Club Coaching and Teaching Register19 December 2018
Our Coaching and Teaching Register covers all coaches and teachers operating within our affiliated clubs, regardless of qualification or discipline.
All clubs are required to provide basic information on all their active coaches and teachers. This includes paid and voluntary coaches and teachers.
Benefits of the Coaching and Teaching Register
The Coaching and Teaching Register was launched for the following purposes:
- To provide clubs with live and accurate information on their member coaches or teachers qualifications, safeguarding training, and DBS.
- An improved service and enhanced learning support to teachers and coaches, thereby further supporting the quality of provision across all clubs.
- Assisting clubs with their compliance on existing affiliation requirements.
- Allowing Swim England to demonstrate best practice in terms of recording and quality assuring the workforce
Inputting or updating information on the Coaching and Teaching Register
Any Club Officer who is currently registered on our Online Membership System (OMS), either as the main Online Administrator or as a Deputy Online Administrator, can complete the Register.
Information is input or edited through the ‘Coaching and Teaching’ tab on the OMS.
You can find guidance on how to fill in details of your coaches and teachers using the downloads below.
Teaching and Coaching Register Downloads
Frequently Asked Questions about the Coaching and Teaching Register
Click or tap one of the questions below to view the answer.
There will be no cost, in addition to the Swim England and Institute of Swimming membership fees, to join the register. As set out in Swim England’s Regulations, it is the responsibility of every club to ensure that volunteer coaches and teachers are members of Swim England. Also that paid coaches and teachers are a member of either Swim England, the Institute of Swimming or the BSCA.
If a coach or teacher is a BSCA member but not a member of Swim England or Institute of Swimming, they will need to be added as a member on to the Online Membership System (OMS) as a Category 3 member.
Evidence of BSCA membership (including number) should be submitted to firstname.lastname@example.org. A credit for a Category 3 membership (Swim England fee) will be applied to the club’s account.
A ‘Coaching and Teaching’ tab has been developed within the Online Membership System (OMS) which provides a simple way for clubs to identify and create a list of their teachers and coaches. Clubs will need to specify what role each individual is undertaking and the discipline.
An OMS user guide is available to club administrators in due course to assist with any queries.
Once all coaches and teachers have been added to the coaching/teaching area, club administrators will be able to view information associated with each individual (i.e. qualification, DBS and safeguarding).
Between May and July 2019, coaches and teachers were asked to check all documentation currently held by Swim England, via their individual OMS accounts. This included coaching/teaching qualifications, safeguarding, DBS, role and contact details.
Any Club Officer who is currently registered on the Online Membership System either as the main Online Administrator or as a Deputy Online Administrator can complete the Register. To assist clubs in completing the Register we have created a new Deputy Online Administrator position who can only be given access to the Coach / Teacher area on OMS.
Clubs can only add their own club members or Institute of Swimming members who have provided their membership details to the club for this purpose. BSCA members will need to be added as a Category 3 member (evidence of BSCA membership to be sent to emma.langham@swimming for a Cat 3 – Swim England fee).
We are working ensuring that clubs, coaches and teachers will not have to duplicate workload by uploading information for the Coaching Register and then having to provide the same information for SwimMark evidence purposes.
From 1st October 2019, Swim England will be able to utilise information held on the Register as evidence for Element 13 of the SwimMark criteria.
Please note that the SwimMark Personnel Record i.e. Element 13 will still need to be completed for all remaining workforce roles, e.g. committee members, volunteers etc.
They should have:
- Appropriate qualifications for the role they are undertaking.
- A DBS completed in the last three years.
- Safeguarding training completed in the last three years.
- Safeguarding: If an individual has already completed approved safeguarding training and it is not listed on their OMS page, please send a copy of the certification or proof of training to email@example.com
- DBS: If a current DBS is not listed on their OMS page, please contact your club welfare officer.
- Coaching Qualification: If an individual has previously completed an ASA/Swim England certificate after October 2016, please email firstname.lastname@example.org. If your qualification was achieved before October 2016, please email email@example.com
- Teaching Qualifications: Contact Swim England Qualifications, via phone on 01509 640493 pr email: firstname.lastname@example.org
Please note – once someone has completed a course, it can take up to eight weeks for the qualification to be certified and uploaded onto his or her Swim England / Institute of Swimming record.
Swim England’s intention is that the register is a positive process that does not impinge on the delivery of our aquatic sports whilst ensuring that we all adopt best practice.
With regard to DBS, as a coach/teacher it is essential that they are compliant with Wavepower. If they do not have a current DBS, or their DBS has expired, they should contact their club welfare officer to resolve this.
As stated above, all individuals who are required to have a DBS check for their role must complete approved safeguarding training within six months of the role commencing (a list of approved safeguarding courses will be added to the Swim England website in the near future).
Swim England can now accept a DBS Enhanced Disclosure that has been carried out through another organisation as long as the applicant has registered that Disclosure with the Update Service.
Clubs will need to obtain written consent from the individual and send this to Swim England along with the original copy of their DBS certificate. Consent forms and further information regarding the update service can be obtained from Swim England please email email@example.com.
If they do not have the appropriate coaching or teaching qualification/certificate, they should seek to access the relevant training as soon as possible. Clubs should undertake risk assessments to ensure that deliverers are competent and qualified to deliver safe, effective, enjoyable sessions.
Head to our Coaching and Teaching guidance for clubs page for more information.
- DBS: Initially, individuals should contact their club welfare officer, who will be able to check information required and submit to the Swim England DBS department.
- Safeguarding: To access training please visit UK Coaching, check your Swim England regional website or visit the Institute of Swimming website.
- Qualification: For information regarding qualifications, please visit the Institute of Swimming Training Page or Recognised Prior Learning.
Safeguarding is paramount and should be a key part of how community clubs operate.
Guidance can be found on our Child Safeguarding for Clubs page.
For information regarding roles and DBS requirements, please visit Section 2 – Wavepower. All individuals who are required to have a DBS check for
their role must complete approved safeguarding training within six months of the role commencing.
A list of approved safeguarding courses will be signposted from the Swim England website.
Yes. Clubs can add new, and/or remove, members at any point during the year via the OMS.
Although child safeguarding courses are not applicable to masters/adult only aquatics clubs, it is strongly recommended that individuals attend a safeguarding course related to adults.
Information regarding safeguarding adults training can be found on the Ann Craft Trust website.
The requirements of the register mirrors the current expectations of our insurers. Failure to meet these requirements may affect a clubs insurance cover.
No they do not. The register focuses on capturing the information on those who are coaching or teaching or could be construed as doing so. Poolside helpers, aquatic helpers and aquatic volunteers should always be operating under the supervision of appropriately qualified deliverers.
Clubs should still register them in the same way as other teachers and coaches.
Yes, it will.