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.
