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Copyright © 2016 ASA. All Rights Reserved.
ASA Educator
Licensing Scheme
April 2016 - March 2017
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Contents
Contents .................................................................................................................................................. 2
Introduction ............................................................................................................................................ 3
Your Licence ........................................................................................................................................ 3
Licensing Information ........................................................................................................................... 4
Licence Categories..............................................................................................................................4
Terms and Conditions ......................................................................................................................... 4
Annual Licence Fee ............................................................................................................................. 4
Methods of Payment .......................................................................................................................... 4
Benefits of becoming an accredited ASA Licensed Educator ............................................................. 5
Late Fee .............................................................................................................................................. 5
Late Applications ………………………………………………………………………………………………………………………....5
Licence Application / Renewal Forms ................................................................................................. 5
Licence Application Process ................................................................................................................... 6
What Qualifications do I need for my role? ............................................................................................ 7
What Evidence do I need for my initial licence / renewal? .................................................................... 8
How can this evidence be provided? .................................................................................................... 10
Licence Terms and Conditions ............................................................................................................. 13
Child Safeguarding and Code of Ethics ............................................................................................. 13
ASA Educator Licence Suspension and Revocation Procedures ....................................................... 13
Data Protection ................................................................................................................................. 15
Frequently Asked Questions ................................................................................................................ 16
Changes to Disclosure and Barring Service (DBS) ............................................................................. 17
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Introduction
The ASA Educator Workforce provides a key service in the training and development of
teachers and coaches across all aquatic disciplines. The ASA, as an Awarding Body, has a
responsibility for the quality assurance of its qualifications, so, by developing the current
licensing scheme, the ASA can ensure that the Educator Workforce continues to provide a
quality service and remain up to date with regular continual professional development.
Your Licence
The ASA feel it is important that you are identified as an ASA Licensed Educator and that
your card represents the person holding it. The ASA expect that all Licensed Educators have
their licence visible when delivering/assessing any ASA qualification.
If you or the Approved Centre/s you are working for wish to know what disciplines/CPDs
you are licensed to deliver please contact workforcesupport@swimming.org
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Licensing Information
Licence Categories
In order to recognise the different Educator roles the ASA has, there are various Licence
categories.
Trainee Tutor/Assessor Applicants for this licence category must be currently
completing the ASA Tutor Training programme.
Tutor/Assessor Applicants for this licence category must have completed the ASA
Tutor Training programme, hold tutor status and have been licensed within the
past 12 months.
Assessor- Applicants for this licence category must have completed the ASA
Assessor training requirements, hold assessor status and have been licensed within
the past 12 months.
CPD Presenter Applicants for this licence category must have been accepted to
deliver Accredited ASA or other Awarding Body approved CPDs.
Terms and Conditions
Your licence accreditation is conditional - based on your annual commitment to abide by the
ASA Licence Terms and Conditions. The full terms and conditions can be found on page 13
of this document.
Annual Licence Fee
Table 1: ASA Educator Licence fees
Licence Period
Licence Fee:
1
st
April to 31
st
March
annually.
£25
Please note: this fee applies for all licence applications regardless of when you apply
Methods of Payment
Cheque payment
Payable to the ASA and sent to the address below:
ASA Workforce Support Services
SportPark
3 Oakwood Drive
Loughborough
LE11 3QF
Telephone payment Please call 01509 640462
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Benefits of becoming an accredited ASA Licensed Educator
Photo card Licence
Access to continual professional development opportunities via the Workforce Support
Services Menu of Opportunities
Access to Workforce Support Services resource library (registration required)
Ongoing support and guidance from the Workforce Support Services Team
Late Application
Licence applications received after the renewal date (1
st
April 2016) will still be processed,
however the licence period will not change and the licence will expire on the 31
st
March
2017.
Late Fee
A fee of £10 will be charged for any licence that has to be ‘fast-tracked’ through the process.
This will apply to any application that is received less than 10 working days prior to a course
start date. In this case all the required documentation needs to be submitted (and be
accurate), otherwise no guarantees can be made that the licence will be ready in time. This
occurrence may impact on the Educator being eligible to deliver the course.
Licence Application / Renewal Forms
Online:
In order to reduce the amount of paperwork and sending in certificates we have
developed an online licence application / renewal.
