Safer Recruitment Policy
Policy Owner KickboxUK Ltd — Management
Version 1.09
Date Issued 15 June 2025
Applies To All coaches, instructors, volunteers, and staff across all KickboxUK club locations
Governing Legislation Children Act 1989 & 2004; Safeguarding Vulnerable Groups Act 2006; Protection of Freedoms Act 2012; Keeping Children Safe in Education 2023; Working Together to Safeguard Children 2023
1. Policy Statement
KickboxUK Ltd is committed to safeguarding and promoting the welfare of all children, young people, and adults at risk who participate in our kickboxing programmes across Nottingham, Leicestershire, and Derbyshire. We believe that every individual who attends our clubs has the right to do so in a safe, positive, and welcoming environment.
Safe recruitment is fundamental to this commitment. We recognise that the vast majority of people who wish to work or volunteer with children and young people are well-motivated and entirely appropriate for the role. However, we have a duty to ensure that all individuals who join KickboxUK in any coaching, instructing, or supervisory capacity are thoroughly vetted, appropriately qualified, and properly supported.
This policy sets out the standards and procedures that KickboxUK Ltd requires all clubs, franchise partners, and locations to follow when recruiting coaches, assistant coaches, volunteers, and any other individuals who will have regular contact with our members.
2. ScopeThis policy applies to:
3. Responsibilities3.1 KickboxUK Management
4. Coaching Pathway SelectionKickboxUK does not advertise for or recruit coaches externally. All individuals invited onto the KickboxUK coaching pathway are selected exclusively from within the existing membership of our club locations.
Coaching pathway candidates are identified by the Club Lead or senior coaching team on the basis of:
The decision to invite a member onto the coaching pathway is made by the Club Lead in consultation with senior coaches at the location. No individual may self-nominate or apply for a coaching role. All selections must be reported to KickboxUK management and recorded centrally.
This internal selection approach reflects KickboxUK's values-led culture and ensures that all coaches share a deep understanding of the organisation's ethos before they begin formal training.
5. KickboxUK Coaching Qualifications PathwayKickboxUK maintains its own structured coaching pathway to ensure that every instructor on the floor meets a rigorous and consistent standard of technical competency, professionalism, and safeguarding awareness. The pathway comprises three sequential stages, all of which must be completed in full.
STAGE 1 - Coaching Team Course
Note: Stages 1 and 2 of the coaching pathway may run concurrently where appropriate, at the discretion of KickboxUK management. Stage 3 (the apprenticeship) must only commence once all pre-start compliance requirements detailed in Section 6 have been completed in full.
6. Mandatory Pre-Start Compliance RequirementsIrrespective of qualifications held or coaching pathway stage reached, no individual may begin their Stage 3 Apprenticeship — or undertake any unsupervised or supervised coaching activity with KickboxUK members — until all of the following have been completed and verified:
1 Enhanced DBS Check
All coaches and volunteers must obtain an Enhanced Disclosure and Barring Service (DBS) check, including a check against the Children's Barred List, prior to commencing their apprenticeship. The DBS check must be processed through KickboxUK's registered DBS umbrella body. No coach may begin their apprenticeship until a satisfactory DBS certificate has been received and reviewed by the Club Welfare Officer or DSL.
2 First Aid Training
Candidates must hold a valid paediatric or sports first aid qualification awarded by a recognised provider (e.g. St John Ambulance, British Red Cross, or equivalent). The certificate must cover basic life support, management of injuries, and emergency procedures relevant to a sports setting. First aid qualifications must be renewed every three years.
3 Safeguarding Training
All coaches must complete an appropriate child safeguarding training course prior to starting their apprenticeship. Accepted qualifications include the UK Coaching Safeguarding & Protecting Children course, NSPCC Child Protection in Sport training, or an equivalent course approved by KickboxUK management. Safeguarding training must be refreshed every three years.
4 Identity Verification
Identity verification for all coaches is conducted as part of the Franchisee Companies House registration process and HMRC tax authorisation procedures. This ensures that all individuals are verified through official government channels before commencing any coaching activity.
5 Right to Work
Evidence of the individual's right to work in the United Kingdom is confirmed as part of the HMRC tax authorisation process. Any concerns regarding right to work status must be escalated to KickboxUK management prior to the individual commencing their apprenticeship.
Important Notice: Under no circumstances will KickboxUK permit any individual whose DBS check is outstanding, or whose first aid or safeguarding training has not been completed and verified, to be left unsupervised with children or young people at any KickboxUK club or event.
