We have two locations and run different sessions at each. Please click below to see which sessions run from which location: - John Pounds Community Centre, 23 Queen Street, Portsmouth, PO1 3HN - Unit 8B, Block C, Skill Centre, Limberline Spur, Hilsea, PO3 5LF

We run sessions all through the year, including over school holidays. Opening times are: John Pounds Centre Monday – n/a Tuesday – n/a Wednesday – 4-8pm Thursday – n/a Friday – 4-8pm Saturday – 9am-12pm Sunday – n/a Unit 8B, Skill Centre, Hilsea Monday – 4-8pm Tuesday – n/a Wednesday – 4-8pm Thursday – n/a Friday – 4-8pm Saturday – 10am-2pm Sunday – n/a

We run a various different types of gymnastics session; read more about each below: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Rising Fives (John Pounds Centre, Portsmouth) WHAT? This session is a 1-hour gentle introduction to gymnastics specifically aimed at children aged 4-5 years old - our Rising Fives! WHEN? Saturdays, 9-10am CLICK HERE for more information and to book onto Rising Fives ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 1-hour Introduction to Gymnastics (John Pounds Centre, Portsmouth and Skill Centre, Hilsea) WHAT? Our 1-hour "Introduction to Gymnastics" sessions are suitable for beginners and those with little gymnastics experience, who wish to enjoy learning in a fun, engaging environment. WHEN? Monday, Wednesday, Friday and Saturday for ages 4-15 years CLICK HERE for more information and to book onto 1-hour Intro to Gym at John Pounds CLICK HERE for more information and to book onto 1-hour Intro to Gym at Hilsea ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 2-hour Gymnastics (John Pounds Centre, Portsmouth and Skill Centre, Hilsea) WHAT? Our 2-hour gymnastics sessions are the natural progression from our 1-hour Introduction to Gymnastics sessions. In our 2-hour sessions, basic skills and progressions are learned in the first hour, then in the second hour those progressions are moved on to more challenging skills such as cartwheels, round offs, flics and front and back somersaults, along with dynamic bar and vault skills. Our stations are designed to teach flexibility and strength, to help aid the learning and progression of skills, and we also incorporate elements of fun and games, which help children learn. WHEN? Monday, Wednesday, Friday and Saturday for ages 4-15 years CLICK HERE for more information and to book onto 2-hour Gymnastics ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Tumble (Skill Centre, Hilsea) WHAT? Our Tumble sessions are fast-paced, high energy and focused on learning tumbling skills, such as flicks, flips and somersaults. WHEN? Wednesdays 6-8pm for ages 8-15 CLICK HERE for more information and to book onto Tumble at Hilsea ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Saturday Gym Camp (Skill Centre, Hilsea) WHAT? Our Saturday gym camp is perfect for those who are too busy in the week but still want to really advance their gymnastics! Beam, bars, floor, and vault are all covered, as well as the start of the gymnastic range requirements from British Gymnastics. Fully qualified British Gymnastics coaches will lead this fun and dynamic session. WHEN? Saturdays, 10am-3pm for ages 4 and above. NO CURRENT SESSIONS ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Women's Artistic Gymnastics Squad (Skill Centre, Hilsea) WHAT? Squad is suitable for anyone wishing to advance their gymnastics skills and train to a higher level, training for 6 hours per week. Members with this plan will have the opportunity to purchase our 5-hour Saturday Gym Camp at a reduced rate of £45 per month (usually £75/month; a saving of £30/month). WHEN? Mondays and Wednesdays, 4-7pm CLICK HERE for more information and to book onto Squad ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Toddler Gym (Skill Centre, Hilsea) WHAT? Our Toddler Gym sessions are a gentle, fun introduction to the gymnastics environment for children who are not yet at school and who are aged from walking to 4-years-old. WHEN? Term-time only. NO CURRENT SESSIONS ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Adult Fitness (Skill Centre, Hilsea) WHAT? Adult fitness sessions for those aged 16+. Sessions start with gentle stretching and a spot of light cardio, followed by a mixture of structure and own time to train on the equipment, then finish with a gentle cool down with more stretching. There is no participant upper age limit - our current class includes participants aged from 16 to 70! Come and join us for a fun and friendly workout session :) WHEN? Mondays, 7.15-8.15pm CLICK HERE for more information and to book onto Adult Fitness ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Talent ID sessions (Skill Centre, Hilsea) WHAT? In a 1-hour talent identification session, gymnasts will be talent spotted by our coaches to determine their gymnastic pathway and may be invited to join other club sessions. WHEN? Saturdays, 12-1pm for boys and girls aged 4-15 years CLICK HERE for more information and to book onto a Talent ID session ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Click here to view all our current Classes and book on