This can be completed by following the below link:
http://www.swimming.org/asaeducators/asa-educator-license-applications-and-
renewals/
Through email:
Please use the appropriate checklist (on page 12) to identify what information you can
send to us digitally to Workforcesupport@swimming.org. Our preferred format is a
scanned document, saved as a PDF unless otherwise stated.
Through the post:
Please ensure that if you are posting original documents that you send them via recorded
delivery. Please note that the ASA is not responsible for any items lost in the postal
system. Original items will be returned to you by recorded delivery.
Please Note: Copies of qualifications only need to be sent when you are applying for your
licence for the first time.
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Licence Application Process
Complete licence application/renewal form.
Accessed online form or if required in PDF format.
Collate required evidence and submit the completed forms and evidence to
the Workforce Support Services team.
Please note: All licences will expire on 31
st
March each year so ensure you
send all the required information well in advance of this date.
(28 days prior to the expiry data is recommended)
Your licence will be issued and all supporting evidence returned
(Within 2 weeks upon receipt of your application)
The Workforce Support Services team will request any
additional supportive evidence required.
Please note: This may delay your licence being issued.
If required evidence has not
been provided.
Once the additional evidence has been received.
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What Qualifications do I need for my role?
ASA Educator Role
Qualifications required
Trainee Tutor / Assessor
Appropriate qualification relevant for the course/s to be
delivered (for example ASA Level 2 Certificate in Coaching
Swimming)
Tutor / Assessor
Appropriate qualification relevant for the course/s to be
delivered (for example ASA Level 2 Certificate in Coaching
Swimming)
Appropriate teaching qualification (minimum of a Level 3
Award in Education and Training or equivalent).
Appropriate assessor qualification (minimum of a Level 3
Certificate in Assessing Vocational Achievement (CAVA) or
equivalent).
Please Note: the CAVA or equivalent qualification is not
required if you are only assessing the New 2016 Assisting and
Teaching Swimming qualifications.
Assessor only
Appropriate assessor qualification (minimum of a Level 3
Certificate in Assessing Vocational Achievement or equivalent).
CPD Presenter
Appropriate qualifications and experience relevant to each
CPD skill set.
To view the skill set for each CPD please click here
Please note: Evidence of these qualifications only needs to be provided when applying for
your initial licence.
For information on equivalent qualifications please refer to FAQ section
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What Evidence do I need for my initial licence / renewal?
ASA
Educator
Role
Evidence and Information required
Trainee
Tutor /
Assessor
Passport photo (initial licence application ONLY)
Relevant qualification for each course to be delivered (initial licence application
ONLY).
DBS Enhanced Disclosure (every three years if not on the update service)
Safeguarding training (every three years)
Public or Civil Liability insurance certificate (every year)
Agree to abide by the ASA Code of Ethics and licence terms and conditions (every
year)
Licence Fee of £25
Tutor/
Assessor
Passport photo (initial licence application ONLY)
Relevant qualification for each course to be delivered (initial licence Application
ONLY)
Teaching qualification certificate (initial licence application ONLY)
Assessing qualification certificate if applicable* (initial licence application ONLY)
DBS Enhanced Disclosure (every three years if not on the update service)
Safeguarding training (every three years)
Public or Civil Liability insurance certificate (every year)
Agree to abide by the ASA Code of Ethics and licence terms and conditions (every
year)
Delivery and assessment of a minimum of one ASA qualification, at the highest
level (every year)
If delivering and assessing multiple disciplines evidence of delivery and
assessment is needed at the highest level for all disciplines (within the last three
years)
Relevant continual professional development (every year)
Any additional training as required by the ASA
Licence Fee of £25
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ASA
Educator
Role
Evidence and Information required
Assessor
Passport photo (initial licence application ONLY)
Assessing qualification certificate (initial licence application ONLY)
Evidence of vocational competence for each qualification to be assessed (initial
licence application ONLY).
