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Policies and Procedures


GW Functional Fitness Ltd (GWFF) is committed to promoting diversity and minimising discrimination, and we accept the ethos and expectation of the various laws, rules, and codes of conduct that individually and collectively forbid certain forms of discrimination in unit or qualification development, selection, recruitment, induction, programme delivery, assessment, and other areas. 


The goal of GWFF is to make sure that students are authentically represented of all societal groups and that each student feels valued and empowered to perform at their highest level.


GWFF will adhere to all applicable equal opportunity laws in carrying out the regulated duties it does, and will in particular have measures in place to guarantee that it does not discriminate and treats everyone equally. 


The following protected characteristics are addressed by the GWFF in order to challenge discrimination and remedy recognised inequities or potential barriers:


  • age

  • disability

  • gender reassignment

  • race

  • religion or belief

  • sex

  • sexual orientation

  • pregnancy or maternity

  • marriage / civil partnership


Additionally, GWFF will work to ensure that diversity issues are recognised and that management takes seriously any complaints of discrimination by conducting an investigation and correcting the situation as soon as possible and as sensitively as necessary.


GWFF has an obligation to: 

  • follow the Equality Act (2010) 

  • make sure that the qualification development process incorporates equity and diversity, involving the creation of units and blending criteria

  • encourage diversity in the chatrooms (on screen)

  • address any violations of this policy and the procedures in a proper manner

  • are given suggestions and direction to make sure that equal opportunity is shown

  • regularly examine policies and procedures to make sure they provide equal opportunity for all


Students must make sure they take ownership of implementing the diversity policy established by GWFF. They are also accountable for alerting the teaching staff to any instances of discrimination that they come across.


The personnel at GWFF must make sure that excellent practises for equal opportunity are followed in the areas under their supervision and that all of their students are aware of both GWFF and YMCA Awards equal opportunity policies.


GW Functional Fitness Ltd (GWFF) has a duty as a course provider, to:

  • identify and monitor all conflicts of interest that concern our work

  • determine and monitor any situation where a potential conflict of interest is even remotely probable

  • create and keep a current record of all conflicts of interest relating to our work as a course provider

  • make every effort to prevent a conflict of interest from having a detrimental effect

  • make every effort to ensure that no person with a personal stake in the outcome of the assessment is involved in any part of the learner's assessment (including quality assurance), or, if this is not possible, to arrange for the relevant portion of the assessment to be evaluated by a different person


Centre responsibilities

We require our staff to resolve conflicts of interest that may arise during the delivery, evaluation, and internal quality assurance of our qualifications in order to uphold our duties and guarantee the future validity of our certifications.


This includes:

  • obtaining a written Conflict of Interest Policy that is clear and detailed enough to enable the centre to recognise, handle, and document both real and potential conflicts of interest

  • making sure that when a subcontractor is used for any aspect of the delivery, assessment, or quality assurance of GWFF, its Conflict of Interest Policy adequately addresses the identification and management of potential conflicts of interest that may arise through subcontracting arrangements

  • in accordance with the rules outlined in their policy

  • submitting a copy of their conflict of interest policy as part of the application for site approval, and providing it to GWFF upon request at any subsequent time

  • making documents of the detection and management of conflicts of interest known throughout external quality assurance work and notifying conflicts of interest to GWFF at the time they are discovered, including those involving subcontracting agreements

  • getting in touch with GWFF if there are any worries about conflicts of interest, regardless of whether the centre is in charge of them or GWFF is

  • If they are unsure of how to manage a potential or current conflict of interest, they should consult GWFF


Staff responsibilities


Individual employees are responsible for informing their supervisors of any potential conflicts of interest; in situations where one might exist, adequate measures must be taken to ensure that the potential conflict of interest cannot affect how an evaluation is conducted. All conflict of interest disclosures must be logged and shared with the GWFF designated coordinator by line managers. All GWFF employees, independent contractors, specialised contributors, subject matter experts, and other associates or freelancers hired by GWFF are required to disclose any potential or actual conflicts of interest at the time of recruitment and to abide by the conflict of interest guidelines outlined in their contract. Additionally, we determine during staff orientation whether there are any conflicts of interest and corresponding threats to the preservation of the privacy of our assessments. In some situations, it may be possible to identify potential or real conflicts of interest throughout the recruitment process and look into conflict management methods. The employee of a freelancer has a duty to report their line manager as soon as is reasonably reasonable if any new conflicts or potential conflicts develop after recruiting and induction.