Our membership plans are based on how many hours per week your gymnast wishes to train; the more hours they train, the less you pay per hour. Our gymnastics membership plans at John Pounds Centre start at £25 per month for 1 hour per week, increasing to £45 per month for 2 hours per week. At our Hilsea site, one 1-hour session per week is £27 per month and one 2-hour session per week is £50 per month. As our gymnasts advance, they will have the opportunity to move to our squads and increase their training hours further, if they wish. Trial sessions allow your gymnast to attend two sessions before you commit to a monthly membership and can be bought here: https://www.viva-gymnastics.club/trials-and-membership-plans

To book a class with us, go to "Classes", find the class you are interested in and click "Book Now". You'll be taken through to a booking calendar, where you'll be able to select the date of your first class (your sessions must start within 7 days of your payment). You'll then be able to sign up for a monthly Membership Plan, which is a monthly recurring plan that offers members reduced rates on our classes, or you will be able to choose to pay for a single session. Once a Membership Plan has been purchased, you will need to book your gymnast into their first session with us. After that, they will automatically be booked into their session on the same day and at the same time each week, for as long as your direct debit is active.

Gymnasts will need to arrive ready for their session, wearing comfortable clothing they can stretch and move around easily in, such as a t-shirt, crop top, shorts, leggings or a leotard, and shoes they can take off/put on themselves, such as sliders. Gymnasts should also bring with them a full bottle of water, with their name on the bottle.

Yes, absolutely. We offer several different membership types to suit different requirements, depending on what your gymnast is after. Gymnasts will always progress faster with more hours of training, so if a 1-hour session per week is not enough for your gymnast, they would be welcome to sign up to further 1-hour sessions (each priced at £22 per month) or try a 2-hour session (£42 per month). We also run talent ID sessions where gymnasts will be talent spotted by our coaches to determine their gymnastic pathway; they may then be invited to join other club sessions.

Yes, all of our sessions run throughout the year, including during school holidays. We only close on Bank Holidays and over Christmas.

All of our gymnasts have the option of participating in displays, working towards badges (we run our own club badge scheme) and advancing along the competition pathway.

Yes. Viva Gymnastics Club is a not-for-profit Club registered with The Charity Commission (charity number 1187339). We reinvest our profits back into the Club for the benefit of our gymnasts, investing in equipment to enhance their experience and advance their training.

The booking system we use currently does not allow us to offer catch-up sessions; however, this is a feature we are looking to introduce in the future. Please sign up to our e-newsletter to be kept informed of this development, as well as to be informed of other club news, events and offers.

Visit our most frequently ask questions page to find answers to your questions. Can't find the answer there? Then message us via our chat and we will get back to you ASAP.

Viva Gymnastics Club accepts payment for services via our website (www.viva-gymnastics.club); the payment methods currently available are PayPal and Stripe. When payment is recurring monthly for an ongoing service, such as a monthly membership plan, these payments (direct debits) will be taken on the same day every month; for example, if your membership plan is purchased on 1st May, your first payment will be taken on 1st May and subsequent payments will be taken on the 1st of every month until your plan ends or is cancelled. For our full Payments Policy, please click here.

Should you ever have any concerns regarding a child, or regarding something you have seen inside the gym or in the waiting area, your first port of call is speaking to one of the coaches at the door. All our qualified staff are safeguard-trained through British Gymnastics. They will then take the appropriate action as guided by British Gymnastics policies. If you wish to raise a concern and you aren't comfortable speaking to a coach you can contact our welfare officer Stephen Reid. Stephen can be contacted via email at welfare@viva-gymnastics.club To read our full Safeguarding Policy, please click here. This policy document demonstrates the process we must follow when faced with raised concerns. We follow all of the safeguarding policies and procedures of our governing body, British Gymnastics. You can read more about British Gymnastics' Safeguarding Policies and Procedures on their website here. We take our commitment to keeping children safe very seriously and are happy to discuss any concerns or questions parents and carers may have at any time. If you ever have a serious concern and you feel a child is at an immediate risk of danger or harm, please call the authorities.

