BISMA — Corporate Sponsorship & Certification Policy

1. Purpose of this Policy

This policy sets out how BISMA (British International Sports Medicine Academy) manages corporate-sponsored learners, communication, data protection, payments, and certification for Ofqual-regulated qualifications (including Level 2 Fitness Instructor and Level 3 Personal Trainer).

It applies where a company (the Sponsor) funds or gifts a course to an individual employee (the Learner).

2. Parties to the Agreement

For the purposes of training and certification:

• The Sponsor (Company) is the financial contracting party responsible for payment.
• The Learner (Employee) is the academic and qualification holder.

This distinction is essential to comply with UK law, Ofqual expectations, and awarding body requirements.

3. Enrolment and Contractual Basis

3.1 Corporate enrolments must be completed using BISMA’s Third-Party / Corporate Course Form.

3.2 By signing the form:

• The Sponsor agrees to BISMA’s Terms and Conditions, Refund Policy, and Payment Terms.
• The Learner agrees to BISMA’s Learner Policies, Code of Conduct, and Assessment Requirements.

3.3 The course is considered a gift from the Sponsor to the Learner, unless otherwise stated in writing.

4. Communication

4.1 BISMA will communicate directly with the Learner regarding:

• Course access and learning materials
• Assessments and feedback
• Certification updates
• Attendance and progress
• Administrative queries relating to learning

4.2 Communication may take place via:

• Learner’s work email, or
• Learner’s personal email

4.3 The Learner may change their preferred email address at any time by notifying BISMA in writing.

4.4 BISMA may provide the Sponsor with:

• Confirmation of enrolment
• Confirmation of attendance
• Confirmation of pass or completion status
• A copy of the certificate (where appropriate)

However, BISMA will not share detailed academic feedback or personal data beyond what is necessary without explicit learner consent, in line with GDPR.

5. Certification and Certificates

5.1 Once the Learner has:

• Successfully completed all assessments,
• Met all academic requirements,
• Completed identity checks, and
• All outstanding fees are settled by the Sponsor,
  BISMA will process certification in line with awarding body procedures.

5.2 Certificate Ownership
The qualification belongs to the Learner, not the Sponsor.

5.3 Certificate Issuance
BISMA will issue the official certificate in the Learner’s name.

5.4 Certificate Delivery
The Learner may choose for their certificate to be sent to:

• Their home address, or
• A business address (Sponsor’s address)

The Learner may change this delivery preference at any time prior to dispatch.

5.5 Sponsor Copy of Certificate
BISMA may provide the Sponsor with a copy of the certificate or written confirmation of achievement upon request.

5.6 Withholding of Certificates
BISMA may only withhold certificates for legitimate academic or administrative reasons, including:

• Outstanding payment
• Incomplete assessments
• Identity verification issues
• Breach of learner conduct policy

BISMA will not withhold certificates to enforce employment agreements, retention clauses, or HR disputes between the Sponsor and Learner.

6. GDPR and Data Protection

6.1 BISMA processes Learner data in accordance with UK GDPR and our Privacy Notice.

6.2 Lawful bases for processing include:

• Performance of a contract (training and certification)
• Legitimate interests (corporate sponsorship arrangements)

6.3 Data shared with the Sponsor will be limited to:

• Enrolment confirmation
• Attendance status
• Pass/fail status
• Certification confirmation

No sensitive personal data or detailed assessment feedback will be shared without explicit learner consent.

6.4 Learners have the right to:

• Access their personal data
• Correct inaccurate data
• Request deletion where applicable
• Change their contact details at any time

7. Payment Responsibilities

7.1 The Sponsor is responsible for full payment of the course in accordance with BISMA’s Terms and Conditions.

7.2 Failure by the Sponsor to make payment may result in:

• Suspension of the Learner’s access to materials, or
• Delay in certification processing.

7.3 The Learner is not personally liable for payment where the Sponsor has formally agreed to fund the course.

8. Withdrawal, Termination, or Employment Disputes

8.1 If the Learner leaves employment before completing the course:

• The Sponsor remains responsible for any agreed payment schedule unless otherwise stated in writing.
• The Learner may continue their studies independently if approved by BISMA.

8.2 BISMA will not intervene in employment disputes between the Sponsor and Learner.

8.3 BISMA will not:

• Withhold certificates as leverage in employment matters, or
• Act as an enforcement body for retention agreements.

9. Compliance with Ofqual and Awarding Bodies

BISMA delivers qualifications in compliance with Ofqual regulations and awarding body requirements. Where there is any conflict between employer requests and regulatory expectations, BISMA will follow regulatory requirements.

10. Acceptance of Policy

By enrolling a corporate-sponsored learner, the Sponsor and Learner both accept this policy in full.

BISMA Communications Policy:

Purpose of this Policy

BISMA – British International Sports Medicine Academy is committed to maintaining professional, respectful, and effective communication with all learners, applicants, and stakeholders.

This policy sets out clear expectations for communication standards and explains how BISMA manages unreasonable or inappropriate conduct, ensuring fairness, consistency, and regulatory compliance.

