Education Policies and Procedures

Appeals Procedure – An appeal applies solely to assessment outcomes

If a learner feels there is a justified reason for disagreeing with the assessment made by the Course Tutor Assessor, the following procedures should be adopted.

• All appeals should be written and submitted to the Education Office Manager within 10 days of completion of the assessment, stating the grounds of the appeal
• Grounds for appeal are
  • Did not achieve the outcomes
  • Not all assessment outcomes completed
• Appeals will be reviewed by the Appeals Panel
• The Panel will respond to the appeal within 21 days, with a copy of the response sent to the Education Office Manager

Swim Ireland Education Appeals Panel may:

• Confirm the original assessment
• Recommend that reassessment take place

In light of the above the learner may:

• Accept the decision of the Appeal Panel
• Request a reassessment
• A fee of €150 will be charged where a practical reassessment is requested by the Learner

Download Appeals Procedure

Swim Ireland expects Tutor Assessors to ensure that learners are made fully aware of the criteria against which their progress and success will be judged.

All learners should be made aware of:

1. The timing of assessment
2. The criteria against which they will be assessed
3. The method/s by which they will be assessed
4. The outcome of assessment and the reasons for that outcome
5. The cost of any formal re-assessment opportunities

This is underpinned by the following principles:

• All assessments will be carried out in a fair and equitable way, without prejudice or favour
• It is the responsibility of the learner to ensure understanding of the assessment criteria and standards before presenting for assessment
• The learner has the right of appeal against any outcome
• Assessed work will conform to the required outcomes set by the Swim Ireland
• An assessment plan will be agreed with learners showing when key assessments will be carried out and completion deadlines
• Assessment dates and deadlines may be altered by the Tutor Assessor according to operational need or re-negotiated with learner/s according to individual circumstance
• By prior agreement learners may present work for assessment outside the assessment plan
• The assessment criteria and how these will be applied should be made known to learners
• Any changes to assessment deadlines will be agreed and recorded with the Education Office by the Tutor Assessor prior to the end of the course
• Extensions will not be granted beyond 12 months

External Examinations and Assessments are set by Swim Ireland and should be conducted according to the criteria set for the particular qualification.

Process for Assessment

Assessment will take the following form:

1. Continuous (formative) assessment of the practical teaching/coaching by the Tutor Assessor
2. Assessment of the Learner Assessment Portfolio by the Tutor Assessor
3. Oral questioning by the Course Tutor Assessor
4. Summative assessment is carried out at the end of the course
5. If the learner is attending a blended course some assessment may be completed by examination online

Reassessment

Reassessment in the practical aspects of the course will be conducted in the workplace. This should be in the centre where the initial assessment took place or at another approved centre agreed by Swim Ireland and the learner.

The learner will be required to demonstrate competence at the requisite standard in all the aspects which the Tutor Assessor had indicated require further attention.

All arrangements for practical reassessment must be made by the learner with the Swim Ireland Education Office Manager, who will also be responsible for ensuring that all relevant Swim Swim Ireland Education Assessment Process V1.0 Ireland conditions are met.

Re-assessment of the Learner Assessment Portfolio will be through submission to a person designated by Swim Ireland.

Cost

The cost of re-assessment of practical teaching/coaching will be €150 for the allocated Tutor Assessor, organised through the Swim Ireland Education Office Manager. Full payment is required in advance of any re-assessment.

Download Swim Ireland Education Assessment Process

• Cancellation 28 days or more from the start of the course - full refund
• Cancellation between 28 and 15 days of the start of the course– 50% refund
• Cancellation within 14 days of the start of the course – no refund

The cost of events and courses are exclusive of a 2% credit/debit card payment surcharge, which is non-refundable.

Swim Ireland is committed, in its service provision, to offer standards of the highest quality while aiming to comply with all regulatory requirements.

Whilst every care is taken to ensure high quality standards, we acknowledge that there may be occasions where we fall short of expectations and individuals are not completely satisfied. One of the ways in which we can continue to improve our service is by listening and responding to the views of our customers and stakeholders and, in particular, responding positively and putting mistakes right.

For every course, Swim Ireland will:

Provide a clear and structured process which highlights how a learner can make a complaint and, if it is not resolved satisfactorily, take the next steps to escalate the complaint further.