GW Functional Fitness ltd (GWFF) is committed to ensuring the highest possible standard of safeguarding. The personal safety and wellbeing of each student and tutor using GWFF is paramount.



  • The aim of this policy is to safeguard all students using GWFF system whilst they are within a lesson session

  • This policy document contains the responsibilities of all persons using GWFF, including tutors and students

  • It is important that all persons using or working on behalf of GWFF are aware of this policy and have familiarised themselves with the detailed safeguarding procedures.

  • This policy should be read and understood before engaging in any activity arranged through GWFF and the responsibilities and procedures therein adhered to. Contravention of the policy document could lead to suspension and/or barring from the services.


Roles and Responsibilities of persons using GWFF online teaching/learning


The tutor shall:

  • All online tutorials will be recorded and normally available for play back to learners for up to 30 days. The recordings will remain the property of GWFF

  • Ensure that their environment does not display any inappropriate images or documentation capable of being viewed by the student or parent/responsible adult when conducting a session

  • Treat students fairly and without prejudice or discrimination

  • Always ensure language is appropriate and not offensive or discriminatory

  • Ensure any contact with the student is appropriate to their role as a tutor and confined to the relevant lesson session

  • Not make any improper suggestions to the learner

  • Not send unsolicited communications to the learner

  • Value and take learners contributions seriously

  • Report any dispute with a learner to GWFF management, in accordance with the Safeguarding procedures document

  • Report any inappropriate behaviour or illegal activity identified within a lesson session by the learner or third party, in accordance with procedures set out in Safeguarding procedures.


The learners shall:

  • Treat the tutor with respect and fairness, and not subject them to abusive behaviour or language

  • Not make any improper suggestions to the tutor

  • Have no inappropriate communication with the tutor outside the lesson session

  • Report any dispute with a tutor to management of GWFF

  • Report any inappropriate behaviour or illegal activity by a tutor within a session to management of GWFF


The type of information that we collect:

We receive, collect and store any information you enter on our website or provide us in any other way. In addition, we collect the Internet protocol (IP) address used to connect your computer to the Internet; login; e-mail address; password; computer and connection information and purchase history. We may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page. We also collect personally identifiable information (including name, email, password, communications); payment details (including credit card information), comments, feedback, product reviews, recommendations, and personal profile.


How we collect information:

When you conduct a transaction on our website, as part of the process, we collect personal information you give us such as your name, address and email address. Your personal information will be used for the specific reasons stated above only.


Why we collect such personal information:

We collect such Non-personal and Personal Information for the following purposes:

  1. To provide and operate the Services;

  2. To provide our Users with ongoing customer assistance and technical support;

  3. To be able to contact our Visitors and Users with general or personalised service-related notices and promotional messages;

  4. To create aggregated statistical data and other aggregated and/or inferred Non-personal Information, which we or our business partners may use to provide and improve our respective services; 

  5. To comply with any applicable laws and regulations.


How we store, use, share and disclose our site visitors' personal information?

Our company is hosted on the platform. provides us with the online platform that allows us to sell our products and services to you. Your data may be stored through’s data storage, databases and the general applications. They store your data on secure servers behind a firewall.  


All direct payment gateways offered by and used by our company adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.


How we communicate with our site visitors:

We may contact you to notify you regarding your account, to troubleshoot problems with your account, to resolve a dispute, to collect fees or monies owed, to poll your opinions through surveys or questionnaires, to send updates about our company, or as otherwise necessary to contact you to enforce our User Agreement, applicable national laws, and any agreement we may have with you. For these purposes we may contact you via email, telephone, text messages, and postal mail.


Privacy policy updates:

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it. 


Questions and contact information:

If you would like to: access, correct, amend or delete any personal information we have about you, you are invited to contact us at


How our site visitors can withdraw their consent:

If you don’t want us to process your data anymore, please contact us at 


The purpose of this Anti-Fraud Policy is to outline GWFF's commitment to preventing and addressing fraudulent activities within the organisation. This policy establishes guidelines for the detection, reporting, and mitigation of fraudulent behaviour.

