Terms & Conditions

Payments

If you have booked a place on an FTScotland Ltd course and paid your non-refundable deposit, the full and final payment of the balance must be received by FTScotland Ltd two weeks prior to the commencement dates of the advertised course (unless payment plan agreed with FTScotland Ltd).

Failure to do so will result in all fees paid being made forfeit and your course space being cancelled. FTScotland Ltd reserve the right to invoice for the full course fee if not paid less than 2 week prior to the course commencing.

Course applications (subject to availability and in agreement with FTScotland Ltd) made within 2 weeks of the chosen training course will require full payment of course fees to be made at the time of booking (unless on payment plan agreed with FTScotland Ltd).

A charge of £200.00 will occur if a candidate wishes to transfer their place on the course over to someone else. This is due to the administration cost and registration/certification and resources.

No booking for a course, can be made within 7 days of the course start date.

Payment Plan

If the payment plan option has been agreed with FTScotland Ltd, payments must be made by our website via Stripe or direct debit via standing order on the 1st of the month until payment has been completed unless another monthly date has been agreed. Certificates won’t be released until full payment is received.

In the case of cancelling your place on the training course or package, written/email notification is required in order to process the cancellation. A confirmation email will be sent once this has been processed.

FTScotland Ltd. will apply the following charges for course cancellations:

• Cancellations received less than eight weeks prior to the advertised date of the course will result in all fees paid being made forfeit and you will settle any outstanding balance for the full course fees.
• No refunds of course fees paid will be payable by FTScotland Ltd for cancellations made within eight weeks of the advertised course start date unless a valid medical certificate can be provided to support the cancellation. If medical certification is provided, fees will be transferred to another course which has to be booked within 6 months of your transfer date.
• Where no cancellation notification is received by FTScotland Ltd prior to the advertised course start date, all fees paid will become forfeit and you will settle any outstanding balance for the full course fees.
• Failure to attend your allocated course will result in you losing your full course fee, space and right to attend any alternative course.
• E-Learning will be refunded on the occasion that the course has been cancelled if you have not accessed your account.
• If FTScotland Ltd cancel the course you are booked on, we will transfer your fees to another course or a full refund will be given on receipt of manuals which are in a good condition and not defective.

Deposits

All deposits are non-refundable and are required to be paid to secure booking on training course(s).

• The FTScotland Kettlebell Instructor Qualification payment of £195.00 is non-refundable.
• The ONLINE British Weightlifting Level 1 Award in Coaching Weightlifting Qualification payment of £350.00 is non-refundable.
• The British Weightlifting Level 1 and Level 2 Coaching Weightlifting Package Qualification payment of £775.00 is non-refundable.
• The Online British Weightlifting Level 2 Course for technical Officials Qualification payment of £60.00 is non-refundable.
• The ONLINE British Weightlifting Level 2 Certificate in Coaching Weightlifting Qualification payment of £450.00 is non-refundable.
• The Level 1 Award in Coaching Olympic Weightlifting Qualification payment of £375.00 is non-refundable.
• The British Weightlifting Level 2 Certificate in Coaching Weightlifting Qualification payment of £500.00 is non-refundable.
• The Active IQ Level 3 Award in Instructing Outdoor Fitness Qualification payment of £195.00 is non-refundable.
• The Active IQ Level 2 Award in Instructing Circuit Sessions Qualification payment of £195.00 is non-refundable.
• The Active IQ Level 2 Award in Instructing Studio Cycling Qualification payment of £200.00 is non-refundable.

Cancellations Policy

In the case of cancelling your place on the training course, written/email notification is required in order to process the cancellation. A confirmation email will be sent once this has been processed.