• Swim Ireland will ensure that:
• Making a complaint is as easy as possible
• Complaints are treated as a clear dissatisfaction with our service
• The right response is provided, i.e. an explanation, apology and/or action taken
• Complaints are reviewed to improve service

How to make a complaint

Informal process

Swim Ireland recognise that learners who are dissatisfied will want a problem to be addressed as quickly as possible, especially when on an educational course where their main intent is to learn.

Firstly, an informal approach will be taken to try and resolve the concern quickly, keeping matters low-key and enabling mediation between the complainant and the individual to whom the complaint has been directed. For this to happen, the complainant is encouraged to talk to the Tutor.

For a reasonable outcome to be achieved an explanation, an apology or another desirable outcome may be required.

For review and evaluation, and to reduce the chances of another similar complaint happening, it is suggested that a note of the informal discussion is made by the Tutor including the time, date and location of the discussion.

If a concern cannot be satisfactorily resolved informally, the formal complaints procedure should be followed.

Formal process

Stage 1

Formal complaints are to be submitted using the Swim Ireland Complaint Form, placed in a sealed envelope and marked for the attention of the ‘Swim Ireland Education Complaints Panel’, who will assume responsibility for the initial investigation.

The Panel will acknowledge the complaint in writing within five working days of receipt, record details on the complaints register and begin investigations into the cause of dissatisfaction.

A response, inclusive of explanation and resolution, will be provided within 28 working days of initial complaint acknowledgement. To ensure a fair and thorough investigation, the duration will depend on the nature and severity of the complaint received.

If there is still not a satisfactory outcome received then further investigation will be required.

Stage 2

The Swim Ireland Education Complaints Panel will identify an appropriate member of Swim Ireland Senior Management to review the complaint for further investigation.

Acknowledgement of further investigation will be provided to the complainant in writing within five working days of receipt of the stage 2 complaint. The complainant will also be notified of the individual responsible for the investigation.

The chosen member of Senior Management will conduct a further investigation into the cause of dissatisfaction. Upon cessation of investigations, the member of Senior Management will communicate directly with the complainant and provide an explanation or resolution. This will be communicated to the complainant within 30 working days of receipt of the stage 2 complaint.

The duration of further investigation will depend on the nature and severity of the complaint and, at this stage, the complexity of the response required. In some cases the investigation may take longer, and in such instances, the complainant will be notified of the revised timescale.

Review

Where the outcome of a complaint leads Swim Ireland to discover areas for change, Swim Ireland will endeavour to make the required amendments to ensure the complaint, or similar complaint, does not reoccur. If required, relevant communications will be sent to any other learner who may have been affected to mitigate, as far as possible, the effect of the identified cause.

Download Education Complaints Policy

A Complaint against a Tutor/Assessor

This policy relates to aspects connected to the delivery of a course leading to a Swim Ireland certificate. Complaints dealt with under this procedure will relate to all aspects of delivery and will include areas such as:

• Ineffective delivery by a tutor
• Omission in respect of the syllabus to be covered
• Inappropriate activities by the Tutor including any behaviour which may cause concern or offence
• Irregularities in the way which the course is organised, delivered or assessed.

Complaints may be made during a course at the end. In the case of the latter this must be received by Swim Ireland Education within 28 days of the completion of the course.

If the complainant is not satisfied with the outcome of Swim Ireland Education all correspondence should be forwarded to the Swim Ireland Awarding Body for consideration and response.

If the complainant is not satisfied with the outcome of the complaint by Swim Ireland Awarding Body, the Awarding Body will establish an appeal panel to consider all the evidence.

The appeals panel will be the final means of complaint within the Awarding Body.

A Complaint against the Awarding Body

Complaints relating the awarding body functions are dealt with as follows:

• Stage 1 - Complaints received and acknowledged by the Awarding Body. Copy of complaint and acknowledgement provided to the Education Manager
• Stage 2 - Awarding Body investigate complaint and provides the complainant with a formal response.
• Stage 3 - If the response is accepted by the complainant the correspondence is retained on file for a period of 3 years
• Stage 4 - If complainant does not accept the response from the Awarding Body the complainant will be forwarded to the Director of Education and Development for attention.
• Stage 5 - Director of Education and Development will investigate the complaint and provide a formal response.
• Stage 6 - If the response is accepted by the complainant the correspondence is retained on file for a period of 3 years.
• Stage 7 - If the complainant does not accept the response of the Director of Education and development, the complaint will be forwarded to the Education Appeals Panel. The Education Appeals Panel will be the final means of complaint within the Awarding Body.