7. Selection ConfirmationAs all coaching pathway candidates are selected internally from the existing membership (see Section 4) interview process is not applicable. Instead, the Club Lead and senior coaching team conduct an informal assessment of the candidate's suitability before extending an invitation to the coaching pathway.
This assessment considers the candidate's conduct and attitude over time as a member, their grade and technical ability, their behaviour towards fellow members, and their alignment with KickboxUK's core values. All selection decisions are then reviewed by the senior coach and a senior coach from Derbyshire Kickboxing (not connected to KickboxUK before applications are accepted.
8. InductionAll newly appointed coaches and volunteers must complete a KickboxUK induction before beginning any coaching activity. The induction will cover:
A signed induction checklist must be retained on the coach's personnel file. Completion of induction does not replace any of the mandatory pre-start compliance requirements.
9. Ongoing Requirements & Record Keeping
9.1 DBS Monitoring & RenewalKickboxUK Ltd maintains a subscription to the DBS Update Service and actively monitors the status of all coach DBS certificates on an ongoing basis. KickboxUK management will notify coaches in advance of their DBS certificate approaching expiry and will coordinate the renewal process. Coaches are not required to independently manage their renewal but must respond promptly to any renewal requests from management. Where a DBS check returns an adverse result at any point during the Update Service monitoring, the Club Welfare Officer or DSL will be notified immediately and appropriate action taken.
9.2 Training RenewalsFirst aid qualifications must be renewed every three years. Safeguarding training must be refreshed every three years. Coaches who allow their mandatory training to lapse will be suspended from coaching duties until renewed qualifications are received and verified.
9.3 Change in CircumstancesCoaches and volunteers have an ongoing duty to notify KickboxUK management immediately if they receive any caution, charge, or conviction, or if they become subject to any investigation by statutory agencies, which may affect their suitability to work with children. Failure to disclose may result in immediate suspension and could be reported to relevant authorities.
9.4 Record KeepingKickboxUK Management and each Club Lead will maintain a secure register of all coaches and volunteers containing:
10. Breaches of This PolicyAny breach of this Safe Recruitment Policy is treated as a serious matter. Depending on the nature and severity of the breach, this may result in:
KickboxUK is committed to acting transparently and proportionately in all cases, and will co-operate fully with any statutory investigation.
11. Related PoliciesThe following policies are published on the KickboxUK website at www.kickboxuk.com and should be read in conjunction with this Safe Recruitment Policy:
12. Policy ReviewThis policy will be reviewed periodically by KickboxUK Management, or sooner in response to significant changes in legislation, national guidance, or organisational structure. All franchise partners will be notified of any material changes and required to implement updated procedures within 30 days of notification.
Version 1.09
Date Issued 15 June 2025
Applies To All coaches, instructors, volunteers, and staff across all KickboxUK club locations
Governing Legislation Children Act 1989 & 2004; Safeguarding Vulnerable Groups Act 2006; Protection of Freedoms Act 2012; Keeping Children Safe in Education 2023; Working Together to Safeguard Children 2023
1. Policy Statement
KickboxUK Ltd is committed to safeguarding and promoting the welfare of all children, young people, and adults at risk who participate in our kickboxing programmes across Nottingham, Leicestershire, and Derbyshire. We believe that every individual who attends our clubs has the right to do so in a safe, positive, and welcoming environment.
Safe recruitment is fundamental to this commitment. We recognise that the vast majority of people who wish to work or volunteer with children and young people are well-motivated and entirely appropriate for the role. However, we have a duty to ensure that all individuals who join KickboxUK in any coaching, instructing, or supervisory capacity are thoroughly vetted, appropriately qualified, and properly supported.
This policy sets out the standards and procedures that KickboxUK Ltd requires all clubs, franchise partners, and locations to follow when recruiting coaches, assistant coaches, volunteers, and any other individuals who will have regular contact with our members.