Safeguarding training (every three years)
Public or Civil Liability insurance certificate (every year)
Agree to abide by the Code of Ethics and licence terms and conditions (every
year)
Assessment of a minimum of one ASA qualification at highest level (every year)
If assessing multiple disciplines evidence of assessment is needed at the highest
level for all disciplines (within the last three years)
Relevant continual professional development (every year)
Any additional training as required by the ASA
Licence Fee of £25
CPD
Presenter
Passport photo (initial licence application ONLY)
Good Practice Training (incorporating Health & Safety and Equality & Diversity)
(every three years)
Safeguarding training (every three years)
Public or Civil Liability insurance certificate (every year)
Agree to abide by the Code of Ethics and licence terms and conditions (every
year)
Delivery of a minimum of one ASA accredited CPD seminar (every year)
Relevant continual professional development (every year)
Any additional training as required by the ASA
Licence Fee of £25
Please note The ASA are aware that at times extenuating circumstances may prevent you from
delivering each year. Workforce Support will consider the merits of these situations on a case-by-
case basis and subject to the provision of supporting evidence.
* The CAVA or equivalent qualification is not required if you are only assessing the New
2016 Assisting and Teaching Swimming qualifications.
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How can this evidence be provided?
Licence requirements
How can I evidence this?
How often does this
have to be provided?
1 passport sized photograph.
Upload a passport sized photo in
either .PDF, Jpeg or .gif format
through the online form
Scanned as a PDF and emailed to
Workforcesupport@swimming.org
OR
Original passport photograph sent to
the address above
Once - when applying
for your initial licence.
Tutors/ Assessors: Relevant
Qualification for each course to be
delivered
Trainee Tutors/ Assessors: Relevant
Qualification for each course you are
training to deliver
Upload the relevant document onto
the online licence form.
Scanned as a PDF and emailed to
Workforcesupport@swimming.org
OR
Original certificate sent to the
address above
Once - when applying
for your initial licence.
Tutors/ Assessors and Trainee Tutor/
Assessors: Disclosure and Barring
Service (DBS) enhanced disclosure.
This can be:
Through the ASA
Through another organisation. Please
note if carried out through another
organisation you must be signed up to
the update service for it to be
accepted.
Local police check for OVERSEAS
Tutors only
Please see page 17 for further details on
the Disclosure and Barring Service
Upload the relevant document onto
the online licence form.
If you are registered with the update
service please upload/send evidence
showing this (e.g. email
confirmation) along with a
completed consent form.
If with another organisation please
upload/send the original DBS
certificate plus evidence of
registering with the update service
and the required consent form.
You will find the update service
consent form in the online library by
clicking here.
As long as you are
registered with the
update service and
remain registered with
this each year, either
through the ASA or
another organisation,
we can accept this for
as long as required.
(If you complete an ASA
DBS that is not on the
update service it will
only be valid for three
years).
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Licence requirements
How can I evidence this?
How often does this
have to be provided?
CPD Presenters: Good Practice Training
(incorporating Health & Safety and
Equality & Diversity) (every three
years)
This training will be sent to you via
Workforce Support Services. Once
complete you are to download and
complete the checks on learning and
send back to
workforcesupoprt@swimming.org
Valid for three years
Up to date safeguarding training:
The following are approved by the ASA:
ASA Safeguarding seminar.
UKCC Safeguarding and Protecting
Children workshop.
For other approved seminars please
follow the link below:
Click here for a list of approved courses.
Upload the relevant document onto
the online licence form.
If through one of the other approved
organisations please upload/send
the original certificate.
Valid for three years
Relevant Public or Civil liability
insurance certificate
Upload the relevant document onto
the online licence form.
Public or Civil Liability insurance
certificate
If through another provider please
upload/send the certificate.
Each year
Agree to adhere to the ASA Code of
Ethics and the ASA Educator licence
terms and conditions
Tick the relevant box’s on the licence
form.
Each year
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Licence requirements
How can I evidence this?
How often does this
have to be provided?
Tutors: Delivery of a minimum of one
ASA qualification (at the highest level
each year).
Assessors: Assessment of a minimum of
one ASA qualification (at the highest
level each year).
CPD Presenters: Delivery of a minimum
of one CPD seminar (each year)
Provide the details on the online
licence form or upload/send
confirmation through an approved
centre statement.
Please note The ASA are aware that
at times extenuating circumstances
may prevent you from delivering
each year. Workforce Support will
consider the merits of these
situations on a case-by-case basis
and subject to the provision of
supporting evidence.