Charlotte Vella - Head Coach and Head of WAG & Development Lucy Fox - Head of Admin, General Gymnastics Coach Leanne - Advanced, Club and Fun Gymnastics Coach Hayley - WAG, Tumble, Development Coach Lara - Saturday Lead Coach Advanced and Fun Gym Coach Aurora - WAG Coach and Fun Gym Coach Eva - WAG Coach and Fun Gym Coach Scarlett - Wag Coach and Tumble Coach Peter - MAG Coach - Club Coach Lee-ann - working towards Gymnastics Activity Instructor Henry -working towards WAG Coach Lennon - working towards MAG Coach Aurora - Gymnast / Young Helper Welfare Office - Stephen Reid

We are very sorry to hear you aren't happy. Most worries can be sorted out quickly by speaking to or emailing either our head coach (admin@viva-gymnastics.club) or the head of admin (lucy@viva-gymnastics.club). However, if you feel things aren't being resolved, or wish to know our processes, please find our complaints process below. Viva Gymnastics Club - Complaints Procedure VIVA GYMNASTICS CLUB is committed to providing a safe, stimulating, consistent and accessible service to children and their parents/carers. We always aim to provide high-quality services for everyone, but accept that sometimes things do not always go to plan. In such circumstances, we want to know so that we can put them right and learn from our mistakes. Usually, it should be possible to resolve any problems as soon as they occur. If not then the parent/carer should follow the formal complaints procedure set out below. Under normal circumstances, the Club Coach in charge of the session will be responsible for managing complaints and will respond to you in the first instance. STAGE ONE • If a parent/carer has a complaint about some aspect of the club’s activity, or about the conduct of an individual member of staff, it will often be possible to resolve the problem by simply speaking to the individual concerned and/or the Club Coach in charge of the session. The club is committed to open and regular dialogue with parents/carers and welcomes all comments on its services regardless of whether they are positive or negative. In the first instance, you should send us a message via our secure website or email us at admin@viva-gymnastics.club We will then confirm your message/email and advise you of the next step that will be taken to resolve your concern. Please do not speak to the Coach directly at the door unless there is an immediate risk of danger or harm, as their first and only priority at pick up and drop off is the safety of the gymnast they are welcoming in and seeing back to parents. Coaches are often unable the give the time to you need to fully talk about your concerns at that time and we want to ensure we fully understand any issue. Writing is always the best format to avoid misunderstanding. • If a satisfactory resolution cannot be found then stage two of the procedure will come into operation. STAGE TWO • If informal discussions of a complaint or a problem have not produced a satisfactory resolution to the situation, parents/carers should put their complaint, in writing, to the Head Coach. Relevant names, dates, evidence and any other important information on the nature of the complaint should be included as well as a name or if not known a description of any coaches/helpers volunteers if they complaint refers to their conduct/behaviour in the gym. They will be given a complaint reference number to help keep track of the progress and resolution of their complaint. • The Head Coach will acknowledge receipt of the complaint the head coach will send out a complaint reference number to help keep track of the progress and resolution of their complaint. • as soon as possible and fully investigate the matter within 15 working days. If there is any delay the Head Coach will advise the parent/carers of the reasons. The Head Coach will keep you up to date with what is happening and will give a full reply. • If you are not satisfied with the outcome you can ask the Head Coach to refer the matter to the Club Management Committee (CMC). STAGE THREE • The Head Coach will refer the complaint and response to the CMC. The CMC will investigate the complaint together with the response at a specially convened meeting. • The CMC will acknowledge receipt of the complaint as soon as possible and fully investigate the matter within 15 working days. If there is any delay the CMC will advise the parent/carers of the reasons. The CMC will keep you up to date with what is happening and will give a full reply. • The response will be copied to the staff members concerned with recommendations for any actions to be taken and any amendments to club policies or procedures emerging from the investigation. • The lead complaints officer of the CMC will send a reply within four weeks outlining how the complaint was investigated and detailing the outcome. • If you are not satisfied with the outcome, you can raise the complaint to British Gymnastics CONTACT Head Coach: Charlotte Vella - admin@viva-gymnastics.club (Please head the email with your complaint reference and for the ATTENTION OF Charlotte Vella) Welfare Officer: Mr Steve Reid - welfare@viva-gymnastics.club British Gymnastics Ethics & Welfare Department: 0845 129 7129 ext: 2346