2. ScopeThis policy applies to:
- All paid coaching staff and instructors
- All volunteers assisting in classes or events
- Franchise partners and their locally recruited coaching teams
- Any individual undertaking a KickboxUK coaching pathway (see Section 5)
- Committee members and club welfare officers
3. Responsibilities3.1 KickboxUK Management
- Maintain and regularly review this Safe Recruitment Policy
- Ensure all franchise partners and club leads understand and implement this policy
- Appoint a Designated Safeguarding Lead (DSL) at organisational level
- Maintain a central record of all DBS check statuses, training certificates, and qualifications
- Provide access to, and funding guidance for, required training pathways
- Carry out recruitment processes in line with this policy at their location
- Appoint a Club Welfare Officer who holds a valid enhanced DBS check
- Ensure no individual begins coaching duties without completing all required pre-start checks (see Section 6)
- Maintain local records of all coach credentials and report updates to central management
- Ensure safeguarding information is visible and accessible to all club members and parents
- Cooperate fully with all recruitment checks and training requirements
- Notify management immediately if their circumstances change in any way that may affect their suitability to work with children
- Adhere at all times to the KickboxUK Code of Conduct
- Attend mandatory refresher training as required
4. Coaching Pathway SelectionKickboxUK does not advertise for or recruit coaches externally. All individuals invited onto the KickboxUK coaching pathway are selected exclusively from within the existing membership of our club locations.
Coaching pathway candidates are identified by the Club Lead or senior coaching team on the basis of:
- Achieving a sufficiently high grade within the KickboxUK grading system
- Demonstrating the values, attitude, and character consistent with the KickboxUK ethos — including positive attitude, commitment, respect, and a willingness to help others
- Showing a genuine interest in supporting the development of fellow members
- Being considered a suitable role model for younger and newer members
The decision to invite a member onto the coaching pathway is made by the Club Lead in consultation with senior coaches at the location. No individual may self-nominate or apply for a coaching role. All selections must be reported to KickboxUK management and recorded centrally.
This internal selection approach reflects KickboxUK's values-led culture and ensures that all coaches share a deep understanding of the organisation's ethos before they begin formal training.
5. KickboxUK Coaching Qualifications PathwayKickboxUK maintains its own structured coaching pathway to ensure that every instructor on the floor meets a rigorous and consistent standard of technical competency, professionalism, and safeguarding awareness. The pathway comprises three sequential stages, all of which must be completed in full.
STAGE 1 - Coaching Team Course
- An intensive 2-day residential or block coaching team course delivered by senior KickboxUK instructors
- Covers KickboxUK teaching methodology, class structure, child development principles, behaviour management, and health & safety
- Includes written and practical examinations which must be passed to progress
- Candidates who do not pass may be offered one resit opportunity at the discretion of the assessor
- Successful completion results in provisional KickboxUK Coach (Stage 1) status
- A structured supervised development programme lasting 6 to 12 months
- The candidate plans and delivers sessions under the observation and mentorship of a senior coach
- Regular written and practical assessments are conducted at intervals agreed by the mentoring coach
- Progress is reviewed at 3-month intervals with a formal written evaluation
- Successful completion results in Confirmed KickboxUK Coach (Stage 2) status
- If the candidate does not meet the required standard within 12 months, their progression will be reviewed and may be extended or discontinued
- A 6 to 12 month apprenticeship working directly within an established, operational KickboxUK club
- The apprentice co-coaches under the supervision of a fully qualified, confirmed KickboxUK coach at all times
- The apprentice is never left as the sole responsible adult in a class with children
- A formal review is conducted at 6 months and a final sign-off assessment at the close of the apprenticeship
- Successful completion results in full KickboxUK Coach status and the individual may be authorised to lead classes independently
Note: Stages 1 and 2 of the coaching pathway may run concurrently where appropriate, at the discretion of KickboxUK management. Stage 3 (the apprenticeship) must only commence once all pre-start compliance requirements detailed in Section 6 have been completed in full.
6. Mandatory Pre-Start Compliance RequirementsIrrespective of qualifications held or coaching pathway stage reached, no individual may begin their Stage 3 Apprenticeship — or undertake any unsupervised or supervised coaching activity with KickboxUK members — until all of the following have been completed and verified:
1 Enhanced DBS Check
All coaches and volunteers must obtain an Enhanced Disclosure and Barring Service (DBS) check, including a check against the Children's Barred List, prior to commencing their apprenticeship. The DBS check must be processed through KickboxUK's registered DBS umbrella body. No coach may begin their apprenticeship until a satisfactory DBS certificate has been received and reviewed by the Club Welfare Officer or DSL.
2 First Aid Training
Candidates must hold a valid paediatric or sports first aid qualification awarded by a recognised provider (e.g. St John Ambulance, British Red Cross, or equivalent). The certificate must cover basic life support, management of injuries, and emergency procedures relevant to a sports setting. First aid qualifications must be renewed every three years.
3 Safeguarding Training
All coaches must complete an appropriate child safeguarding training course prior to starting their apprenticeship. Accepted qualifications include the UK Coaching Safeguarding & Protecting Children course, NSPCC Child Protection in Sport training, or an equivalent course approved by KickboxUK management. Safeguarding training must be refreshed every three years.