Download Complaints - Results Procedure

‘Equal opportunity is about celebrating difference and diversity and as such providing a swimming structure that can respond to this in a proactive and positive manner’.

The aim of this policy is to help all staff and volunteers and members in our Aquatic Community develop their full potential and ensure that the talents and resources of the workforce are fully utilised. It is important to note that Swim Ireland is opposed to all forms of unlawful and unfair discrimination, both direct and indirect.

Swim Ireland is committed to the promotion, principle, and practice of equal opportunities across all its aquatic disciplines, both as an employer, provider and as a facilitator of such practices by all its members. In our work with key partners, such as swimmers, clubs, teachers, coaches, officials, and administrators, we will advocate our policies.

Swim Ireland’s Vision is to ensure that Irish Swimming is a ‘sport for life and for all’. To work towards achieving this vision we need to do the following:

• Swim Ireland is committed to work towards ensuring that swimming is accessible to the many, rather than few.
• Swim Ireland recognises the need to acknowledge the diversity of provision that is required to ensure people, regardless of their race, sex/gender, disability, age, sexual orientation, and social economic background, can access swimming and develop at a level that is appropriate to them.
• Swim Ireland recognises the need to celebrate difference and diversity of provision as a means of creating entitlement and accessibility to our structure.
• Swim Ireland recognises that equal opportunity is about recognising that people are different and therefore require different provision.

Swim Ireland as an employer

The organisation will provide employment equally to all, irrespective of:

• gender, gender re-assignment, marital or family status
• religious belief or political opinion
• disability
• race or ethnic origin
• nationality
• sexual orientation
• age

All full-time and part-time staff and volunteer applicants will be treated fairly. Selection for employment, promotion, training, or any other benefit will be on the basis of aptitude and ability.

The organisation will promote a good and harmonious working environment, where all men and women are treated with respect and dignity. No form of intimidation or harassment will be tolerated. Breaches of the equal opportunities policy and practice will be regarded as misconduct and could lead to disciplinary action.

Swim Ireland wishes to undertake the following with regards to their employment:

• Provide full and fair considerations for all job/role and applications.
• Assist all our employees to realise their full potential by ensuring that they receive fair consideration of their training and career development needs and promotion opportunities.
• Wherever possible modify employment practices and procedures to reduce barriers experienced by members of disadvantaged social groups in seeking and during employment with then Association.
• Maintain records in recruitment, training and employment and use this information as a means of identifying areas of inequality.
• Require all our employees to undergo relevant training before taking part in recruitment and selection.

• Regularly review our recruitment, selection, training, and promotion procedures to ensure that they are fair and reflect current best practice.

Swim Ireland as a Membership organisation

Swim Ireland is committed to encouraging membership from all sectors of the community.

To achieve this we undertake to:

• Promote and open and honest culture that values diversity.
• Communicate widely, ensuring that our messages can be understand and appreciated by all.
• Positively encourage the involvement of all people, regardless of the gender, race, disability, age and social background.
• Work to redress the effects of discrimination.
• Change attitudes and working practices to ensure that everyone can feel a valued member of the Association.

Swim Ireland as an Awarding Body

In our centre approval process Swim Ireland will ensure that:

• Approved centres and sites where assessment may take place operate equal opportunities policies that are consistent with best education practices.
• The is a mechanism in place which will enable anyone who believes they have been discriminated against to raise the matter through the appropriate channels and to have access to the Awarding Body if they feel the matter is not appropriately resolved.
• Records relating to equal opportunities disputes are retained by accredited centres for a minimum period of 2 years.

Swim Ireland Teachers and Coaches

In our training and development of teachers and coaches, we will strive to ensure that accredited centres. Establish and implement professional and ethical values and practice.

• Promote and apply the principles and practices of equal opportunities.
• Promote positive images of people with special needs.
• Encourage, and where required assist candidates with special requirements to access training provisions.
• Encourage high expectations and standards of achievement from all they teach.
• Involve everyone in meaningful and appropriate activity to ensure a quality experience.
• Help everyone to achieve their full potential.

Swim Ireland Officials and Administrators

In our involvement of officials and administrators we will expect them to:

• Adopt, promote, and practice the values of the Association.
• Ensure that participation can be enjoyed by all.
• Provide meaningful and appropriate experiences which recognise and value the diversity of the participants.
• Actively encourage the participation and involvement of people from disadvantaged groups of the community.

