Governing Body of Sport Coach Licensing Schemes. Endorsement Criteria Guidance Notes for Sports April 2016

Transcription

1 Governing Body of Sport Coach Licensing Schemes Endorsement Criteria Guidance Notes for Sports April 2016

2 Introduction The objectives of the recently launched Governing Body of Sport Coach Licensing Scheme Endorsement are: To raise the profile of coach licensing schemes across the coaching industry. To support Governing Body of Sport partners to develop a consistent approach to coach licensing schemes in line with the Industry agreed framework - The vision and principles for the registration and licensing of sports coaches Please note. An endorsed coach licensing scheme must include the following components in line with the industry agreed framework. The licensing process must confirm the currency of the coach be valid for a set period have a formal relicensing process, which includes a commitment to regular ongoing personal development that can be evidenced/accredited define the scope of the coach s authorised activity include the ability to remove a licence to practise The benefits of working towards endorsement are that it provides: guidance and a framework for planning, developing, implementing and reviewing you coach licence scheme. an opportunity for sharing ideas and good practice in coach licensing with other sports. an opportunity for third party review challenge and review of your scheme This guidance document has been developed to support with the process of gathering evidence against each of the sub-criteria. It also gives examples of some of the evidence that could be put forward. Page 2 of 19

3 Coach Licensing Scheme Endorsement Criteria Section 1: Rationale and Benefits of the scheme to (with research) Criteria Sub-criteria Evidence required Questions to assist in gathering evidence, and suggested evidence 1 Benefits of the scheme to 1.1 Governing Body Rationale for scheme - The key driver for having a scheme Research undertaken Standards of workforce Workforce planning Rationale and research Why did the sport want a licence scheme, what are the key drivers? What research was undertaken to support the scheme development? What research was undertaken on the cost of the scheme and its return on investment? What research was undertaken (or referenced) on other schemes in place (in or outside the coaching industry)? Suggested Evidence Evidence of key facts that have encouraged the sport to put a scheme in place (or further amend it) e.g. meeting minutes Evidence of buy in to scheme at Board Level (could be minutes of meetings or support letter from the Chair). Standards of workforce and planning What is known about the sport s active workforce, and the standards they are operating at? How does the licence scheme support intelligence gathering for workforce planning? Which coaches will the sport target for coach licensing and why? How is the scheme addressing and supporting workforce planning? Page 3 of 19

4 1.2 Coach What the coach actually gets e.g. insurance Links to redevelopment Aligned to the Coach Development Model (CDM) Continuous Professional Development (CPD) What tangible benefits do coaches get? What internal benefits do they get by being licensed? o Increased profile and recognition for being licensed o Access to reduced cost CPD and development opportunities o Enhanced opportunities to deliver on certain programmes or use governing body material or services as a licensed coach Are the benefits reflective of role or participant group the coaches are working with? Are the benefits of the scheme seen as benefits by the coaches? Published information about tangible benefits for licensed coaches: o Screen shot from the website o Publicity leaflets o Promotional material that goes to coaches o Promotion using social media (Facebook and Twitter) Any information about the benefits coaches want to receive for being licensed, for example, evidence of surveys/research done Page 4 of 19

5 1.3 Parents/carers of U18 participants Promotion that outlines the benefits of using licensed coaches What key messages are used to promote the benefits and safety of using licensed coaches? How are key messages communicated with parents/carers? What guidance is given to parents to help them to find licensed coaches locally? Can the parent(s) report an issue with a licensed coach? How can parent(s) find out if a coach is licensed or not? Examples of key messages communicated about using licensed coaches in clubs. These could be found in: Guidance to clubs/facilities/schools on which coaches to use Promotional material about participation programmes and the coaching they will receive Work that regional teams do help clubs to get the right coaches Information on the website aimed at parents and participants Evidence of how parents/participants can find out if a coach is licensed: Licensed coach list/search on website Licensed coaches are highlighted on club finder and information is available to parents/end users 1.4 Participants Impact on the participant of being coached by a licensed coach Promotion of benefits to the participants? What key messages are sent to participants about the benefits of licensed coaches? Promotional material to the public about your open programmes. Promotional material about the licence scheme for clubs to give to parents and participants. Page 5 of 19

