Leadership Academies - British Gymnastics

Coaches, Teachers & Volunteers

In life, from time to time, things happen which are unavoidable. The Extenuating Circumstances procedure is intended to support you if are unfortunate enough to experience one of these periods. 

This procedure is advice on the action you need to take when exceptional, unforeseeable, short-term circumstances affect your ability to attend part, or all of your course or practical/theory assessment or submit your log book/portfolio of evidence within the required timeframe.  

Examples of extenuating circumstances are acute illness, accidents or serious family problems. 
Everyday occurrences such as minor illness, social obligations and similar foreseen commitments such as holidays and competitions are not extenuating circumstances.
To submit an extenuating circumstances claim you will need to fully complete an pdf Extenuating Circumstances Application Form (724 KB) and send it to your Course Organiser by email.

Your Course Organiser will:
• Acknowledge receipt of the EC form within 10 working days
• Conduct an appropriate review of the evidence 
• Write to you within 20 working days of the acknowledgement date, to inform you of the outcome
When do I need to submit my Extenuating Circumstances (EC) claim?
EC claims should be submitted to your course organiser within 15 working days of the affected course/assessment date or submission date for your log book/portfolio of evidence having passed.  
My tutor/assessor knows about my extenuating circumstances.  Do I still need to submit the form?
Yes.  British Gymnastics will only consider claims that have been submitted by the learner on a fully completed EC form.
What happens if I don't fill in the form in full or don't provide documentary evidence?
Your claim may not be upheld if you fail to provide enough information or evidence for your claim to be considered.  It is essential that you include all relevant course details on your form and submit supporting documentary; independent evidence with your claim.  You must also give a clear and concise explanation about how your circumstances impacted your attendance, which has led to your claim for extenuating circumstances.
What constitutes 'documentary evidence'?
The following are examples of documents that may be considered as evidence:
• Medical certificate
• Hospital/doctor’s letter
• Solicitor’s letter
Documentary evidence must be independently verifiable and therefore letters from family members or friends will not be accepted.  Where circumstances are of a nature that verifiable evidence is not available and your tutor/assessor is aware of your situation, they may provide a letter of support as evidence on your behalf.  
Where medical evidence is supplied it must include dates, time frame and a medical opinion about the likely effect of illness on your attendance.
What will happen if my EC claim is upheld?
If your claim for extenuating circumstances is upheld, one of the following outcomes will apply: 
Course Attendance
Your course organiser will offer you an opportunity to attend the next available course day(s).  Please note, this may not be in the original course venue or region.
Log book/portfolio of evidence submission
Your course organiser will offer you a revised deadline to submit your log book/portfolio of evidence. 
Assessment Attendance
Your course organiser will offer you an opportunity to attend the next available assessment day.  Please note, this may not be in the original course venue or region.
Theory Course Assessment
Your course organiser will offer you an opportunity to attend an alternate theory assessment date.  
CPD Course – Fit for Practice Assessment
Your course organiser will either overturn the original decision or provide full details to enable you to attend the next available course.
What will happen if my EC claim is not upheld?
If your ECs are not upheld, one of the following outcomes will apply:
Course Attendance
If you missed any day of your course*, you will be charged to attend a different course day(s). Please note, this may not be in the original course venue or region.
• Fee - £30.00
*Only applicable to courses longer than one day in length.  For one day attendance only courses, there is a requirement to register and attend a new course.
Log book / portfolio of evidence submission
If you were unable to submit your log book/portfolio of evidence within the required timeframe, your course organiser will liaise with you regarding a suitable revised submission date.
• Fee - £20.00
Assessment Attendance
If you missed your practical assessment, you will be charged a re-assessment fee specific to the level of course.
• UKCC Level 1 - £80.00
• UKCC Level 2 - £105.00
• Level 3 Technical Assessment - £40.00
• Level 4 - £70.00
• Level 5 - £70.00
Theory Course Assessment 
If you missed your theory assessment, you will be charged a re-assessment fee per paper:
• Fee - £10.00
CPD Course – Fit for Practice Assessment
If you were deemed NYC during your Fit for Practice sign-off, you will be required to register and pay to attend another course.
What if I don’t agree with the EC decision?
You must appeal within 14 working days of receiving the disputed EC decision.  You should explain why you want to appeal and include copies of any related documents or e-mails. Appeals should be sent to [email protected] 