Scope

This policy applies to all communications with BISMA, whether written, electronic, or verbal, including but not limited to:

– Emails
– Telephone calls
– Verbal communication directed to BISMA staff (in person or by phone)
– Written correspondence
– Online messages or learner portal communications
– Text messages (SMS)
– WhatsApp or other instant messaging platforms
– Social media messages directed to BISMA or its staff

This policy applies regardless of whether communication is made during teaching sessions, assessments, administrative interactions, or outside scheduled learning activities.

Expected Standards of Communication

We expect all learners and stakeholders to communicate in a manner that is respectful, professional, non-abusive, non-threatening, clear, and relevant to the matter being raised.

Disagreement or dissatisfaction may be expressed, but it must be done respectfully and without inappropriate language.

Unreasonable Conduct

Unreasonable conduct includes, but is not limited to:

– Personal attacks against staff members
– Use of abusive, offensive, insulting, or threatening language
– Repeated communications on the same matter after a response that aligns with our policies has been provided
– Persistent demands that conflict with published policies or regulatory standards
– Attempts to intimidate staff through threats of complaints or legal action without reasonable basis
– Refusal to accept a final response while continuing to repeat the same request

BISMA’s Response to Unreasonable Conduct

Where communication is considered unreasonable, BISMA may:

– Issue a written notice advising that the conduct is not in line with this policy
– Provide a final response and decline further repetitive correspondence
– Restrict communication to formal channels only
– Decline to respond to further communications on the same issue
– Log the conduct internally for quality assurance, safeguarding, or regulatory purposes

Complaints and Escalation

Learners who remain dissatisfied after receiving a final response may escalate the matter through BISMA’s formal complaints procedure as published on our website.

Abusive or unreasonable communication will not influence complaint outcomes.

Zero Tolerance for Abuse

BISMA has zero tolerance for harassment, threats, discriminatory language, or persistent abusive behaviour toward staff.

Where conduct escalates beyond unreasonable communication and may constitute harassment, BISMA reserves the right to take further action, including restricting contact or seeking external advice.

Fairness and Proportionality

BISMA will always act proportionately and reasonably. This policy is not intended to discourage legitimate queries or complaints, but to ensure communication remains constructive, professional, and manageable for all parties.

Policy Review

This policy is reviewed periodically to ensure it remains appropriate, effective, and aligned with regulatory expectations.

Pass/Refer and 100% Completion Policy

Overview

Our qualifications follow a competency-based assessment model, which is standard practice for professional and regulated qualifications.

To be awarded a qualification, learners must complete 100% of the mandatory units and meet the required assessment standards. There are no grades, percentage scores, merits, or distinctions attached to our courses.

Pass/Refer Assessment Model

All units within our courses are assessed on a Pass / Refer basis only.

Pass – The learner has met the required assessment criteria and demonstrated sufficient knowledge, understanding, and/or practical competence for the unit.

Refer – Further work, clarification, or correction is required before the unit can be passed.

This assessment approach ensures consistency, fairness, and compliance with regulatory requirements.

What “100% Completion” or “100% Pass Mark” Mean?

A 100% completion/pass-mark requirement mean that:
– All mandatory units must be completed
– All required portfolio evidence, practical assessments, and learning outcomes must be met
– Once every unit is passed, the qualification can be claimed and issued

It does not mean that:
– Every answer must be perfect
– Every response must exactly match a model answer
– Learners are graded or ranked against each other

Assessors may apply professional judgement, allowing for minor errors or acceptable variations where these do not compromise the overall learning outcomes or occupational competence at the qualification level.

No Grades, Merits, or Distinctions

Our courses, like most professional qualifications, do not carry academic grades such as pass with merit, pass with distinction, or percentage-based scores.

The purpose of a professional qualification is to confirm competence, not academic ranking.

All learners who meet the required standard receive the same qualification, confirming they are competent and fit to practise within the scope of the qualification.

Qualification Award

Once all required units have been successfully completed and passed:
– The learner is considered to have achieved 100% completion
– The qualification can be requested
– Certification is issued following standard regulatory verification processes

Summary

– 100% completion with 100% pass mark of mandatory units is required
– Assessment is issued as a Pass / Refer only
– No grades, merits, or distinctions are awarded
– All learners who meet the required standard gain the qualification

This model ensures regulatory compliance, professional credibility, and equal treatment for all learners.

 

Questions & Answers about Pass / Refer Results and Course Completion

1) Do your courses have a grading system that uses percentage score?

No. Our courses do not use percentage scores, grades, or academic classifications.

All assessments are completed on a Pass / Refer basis only, in line with professional and regulatory qualification standards.

2) What does Pass / Refer mean?

• Pass means you have met the required assessment criteria and demonstrated sufficient knowledge, understanding, and/or practical competence for the unit.
• Refer means further work, clarification, or correction is required before the unit can be passed.

There are no partial passes or graded results.

