may be subject to restrictions being imposed upon their RV and any cost incurred for retraining or reassessing candidates will be the responsibility of the RV or, where appropriate, TA. Where conflicts cannot be removed the RV 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. 9.4 The RV 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 qualification or award they are qualified to deliver. Are approved by the RV to conduct activity legitimately under the RV 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 safeguarding check where identified within the RV’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). 10 Registered Venue’s Responsibilities towards Candidates 10.1 The RV will take full responsibility for the candidates who have enrolled on one or more of RLSS UK qualifications or awards. 10.2 The RV must ensure: All assessments are carried out in accordance with RLSS UK guidance relating to the specific qualification(s) or award(s) being delivered at the RV. 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: Passport Driver’s licence Other Photographic ID Card The Unique Learner Number (ULN) for Candidates is obtained where the RV receives funding for the qualification being delivered. The funding provider (College/Academy) will issue the RV with this. 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). 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. 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 so that they are not disadvantaged and to enable them to undertake training and assessment. It is the responsibility of the RV to ensure any requests for reasonable adjustments or special considerations are made in good time to ensure they can meet candidate needs. Candidates are made aware of Recognition of Prior Learning (RPL) that can be applied to the qualifications (RVs must ensure they have sight of original certificates/transcripts and retain a copy of prior learning/exemption for auditing purposes). They have effective systems in place to monitor and record candidate’s progress in accordance with RLSS UK qualifications guidance. That candidate assessment results are processed correctly and within 5 working days of the assessment taking place to avoid delay in certification. 10.3 In some circumstances the RV 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 RV. 10.4 An RV should not discriminate against an individual candidate where reasonable costs have been occurred due to an adjustment being needed. 11. Malpractice and Maladministration 11.1 The RV will take reasonable steps to avoid malpractice/maladministration at the RV. More specifically the RV will: Immediately inform RLSS UK of occurrences of any suspected or actual cases of malpractice/ maladministration at the RV. Fully cooperate with RLSS UK investigation. Compile an action plan to prevent a re-occurrence in the future. Review internal procedures for preventing malpractice/maladministration to ensure that they are kept up to date. 11.2 Where malpractice and/or maladministration have been founded, candidates must where applicable, be re-trained/reassessed at the cost of the RV or TA. Manage Cookie Preferences