Objective of Waiver:

A Coaching Waiver can be applied for by a club where they have a specific short term need to continue a particular gymnastics activity in the absence of a coach in that discipline or at the correct level. We understand that issues occur in clubs and you need our support to keep your classes running. This could be, for example, because a coach has left the club or has a short term illness or injury that is preventing them from coaching. The Coaching Waiver is not designed to cover long term situations, provide permanent cover to any coach or enable out-of-discipline competition entries.  If a long term issue occurs please contact Customer Support and we will assist you in achieving a more permanent solution.

All applications will be considered on an individual basis and decisions will be based on a number of factors including the British Gymnastics insurance policy requirements, health and safety considerations, the needs of the club and, most importantly, the safety of the participants. 

The outcome of an application will be notified to the club and, if successful, will provide specific detail about the length of time the waiver covers, plus any specific caveats, restrictions or instructions.

Before completing the Coaching Waiver please ensure all coaches referenced (including the coach for which the waiver application applies) hold current British Gymnastics membership, current DBS criminal records checks and current Safeguarding and Protecting Children certificates.  If any of the coaches do not meet these pre-requisites the application will be automatically declined.

Please be aware that this is not a waiver for Safeguarding and Protecting Children award required by coaches. If you need an SPC Waiver, please click here to download the form

Please ensure that you allow a minimum of a 24 hour period for a waiver to approved.


Club Details

This form must be completed by the Club Secretary or the named Head Coach  



Name of Club Secretary/Head Coach

Once deemed Fit for Practice by the course tutor, you will be qualified to develop movements and skills from the syllabus (link below) with preschool children.

You are advised there are skills which you may be qualified to teach in other gymnastics disciplines which are not appropriate for preschool children. These skills can be found in the Prohibited Skills List in the link below. Any coach practising skills which are included in the prohibited skills list, supplied as part of the course syllabus, with preschool participants will be deemed to be operating outside their accredited syllabus. As a consequence of this, the skill would not be deemed to be a recognised activity within a recognised environment and any insurance cover would be rendered void.

Preschool Discipline Specific Syllabus

Visit the Preschool CPD Course page here.


If you believe you require Additional Assistance at a coaching course or assessment please follow the Additional Assistance guidance below:


pdf Additional Assistance Coach Guidance (273 KB)

pdf Request for Additional Assistance (266 KB)

Club support roles

The range of support roles required in clubs will vary depending on lots of factors; business structure, operational hours, size of club etc.  However, all clubs have a few key roles that are requirements of our membership and help to make sure your club remains safe, effective and participant-focused.

Roles include:

  • Club Secretary/Club Manager
  • Welfare officer
  • Head Coach
  • DBS Verifier

You’ll find more information about these roles below.  If you’re looking to develop your skills in these roles, we offer a number of courses and qualifications to support you, delivered by British Gymnastics Education.  

Club Secretary/Club Manager
Depending on the size and structure of your club you may have a Club Secretary or a Club Manager; the person who is responsible for the day-to-day operations of the club and the club’s interactions with us.  Whether voluntary or paid, coach or administrator, this role is vital in ensuring the club runs smoothly and is accessing all of the support and help available from British Gymnastics

This person may be someone who is active in your coaching team, someone who is part of your committee or could be a parent who is willing to volunteer, but this is a vital role as it is the initial point of contact between the club and us.  The Club Secretary/Club Manager will be the person who deals with club affiliation and British Gymnastics memberships and will have full access to our online club management tool, GymNET, to carry out these activities. Ideally this person will also connect with the participation teams to make sure your Club is making the most of the opportunities and support available.  