6 1.5 Deployers (Including private providers) Promotion of the scheme Links with other organisations/partners to recognise the scheme What are the actual benefits for participants research conducted? Is this something you think that sports coach UK could support with in the future? Evidence of better participation and retention rates in clubs/programmes where only licenced coaches are used? Feedback from participants on licensed coaches does using licensed coaches mean a good or better customer experience? Feedback from club co-ordinators on licensed coaches How is the scheme and use of licensed coaches promoted outside of the sport? How do you know if deployers are adhering to guidelines around using licensed coaches? Is the scheme included in the Guide of Governing Body of Sport Coach Registration and licensing schemes that sports coach UK is promoting or the MSAC Guidance tool Links to CSPs or Home country sports councils Evidence of 3 rd party literature/websites promoting the use of licensed coaches in the sport Page 6 of 19

7 Section 2: The process for the coach to be accredited and re-accredited with a Licence to Practice (Front facing). Who can apply, how to apply and where to apply Criteria Sub-criteria Evidence required Questions to assist in gathering evidence, and suggested evidence 2 Application process 2.1 Initial process for gaining a licence Rationale for which coaches are eligible to apply Show application process and timeline Application form Outline mandatory criteria and provide rationale License validity period and rationale Process for validation of non UK coaching qualifications What is the rationale for which coaches are eligible to apply for a coach licence? Document outlining the process for a coach to apply for a licence Screen shot of online process Application form Note: If using an online process it would be valuable if reviewers could access the site to see the process undertaken. Can you provide evidence of what criteria the coach has to meet to gain a license, and rationale as to why? Screen shot of online process or application form Screen shot of information on the website or hard copy information sent to coaches on eligibility 2.2 Minimum Standards for Active Coaches? Statement of the minimum qualification, training and or experience required to coach As outlined in the introduction, it is important to ensure that Components/ Prerequisites Minimum Criteria of coach licensing outlined in the Registration and Licensing of Coaches Vision, Principles and Framework for the Sports Coaching Industry are evidenced in these sections Page 7 of 19

8 What evidence do you require from the coach to prove the above? By whom and how is this verified? Where can this information be accessed by the coach? Minimum Standards for Active Coaches Appropriately Qualified What level of coaches are licensed? If coaches that cannot coach unsupervised are licensed, what process is in place to ensure that the end users (and the coaches themselves) know which coaches can lead sessions, and which can only assist does it state remit of role on license, or can this be checked? Evidence of the level of qualification the coach has to have to be licensed? (May be the same evidence as 2.1) Screen shot of application form Screen shot of information on the website or hard copy information sent to coaches Copy of coach licence documentation or card What is the criteria for: Evaluating and validating coaching qualifications gained from outside the UK What other non-sport specific qualifications do you accept (eg Qualified Teacher with sport specific training) Minimum Age What are the minimum age requirements of licensed coaches for the sport Note: need to ensure that under 18s cannot lead a coaching session (in line with MSAC Guidelines) Minimum Standards for Active Coaches Page 8 of 19

9 (May be the same evidence as 2.1.) Screen shot of application form Screen shot of information on the website or hard copy information sent to coaches Disclosure and Barring Service (DBS) checks What are the Terms and Conditions in the License that references DBS checks? If the initial license application does not include a DBS check is it made clear to any potential employers or deployers that DBS is not included, and: What is the process for ensuring that DBS checks do link through to the license scheme once undertaken within the sport? What steps does the governing body take to ensure that all coaches who should be DBS checked are? Is it part of the re-accreditation process? Code of conduct Does a coach sign up to the GB code of conduct as part of the process? If not, what are the grounds for removing coaches from the scheme, due to poor practice? Evidence example (May be same as 2.1) Screen shot of application form Screen shot of information on the website or hard copy information publicity information sent to coaches Page 9 of 19

10 2.3 Data collection Mapping to sports coach UK recommended Data Collection for Sports Coaches o Rationale as to additional/deleted fields Application form Insurance Are licensed coaches insured through the scheme? If not, do they have to provide proof of insurance to be part of the scheme? If no to the above questions, what processes are in place to ensure that licensed coaches are insured before they practice? Published information on the list of tangible benefits that coaches get when they sign up as a licensed coach? this could be (maybe same evidence as 1.2) Screen shot from the website Publicity leaflets Flyers that go to coaches How are all these criteria verified internally? Can you provide evidence of verification process Screen shots of the management side of the system? Internal procedure notes? Mapping to Data Collection for Sports Coaches The data may be collected in other parts of the organisation as long as available to monitor and evaluate the scheme Looking at the omissions would any of them benefit the governing body, coach, participant if collected? (may be the same evidence as 2.1) Screen shot of application form Screen shots of the management side of the system? Page 10 of 19

