First time Application for Permission to Teach

The steps in applying:

1. You should apply to your Club Leader on what is known as Form P-2. This form includes Guidance notes on completion on page 2. The Form and it's Guidance note covers the procedure in detail.

The applicant needs to understand their role and responsibility through the job descriptions.

The applicant completes sections 1 and 5 of Form P-2.

The documents required by Section 2 of the form should be gathered together and then all should be passed to the Club Leader.

If the applicant is a Club Leader then the Head of Association handles as if he is the Club Leader in this instance.

2. The Club Leader checks the certificates provided and writes on the form in section 2 details of the certificates that have been presented. The Club Leader also takes copies of these which should be retained as part of a possible verification procedure should the need arise. The original certificates can then be returned to the applicant.

If the DBS Check at Section 3 on the Form is not needed then it's just Form P-2 that the Club Leaders sends to the Head of Association of the Association who will follow Step 3. Whether the DBS Check is needed is covered in the next item B. "Is DBS required?"

3. Permission will be granted as the Head of Association sees fit and record on it any restrictions.

The intention is that the expiry date on the "Permission to Teach" will now be the expiry of the applicant's First Aid certificate. (adopted late 2022)

Assuming permission is granted the Head of Association will retain Form P-2 and will issue an appropriate permission on form P-3 format directly to applicant and the Club Leader by email. At the same time the Head of Association will arrange for details of this permission to be published on the Aikikai website and tell the BAB Membership Secretary of this new permission so the blue slip will show "Instructor and Student". Where no DBS check has been made the entry will show permission is restricted to coaching "Adults only"

Is a DBS check required?

If your club doesn't have anyone under 18yrs and no vulnerable adults then you don't need a Disclosure and Barring Service (DBS) check. If your club may alter who it teaches or have other reasons it may be appropriate to seek DBS clearance.

DBS checks will commonly be used for Coaches and Club Welfare Officers but others may be involved where it is gauged that they undertake regular supervisory conduct with those under 18 years of age. Click here for more details about the DBS check and how to make it.

1. A if a DBS check is needed as the first step. For more details on the procedure, the completed check and the action then needed follow this link.

Contact your Club's Welfare Officer to start this or the Aikikai's Child Protection Officer. {This is not required if your Club doesn't teach young people (< 18yrs) or vulnerable adults - in which case skip this first step and go to step 3.}

The definition of who needs a DBS check comes down to whether you are in a regulated activity. The BAB issued the following guidance

2. On receipt of your DBS disclosure certificate results:-

• you will complete Form P-1 - but this is only needed if you are a new applicant.
• for new applicants (first time) the ACPO should receive from the Club Leader Form P-2 - so Section 3 may be completed provided the check is clear and then passed to the Head of Association with Form P-2 - for new applicants and any associated documents.
• First time applicants should join the DBS Update Service within 19 days from the issue date of your disclosure certificate. (It's free as you a volunteer and eases future checks)
• For renewing applicants Club Leaders need to ask the ACPO to use the DBS Update Service to see if new information has been added or whether nothing has changed to the original DBS certificate. This is accomplished simply by emailing our Association CPO who will email the Club Leader back the result. If the renewing applicant has never had a DBS check then one needs to be obtained as if they are a First time applicant. Form P-1 will be needed

Renewal of Permission to Teach

See Checklist form P-5 to be used when reapplying for Permission to Teach for a second or subsequent time.

This Form is completed by the Applicant is a checklist for Club Leaders to use to help them decide whether the criteria have been fully met for Permission to Teach to be renewed. This simplification to the process removes the need to duplicate and send off proof as long they are satisfied all conditions have been met i.e. membership, insurance (Blue slip) are current. The First Aid Aid certificate should accompany the renewal and meet the requirements.

Club Leaders should check matters when they feel it is appropriate to do that. They should hold a copy of the form in their Club records.

If you or your Instructor are teaching or supervising young people in the club you need to ask the ACPO to use the DBS Update Service for a Status update to see if new information has been added or whether nothing has changed to the original DBS certificate. This is accomplished simply by emailing our Association CPO who will email the Club Leader back a status check that has been obtained from the ACPO querying DBS records.

If you are running specifically a class being aimed at adults who could be thought as requiring extra supervision and support

Once the Club Leader is satisfied that all the requirements have been met, an email should be sent to the Head of Association with a request for Permission to teach be issued. The Club Leader should provide in the email:-

• the Instructor's name,
• the expiry of their current First Aid certificate. The intention is that the expiry date on the "Permission to Teach" will be the expiry of the First Aid certificate as well.
• provide a copy of the First Aid certificate
• and whether the new DBS certificate shows there is no new information been added to DBS records
• Provide the completed and signed copy of Form P5. The club Leader being the last to sign

Form P-5 is a work aid for Club Leaders - rather than using the pdf form use instead P-5 Word /docx a zipped file as its easier to add additional information.

It's suggested that Club Leaders develop a reminder system to prompt them when the expiry date of the previous Permission approaches to ensure continuity of approval.

Assuming that the permission is granted the Head of Association will issue an appropriate permission on form P-3 format directly to the Club Leader for them to pass on to the applicant. At the same time the Head of Association will arrange for details of this permission to be published on the Aikikai website. Where no DBS check has been made the entry will show permission is restricted to dealing with "Adults only".

Checking a person's Permission to Teach

This is best undertaken by going to the web page that has the list of Instructors holding Permission to teach. The list contains:-

• Their name and sorted on A to Z by Surname
• Coach Level as awarded by the BAB our governing body for Aikido. These match similar national coaching qualification in other activities Level 1, Level 2 or Level 3 (being the highest) and whether Refresher has been undertaken.
• Permission being granted for just an Adult class; or a class that is for all ages for
• When the Permission expires for taking classes without supervision usually tied into the currency of the First Aid qualification.

From 1st November 2025 the paper or pdf based Permission now contain detail directing the reader to the web page s of the Lancashire Aikikai where the information may be cross checked.

The additions made to achieve this are:-

This document certifies that Name (fore name and surname) has been given permission to teach Aikido without supervision until dd / mmm / year in our Lancashire Aikikai's Clubs. Provided the class consists only of Adults students.

# (Being at least 18 years old.) # If circumstances change and your Club accepts students under 18 and / or you teach regularly at other Lancashire Aikikai clubs that take under 18s you are to notify me promptly and without delay apply for a DBS check.

The validity and the status of permission certificates can be checked against the information held at www.lancashireaikikai.org/whoweare/instructors.html

This certificate is the property of the Lancashire Aikikai and must be returned if requested