3) What does 100% course completion (100% pass mark) mean?

A 100% completion requirement means that all mandatory units within the qualification must be completed and passed. The terms “pass at 100%” or “100% pass mark”, simply mean that the course has been completed in full; they do not represent a graded score or percentage-based measure of learner achievement.”

This includes:

• Portfolio work
• Practical assessments (where applicable)
• Evidence mapped to all required learning outcomes

Once all units are passed, the qualification can be claimed and issued.

4) Does 100% completion mean every answer must be perfect?

No. 100% completion does not mean that every answer must be perfect or identical to a model answer.

Assessors are allowed to apply professional judgement. Minor errors or acceptable variations may still result in a Pass, provided the overall learning outcomes and competence requirements are met for the qualification level.

5) Do you award Merit or Distinction or different percentage grades/scores?

No. Our qualifications do not carry grades such as:

• Pass with Merit
• Pass with Distinction
• Percentage‑based scores

This is standard for professional qualifications, which focus on competence, not academic ranking.

6) Will all learners receive the same qualification?

Yes. All learners who successfully complete and pass the required units receive the same qualification.

There is no numerical pass score, no grading, and no ranking of learners. Assessment is completed on a Pass / Refer basis only.

Once all mandatory units are passed, every learner is awarded the same qualification, which confirms that the required professional standard and competence have been met within the scope of the qualification.

7) Why don’t professional qualifications use grades?

Professional qualifications are designed to confirm that a learner is:

• Competent
• Safe to practise
• Working at the required occupational standard

Employers and regulators recognise the qualification itself, rather than a grade attached to it.

8) When is the qualification awarded?

Once all mandatory units have been passed:

• The learner is considered to have achieved 100% completion
• Certification is issued following standard regulatory verification processes

BISMA Learner Code of Conduct Policy

1. Policy Statement

British International Sports Medicine Academy (BISMA) is committed to maintaining a safe, respectful, inclusive, and professional learning environment for all learners, staff, contractors, and visitors.

This Learner Code of Conduct Policy sets out the standards of behaviour expected of all learners enrolled with BISMA and supports BISMA’s obligations relating to safeguarding, health and safety, equality, assessment integrity, and quality assurance.

This policy forms part of the contractual terms under which learners enrol with BISMA.

2. Scope

This policy applies to all BISMA learners and covers conduct relating to face-to-face teaching, assessment, and practical activities, gym-based and practical learning environments, online, distance, and blended learning, and all BISMA venues, platforms, communications, and associated activities.

This policy applies during scheduled sessions and at any time a learner is representing or engaging with BISMA activities, services, facilities, or learning platforms.

3. General Behaviour Standards

Learners are expected to act with honesty, integrity, and professionalism at all times, treat staff, tutors, assessors, fellow learners, and visitors with dignity and respect, follow all BISMA policies, procedures, learner guidance, and centre rules, comply with reasonable instructions given by BISMA staff, and behave in a manner that does not disrupt learning, assessment, or the operation of BISMA.

4. Respect, Equality, and Inclusion

Learners must respect diversity and uphold equality and inclusion principles, refrain from discrimination, harassment, bullying, intimidation, or victimisation, and use respectful and appropriate language and behaviour at all times.

Any conduct that breaches BISMA’s Equality, Diversity & Inclusion Policy will not be tolerated.

5. Health, Safety, and Safeguarding

Learners must follow all health and safety instructions provided by BISMA staff, use equipment safely and only as instructed, wear appropriate clothing and footwear for practical activities, immediately report hazards, accidents, injuries, or safeguarding concerns, and maintain appropriate professional boundaries at all times.

Unsafe behaviour, safeguarding concerns, or conduct that places others at risk may result in immediate action.

6. Academic Integrity and Assessment Conduct

Learners are expected to submit their own work and act honestly in all assessments, follow all assessment rules and instructions, avoid plagiarism, collusion, impersonation, or any form of malpractice, and cooperate fully with assessment, internal quality assurance, and external quality assurance processes.

Assessment-related misconduct is managed under the BISMA Malpractice & Maladministration Policy.

7. Use of Facilities, Equipment, and Learning Platforms

Learners must use BISMA facilities, equipment, and learning platforms responsibly, not misuse, damage, or interfere with property or equipment, respect shared learning environments and other users, and follow rules specific to gyms, classrooms, venues, and online platforms.

Learners may be held responsible for damage caused through misuse or negligence.

8. Online Conduct and Communications

When engaging in online learning or communication, learners must communicate respectfully and professionally, not post or share offensive, abusive, threatening, or inappropriate content, not record sessions, assessments, or individuals without authorisation, and comply with BISMA’s data protection and privacy requirements.

9. Confidentiality and Data Protection

Learners must respect the privacy and confidentiality of others, not disclose personal or sensitive information without authorisation, and comply with BISMA’s Privacy, Data Protection & Data Processing Policy.

10. Reporting Concerns

Learners are encouraged to raise concerns promptly where issues arise, report misconduct, discrimination, health and safety issues, or safeguarding concerns, and use BISMA’s Complaints Policy or Safeguarding Policy where appropriate.