11 2.4 Currency of the coach Rationale to the definition of an active coach within the Scheme. What proof is required to prove a coach is active? Any cross referencing from other in-house data collection? eg affiliated/member of a governing body of sport recognised club Terms and conditions. Does the scheme know if licensed coaches are active, where they are active, and who they are coaching? Suggested Evidence (May be the same as 2.1) Screen shot of application form Copy of application form How are these criteria verified internally/externally? Screen shots of the management side of the system? Reference requests 2.5 Regaining or reaccrediting licence Criteria o Minimum coaching activity o Maintenance of MASC o ongoing CPD requirement (Formal/ informal / non-formal) Clear process with easy accessfor the coach (e.g. handbook/ website) Process if a coach doesn t reaccredit or regain Licence (if applicable) Links to governing body of sport Code of Conduct Length of licence (e.g. one year) Terms and Conditions As outlined in the introduction, it is important to ensure that Components/ Prerequisites Minimum Criteria of coach licensing outlined in the Registration and Licensing of Coaches Vision, Principles and Framework for the Sports Coaching Industry are evidenced in these sections How does the scheme re-confirm coaches are still active? (may be the same evidence as 2.2/2.4) Screen shot of re-application process/or hard copy form Screen shot or re-application reminder sent to coaches/or letter Screen shot of information on the website or hard copy information on re-application sent to coaches Are MSAC criteria maintained as part of the reaccreditation process? Page 11 of 19

12 (may be the same evidence as 2.2) Screen shot of re-application process/or hard copy application form Screen shot or re-application reminder sent to coaches/or letter Screen shot of information on the website or hard copy information on re-application process sent to coaches The Commitment to regular ongoing personal development that can be evidenced/accredited as part of the licensing process is key criteria for schemes to be endorsed. What CPD do coaches need to undertake to and how is this recorded? Record if formal/informal/non formal. (May be the same as 2.1) Screen shot of re-application process/hard copy application Screen shot of coach CPD log record Screen shot of information on the website or hard copy information on re-application process sent to coaches Process if a coach doesn t reaccredit or regain the licence (if applicable)? What happens if a coach does not re-accredit? Who is informed internally and externally? How long is the license period, and how long is the re-accreditation process within this? Information handbook on the process Screenshot of information on the website Page 12 of 19

13 2.6 Discipline procedures and process 2.7 Appeals procedures and process. How a coach appeals against any sanctions issued. Handbook or website with clear appeal process Criteria and process in place to revoke or not renew the license Sanctions in place other than above and rationale Terms and conditions Handbook or website with clear appeal process. The process Reference to other external/ independent organisations to seek advice Timescale for process Terms and conditions The ability to remove a license is one of the key components of the licensing process. Is there a clear process for removing a coach from the scheme due to breach of code of conduct or Terms and Conditions of the Licence what is it? Is this communicated to coaches and all involved in the sport at the point of initial sign up? If the scheme is not mandatory, what happens if the coach is removed from the license scheme? Does this mean they are not able to coach until the license has been re-instated/or they are stopped from coaching all together? How is this communicated internally and externally to end users of coaches? How are any other sanctions meant to address the behaviour of the coach? Is it clear from the terms and conditions what information will be shared and to whom if the License is revoked? (May be included in evidence above 2.5) Information handbook on the process Screenshot of information on the website Does the process give the coach enough support to appeal? Is there a number of times that someone can appeal? Is there an external body that further appeals can go to? o Court of Arbitration for Sport (if Olympic sport) (May be included in evidence above 2.5) Information handbook on the process Screenshot of information on the website Page 13 of 19

14 2.8 Identifies which group of participants and the environment the coach can be deployed in. Aligned to the governing body of sport Coach Development Model (CDM) Where and how is the information shared? Does the licence currently outline what groups of participants or environments the coach can work in? Evidence example: Copy of the license card/letter that the coach needs to show Page 14 of 19