FTScotland Ltd. will apply the following charges for course cancellations:

• Cancellations received less than eight weeks prior to the advertised date of the course will result in all fees paid being made forfeit and you will settle any outstanding balance for the full course fees.
• No refunds of course fees paid will be payable by FTScotland Ltd for cancellations made within eight weeks of the advertised course start date unless a valid medical certificate can be provided to support the cancellation. If medical certification is provided, fees will be transferred to another course which has to be booked within 6 months of your transfer date.
• Where no cancellation notification is received by FTScotland Ltd prior to the advertised course start date, all fees paid will become forfeit and you will settle any outstanding balance for the full course fees.
• Failure to attend your allocated course will result in you losing your full course fee, space and right to attend any alternative course.
• E-Learning will be refunded on the occasion that the course has been cancelled if you have not accessed your account.
• If FTScotland Ltd cancel the course you are booked on, we will transfer your fees to another course and offer you 10% back of the course fee you paid (Please note if your course is cancelled multiple times we can only offer 10% back once on the first occasion) or a full refund will be given on receipt of manuals which are in a good condition and not defective.
• If you cannot travel to your course due to extreme weather, the Met Office has issued weather warnings.  You will be transferred over to the next available course of your choice. Please note in this case, we can’t offer a refund. However, we can transfer your place free of charge.

Package Deal cancelation

All deposits are non-refundable, this includes the package deal deposits. If you wish to withdraw your place on the package or at any point, throughout your learning journey. You will be charged for the costs incurred by FTScotland LTD for all courses within the package deal.

Course places, cannot be transferred to another person.

This cost is subject to change, in line with inflation.

Attendance

It is mandatory you attend all dates and times, as advertised when booking. Our courses require full day attendance. In regards to our online course, you must have your webcam and mic on for the full duration. If you can’t attend in full, you will be charged the transfer fee.

Photo Consent 

By agreeing to our terms and conditions, you are authorising consent for your photo to be taken during your course, and assessments, and authorising this can be used as a marketing resource, including but not limited to being used on our social media, (Facebook, Instagram, Twitter, LinkedIn, and mailing lists).

You can apply to revoke your authorisation by emailing [email protected], at any time.

Transfer Policy

Should a transfer to an alternative course date be required, written/email notification must be received by FTScotland Ltd eight weeks prior to the advertised course start date. Alternative course dates must be provided when applying for a transfer of course.

FTScotland Ltd. will apply the following conditions and fees for course transfers:

• Transfer requests received by FTScotland Ltd less than eight weeks prior to the start of the advertised course start date will incur an administration charge of £150, subject to course availability.
• Transfer fees must be paid within 7-days of notification to FTScotland Ltd of transfer.
• If FTScotland Ltd are unable to confirm a place on an alternative training course immediately, course fees will be held for a period of six months. Any fees not utilised within a six months period from the date of receipt will become forfeit.
• Transferring your assessment date after completing your free re-sit must be made in writing via email two weeks prior to the chosen assessment weekend or your payment will be made forfeit.
• If you transfer to another advertised course, you will forfeit the right of cancellation on the new course selected. All course fees are non-refundable.

Assessment Referrals/Deferrals/Re-sits

If you refer any component of your assessment, FTScotland Ltd will provide 2 free theory paper re-assessments and 1 free practical re-assessment of any failed section. If you don’t show up or cancel your assessment this will be taken from the learners free practical/first resit. Thereafter you will be charged £35.00 for not showing, cancellation or booking again out with the free resit. Re-assessment dates must be made by written/email application from any other assessment date shown on website (subject to availability). Please note FTScotland cannot guarantee a space on your chosen re-assessment as spaces may be limited.

FTScotland Ltd will apply the following fees for re-assessments:

• Practical re-assessments will incur a fee of £35.00 per assessment (after free re-assessment)
• Theory re-assessments (per paper) will incur a fee of £20.00 per assessment (after second free re-assessment)

Failure to attend your assessment date will result in you having to attend the next suitable assessment date. An individual assessment may be arranged if a course assessor is available for you to be assessed privately for a fee which will vary.