This policy applies to all employees, contractors, vendors, and any other parties associated with GWFF

Fraud is defined as any intentional deception or misrepresentation that results in financial or non-financial loss to GWFF. This includes, but is not limited too, misappropriation of funds, embezzlement, bribery, corruption, and falsification of records.

1. Prevention Measures

1.1 Code of Conduct and Ethics

  • Clearly communicate and enforce a Code of Conduct and Ethics that prohibits fraudulent activities.

  • Establish expectations for ethical behaviour and integrity.


1.2 Segregation of Duties

  • Implement segregation of duties to reduce the risk of fraud.

  • Ensure that critical processes involve multiple individuals to provide checks and balances.


1.3 Internal Controls

  • Establish and maintain internal controls to safeguard assets and prevent fraudulent activities.

  • Regularly review and update controls to adapt to changing risks.

2. Detection Measures

2.1 Monitoring and Auditing

  • Conduct regular monitoring and auditing of financial transactions and critical processes.

  • Utilise technology and data analytics to identify unusual patterns or anomalies.


2.2 Whistleblower Protection

  • Implement a confidential whistleblower reporting mechanism for employees to report suspicions of fraud.

  • Ensure protection against retaliation for whistleblowers.


3. Reporting Procedures

3.1 Internal Reporting

  • Establish a clear process for employees to report suspected fraudulent activities internally.

  • Designate a specific individual or department to receive and investigate reports.


3.2 External Reporting

  • Establish procedures for reporting suspected fraud to law enforcement or regulatory authorities as required.

  • Comply with all legal obligations related to fraud reporting.


4. Investigation and Response

4.1 Investigation Team

  • Designate a team responsible for investigating reported incidents of fraud.

  • Ensure that the team is independent and has the necessary expertise.


4.2 Disciplinary Actions

  • Define a range of disciplinary actions for individuals found guilty of fraudulent activities.

  • Collaborate with legal authorities as necessary.

5. Employee Training and Awareness

  • Provide regular training on fraud prevention, detection, and reporting.

  • Promote awareness of the consequences of engaging in fraudulent activities.


6. Compliance and Enforcement

  • Conduct periodic reviews and assessments to ensure compliance with this Anti-Fraud Policy.

  • Establish consequences for non-compliance, including disciplinary actions and legal actions.


This policy applies to anyone working on behalf of GW Functional Fitness Ltd (GWFF), including senior managers and the board of trustees, paid staff, volunteers, sessional workers, agency staff and learners.


  • Each learner will receive their tutoring in a safe environment

  • All reasonable steps will be taken to protect every learner from harm, discrimination or demeaning treatment.

  • Every learner is entitled to have their rights, wishes and feelings respected

  • Every tutor is entitled to be treated with respect


We undertake to:

  • Take all suspicions and allegations of poor practice or abuse seriously, if they arise we aim to respond to them swiftly and appropriately

  • Retain a designated Safeguarding lead who will take responsibility for implementing our Safeguarding Policy

  • Ensure all Tutors are DBS check certified

  • Ensure compliance with GDPR legislation


1. Introduction  

  • GWFF is committed to ensuring the highest possible standard of safeguarding. The personal safety and wellbeing of each learner and tutor working with GWFF is paramount

  • Our online platform will ensure that tutorials take place in a safe environment. This is reflected in a number of key built-in features and defined by a set of policies and procedures for the learners and tutors who use our services


2. Aims

  • This policy document contains the responsibilities of all persons using GWFF online platform including tutors and learners

  • The aim of this policy is to safeguard all learners and other persons using GWFF online learning platform whilst they are within a tutorial session and as a result of participating

  • It is important that all persons using or working on behalf of GWFF are aware of this policy and have familiarised themselves with the detailed safeguarding procedures

  • This policy should be read and understood before engaging in any activity arranged through GWFF and the responsibilities and procedures therein adhered to. Contravention of the policy document could lead to suspension and/or barring from GWFF and its services 


3. Registration of Tutors 

  • The tutor will be identified by their real name and will have a unique online username that does not identify any of their contact details other than via GWFF’s online learning platform and all communications to the tutors will go via the online platform to their confidential email address

  • In order to be registered onto GWFF’s online learning platform a tutor must provide proof of identity and proof of qualifications.