Viva Gymnastics Zero Tolerance Policy This policy applies to all and any members of the general public who are members or contact Viva Gymnastics Club by email, telephone or in person. 1. Aggressive or abusive behaviour We understand that people can become angry when they feel that matters or concerns about which they feel strongly about or feel are not being dealt with as they wish. If that anger escalates into aggression towards our staff, we consider that unacceptable. Any aggression or abuse directed towards our staff will not be tolerated. Aggressive or abusive behaviour includes language (whether verbal and or written) that may cause staff to feel afraid, threatened or abused and may include threats, personal verbal abuse, derogatory remarks and rudeness. The use of swear words in written or verbal communication will not be tolerated and these communications will not be responded to. Swearing at members of staff will not be tolerated. We also consider inflammatory statements, remarks of a racial or discriminatory nature and unsubstantiated allegations, to be abusive behaviour. We take measures if staff are physically intimidated, this includes any unwanted physical touch of their person and or any personal belongings for example laptop. Social Media – any abuse or bullying of our staff on personal social media accounts will be treated as seriously as verbal and physical in-person abuse. Membership will be revoked immediately should any coach or member of Viva Gymnastics staff are harassed or bullied or threatened by on social media. Social Media extends to using abusive or threatening language when using our internal website messaging/email system wix or Instagram or facebook through Viva Gymnastics. Breach of these requirements will result in your membership being cancelled. If required by the staff in question we reserve the right to file a complaint with the relevant authorities (i.e police) . 2. Unreasonable demands A demand becomes unacceptable when it starts to, or when complying with the demand would, impact excessively on the work of our staff. Or when dealing with the matter takes up an excessive amount of staff time and in so doing, disadvantages session and gymnasts attending. For example: i. Repeatedly demanding responses within an unreasonable timescale ii. Demanding responses from several members of staff on the same subject; iii. Insisting on seeing or speaking to a particular member of staff when that is not possible; iv. Repeatedly changing the substance of an enquiry or complaint or raising unrelated concerns; v. Repeatedly posing a question time and again, when a response has already been given, because the individual may not like the answer they have received. 3. Unreasonable levels of contact Sometimes the volume and duration of contact made to our staff by individuals. This can occur over a short period, for example, when a large number of calls or emails are received from the same person in one day with out a reasonable expectation of a fair and timely response. This can impact the club negatively. i. When we are dealing with a complaint or enquiry, this may occur when a person repeatedly makes long telephone calls to us or; ii. Inundates us with emails with out allowing us time to fully investigate. We consider that the level of contact has become unacceptable when the amount of time spent talking to an individual on the telephone or responding to, reviewing and filing emails or written correspondence, impacts on our ability to deal with the matter. We refer all members of Viva Gymnastics Club to refer to our complaints policy which sets out our time scales and the expectation of complaint handling. How we manage abusive or aggressive behaviour: Any member of staff who directly experiences aggressive or abusive behaviour from a any member of Viva Gymnastics Club and or member of the public, has the authority to deal immediately with that behaviour in a manner they consider appropriate to the situation and which is in line with this policy. While signing gymnasts in and out of the gym staff have the right to stop engaging verbally with anyone who behaves in a manner the staff members find to be rude or aggressive or verbally abusive (swearing or shouting ) . They have the right to refuse entry to the gymnast if they see fit regardless of payment. They also have the right to take the complaint regarding behaviour to the head coach who can cancel a membership for breaching our policy. Staff will end telephone calls if they consider the caller aggressive, abusive or offensive. Our staff have the right to make this decision, to tell the caller that their behaviour is unacceptable and to end the call if the behaviour then persists. Staff can also pass complaints on via email to other members of the team should the be subject to any of the above-mentioned behaviours. If the behaviour persists in future correspondence, we will tell the person in writing that we will not permit any further contact with them. We will cancel your subscription and you will no longer be welcome to attend gymnastics in any of our sites. How we deal with other categories of unreasonable behaviour Where a member of Viva Gymnastics Club repeatedly phones, monopolises coach's time at the door, raises the same issue repeatedly, even after we have dealt with it or explained the issue or sends us large numbers of documents about which the relevance is not clear, we may decide to: • Limit contact to telephone calls from the person at set times on set days; • Restrict contact to a nominated member of staff who will deal with future calls or correspondence; • Restrict contact to written correspondence only; • Refuse to deal with further correspondence and return any documents or, in extreme cases; • Take any other action that we consider appropriate to the circumstances. Where we consider continued correspondence on a wide range of issues to be excessive, we may tell the person that only a certain number of issues will be considered in a given period and ask them to limit or focus their requests accordingly. Where someone repeatedly demands a response on an issue on which they have already been a given a clear answer, we may refuse to respond to further enquiries from the person. We will always tell the person in writing the action we are taking and the reasons why. Please see our complaints policy for times scales and steps when raising any issues with Viva Gymnastics Club. We thank you in advance of all your support and understanding.