Support

Fitness Training Scotland offers support throughout the course via the course tutor and admin staff. Resources such as the course manuals, handouts, and videos, as well as being set up in a WhatsApp group to provide additional support throughout the course. Additional time for the online theory assessments can be requested via admin staff.

If you would like to request additional learning hours, we can offer this at a small fee of £25 per hour via Zoom. This is subject to availability.

Internet and use of technology

Due to a lot of our courses, being delivered via Zoom, we ask if any element of your course is being delivered via Zoom. You have a good stable internet connect, and use of a PC, Laptop or Tablet with webcam.

Your Learner assessment portfolio should be completed electronically and emailed.

Course Materials

FTScotland Ltd. will provide all manuals and resources necessary for the training course as mandatory.

• E-Learning will be provided on written request and will be charged at:
  Level 2 – £35.00 (£70.00 when purchased after registration).
  Level 3 – £55.00 (£90.00 when purchased after registration).
• When eLearning has been purchased this will not be refunded.
• Replacement manuals/E-learning can be provided at a cost of £70 per manual (Level 2), £70 per manual (Level 3). E-learning can be purchased at £70 for Level 2 and £90 for Level 3.

If your course manual delivery returns to our suppliers after two failed attempts, there will be a charge of £7.05 for a re-delivery which you will be liable to pay for.

Certification

We are unable to issue certification until you have paid in full for your qualification(s), please bare this in mind when opting to complete a payment plan.

We ask that you do not set up your insurance until you have been issued with your certificate.

Certificates will be issued with the name as indicated on your application form. FTScotland Ltd will issue free replacements if it is deemed to be an administration error and if notification is received within two weeks of receiving the certificate.

FTScotland Ltd. will apply a charge of £50.00 for each replacement certificate, upon receipt of original assessment evidence.

Any change in personal circumstances resulting in a name change from that which was originally stated on the application form must be verified by legal documentation and FTScotland Ltd notified immediately by written/email. FTScotland Ltd will charge £50.00 for a replacement certificate.

If your employer has paid for your qualification, unfortunately, FTS is unable to provide your certificate directly to you without written permission from your employer.

Written/email notification must be provided immediately to FTScotland Ltd in regards to change of address.

Completion of Course:

Although Active IQ allow up to 2 years for Level 2 qualifications and 3 years for Level 3 and Level 4 qualifications to complete the qualification. On payment you are agreeing to FTScotland agreed timescale of 12 months to complete your qualification fully. If you wish to complete your qualification out with the contracted 12-month period, you will have to apply for a special exemption with FTScotland, and a payment of up to the full fee of your course will be required.

If you fail to complete this all fees will be made forfeit and your qualification will have expired meaning you would need to re-apply for the course again to complete this.

Please note some qualifications can be withdrawn which could cause this timeframe to be shortened, if this happens you will be contacted by FTScotland LTD.

Parking

We advise that you leave yourself sufficient time to ensure you find suitable parking and research parking nearby prior to attending the course.

Please speak with the venue receptionist regarding any parking enquiries as some venues may require you to sign your car into the car park at the reception to avoid parking fines.

FT Scotland are not liable for any parking fees or fines.

Data Sharing

FTScotland are required to share your personal data, that you have provided with our awarding bodies, e.g., Active IQ, SQA and BWL etc. Your details will also be shared with our course tutors, assessors and IQA. Please we aware by agreeing to these terms and conditions your data will be shared. This will only be shared where necessary. As part of most of our courses, you will be added into a WhatsApp group, with your course tutor, other learners and an administration WhatsApp.

Terms and conditions are subject to change – it is the individual’s responsibility to ensure that they regularly check the terms and conditions.

FTScotland Ltd Appeals Policy

 Statement

‘The candidate is our number one priority in everything we do’ is one of the core values that underpin the way FTScotland Ltd operates as a company and sets the standards for staff. An essential and integral part of the organisation is our commitment to equality of opportunity for all staff and candidates.