4. Recording of Online sessions

  • All online tutorials will be recorded and normally available for play back to learners for up to 30 days. The recordings will remain the property of GWFF

  • GWFF will regularly review tutorial recordings for quality control purposes and may review any sessions where a report has been made by any person using GWFF’s online learning platform for the purpose of investigating that report

  • GWFF will allow access to YMCA and UK law enforcement of any recording where it is reported a criminal offence may have occurred in relation to a specific session


GWFF is committed to providing a safe and inclusive learning environment for all participants in our online courses. Bullying and harassment of any form are strictly prohibited and will not be tolerated. This policy outlines the expectations for behaviour within our online courses and the consequences for those who violate this policy.

Bullying: Any repeated and deliberate behaviour intended to harm, intimidate, or control another person, creating an imbalance of power. This can include, but is not limited to, cyberbullying, exclusion, spreading rumours, or any form of aggressive behaviour.

Harassment: Any unwanted conduct, communication, or behaviour that offends, intimidates, or creates a hostile environment. Harassment may be based on race, colour, religion, sex, national origin, age, disability, sexual orientation, or any other protected status.

Applicability: This policy applies to all participants in our online courses, including but not limited to students, instructors, administrators, and staff.

Prohibited Conduct: Participants are prohibited from engaging in any form of bullying or harassment, whether on discussion forums, in virtual meetings, through emails, or any other means of communication within the online course environment. Prohibited conduct includes but is not limited to:

  • Verbal or written abuse

  • Cyberbullying

  • Discrimination or harassment based on protected characteristics

  • Intimidation or threats

  • Sharing private information without consent

  • Offensive jokes or comments

  • Creating a hostile learning environment


Reporting Procedure: Anyone who experiences or witnesses bullying or harassment within the online course is encouraged to report the incident promptly. Reports can be submitted to via email.

Investigation Process: GWFF will promptly and thoroughly investigate all reports of bullying or harassment. The investigation will be conducted impartially, and confidentiality will be maintained to the extent possible. Parties involved will be informed of the outcome of the investigation.

Consequences for Violation: Violations of this policy may result in disciplinary actions, including but not limited to:

  • Warning

  • Temporary suspension from the online course

  • Permanent expulsion from the online course

  • Legal action if the behaviour constitutes a violation of the law


Retaliation: Retaliation against individuals who report bullying or harassment, or participate in the investigation of such reports, is strictly prohibited and will be treated as a separate violation of this policy.

By participating in our online courses, all individuals agree to abide by this Bullying and Harassment Policy. Failure to comply may result in disciplinary action.



At GWFF, we recognise the importance of environmental sustainability and our responsibility to minimise our ecological footprint. As part of our commitment to environmental stewardship, this Environmental / Sustainability Policy outlines our principles and practices for integrating sustainability into our online courses.


Environmental Awareness: We strive to raise awareness among our online course participants about environmental issues and the importance of sustainable practices.

Resource Conservation: We are committed to minimising resource consumption by utilising digital resources and reducing the use of physical materials wherever possible.

Energy Efficiency: Our online courses will be designed and conducted with an emphasis on energy efficiency, encouraging responsible energy use by participants and staff.

Waste Reduction: We promote the reduction of waste through practices such as digital document sharing, electronic communication, and minimising unnecessary printing.

Carbon Footprint Reduction: We seek to reduce our carbon footprint by promoting virtual meetings, webinars, and online collaboration tools to minimise the need for travel.

Green Technology: We strive to incorporate eco-friendly and energy-efficient technologies in the development and delivery of our online courses.


Digital Course Materials: Whenever possible, course materials will be provided in digital formats to reduce paper usage and contribute to the conservation of forests.

Virtual Platforms: We prioritise the use of virtual platforms and online tools to deliver lectures, facilitate discussions, and conduct assessments, minimising the need for physical resources.

Energy-Efficient Technology: Our organisation will invest in and promote the use of energy-efficient computing and server infrastructure for online course delivery.

Waste Reduction Strategies: We encourage participants to adopt practices that reduce waste, such as utilising electronic submission of assignments, limiting unnecessary printing, and recycling where applicable.

Sustainable Development Awareness:We will integrate modules or information related to sustainability and environmental awareness into relevant courses, fostering a sense of responsibility among participants.