As our payments are reoccurring card payments we have made the decision as a charity to not offer refunds however we will offer different sessions on different days to try and accommodate families who may find they are unable to attend a session they have booked or currently attend.

Safeguarding Children: Safe Recruitment Approval Approved by: Name: Dept.: Date: Standards Committee Michelle Fulford Corporate Services 17/07/14 Document History Version Summary of Changes Please find The British Gymnastics Policy regarding safe recruitment. Document Status Date 0.1 Extracts of relevant sections of BG Child Protection Policy 2008 put into a separate document entitled Safeguarding Children: Safe Recruitment. Some amendments to terminology. Inclusion of new guidance on supervision and mixed age groups. Approved 17/07/14 1.0 Live 07/10/14 Version 1.0 [2014] 3 of 12 CONTENTS Introduction.........4 One-off Volunteers .....4 Parents ...............4 Safe Recruitment Processes .....5 Candidate Information...........6 Application Form ...6 Attracting Candidates .7 Scrutinising Applications ..8 Obtaining References............8 Interview ..........8 Verification Processes..........9 Identity Checks...............10 Confirming the Appointment..10 Criminal Records Checks....10 Overseas Candidates .11 Induction.. 11 Monitoring and Appraisal ...2 Version 1.0 [2014] 4 of 12 Safe Recruitment Introduction Safe recruitment requires safeguarding issues to be considered at every stage of the recruitment process when appointing to a position working or volunteering with children. Although the vast majority of coaches and officials/helpers are committed, dedicated people who are motivated to work within the sport for commendable reasons, it is vital that all reasonable steps are taken to ensure that any unsuitable people or people who may abuse children are prevented from working with young people. The following procedures should be adopted and applied consistently, and help to ensure that gymnastics organisations recruit individuals who share the organisation’s values and approach to safeguarding as well as providing an effective deterrent to anyone who wants to abuse children within the sport. All BG registered bodies should review their existing practice and make any required changes. As people who want to abuse children may seek out various avenues to gain access to children, it is equally important that robust recruitment procedures are in place for both paid and voluntary positions. These practices must be followed at all times, even where there is only one applicant for a position. One-off Volunteers The only current exception to this is in the case of one-off volunteers who will only have supervised contact with children for a limited period of time. This may include: - parents or other volunteers helping out at a club fundraiser or event; - young people attending the club for a work experience. Clubs who run a dedicated facility should ensure they operate a sign-in and out system for these volunteers/visitors. Where one-off volunteering becomes more regular, e.g. more than once a month, the recruitment procedures must be fully applied. Parents It should be noted that it is inappropriate, and in the case of criminal records checks unlawful, to apply recruitment procedures to parents whose only role is to care for their own child, e.g. a parent of a child with a disability who attends a gymnastics session to provide one-to-one support for the child. However, in the event that the individual in question wishes to take on a role within the club that will bring responsibility for other young people the full recruitment procedures must be applied. Version 1.0 [2014] 5 of 12 It is essential that the following recruitment and selection procedures are applied without unlawfully discriminating against candidates on grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion and belief, sex and sexual orientation, and are fully compliant with the Data Protection 1998. Safe Recruitment Processes The key elements of a robust safe recruitment process will include: Preparing Candidate Information This should include: - - job description that makes reference to the responsibility for safeguarding and promoting the welfare of children; - person specification ensuring specific reference is made to suitability to work with children; - application form, which contains appropriate safeguarding sections. Attracting Candidates This may be done through advertising commonly in the press and on websites. Any publicity must make clear reference to safeguarding and the use of criminal records checks as part of the recruitment process. Scrutinising Applications The process of analysing application forms with a view of selecting a shortlist and picking up on any discrepancies or anomalies in their paperwork, which may be addressed with the candidate at interview. Obtaining References References that specifically address the applicant’s suitability to work with children should, with consent of the applicant, ideally be taken before interview so that any issues can be addressed at this stage. Interview In addition to the candidate’s suitability for the role, the interview process should investigate the candidate’s suitability to work with children. Verifying x Applicant’s identity; x Right to work in UK; x Qualifications; x Criminal Record Check. Version 1.0 [2014] 6 of 12 An