Learners will not be disadvantaged or victimised for raising genuine concerns.

11. Breaches of the Code of Conduct

Failure to comply with this policy may result in action under the BISMA Learner Sanctions, Disciplinary & Exclusion Policy.

Sanctions may include verbal or written warnings, conditions on continued attendance, temporary suspension, or permanent exclusion from BISMA.

Serious or safety-critical breaches may result in immediate action, including removal from a session, suspension pending investigation, or permanent exclusion, without prior warning.

12. Monitoring and Review

This policy is monitored as part of BISMA’s quality assurance framework and reviewed annually, or sooner where required due to legislative, regulatory, or organisational change.

13. Acceptance

By enrolling on a BISMA course, learners confirm that they have read, understood, and agree to comply with this Learner Code of Conduct Policy.

BISMA Learner Reasonable Adjustments & Special Consideration Policy

Introduction

British International Sports Medicine Academy (BISMA) is committed to ensuring that all learners have fair and equal access to assessment and are not disadvantaged due to disability, illness, injury, or other unforeseen circumstances.

This policy sets out how BISMA manages Reasonable Adjustments and Special Consideration in line with awarding body requirements, the Equality Act 2010, and regulatory expectations.

Scope of This Policy

This policy applies to all BISMA learners, all qualifications delivered by BISMA, and all assessment methods, including written, practical, and remote assessments.

This policy applies to learners only. Staff matters are covered under separate policies.

Definitions

Reasonable Adjustments (RA)
Reasonable Adjustments are changes made to assessment arrangements to reduce the impact of a disability, learning difficulty, or long-term condition that would otherwise place a learner at a substantial disadvantage. These are planned in advance and reflect the learner’s normal way of working.

Special Consideration
Special Consideration is applied where a learner’s performance in an assessment is affected by temporary, unforeseen circumstances at or around the time of assessment.

Key Principles

• Adjustments must not compromise assessment requirements or qualification standards
• Adjustments must not give the learner an unfair advantage
• Adjustments must be based on individual learner need
• Adjustments must reflect the learner’s normal way of working
• Competence standards must not be altered
• Health and safety must not be compromised

Identifying Learner Needs

Learners are encouraged to disclose any adjustment needs during the application or enrolment process, or as early as possible once the need becomes known.

BISMA may identify potential needs through application information, learner communication, or tutor observation.

Learners are responsible for providing relevant information and supporting evidence where required.

Requesting Reasonable Adjustments

How to Apply
Learners requesting Reasonable Adjustments must inform BISMA as early as possible, provide relevant supporting evidence where appropriate, and engage in discussion to agree suitable arrangements.

Approval Process
BISMA will review requests in line with awarding body guidance. Some adjustments may be approved at centre discretion, while others will be submitted to the relevant awarding body for approval where required. The Lead IQA will be informed of all approved adjustments.

BISMA reserves the right to refuse requests that are not permissible or that would compromise assessment integrity or safety.

Requesting Special Consideration

Learners may request Special Consideration where temporary circumstances affected assessment performance.

Requests must be made as soon as possible, normally be supported by evidence, and clearly explain the impact on performance.

Special Consideration decisions are made in line with awarding body requirements and do not guarantee a change in outcome.

Examples of Reasonable Adjustments

Examples may include:
• Additional time
• Supervised rest breaks
• Alternative assessment venues
• Modified assessment layouts
• Enlarged or adapted assessment materials
• Use of assistive technology or aids
• Bilingual translation dictionaries (where permitted)

Health & Safety Considerations

Health and safety is a priority in all assessment decisions.

Adjustments will not be approved if they increase risk to the learner or others. Practical and gym-based assessments are subject to additional safety controls. Health and safety considerations override adjustment requests where necessary.

Decisions and Communication

Learners will be informed in writing of approved adjustments or considerations, any conditions attached, or any refusal and the reasons for it.

Decisions are made fairly, consistently, and in line with awarding body guidance.

Records and Confidentiality

All requests and decisions are recorded securely. Information is shared only on a need-to-know basis and retained in line with data protection and awarding body requirements.

Complaints and Review

Learners may raise concerns about the process used to consider requests under the BISMA Learner Complaints Policy. This policy does not provide a right to appeal assessment outcomes.

Related Policies

This policy should be read alongside:
• Learner Health & Safety Policy
• Learner Sanctions & Disciplinary Policy
• Safeguarding Policy
• Learner Complaints Policy
• Privacy, Data Protection & Data Processing Policy

Monitoring and Review

Requests and outcomes are monitored to identify trends. This policy is reviewed annually or sooner if required by awarding body or regulatory changes.

BISMA Learner Health & Safety Policy

Introduction

British International Sports Medicine Academy (BISMA) is committed to providing a safe and healthy learning environment for all learners.

This policy explains learners’ health and safety responsibilities and the key rules that must be followed while attending BISMA courses, including classroom-based learning, practical sessions, gym-based activities, and distance or online learning.