Continuous Improvement: We are committed to regularly reviewing and improving our sustainability practices for online courses, considering advancements in technology and best practices in environmental conservation.


Our online course is committed to maintaining a safe, secure, and inclusive learning environment for all participants. This Prevent Policy outlines the measures and guidelines implemented to prevent various issues and challenges associated with online education.

Access Control

  • All users must authenticate using secure login credentials.

  • Users are responsible for maintaining the confidentiality of their login information.

  • Unauthorised access attempts will be monitored and addressed promptly.


Data Security

  • Course materials and student information will be transmitted and stored using secure and encrypted methods.

  • Measures will be in place to prevent data breaches, ensuring the protection of sensitive information.


Intellectual Property Protection

  • Unauthorised use, reproduction, or distribution of course content is strictly prohibited.

  • Instructors and the course provider retain ownership of intellectual property rights.


Anti-Plagiarism Measures

  • Plagiarism detection tools will be utilised to maintain academic integrity.

  • Consequences for academic dishonesty will be clearly communicated.


Communication Guidelines

  • Participants are expected to communicate respectfully and professionally.

  • Harassment, bullying, or inappropriate communication will not be tolerated.


Technology Requirements

  • Clear guidelines on technology requirements for accessing and participating in online courses will be provided.

  • Support resources will be offered to assist students facing challenges meeting these requirements.


Code of Conduct

  • A code of conduct will define expectations for behaviour within the online learning community.

  • Discrimination or any form of inappropriate conduct will be addressed with appropriate measures.


Accessibility and Inclusivity

  • Course materials and platforms will be designed to be accessible to students with disabilities.

  • Discrimination based on disability or any other factor will not be tolerated.


Incident Reporting Process

  • A confidential reporting process will be in place for incidents of misconduct, security breaches, or other violations.

  • Prompt and appropriate actions will be taken to address reported incidents.


Continuous Improvement The Prevent Policy will be regularly reviewed and updated to adapt to emerging challenges and technologies. Feedback from staff and learners will be considered to enhance the effectiveness of the policy.




The purpose of this Prevent Risk Assessment Policy is to establish guidelines for systematically identifying, evaluating, and mitigating risks within GWFF. This policy aims to ensure the safety, security, and continuity of operations by proactively managing potential threats and vulnerabilities.

This policy applies to all employees, contractors, and stakeholders involved in the activities of GWFF. It encompasses risk assessments related to various aspects of the organisation, including but not limited to information security, operations, and compliance.

1. Risk Assessment Process

1.1 Identification of Assets:

  • Clearly identify and document the critical assets, processes, and systems within the organisation.

1.2 Risk Identification:

  • Regularly conduct risk identification exercises to identify potential threats and vulnerabilities.

  • Consider external and internal factors that may impact the organisation.

1.3 Risk Analysis:

  • Assess the likelihood and potential impact of identified risks on organisational objectives.

  • Use a risk matrix or similar tool to quantify and prioritise risks.


1.4 Risk Evaluation:

  • Determine the acceptable level of risk for each identified risk.

  • Evaluate whether existing controls are sufficient or if additional measures are required.


1.5 Mitigation Strategies:

  • Develop and implement mitigation strategies to reduce or eliminate identified risks.

  • Consider a combination of preventative, detective, and corrective controls.


2. Responsibilities

2.1 Risk Owners:

  • Identify and assign owners for each identified risk.

  • Owners are responsible for implementing mitigation strategies and monitoring the risk landscape.

2.2 Risk Assessment Team:

  • Establish a dedicated team responsible for conducting risk assessments.

  • Ensure that team members have the necessary expertise and training.


3. Documentation and Reporting

3.1 Risk Register:

  • Maintain a centralised risk register that includes all identified risks, their assessments, and mitigation strategies.

  • Regularly update the risk register to reflect changes in the risk landscape.

3.2 Reporting:

  • Provide regular reports to senior management and relevant stakeholders on the status of risk assessments and mitigation efforts.

  • Include recommendations for improvements and changes to risk management strategies.


4. Review and Audit

4.1 Regular Reviews:

  • Conduct periodic reviews of the risk assessment process to ensure its effectiveness.

  • Update the risk assessment methodology as needed based on lessons learned.