enhanced DBS or home country equivalent in line with the requirements set out in BG Criminal Record Checks Policy and Guidelines must be completed for anyone over the age of sixteen who has not completed a check through BG within the last three years or registered with the DBS Update Service. Induction The successful candidate should have a period of time where she/he is introduced to the organisation’s safeguarding policy and procedures, an assessment of learning needs is conducted and appropriate training, coaching and mentoring are provided to address the identified needs. Monitoring and Appraisal An employee or volunteer should be provided with regular performance reviews, particularly during the probation period. Candidate Information Anyone who expresses an interest in the job or role should be sent a candidate information pack, which together with the terms and conditions for the post and the application form should include a job description and a person specification as well as information on the organisation’s safeguarding policy and equality policy. The Job description identifies the key roles and responsibilities that make up the position. As safeguarding children is everyone’s responsibility, it should include the responsibility the postholder will have for safeguarding and promoting the welfare of children. In addition to the job description, the person specification should aim to provide a profile of the ‘ideal’ person for the job, providing a framework within which a number of candidates can be assessed. It is standard practice to indicate which factors are essential and those that are desirable and common to identify how each aspect will be assessed, e.g. questioning at interview. An essential factor that must be included in all person specifications for roles working with young people is suitability to work with children. Application Form All applicants should be required to complete a standard application form, even if they have provided a curriculum vitae (CV). This will ensure all required details are provided and will allow for easier comparison between applicants. The application should indicate that a criminal record check will be requested as part of the pre-recruitment checks where a risk assessment has identified that it is both proportionate and relevant to the position concerned. Such positions are exempt from the Rehabilitation of Offenders Act 1974 and require that applicants disclose all cautions, reprimands, final warnings and convictions; even those that are considered ‘spent’. The Exceptions Order 1975 (2013) states that certain spent convictions and cautions are 'protected' and are not subject to disclosure to employers , and cannot be taken into account. Guidance and criteria on the filtering of these cautions and convictions can be found at https://www.gov.uk/government/news/disclosure-and-barring-service-filtering Version 1.0 [2014] 7 of 12 The applicant should be asked to supply the following information: - Current and any former names, address and other contact details; - National Insurance number to confirm the right to work; - Any relevant academic or vocational qualifications and details of the awarding body; - Current BG membership number; - A full history in chronological order of any paid or voluntary positions working with children, with start and end dates and reasons for leaving; - A statement of the personal qualities and experience that demonstrate the applicant’s suitability for the position and how she/he fulfils the person specification; - Contact details of at least two referees (not relatives), one of whom should be a previous employer or club who have agreed to provide written comment on the individual’s experience and suitability to work with children and young people. The application form should indicate that references will be sought for short-listed candidates prior to the interview, except in the case of current employers where the applicant has a justifiable objection; - Confirmation of whether they have any convictions, cautions, reprimands or final warnings that are not "protected" as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013). It should highlight that the successful applicant will be required to complete a criminal record check through British Gymnastics or the relevant Home Country Gymnastics governing body. Attracting Candidates Safeguarding needs to feature strongly in any advertising when recruiting for a position working with young people. The recruiting organisation should prepare a safeguarding statement that should feature in any publicity about the role. In addition, the organisation should include a statement advising that a criminal record check will be required as part of the recruitment process. - Sample advertisement; - Details of recruiting organization; - Position and main duties and responsibilities; - Salary (or indication of whether expenses can be claimed if the role is voluntary); - Experience/qualifications required; - Safeguarding statement: ‚British Gymnastics is committed to safeguarding children and ensuring all young people have a positive experience in the sport. Anyone recruited to work or volunteer for the organisation must be fully committed to these values‛ - The use of criminal records checks as part of the recruitment and selection process. Version 1.0 [2014] 8 of 12 Scrutinising Applications All applications should be