This policy forms part of the terms under which learners enrol with BISMA.

BISMA complies with applicable health and safety legislation and takes reasonable steps to ensure a safe learning environment for learners, staff, and visitors.

Scope of This Policy

This policy applies to all BISMA learners, including those studying through face-to-face, blended, or distance/online delivery models.

It applies to all BISMA learning environments, including classrooms, gym facilities, assessment venues, and remote learning environments where practical activity may take place.

Learner Responsibilities

Learners are required to:

• Take reasonable care of their own health and safety

• Act in a way that does not put others at risk

• Follow all health and safety instructions given by BISMA staff

• Use equipment safely and only as instructed

• Wear appropriate clothing and footwear for practical activities

• Report hazards, accidents, or injuries immediately

Failure to follow health and safety instructions may result in disciplinary action.

Safe Behaviour in Practical and Gym Environments

When using gym or practical facilities, learners must:

• Follow tutor instructions at all times

• Use equipment only for its intended purpose

• Avoid unauthorised, dangerous, or acrobatic movements

• Not interfere with others’ use of equipment

• Stop immediately if instructed to do so by staff

Unsafe behaviour may result in immediate removal from the activity.

Distance and Online Learners

Learners studying via distance or online delivery are responsible for ensuring that their learning environment is safe and suitable for study and, where applicable, practical activity.

Distance and online learners must:

• Follow all guidance provided by BISMA for remote learning and assessment

• Ensure any practical activity is carried out in a safe and appropriate environment

• Use equipment only where competent and authorised to do so

• Comply with health and safety guidance provided as part of remote assessments

BISMA cannot control and is not responsible for the safety of environments that are not under its direct control. Where practical assessments are conducted remotely, learners must confirm that their chosen environment is safe and suitable.

Accidents, Injuries, and Illness

• Any accident, injury, or near miss occurring during BISMA on-site activity must be reported to a BISMA staff member immediately

• Distance learners must report any significant injury or incident that affects their ability to participate safely

• Learners must not continue practical activity if injured or unwell

• Accident details will be recorded in line with health and safety requirements

Records will be retained in line with BISMA’s health and safety and data-protection requirements.

Emergency Procedures

In the event of an on-site emergency, learners must:

• Follow staff instructions immediately

• Familiarise themselves with fire exits and evacuation routes

• Evacuate the building calmly when instructed

• Not re-enter the premises until authorised

Emergency procedures will be explained during induction for on-site learners.

Equipment and Facilities

• Equipment must be used only when authorised and supervised

• Faulty or damaged equipment must be reported immediately

• Learners must not attempt to repair or adjust equipment

• Personal belongings must be stored safely and not create hazards

Health Conditions and Fitness to Participate

• Learners must inform BISMA of any health condition that may affect safe participation

• Learners are responsible for ensuring they are fit to take part in practical activities, including those undertaken as part of distance or blended learning

• BISMA may restrict participation where there is a health or safety concern

Relevant information will be handled in line with data-protection requirements.

Safeguarding and Serious Concerns

• Any concern relating to safety, wellbeing, or safeguarding should be reported to a BISMA staff member

• Safeguarding concerns are managed under the BISMA Safeguarding Policy

• Immediate action may be taken to protect learners, staff, or visitors

Breaches of Health & Safety Rules

Serious or repeated breaches of this policy may result in:

• Removal from activities

• Temporary suspension

• Permanent exclusion from BISMA

Health and safety decisions, including removal from activities or suspension, are management decisions taken in the interests of safety.

Disciplinary action will be managed under the BISMA Learner Sanctions & Disciplinary Policy.

Monitoring and Review

Health and safety arrangements are monitored regularly.

This policy is reviewed annually or sooner if required.

BISMA Privacy, Data Protection & Data Processing Policy

Policy Statement

British International Sports Medicine Academy (BISMA) is committed to protecting the privacy and personal data of learners, staff, contractors, applicants, and other individuals whose data it processes.

BISMA processes personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data-protection legislation. This policy explains how BISMA collects, uses, stores, shares, and protects personal data, and outlines the rights of individuals whose data is processed.

This policy forms part of the terms under which learners enrol with BISMA.

Scope

This policy applies to:

All BISMA staff, tutors, assessors, internal quality assurance personnel, contractors, and volunteers
All learners and applicants
All third parties who process personal data on behalf of BISMA

It applies to all personal data processed by BISMA, whether held electronically, digitally, or in paper-based form.

Data Protection Principles

BISMA processes personal data in accordance with the UK GDPR principles of:

Lawfulness, fairness, and transparency
Purpose limitation
Data minimisation
Accuracy
Storage limitation
Integrity and confidentiality (security)
Accountability

Roles and Responsibilities

BISMA Management

BISMA management has overall responsibility for ensuring data-protection compliance and that appropriate policies, procedures, and controls are in place.