15 Section 3: Management of the Scheme (Internal Facing) Criteria Sub-criteria Evidence required Questions to assist in gathering evidence, and suggested evidence 3 Management of the Scheme 3.1 To enrol/ register/ join Internal process document outlining the stages taken by the governing body of sport to accrediting/ enrolling/ registering a coach on the scheme. What is the rationale for this? It this process clear and open? What is the criteria for: o Evaluating and validating coaching qualifications gained from outside the UK o What other non-sport specific qualifications do you accept (Qualified Teacher with sport specific training) 3.2 Re-enrol/ register/ join including details Internal process document outlining the stages taken by the governing body of sport to reaccrediting/ re-enrolling/ reregistering a coach on the scheme. Screen shot of online process management side Internal guidance notes and policies flow charts Internal Roles and responsibilities document What is the rationale for this? Internal guidance notes and policies Internal Roles and responsibilities document 3.3 Revoking the license Internal process document outlining the stages taken by the governing body of sport to revoke a licensed coach on the scheme. Terms and conditions What is the internal process in place for revoking the license? How is a decision reached and communicated internally within the organisation? Whose responsibility is it to inform external agencies/partners if a licence has been revoked who does this? Does this link to other sanctions within the GB? Page 15 of 19

16 Agreement to abide by the CPSU Information Sharing Guidance Banned as a player Is it clear from the Terms and Conditions what information will be shared and with whom if the License is revoked? At what point do you inform CPSU of a license revoke due to a child safeguarding issue? 3.4 Confidentiality of the information Process to ensure data is stored securely Reference to the organisations data protection policy Is the data shared with Other departments of the governing body of sport Other organisations (May be included in evidence used for 2.6) Information handbook on the process Screen shot of any information or decision posted on the website Terms of reference for specific group that deals with appeals/ discipline procedures for the license scheme or the sport in general Internal document outlining the external communication process o What is shared and with whom Is this part of other data protection within other parts of the organisations? If the data is not shared, could it be to the benefit of the organisations, the sport and the coach? Data protection policies and how data on licensed coaches used Information handbook on the process Screen shot if online Can you provide evidence of where is state s data is shared Is this communicated with coaches in what document? Page 16 of 19

17 3.5 Contingency plans What process is in place to ensure that the scheme can continue after a catastrophic incident? Including the safety of personal data Catastrophic is meant by: Loss of data Corruption of data Scheme hacked into This might be part of an organisational process which is fine, but if not in place it is a massive risk. Is there evidence that an organisational process to deal with this exists? 3.6 Monitoring and Evaluation How and when is the scheme monitored and evaluated: Review of the aims of the scheme Review against the return on investment Inclusivity trends eg Women, disability and BAME Feedback from coaches/end users Upgrades/improvements ability to increase capacity of the scheme % against the governing body of sport coaching workforce qualified and unqualified Use of data Any guidelines on contingency plans for staff linked to data protection What constitutes a successful scheme for the sport what key elements are monitored? eg What are the renewal rates for the license scheme? How often is the scheme reviewed who with? Is the scheme representative of the make-up of the sports coaching workforce? Is it inclusive of the current workforce? What is being done to ensure the scheme is accessible to all elements of the coaching workforce (ie women, disabled coaches) What percentage of your coaching workforce is licensed? How is the data on licensed coaches used in current and future workforce planning work? Evidence examples: Can you provide figures on the above Page 17 of 19

18 Monitoring the benefits and value of the scheme feedback from coaches Is feedback gathered from coaches as to what they think the benefits and value of being licensed are/ or should be? If yes, how is this information obtained and what are the findings showing? Do licensed coaches feel more supported and valued by the sport than non-licensed coaches what are the benefits? How are you going to implement to improve the scheme for coaches? What are you going to do when? Results of surveys or focus groups with licensed coaches internal M&E documents of the scheme future plans for development Feedback from end users (clubs, parents and players and those that deploy coaches) Is feedback gathered from end users as to what they think benefits of using licensed coaches are/ or should be? If yes, how is this done what are your findings showing? Do licensed coaches provide a better customer experience than nonlicensed coaches is the quality of coaching better? Is this something that sports coach UK could support you with in the future? Results of surveys or focus groups with clubs Any insight from parents on coaches and what is important to them Internal M&E documents of the scheme future plans for development Page 18 of 19

19 Return on investment Do you know the true cost to run the scheme? What percentage of this is picked up by the GB and by the coaches? If the scheme does not generate income, how is it funded/supported and how sustainable is this? Or is the scheme seen as an investment? If so who is the investment meant for and how do you see if this is achieved. Evidence examples: Reports to relevant internal groups, for example: Board, Committee, steering group The projected forecast of income and expenditure, compared to the actual figures Referring to the key drivers, has the scheme delivered, within budget/investment. If working towards self-sustaining, is this on track. Page 19 of 19