scrutinised to ensure all the required information has been provided and to identify anything of concern. This could include any discrepancies in information provided or any unexplained gaps in respect of applicants’ involvement in the sport. All candidates should be assessed equally against the criteria contained in the person specification without exception or variation and a shortlist prepared. Any concerns identified from the application form should be addressed with the applicant at interview. Obtaining References Prior to the interview, subject to the applicant’s consent, references should be sought and, where appropriate, relevant qualifications or previous experience should be confirmed. In the event that someone is being interviewed who has indicated she/he has previous qualifications/experience in gymnastics, the recruiting organisation should request, in writing on formal headed paper, confirmation from BG of: - x BG membership; x date of last criminal record check; x any BG qualifications/awards; x any known reason for not employing/appointing the named person. Seeking references prior to interview is always preferable in order that any concerns can be addressed with the applicant. An applicant who does not agreed to their current employer being approached should be advised that in the event they are the preferred candidate for the job, they will be required to address any issues raised by the current employer prior to their appointment being confirmed. In addition to the current employer, references should also be sought from any previous organisations’ where the applicant worked in paid or voluntary position with children. It is useful to make use of the BG reference form for positions working with children to ensure the referee covers all the required information. Interview Where a position involves significant contact with young people a formal interview should be held according to correct procedures and protocol. The purpose of the interview is to carry out an assessment of the qualities of candidates in relation to the requirements of the job and their suitability to work with children. There should always be a face-to-face interview, even if there is only one candidate. Version 1.0 [2014] 9 of 12 Additional information can be requested at interview to support the details contained in the application form and address/ask questions relating to any information disclosed in the selfdeclaration of convictions. It is also important to explore any discrepancies between the information on the application form and the information obtained in pre-interview checks. Where the post involves working with children, it is always preferable that there are a minimum of two interviewers to allow for a full assessment of the candidate’s responses. The members of an interview panel must have attended safeguarding awareness training as a minimum and have the authority to make the recruitment decision. It is important to agree in advance the process for the interview and the questions that will be asked. These should include a number of questions that focus on suitability to work with children. These questions should aim to identify underlying attitudes and may require the interview panel members to be probing in their questioning techniques. Possible ways to elicit this type of information include asking how the applicant behaved in an actual situation involving young people, or to question why they believe specific aspects of the safeguarding policy are important. The interview panel should take the opportunity to address any concerns arising from the information on the application form or as part of a reference. The panel should also confirm the details made in the self-declaration are correct and the willingness to complete a DBS disclosure or equivalent if required in line with BG Criminal Record Checks Policy & Guidance. Verification Processes Anyone recruiting people to work with children should adopt a checklist to be applied following the selection process, without satisfactory completion of which a firm employment offer should not be made. The checklist should include: x Verification of identity; x Sponsorship and Endorsement of Migrant Workers. If a non EU national (known as a migrant worker) wants to live/work in the UK they must apply to the UK Border Agency for a working visa under the new Points Based System – for further details refer to www.ukba.homeoffice.gov.uk BG has gained approval from the Home Office to endorse High Performance Coaches. See the BG Endorsement Requirements for further details. x Verification of qualifications. To avoid any unnecessary delays, all candidates should be instructed to bring their identity documents to the interview. Candidates must also bring with them any qualification and awards certificates. Version 1.0 [2014] 10 of 12 Identity Checks It is vital to be sure that the person is who he or she claims to be. As identity verification is required as part of the criminal record check application process, the Welfare Officer or other nominated designated person should conduct the identity verification process using the BG Identity Verification Form (IVF). Original identity documents must be provided and verification must be conducted in the presence of the applicant to ensure they are the person shown in photographic evidence. Confirming the Appointment Once a decision has been made to