Data Protection Lead

BISMA has appointed a Data Protection Lead responsible for overseeing compliance with data-protection legislation, acting as the primary point of contact for data-protection matters, managing data-subject requests, and liaising with the Information Commissioner’s Office (ICO) where required.

All Staff and Contractors

All staff and contractors must process personal data in accordance with this policy, complete data-protection training where required, and report any data-protection concerns or suspected breaches immediately.

Lawful Basis for Processing

BISMA processes personal data only where a lawful basis applies. This will normally include one or more of the following:

Performance of a contract
Compliance with a legal obligation
Legitimate interests pursued by BISMA
Consent, where required and appropriate

BISMA does not routinely rely on public-interest or vital-interests bases, except in exceptional circumstances such as safeguarding.

Special Category Data

BISMA may process special category personal data, including health-related and fitness-related information, where necessary for course delivery, learner support, reasonable adjustments, safeguarding, or regulatory compliance.

Such data will be processed only where a lawful basis applies and an additional UK GDPR condition for special category data is met. Appropriate safeguards are implemented to protect this data.

Data Sharing and Disclosure

BISMA may share personal data where necessary and lawful, including with:

Awarding organisations and regulators
External quality assurers and auditors
Professional advisers
IT and learning-platform providers acting as data processors
Legal or regulatory authorities where required by law

Data is shared only where necessary, proportionate, and subject to appropriate safeguards.

International Data Transfers

BISMA does not routinely transfer personal data outside the United Kingdom. Where international transfers are required, appropriate safeguards will be applied in accordance with UK GDPR requirements.

Data Subject Rights

Individuals whose personal data is processed by BISMA have the right to:

Access their personal data
Request rectification of inaccurate data
Request erasure, where legally applicable
Request restriction of processing
Object to processing, where applicable
Request data portability, where applicable
Lodge a complaint with the Information Commissioner’s Office (ICO)

Requests may be submitted in writing, including by email. Identity may be verified before a request is processed.

BISMA will normally respond within one calendar month. This timeframe may be extended where permitted by law.

Requests may be refused, restricted, or redacted where permitted under data-protection legislation, including to protect third-party rights, safeguarding interests, confidential references, or internal decision-making material.

Data Security

BISMA implements appropriate technical and organisational measures to protect personal data, including secure storage systems, restricted access controls, password protection and two-factor authentication where appropriate, encryption of electronic communications where required, and staff training and awareness.

Data Retention

BISMA retains personal data only for as long as necessary for the purpose for which it was collected, including contractual, regulatory, safeguarding, audit, and legal requirements.

Retention periods are defined in BISMA’s Data Retention Schedule, which is available upon request.

Personal data is securely deleted or destroyed once retention periods expire.

Data Breaches

Any actual or suspected personal data breach must be reported immediately to BISMA management or the Data Protection Lead.

BISMA will assess the breach and, where required, notify the ICO within 72 hours and inform affected individuals where there is a high risk to their rights and freedoms. All breaches and actions taken are recorded.

Third-Party Data Processors

Where BISMA uses third-party processors, appropriate due diligence is carried out. Written data-processing agreements are in place, and processors must comply with UK GDPR requirements.

Related Policies

This policy should be read alongside BISMA’s:

Learner Registration & Certification Policy
Safeguarding Policy
Learner Sanctions, Disciplinary & Exclusion Policy
Learner Complaints Policy

Monitoring and Review

Data-protection compliance is monitored on an ongoing basis.

This policy is reviewed annually or sooner where required by legislative, regulatory, or organisational change.

Learner Induction Policy

Introduction

This policy outlines the procedures for the induction of learners at BISMA. The aim is to ensure that all new learners are effectively integrated into their course and provided with the necessary information, support, and resources to succeed in their studies.

Scope

This policy applies to all new learners enrolling in courses at BISMA. It covers the induction processes and the responsibilities of staff and learners in these areas.

Objectives

To provide a structured and supportive induction process for all new learners.

To ensure learners understand BISMA’s values, and policies.

To equip learners with the necessary information and resources to begin their studies effectively.

To introduce learners to the support services available at BISMA.

Induction Process

Pre-Arrival: New learners will receive an electronic induction pack called “welcome pack” containing essential information about BISMA, including the course information and key policies.

First Day: New learners will be welcomed by their course coordinator, introduced to the other students and staff, and given a tour of the facilities.

Following Days: All learners will be taken part on their course, ensuring all modules are completed either by blended learning or distance learning.

Responsibilities

Course Coordinators: Responsible for overseeing the induction process for new learners, supporting their integration, and ensuring they are aware of key policies and resources.

Tutoring Team: Responsible for providing information and support related to the course content, course requirements, and guidance about the assessment criteria.

Support Services Team: Responsible for providing information and access to support services, including tutor support and advice on individual needs.

Learners: Responsible for actively participating in the induction program, familiarising themselves with BISMA’s policies and resources, and seeking support when needed.

Review and Monitoring

Policy Review: This learner induction policy will be reviewed annually, or sooner if required, to ensure it remains current and effective.