Each year
Tutors/ Assessors: If delivering and
assessing multiple disciplines evidence
of delivery and assessment is needed at
the highest level for all disciplines
(within the last three years)
Provide the details on the online
licence form or upload/send
confirmation through an approved
centre statement.
Please note The ASA are aware that
at times extenuating circumstances
may prevent you from delivering
each year. Workforce Support will
consider the merits of these
situations on a case-by-case basis
and subject to the provision of
supporting evidence.
Valid for three years
Record of continual professional
development (CPD) relevant to your
role.
E.g. NGB training, Standardisation
event, CPD seminar.
This can be linked to other sports,
education, learning or development.
Provide details of any relevant CPD
that you have undertaken either
through the ASA or another
recognised body on the online
licence form.
Each year
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Licence Terms and Conditions
Child Safeguarding and Code of Ethics
All licensees will be required to acknowledge the awareness of the ASA Child Safeguarding
Policy and Procedures (Wavepower) and agree to abide by the ASA Code of Ethics.
Further information about these can be found by following the links below:
The ASA Child Safeguarding Policy and Procedures
The ASA Code of Ethics
Announced and Unannounced Observation
As a licence holder you may be subject to an announced or unannounced observation from
a member of the ASA Workforce Support Services Team. As the licensing organisation the
ASA are committed to ensuring the highest quality of delivery and assessment; therefore
the observation process plays an important role in maintaining the quality assurance of ASA
Qualifications. For further details please see ASA Workforce Support Service Announced
and Unannounced Observation Policy.
ASA Educator Licence Suspension and Revocation Procedures
These procedures apply to all persons applying under the ASA Workforce Licensing Scheme (“the
Scheme”) for an ASA Tutor, Assessor or CPD Presenter Licence (“Licence”).
1. Any Licence granted under the Scheme shall be granted subject to these procedures.
1.1 The ASA Workforce Support Services Department may suspend or restrict for a
specified period or revoke a Licence forthwith in any of the following circumstances:
(i) The Licensee does not have in place but has a legal requirement to
undertake a Barred List check and/or Enhanced DBS disclosure.
(ii) The Licence holder has failed to comply with the ASA’s Code of Ethics or
Child Safeguarding Policy and Procedures or concerns are raised as to
conduct or other matters that fall within the ambit of the same.
(iii) The Licence holder is found to have submitted an application form
containing false information or omissions or otherwise failed to adhere to
the Scheme requirements.
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(iv) In order to carry out an investigation into the Licence holders practices
(whether following a complaint to the ASA or otherwise) in order to find out
if any of the grounds listed above apply, or that there is evidence to support
a breach of the Scheme or these procedures. The ASA may at its discretion
notify local authorities or interest parties (such as approved centres) of the
fact of any suspension or restriction. The Licence holder shall co operate
fully with the ASA in its investigation.
(v) Any other matter which is detrimental to the ASA or is liable to bring the
ASA into disrepute
The ASA may require the Licence holder to comply with specified training and/or further
development in any of the following circumstances: -
(i) A complaint of serious misconduct.
(ii) A series of minor complaints.
(iii) A series of poor lesson observations.
(iv) Failure to meet minimum standards of internal and/or external verification.
(v) Not adhering to the roles and responsibilities of the Scheme or these procedures.
(vi) Following a specified period of suspension or restriction.
1.2 There shall be a right of appeal to a Review Panel against a decision to suspend,
restrict or revoke a Licence or to reject an application. Any Appeal Notice must be
lodged with the ASA Workforce Support Services Department within 28 days of
deemed receipt of the decision and must be clearly marked as an Appeal Notice. The
decision of the Review Panel shall be final.
1.3 Deemed receipt for these purposes shall mean, two working days after the
information was sent to the address held by the ASA.
1.4 Appeal Notices for these purposes shall mean a letter outlining the grounds for the
appeal, plus any supporting documentation relied upon in the Appeal Notice.
1.5 If for any reason the Licence holder ceases to hold a Licence, the Licence holder
shall:
(i) Cease to hold him/herself out as being an ASA Licensed Tutor for that
duration.
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(ii) Take all reasonable steps to ensure that no organisation, entity or person is
misled to the fact that he/she does not hold a Licence.
(iii) Return his/her Licence to the ASA Workforce Services Department when
requested to do so.