FTScotland Ltd recognises that every candidate has a right to fair and reliable assessment and that judgements made by a Tutor/Training Consultant are sound and made with integrity. It is also true that for a qualification to be worthwhile, fair and reliable decisions must be made about a candidate’s competence and/or academic ability against set criteria that are open to scrutiny by a third party.

It is the policy of the company that should a learner disagrees with decisions made by their Training Consultant/Tutor then they have a right to appeal.  It is incumbent upon FTScotland Ltd to ensure there is a robust system in place to facilitate this that meets Awarding Body guidelines.

Communication

Staff – The policy will be communicated to all staff at their induction upon starting employment with FTScotland Ltd.  This should be reinforced periodically during team/assessor/standardisation meetings.

Candidates – All candidates will be given access to a copy of the appeals procedure at the application phase of booking. They can also gain a copy from one of the admin staff if required.

Records – A copy of all appeals will be kept in the candidate’s personal records at FTScotland Ltd for future reference and audit purposes subject to the Data Protection Act. All records of appeal will be retained for 6-years.

 

  General

For ease of use, an appeals procedure has been produced, which consists of a number of stages.

These stages are documented in full in the Learner Appeal procedure. All appeals procedures must meet Awarding Body guidelines.

Every effort should be made by all concerned parties to try and come to an amicable agreement before invoking the appeals procedure.  Should this be necessary, an appeal must be made in writing utilising the appropriate form as per procedural guidance.  FTScotland Ltd will ensure that any appeal will be treated fairly and sensitively and within the agreed timescales specified within the procedure.

The policy will be reviewed following any appeal for its effectiveness and fitness for purpose and amended accordingly.

Appeals Procedure

It is important to recognise that during any stage of the assessment process you may disagree with your assessors’ decisions regarding the evidence you submit etc. If this situation occurs, you must follow the stages listed below.

Appeals must be made in writing or by email within 5-working days of the assessment decision being made. This can be made via email [email protected] or by telephone 07502316730 to our administration team.

Decisions on appeals will be made within 20-30 working days of the appeal being raised.

Stage 1 – Informal

If you feel your assessor’s decision is unjustified in relation to the evidence that you produce you should firstly discuss this with your assessor.

Your assessor will make a record that the decision was appealed against. You will be given a clear

explanation regarding the decision and issues relating to your evidence. This stage will be dealt with, and a decision made if possible, at the time with your assessor.

If you are not satisfied with the outcome with the assessor, the appeal will move on to stage 2.

Stage 2 – Informal

The Internal Verifier will be invited to consider the evidence and make a decision. If an agreement still cannot be reached, stage 3 will follow.

This stage will take approximately 10 working days to complete, and a decision will be provided via email

Stage 3 – Formal

This stage must be made in writing. The Centre Appeals Panel, consisting of a Fitness Training Scotland representative, another Internal Verifier, and an independent assessor, will meet will hear both the assessor and you.

This stage can take 10-20 working days due to the logistics of gathering the panel. However, a decision will be provided by email within 20 days unless extenuating circumstances arise. You will be informed of any extenuating circumstances should they arise.

If you have gone through all the stages of FTScotland’s internal assessment appeals procedure and remain dissatisfied with the outcome or the way in which we handled your appeal, you can:

• Appeal to Active IQ the awarding body
• Appeal to Active IQ (or Ofqual if relevant) if you feel that the centre and/or Active IQ (awarding body) has not dealt with your appeal appropriately. Active IQ (or Ofqual if relevant) cannot overturn assessment decisions or academic judgements but may investigate the effectiveness of the centre and/or Active IQ’s appeals process and require corrective action.

See Active IQ Appeals policy – link below:

https://activeiq.co.uk/docs/default-source/pdf/policies-and-procedures-2022/active-iq-appeals-policy-2022.pdf

If you do wish to appeal:

You must log your appeal with the Assessor who conducted your assessment within 5 days of the

assessment decision. This can also be logged with the Lead Assessor, who will then contact you.