employ someone or invite someone to take a voluntary role within a club or organisation, an offer letter should be sent out. This letter should specify full details and requirements of the position and any probation period if appropriate. The applicant should be informed that appointment would be subject to a satisfactory criminal record check and references (if any have not yet been checked). Criminal Records Checks The Protection of Freedoms Act 2012 became law in May 2012 and placed the following legal requirements on organisations: x To not knowingly allow a barred person to work in ‘Regulated Activity’; x To inform the DBS if an individual is removed from ‘Regulated Activity’ because they have harmed or because they pose a risk of harm to vulnerable groups (including children). A criminal records check will confirm whether an individual is included on a barred list. BG members in regulated activity are required to complete an enhanced DBS with barring list check through BG every three years. It is the responsibility of the affiliated organisation to assess the role and determine whether a criminal record check is required in line and the appropriate level in line with BG Criminal Records Checks Policy & Guidance. Where a club or other affiliated organisation is recruiting a new employee or volunteer who is already a member of BG and has completed a BG disclosure within the last three years or has registered for the DBS Update Service, a new BG disclosure is not compulsory and it is the decision of the recruiting organisation whether they wish to carry out the check. If it is decided not to request a new disclosure, the recruiting organisation must confirm that BG has approved the individual before an appointment is confirmed. Prior to receipt and BG approval of the criminal record check, the individual may be permitted to undertake a role which is supervised at all times by a person in regulated activity within the affiliated organisation, for a maximum period of 6 weeks. Version 1.0 [2014] 11 of 12 The BG Case Management Team is responsible for carrying out an initial assessment of any content on a disclosure and will make a suitability decision in the case of content assessed to be low risk. In the case of medium-high risk content, the BG Case Referral Management Group (CRMG) will be responsible for the suitability decision. BG affiliated organisations' must abide by BG decisions. BG will contact the recruiting club without delay in the event that a criminal record check contains information of significant concern. Overseas Candidates A DBS/Access NI/Disclosure Scotland Criminal Record Check will not provide a full picture of a criminal record for any candidate who has been resident in a foreign country. Different countries operate varying methods for providing background checks and not all countries are able to provide this service. The DBS website provides current advice on which countries are able to provide a check and the applicable procedure. Non-UK vetting must also be undertaken on British passport holders who have lived abroad in the past five years. Induction While the pre-recruitment processes are important, particularly to act as a deterrent to those individuals who may be considered unsuitable, perhaps the most significant time is the successful candidate’s period of induction in the initial months of appointment. There may be some standard elements of induction but a successful induction is likely to have considered the individual needs of each new recruit and will involve a variety of elements, including: x An explanation of Club/BG Safeguarding and protecting children policy and other policies. x Formally signing up to club policies and codes of ethics and conduct. x Clarification of roles, responsibilities and consideration of expectations. x An assessment of learning needs, e.g. safeguarding, coaching, first aid, equality and diversity, English (if English is not a first language). x Coaching and mentoring. Experienced individuals often have various mentors who support them at times throughout their career. A mentor is particularly important in an induction period and may act as a role model, cultural differences, language barriers etc. Good induction programmes will fully support the needs of new employees or volunteers and allow them to be successfully integrated into the club. An induction period may also highlight any potential poor practice concerns and allow the club to take any necessary remedial action. Version 1.0 [2014] 12 of 12 Monitoring and Appraisal All staff and volunteers should be given the opportunity to receive feedback, either through a formal appraisal or more informally through mentoring. Although this is good practice for any voluntary or paid position, appraisals are essential for positions that involve significant contact with young people. Appraisals should be offered at regular intervals, initially at the end of a probation period and thereafter at yearly intervals. An appraisal can help to establish learning needs, review targets and consider any concerns. All BG registered clubs must put in place a procedure to deal with complaints over staff and volunteers. Parents and all members should be made aware of the procedures for raising a complaint or concern. Provision should be made in the club rules or constitution to allow complaints and disciplinary procedures to be implemented.