From Policy into Practice

Swim Ireland recognises that to successfully implement our policies will require the commitment of everyone involved in the Association. People’s attitudes, views and working practices may have to change to ensure that an inclusive agenda is accepted by all and throughout the sport.

The CEO has specific responsibility for the effective implementation of this policy. All Directors, staff and volunteers also have responsibility for implementing aspects of the policy. The organisation expects all Directors, staff, and volunteers to abide by the policy and help create the equality environment that the policy seeks to establish.

Monitoring and Evaluation

The provision of equality of opportunity will be monitored by the collection of information on full-time, part-time, and volunteer staff and applicants. This will include, as a minimum, information on age, ethnic background, gender and status as a disabled person, community background, marital and family status, and may include information on the sexual orientation of members of staff or applicants.

The collection of information will be consistent with the statutory obligations arising from Section 75 of the Northern Ireland Act 1998 and with the promotion of a culture of rights and responsibilities (stemming from the Human Rights Act 1998).

Progress on the implementation of this policy and the equal opportunities programme will be reviewed annually in consultation with appropriate stakeholders. Periodic reviews of the composition of the workforce will be carried out in compliance with current legislation.

Complaints

Staff or volunteers who believe they have been subject to any form of discrimination, harassment or victimisation are entitled to raise the matter through the agreed procedures. All complaints of discrimination will be dealt with seriously, promptly and in complete confidence.

These internal procedures do not replace or detract from a member of staff’s right to pursue a complaint under any relevant legislation. The organisation will make every effort to ensure that staff making complaints will not be victimised. Any complaint of victimisation will also be dealt with seriously, promptly and in complete confidence and may result in disciplinary action against the offender which may lead to dismissal.

Download Swim Ireland Equal Opportunity Statement

Definition

“Plagiarism is presenting someone else's work or ideas as your own, with or without their consent, by incorporating it into your work without full acknowledgement. All published and unpublished material, whether in manuscript, printed or electronic form, is covered under this definition.” (The Oxford Dictionary)

Examples of Plagiarism

Plagiarism includes but is not limited to:

• Submitting other people’s work as your own
• Purchasing or commissioning work from internet sites or agencies
• Falsifying research results, data, interviews, or other material
• Copying word-for-word directly from a book, article, journal, website, or other source
• Copying figures, images, diagrams, pictures without acknowledging sources
• Copying from notes, essays or lectures of other students or tutors

Academic Integrity

When authoring essays, articles, and other work it is important to show evidence that you have read what other people have written, then used their ideas and arguments to strengthen your own. You should then acknowledge or give credit to the work and ideas of others.

Cite your sources

Citing and referencing your sources enables you to demonstrate your research skills and helps your tutor assessor follow up on any sources you have referred to.

Within your essay/ assignment you should give credit with minimum detail which is called in-text citing. At the end of your essay/ assignment you will list the full details of all the sources of information (books, articles, websites etc.). This is called a reference list or bibliography.

There are different styles of citing and referencing, Swim Ireland don’t have a preference of style, but it is essential to use the same style throughout.

Direct quotations require the following information: author, year, and page number (or paragraph number) in brackets.

Paraphrasing is summarising a specific section or idea of a previous body of work, in your own words. When citing in-text you should include author and the year in brackets.

Reference management tools

There are many free options to manage citing and referencing. They can allow to save references to an online account and then import them directly into your document, formatted in your preferred citation style. The following reference management tools may be helpful:

• EndNote
• Grammarly
• Mendeley
• Zotero

Consequences of plagiarism

All alleged instances of plagiarism will be fully investigated. Upon review of the essay/ assignment the tutor assessor will meet with the candidates to discuss concerns.

If plagiarism can be substantiated the candidate will be notified in writing and will required to re-submit an essay/ assignment within 2 months. This will be treated as a re-assessment and a fee of €150 will apply. If the candidate does not resubmit their assignment within 2 months, they will need to resit the course at the full fee.

Appeals

Should a candidate wish to appeal the finding of their tutor assessor they can submit an appeal within 10 days, in line with Swim Ireland’s Appeals Procedure.

Avoiding Plagiarism Explainer Video

Download Swim Ireland Plagiarism Policy