4 Identity Verification
Identity verification for all coaches is conducted as part of the Franchisee Companies House registration process and HMRC tax authorisation procedures. This ensures that all individuals are verified through official government channels before commencing any coaching activity.
5 Right to Work
Evidence of the individual's right to work in the United Kingdom is confirmed as part of the HMRC tax authorisation process. Any concerns regarding right to work status must be escalated to KickboxUK management prior to the individual commencing their apprenticeship.
Important Notice: Under no circumstances will KickboxUK permit any individual whose DBS check is outstanding, or whose first aid or safeguarding training has not been completed and verified, to be left unsupervised with children or young people at any KickboxUK club or event.
7. Selection ConfirmationAs all coaching pathway candidates are selected internally from the existing membership (see Section 4) interview process is not applicable. Instead, the Club Lead and senior coaching team conduct an informal assessment of the candidate's suitability before extending an invitation to the coaching pathway.
This assessment considers the candidate's conduct and attitude over time as a member, their grade and technical ability, their behaviour towards fellow members, and their alignment with KickboxUK's core values. All selection decisions are then reviewed by the senior coach and a senior coach from Derbyshire Kickboxing (not connected to KickboxUK before applications are accepted.
8. InductionAll newly appointed coaches and volunteers must complete a KickboxUK induction before beginning any coaching activity. The induction will cover:
- KickboxUK's mission, values, and safeguarding culture
- Child Protection Policy and Safeguarding Procedures
- KickboxUK Code of Conduct for coaches and volunteers
- Reporting procedures — who to contact and how, should a concern arise
- Health & safety procedures, including emergency evacuation and accident reporting
- Behaviour management guidelines and appropriate boundaries with members
- Data protection responsibilities and confidentiality
- Whistle-blowing policy
A signed induction checklist must be retained on the coach's personnel file. Completion of induction does not replace any of the mandatory pre-start compliance requirements.
9. Ongoing Requirements & Record Keeping
9.1 DBS Monitoring & RenewalKickboxUK Ltd maintains a subscription to the DBS Update Service and actively monitors the status of all coach DBS certificates on an ongoing basis. KickboxUK management will notify coaches in advance of their DBS certificate approaching expiry and will coordinate the renewal process. Coaches are not required to independently manage their renewal but must respond promptly to any renewal requests from management. Where a DBS check returns an adverse result at any point during the Update Service monitoring, the Club Welfare Officer or DSL will be notified immediately and appropriate action taken.
9.2 Training RenewalsFirst aid qualifications must be renewed every three years. Safeguarding training must be refreshed every three years. Coaches who allow their mandatory training to lapse will be suspended from coaching duties until renewed qualifications are received and verified.
9.3 Change in CircumstancesCoaches and volunteers have an ongoing duty to notify KickboxUK management immediately if they receive any caution, charge, or conviction, or if they become subject to any investigation by statutory agencies, which may affect their suitability to work with children. Failure to disclose may result in immediate suspension and could be reported to relevant authorities.
9.4 Record KeepingKickboxUK Management and each Club Lead will maintain a secure register of all coaches and volunteers containing:
- DBS certificate number, date of issue, and renewal date
- First aid qualification details and expiry date
- Safeguarding training certificate and renewal date
- Coaching pathway stage and date of completion
- Reference details and interview notes
10. Breaches of This PolicyAny breach of this Safe Recruitment Policy is treated as a serious matter. Depending on the nature and severity of the breach, this may result in:
- Suspension of the individual pending investigation
- Termination of the coaching engagement or franchise partnership agreement
- Referral to the Disclosure and Barring Service
- Referral to the Local Authority Designated Officer (LADO)
- Referral to the Police or other statutory agencies
KickboxUK is committed to acting transparently and proportionately in all cases, and will co-operate fully with any statutory investigation.
11. Related PoliciesThe following policies are published on the KickboxUK website at www.kickboxuk.com and should be read in conjunction with this Safe Recruitment Policy:
- Children — Safeguarding Policy
- Adult — Safeguarding Policy
- Safe Practice Policy
- Complaints Policy
- Coach Conduct Policy
- Appropriate Contact Policy
12. Policy ReviewThis policy will be reviewed periodically by KickboxUK Management, or sooner in response to significant changes in legislation, national guidance, or organisational structure. All franchise partners will be notified of any material changes and required to implement updated procedures within 30 days of notification.