2. Review Panel
2.1 For the purposes of paragraph 1.2, if an appeal is made, the ASA shall convene a
panel with an independent chair and normally comprising three persons. The
procedure shall be flexible and shall be at the discretion of the chair that may make
such orders as he or she feels necessary to ensure the orderly and effective conduct
of the review.
2.2 The Review Panel shall decide whether the decision to suspend, restrict or revoke a
Licence or if an application has been rejected fairly or unfairly according to the
criteria and procedures of the Scheme.
2.3 If an application is rejected and no right of appeal is exercised, or if the appeal is
unsuccessful, the applicant may not re-apply to become a Licence holder until the
applicant can demonstrate that the reason for refusal no longer applies.
Any Licence granted under the Scheme shall be granted subject to these procedures.
It is the Educator’s responsibility to keep the required licensing elements up to date so that you are
adhering to the licence requirements with regards to your DBS, safeguarding and insurance. Failure
to keep these elements up to date will result in your licence being temporarily revoked.
Data Protection
You will be asked, on the online application form, if you are happy for us to share your data
with our Approved Centres, training providers and ASA Regional Offices.
The only data shared will be:
Your contact details
Current licence status
Courses which you are approved to deliver/assess
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Frequently Asked Questions
How often do I need to renew my licence?
Renewal of licences occurs on an annual basis. All licences will expire on 31
st
March.
What happens if I cannot fulfil the criteria?
If you feel you cannot fulfil the criteria, please contact a member of the Workforce Support team
and we will advise you on your next actions. Workforcesupport@swimming.org
What equivalent teaching / assessing qualifications are accepted?
Teaching
Assessing
PGCE
B.Ed
Cert Ed
PTTLS Level 3or4
CTTLS /DTTLS
7306/7307
D32/D33
A1
RSA Assessor award
Please note: you may be required to provide evidence
of recent assessment practice.
Please note, this is not an exhaustive list and there are other higher level teaching/assessing qualifications
which may be deemed as suitable qualifications.
How long before my original licence runs out do I need to send in my
evidence and application?
We recommend that you plan for the expiry of your licence, to take into account the administration
time and the need for evidence to be checked and signed off. We therefore recommend you send
through your application and supporting evidence at least 28 days before the expiry date.
If I choose to have my information shared with Approved Centres what
information will this be?
We would like to inform Approved Centres of licensed tutors in their region. We would share your
name, contact phone number, email, your current licence position, as well as courses which you are
approved to deliver/assess.
How long will my licence take?
We pride ourselves in a two week turn around, if your application has been filled in correctly and all
the necessary paperwork has been sent through. We hope that the checklists in this pack will aid
the process for you.
What if I have a course coming up and my licence isn’t ready?
You will not be able to deliver on that course and your Approved Centre will be advised of this.
Why do you not add the disciplines on my licence card as in previous years?
As Workforce Support Services are providing more opportunities for Educators to deliver new
qualifications, the decision was made that the production of a new licence card for every update
would not be cost effective.
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Changes to Disclosure and Barring Service (DBS)
The Protection of Freedoms Act 2012 introduced new safeguarding and vetting
requirements affecting all individuals who have contact with children and adults at risk.
In December 2012 the Criminal Record Bureau (CRB) and the Independent Safeguarding
Authority (ISA) merged to form the Disclosure and Barring Service (DBS).
The DBS enable the ASA to make more informed recruitment decisions for position(s) where
there are individuals wishing to work with children or adults at risk. Individuals are required
to undertake a Barred List check and/or Enhanced DBS Disclosure.
A Barred List check is a legal requirement for all individuals applying to work in Regulated
Activity. This check will show if an individual is barred from working with children or adults
at risk.
Regulated Activity is defined as unsupervised activities that are either:
Teaching, training, instructing, providing advice/guidance on well being,
supervising, caring, transporting children, or anyone who manages people in this
category
And that happens frequently (once a week or more often), intensively (on 4 or
more days in a 30 day period) or overnight.
DBS Update Service
For a small annual subscription of just £13 applicants can have their DBS Certificate kept up-to-date
and take it with them from role to role, within the same Workforce, where the same type and level
of check is required.
Click here for further information on DBS and the update service.