4.2 Audits:

  • Subject the risk assessment process to internal and external audits to validate its integrity and compliance with this policy.


5. Training and Awareness

  • Provide training to employees involved in the risk assessment process.

  • Promote awareness of the importance of risk management throughout the organisation.


Compliance and Enforcement - Non-compliance with this policy may result in disciplinary actions, including but not limited to retraining, suspension, or termination.


This policy is directed towards our clients, including students, who are involved in suspected or actual malpractice or maladministration when delivering or registering for GW Functional Fitness Ltd (GWFF) qualifications or fitness programs. Additionally, it is used by our personnel to make sure that all malpractice and administrative misconduct investigations are handled consistently.


It outlines the procedures our centre, learners, and other staff members must adhere to when reporting suspicious or verified occurrences of malpractice or maladministration, as well as our duties in handling such situations. Additionally, it outlines the measures we will take in the evaluation process.


GWFF’s obligation 

It is crucial that our learners and the personnel who manage, evaluate, and ensure the quality of our qualifications are well aware of the terms of the policy, and that our centre has procedures in place to guard against and look into cases of fraud and bad administration. 


Sanctions may be imposed on our organisation for failing to disclose cases of malpractice or maladministration, whether they are genuine or suspected, or for failing to put in place adequate safeguards against them.


Review procedures:

As part of our quality strategy and annual self-assessment procedures, we will examine the policy every year. The policy will be updated as and when required in response to feedback from customers and students, adjustments to our procedures, measures taken by regulatory bodies or other external agencies, changes in the law, or patterns suggested by prior claims. In order to maintain the effectiveness of our procedures for handling suspected cases of malpractice or maladministration, this policy may also be revised in light of operational feedback.


Procedure for filing a complaint of wrongdoing or poor management: 

Anyone who discovers or learns of suspected or real incidents of malpractice or maladministration at any point must notify a senior member of staff. They must do this in writing or email, and they must include the necessary supporting documentation. 

All accusations must, whenever feasible, contain the following:

  • Name, location, and phone number of the centre

  • Name of the learner and the number of the awarding body

  • Names and work titles of any GWFF’s personnel who are involved in the case

  • When the alleged or actual malpractice happened

  • Full details of the alleged or actual misconduct

  • Any inquiry conducted by the centre or anyone else connected to the case, including its findings and any mitigating factors

  • Name, title, and signature of each informant on written statements


If a centre performs research before formally submitting it, the centre should: 

  • Inform persons who are suspected of malpractice that they have a right to know the relevant details of the case and potential outcomes

  • Make sure the personnel leading the investigation is independent of the staff, learners, or function being investigated

  • Send us your report along with the investigation's results

In all circumstances, we will uphold our obligation to maintain confidentiality and/or other legal obligations by protecting the identity of the informant.


Process and timeliness of the investigation: 

Within 20 working days of receiving the allegation, GWFF hopes to take action and complete all phases of the inquiry. 


Investigative steps could include: 

  • A request for additional information from the staff at the centre or GWFF

  • Telephone or in-person interviews with anyone involved in the investigation


A staff member of GWFF who is under investigation may be suspended or transferred to other responsibilities while the inquiry is ongoing. GWFF will be in charge of supervising the activity of the investigation team throughout the investigation to verify that proper procedures are being followed and that the necessary evidence has been obtained and assessed for communicating with and informing relevant external parties.



As a centre, we take steps to promote open access for students who qualify for reasonable accommodations or special considerations during evaluations. Any modifications must guarantee that the evaluation of skills, knowledge, understanding, and competency is not jeopardised.


What is a reasonable adjustment? 

A reasonable adjustments is one that lessens the impact of disability or an issue that may put the learner at a disadvantage throughout the assessment process.


It is crucial that appropriate accommodations do not compromise the validity or reliability of the exam and do not put the learner at an advantage compared to other students taking the same assessment.


The learner's work will be evaluated to the same standard as the work of other learners when reasonable accommodations have been made.


Our obligations:

Detection of any need for acceptable modification should be done as early as feasible. At the time of enrolment, learners are given the chance to say whether they anticipate having any access issues or require any further help. Prior to the commencement of the learner's course, any difficulties will be sent to the Internal Quality Assurance (IQA) team so they may speak with the Awarding Organisation ("AO"), if necessary, and make the necessary modifications.