Monitoring: The implementation of the policy will be monitored through feedback from learners, staff, and analysis of induction outcomes.

BISMA Learner Registration & Certification Policy

Introduction

British International Sports Medicine Academy (BISMA) is committed to ensuring that all learners are registered accurately, records are maintained correctly, and certification claims are submitted promptly and in line with awarding body and regulatory requirements.

This policy sets out BISMA’s procedures for learner registration, record keeping, and certification across all qualifications delivered.

Scope of This Policy

This policy applies to:
• All learners enrolling on BISMA qualifications
• All BISMA staff involved in enrolment, administration, assessment, internal quality assurance, and certification processes
• All qualifications delivered by BISMA under approved awarding bodies

Purpose and Aims

This policy aims to:
• Ensure accurate and timely registration of learners
• Maintain complete, accurate, and up-to-date learner records
• Ensure certification claims are submitted promptly following successful completion
• Comply with awarding body and regulatory requirements
• Ensure transparency and consistency in registration and certification processes

Learner Enrolment and Registration

Enrolment
Learners must complete BISMA’s enrolment process and provide all required information, which may include:
• Personal and contact details
• Proof of identity
• Evidence of prior qualifications or experience where required
• Any additional information required by the qualification or awarding body

Learners are responsible for ensuring that all information provided is accurate and up to date.

Registration with the Awarding Body
Once enrolled, learners will be registered with the relevant awarding body within the required registration timeframe.

Registration will only take place once:
• Enrolment is complete
• Required documentation has been received
• Eligibility criteria have been met

Late registration, transfers, or withdrawals will be managed in line with awarding body requirements.

Learner Induction

All learners will complete an induction, which includes:
• An overview of the qualification structure and requirements
• Assessment methods and expectations
• Key BISMA policies and procedures
• Learner responsibilities and conduct expectations

Record Keeping and Data Protection

BISMA will maintain accurate and secure records relating to:
• Learner enrolment and registration
• Assessment progress and outcomes
• Internal quality assurance activity
• Certification claims and outcomes

Records will be stored securely, managed in accordance with data protection legislation, and retained for the required period in line with awarding body and regulatory requirements.

Learners may request access to their records in accordance with data protection legislation.

Assessment and Internal Verification

Assessment
Learner performance will be assessed by qualified assessors in accordance with qualification specifications, awarding body assessment criteria, and BISMA assessment procedures.

Internal Quality Assurance
All assessment decisions are subject to internal quality assurance (IQA).

Internal Quality Assurers are responsible for sampling assessment decisions, ensuring assessment decisions are fair, valid, reliable, and consistent, and confirming awarding body requirements have been met prior to certification claims.

Certification Claims

Eligibility for Certification
Learners are eligible for certification once all required assessments have been successfully completed, internal quality assurance requirements have been met, and all required documentation is complete.

Submission for Certification
BISMA will submit certification claims to the relevant awarding body within a reasonable timeframe following completion of all requirements.

Certificates are issued by the awarding body, not by BISMA, and are subject to awarding body processes, timescales, and any external quality assurance requirements.

Issuing and Receiving Certificates

Learners will be notified once certificates have been received by BISMA or dispatched by the awarding body.

Certificates will normally be sent to learners by post, unless otherwise specified.

BISMA is not responsible for delays caused by awarding body processes or external quality assurance activity.

Replacement Certificates

Learners may request replacement certificates in cases of loss or damage.

Replacement requests are subject to awarding body procedures, a fee may apply, and replacement timescales are determined by the awarding body.

Roles and Responsibilities

BISMA Management
• Overall responsibility for compliance with awarding body requirements
• Oversight of registration and certification processes

Administrative Staff
• Processing enrolments and registrations
• Maintaining learner records
• Submitting certification claims

Assessors
• Assessing learner evidence in line with qualification requirements

Internal Quality Assurers (IQAs)
• Verifying assessment decisions prior to certification

Learners
• Providing accurate information at enrolment
• Completing all qualification requirements
• Informing BISMA of any changes to personal details

Monitoring and Review

Registration and certification processes are monitored through internal audits and quality assurance activity.

BISMA Learner Sanctions, Disciplinary & Exclusion Policy

Introduction

British International Sports Medicine Academy (BISMA) is committed to providing a safe, respectful, and effective learning environment for all learners.

This policy sets out the approach BISMA takes where learner behaviour falls below expected standards or breaches BISMA policies, procedures, or centre rules. It explains how disciplinary matters are managed and the range of sanctions that may be applied, including suspension or permanent exclusion where necessary.

This policy forms part of the terms under which learners enrol with BISMA.

Scope of This Policy

This policy applies to:

• All BISMA learners
• All BISMA learning environments, including classrooms, gym facilities, assessments, and online activities
• All activities delivered by BISMA, including teaching, assessment, practical sessions, and on-site learning

This policy applies only to learners.
Staff disciplinary matters are managed under separate employment or contractor arrangements.