Welfare Officer

The safety and well-being of gymnasts are always top priority. Although the responsibility for safeguarding falls on everyone, a critical element in safeguarding is the Welfare Officer; an individual who is responsible for safeguarding and promoting welfare of young people within the club. All affiliated clubs and gymnastics events are required to have a Welfare Officer in place to be responsible for:

  • Responding to child protection and poor practice concerns
  • Providing support and advice in the implementation of procedures that safeguard and promote the welfare of children
  • Assisting the club to more be child-focussed in its activities e.g. involving children in decision making processes

The role cannot be taken on by a key member of the coaching team or member of her/his immediate family; however an individual who has a more limited involvement in coaching can take on the role, in the event there is no other acceptable alternative. This is to make sure that any issues can be dealt with impartially and effectively.  The ideal person may be a parent or other volunteer with professional experience in child protection and/or safeguarding e.g. police officer, social worker, teacher, nursery nurse etc, or anyone willing to take on the role and attend the relevant training.

We can help to support this role holder by connecting them to our Welfare Officer network and there are also Welfare conferences and ongoing learning opportunities to experience.

Welfare Officers are required to hold current British Gymnastics membership (minimum of Bronze), a current (within the last 3 years) a criminal records check certificate, a current (within the last 3 years) Safeguarding and Protecting Children certificate (including our online Safeguarding Refresher) and a current (within the last 3 years) Time to Listen certificate which you can gain by taking our Time to Listen course.  If you are new to the role you will need to complete a 3-hour face to face Safeguarding and Protecting Children workshop before you attend the Time to Listen course.  We accept a range of Safeguarding and Protecting Children accreditations including UK Coaching, the FA, LSCB Safeguarding and the NHS.  We also accept specific professional prior learning  (i.e. Social Worker, Teacher, Police Officer etc.)

If you need help information and support in identifying a suitable person for this role, please download our pdf Recruiting a Welfare Officer guide (130 KB) .

Head Coach
The Head Coach may be the only coach in a smaller club or could be discipline specific in larger clubs, but this is the person in your club who is likely to be responsible for the activities and disciplines delivered. Typical responsibilities include implementing new types of gymnastics, managing new qualification and learning opportunities for coaches, assistant coaches and helpers; It may be the role of this person to help to plan that with the club and the coaching team.  Depending on the focus for the club, connecting with the Performance Pathway or the Participation teams in the field can help to support the clubs goals.  This is something the Head Coach may be active in, along with any other appropriate people in the club structure.

The Head Coach must hold a minimum of UKCC Level 2 gymnastics qualification and should be helping to make sure the club is delivering great, consistent gymnastics.

All Level 2 and above coaches, including this role, need to hold current Gold membership, a current (within the last 3 years) criminal records check certificate and a current (within the last 3 years) Safeguarding and Protecting Children certificate (or Home Country equivalents).

We offer a broad spectrum of coaching courses to support coaches and develop skills. Explore our coaching courses.

DBS Verifier
DBS stands for Disclosure and Barring Service and is the organisation that deals with criminal records checking for England and Wales. The Home Country equivalents are Disclosure Scotland for PVG applications and Access NI for Northern Ireland.  The DBS verifier is the person who is responsible for ensuring any DBS or Home Country equivalent applications are authentic and represent the person applying for them.  They will check the proof of ID for the applicants and sign a declaration that the application is genuine and truthful in all areas.  The role holder will need a minimum of British Gymnastics Bronze membership.

This role can be carried out by either part of the club management structure, a member of the coaching team or a willing and reliable volunteer.  

The great news is that DBS applications can all now be completed online which makes the entire process simple and effective. The DBS verifier will receive a log-in and Organisation PIN which will allow them to send out online applications and also verify ID and sign the declaration online as well.  For PVG and Access NI please visit their websites for online availability and instruction of completing applications.

We can help to familiarise this role holder with the online system and also provide guidance on eligibility of application.  

For any further information on Club Roles, or to clarify any of these details, please contact our Customer Support team on 0345 129 7129 (Calls to an 0345 number are charged at a standard rate (calls from mobile phones may vary). Calls may be recorded for training and monitoring purposes) or email to [email protected]

For more information explore our club support courses