Important staff employees will also receive training on access-related concerns. This will take place as part of our internal induction programme for tutors and assessors.


If the student won't be able to fulfil all of the requirements, it should be stated clearly from the start. If necessary, as a centre, we will find the student whatever support they require (which may come at an extra fee) in accordance with the AO's standards. Where relevant, all policies outlined by the AO for reasonable changes shall be agreed upon and followed.


By making acceptable modifications, we'll make sure that: 

  • Learners get the chance to show their competence as a result of the reasonable adjustments made.

  • Anybody who uses the certificate to assess someone's proficiency is not deceived on the learner's efforts.

  • The reasonable changes do not otherwise benefit students; instead, they serve to offset any disadvantage that the limitation may have caused.

  • The evaluation is rigorous and impartial.

  • The assessment process is legitimate and may be compared to the industry standards

  • The assessment conclusion is genuine.

  • The assessment can effectively use the facilities and resources that are available.


We will only deny enrolments on a course in the following situations:

  • The applicant would be unable to complete a significant portion of the course requirements due to the content and method of instruction of the chosen course of study, and it would be impossible to get around this obstacle.

  • The learner's admission might pose a significant safety risk that cannot be reasonably avoided.


In these situations, we will help the candidate find a different course or training opportunity and provide pertinent comments. We won't turn away students on the grounds that they could receive greater assistance or facilities elsewhere.


In any situation where we believe we lack the essential knowledge to determine whether a reasonable adjustment is required and/or how it should be implemented, we shall ask the AO for clarification, if relevant.


Special Consideration Definition - A student who has just gone through a temporary experience is given special consideration.


A sickness or injury, or some other uncontrollable circumstance, that has had or is reasonably expected to have had a major impact on the learner's capacity to participate in an assessment, this may include, but is not limited to, an accident, bereavement or serious disturbance during or prior to the assessment. 


The following situations do not allow for special consideration requests:

  • Due to personal obligations, such as unapproved absences and holidays a portion of the evaluation was missed

  • There was no evidence given to suggest that a student was suffering from an illness, injury, bereavement, or other condition at the time of the assessment.


How Special Consideration is Applied:

The learner's assessment performance is examined in light of the unique circumstance that has arisen in each case where GWFF/YMCA Awards believes the use of special consideration to be justly required. According to the conditions warranting special attention and the learner's performance, this review may result in a proportionate modification to the learner's mark for an assessment. However, it should be remembered that the results of a special consideration review won't always impact the learner's score or overall assessment performance.


Special consideration cannot be applied if this will provide a learner with an unreasonable advantage over other learners. Giving the student a chance to retake the test may be acceptable in some situations. Limitations on the scope of special consideration may apply in assessments leading to Industry standard; this may lead to the refusal of a request for special consideration even in cases where the supporting documentation would have otherwise been approved. It might be especially desirable in these circumstances for the student to retake the test.


Making a Special Consideration Request:

Students should send their tutor an email regarding their special consideration. Applications must be accompanied by proof of the learner's need for special consideration due to their unique learning needs. This should be in the shape of a medical record, student support record, or other suitable record. Within 10 working days after accepting a request for special consideration, GWFF/YMCA Awards will attempt to confirm the outcome.


The learner may make an application for special consideration up to 21 days after taking the external exam.

Any questions about this policy should be sent to: 




Recognition of Prior Learning (RPL) is based on a portfolio of supporting documentation that you, the candidate, must provide in order to be recognised for one or more units towards a qualification. The following information must be provided:


• Documentation of past education and credentials, including some of the units of competency in this qualification that are eligible for Credit Transfer (CT) and Recognition of Prior Learning (RPL);

• Recognition of Current Competence, which is proof of current proficiency (RCC)


Portfolio evidence


Each fitness course qualification, you must show that you are competent in a variety of tasks and activities and can operate independently in a variety of scenarios and contexts.


We recognise that compiling data and creating a portfolio take time. Yet, it is in your best advantage to organise everything as soon as you can.


To verify that the items and procedures you are submitting are indeed your creations, you need to provide supporting documentation. You could require letters from outside sources to support your portfolio.

This policy will be reviewed regularly to ensure its effectiveness and relevance. GW Functional Fitness ltd reserves the right to modify this policy as needed.

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