Purpose and Aims

This policy aims to:

• Maintain a safe, orderly, and respectful learning environment
• Provide a clear and fair framework for addressing learner misconduct
• Ensure disciplinary decisions are proportionate, consistent, and transparent
• Protect the safety and wellbeing of learners, staff, and visitors
• Enable BISMA to take decisive action where behaviour presents risk or disruption

Learner Conduct Expectations

Learners are expected to:

• Follow BISMA policies, procedures, and learner induction guidance
• Act respectfully towards staff, other learners, and visitors
• Comply with tutor instructions and centre rules
• Conduct themselves safely, particularly in practical and gym environments
• Avoid behaviour that may endanger themselves or others

Failure to meet these expectations may result in disciplinary action.

What Constitutes Learner Misconduct

Learner misconduct may include, but is not limited to:

• Disruptive, aggressive, threatening, or inappropriate behaviour
• Failure to follow reasonable tutor or centre instructions
• Unsafe behaviour or breaches of health and safety requirements
• Harassment, discrimination, bullying, or intimidation
• Damage to property or misuse of facilities
• Repeated minor breaches of conduct expectations
• Any behaviour that brings BISMA into disrepute or undermines its operations

Where misconduct relates to assessment integrity, this will be managed under the Malpractice & Maladministration Policy.

Key Principles

Disciplinary decisions are guided by the following principles:

• Fairness – Each case is considered on its individual facts
• Proportionality – Sanctions reflect the seriousness of the behaviour
• Consistency – Similar cases are treated consistently
• Safety First – Immediate action may be taken where risk is identified
• Transparency – Learners are informed of decisions and reasons

Each disciplinary case is considered on its own facts and does not set a precedent for future decisions.

Sanctions Available

Depending on the nature and seriousness of the misconduct, BISMA may apply one or more of the following sanctions:

• Verbal warning
• Written warning
• Behavioural agreement or conditions of continued attendance
• Temporary restriction of access to facilities or activities
• Temporary suspension from learning activities
• Permanent exclusion from BISMA

Sanctions do not have to follow a fixed sequence.
Serious misconduct or safety-critical behaviour may result in immediate suspension or permanent exclusion.

Disciplinary Process

Investigation

Where appropriate, BISMA will investigate the alleged misconduct. This may include reviewing evidence, statements, incident reports, or other relevant information.

Disciplinary decisions are made on the balance of probabilities, based on the information available at the time.

Learner Representation

Where reasonably practicable, learners will be given an opportunity to provide their account before a final decision is made, unless immediate action is required for safety, safeguarding, or risk-management reasons.

Decision

Disciplinary and exclusion decisions are made by BISMA senior management or their delegated representative, based on the available evidence and the principles set out in this policy.

Notification

Learners will be informed in writing of:

• The decision reached
• Any sanction applied
• The reasons for the decision

Immediate Action and Safety-Critical Behaviour

BISMA reserves the right to impose immediate suspension or permanent exclusion where a learner’s behaviour:

• Presents a risk to health or safety
• Causes serious disruption to learning
• Involves safeguarding concerns
• Breaches centre rules in a serious, deliberate, or reckless manner

Such decisions are taken to protect learners, staff, and the learning environment and may be implemented without prior notice.

Where safeguarding concerns are identified, BISMA’s Safeguarding Policy takes precedence over this policy.

Appeal and Procedural Review of Disciplinary Decisions

Disciplinary and exclusion decisions are management decisions.
Learners have the right to submit an appeal on procedural grounds only.

An appeal may be submitted where the learner believes that:

• This policy was not followed correctly, or
• There was a material procedural error in how the decision was reached

Appeals must be submitted in writing within 10 working days of the learner being notified of the decision.

Appeals will be considered by BISMA management or a designated senior representative not previously involved in the decision, where practicable.

An appeal under this policy is limited strictly to a review of process and will not:

• Re-assess the facts or evidence
• Re-hear witnesses
• Substitute BISMA’s judgement with that of the learner

The outcome of the appeal will be final.

Post-Decision Contact

Following suspension or exclusion, BISMA may require that all further contact from the learner is made in writing only and through designated communication channels.

BISMA reserves the right to limit or cease communication where continued contact is unreasonable, abusive, or repetitive.

Complaints

Concerns about service quality or administrative matters unrelated to disciplinary sanctions may be raised under the BISMA Learner Complaints Policy.

Exclusion from BISMA does not automatically entitle a learner to a refund. Any refund considerations are governed by BISMA’s Learner Terms & Conditions.

Awarding bodies do not adjudicate or overturn centre disciplinary or exclusion decisions. However, awarding bodies may review whether a centre has followed its approved policies and procedures, particularly where assessment integrity or regulatory compliance is concerned.

Records and Confidentiality

• All disciplinary actions and decisions are recorded securely
• Information is shared only on a strict need-to-know basis
• Records are retained in line with data-protection legislation and BISMA retention schedules

Monitoring and Review

• Disciplinary actions are monitored to ensure consistency and fairness
• This policy is reviewed annually or sooner where required by regulatory, legal, or organisational change