Policies and information

Indoor cycling institute – Safeguarding and PREVENT Policy

Policy statement

The Indoor Cycling Institute is committed to providing a safe and supportive environment for learners and others involved in its education and training.

ICI recognises its responsibility to respond appropriately to concerns about abuse, neglect, exploitation, radicalisation or other risks to a person’s welfare or safety.

Scope

This policy applies to all Indoor Cycling Institute staff, tutors, assessors, contractors, learners and others involved in ICI education and training.

ICI courses are intended for adults aged 18 and over. The Institute is committed to providing a safe and supportive learning environment and to responding appropriately to concerns about the welfare, safety or wellbeing of learners or others involved in its provision.

This policy covers adult safeguarding, safeguarding concerns involving staff or tutors, and ICI’s responsibilities in relation to the PREVENT Duty.

PREVENT and radicalisation

The Indoor Cycling Institute recognises that safeguarding includes being alert to concerns that a person may be vulnerable to radicalisation or being drawn into terrorism.

ICI will take reasonable and proportionate steps to:

ensure relevant staff understand how to recognise and respond to concerns relating to radicalisation;

provide a clear route for concerns to be reported to the Designated Safeguarding Lead;

consider concerns in the context of the individual circumstances and available evidence;

seek appropriate external advice or make a referral where there is a genuine safeguarding concern;

maintain appropriate records of concerns and actions taken; and

review its safeguarding arrangements where a concern identifies a wider issue.

Concerns will not be based solely on a person’s religion, ethnicity, political views or other protected characteristic. Any action will be based on behaviour, circumstances and an identified safeguarding concern.

Where ICI is required to comply with the statutory PREVENT Duty, it will have regard to the current statutory guidance. Where the statutory duty does not directly apply, ICI will nevertheless use relevant PREVENT guidance as part of its wider safeguarding practice.

Aims

To provide protection for the students at our organisation, including the prevention of abuse and neglect.

To establish a safe environment in which students can learn and develop.

To foster a culture that encourages the reporting of any safeguarding concerns.

Legal Framework

This policy is informed by relevant safeguarding legislation and guidance, including:

the Care Act 2014 and associated statutory guidance on safeguarding adults;

the Equality Act 2010;

the Safeguarding Vulnerable Groups Act 2006, where applicable;

the Counter-Terrorism and Security Act 2015; and

the current Prevent Duty Guidance for England and Wales.

ICI will review this policy where significant changes to relevant legislation or statutory guidance affect its safeguarding responsibilities.

Definitions

Safeguarding means protecting a person’s health, wellbeing, safety and human rights and enabling them to live free from abuse, neglect, exploitation and avoidable harm.

Responsibilities

Staff, tutors, assessors and contractors are responsible for:

understanding the safeguarding responsibilities relevant to their role;

being alert to safeguarding or PREVENT concerns arising through their work with ICI;

reporting concerns promptly in accordance with this policy;

cooperating appropriately where further information is required; and

completing safeguarding or PREVENT information or training required for their role.

Recruitment and suitability

ICI takes reasonable steps to ensure that staff, tutors, assessors and contractors are suitable for the roles they undertake.

Where a role is eligible for a Disclosure and Barring Service check, or where another safeguarding requirement makes such a check appropriate, ICI will obtain the appropriate level of check.

DBS checks will not be treated as a substitute for appropriate recruitment, references, role clarity, safeguarding awareness or ongoing professional conduct.

Safeguarding and PREVENT training

Staff, tutors and assessors will receive safeguarding and PREVENT information or training appropriate to their role.

New staff, tutors and assessors will be made aware of this policy and the procedure for reporting safeguarding or PREVENT concerns as part of their induction.

Safeguarding and PREVENT awareness will be reviewed periodically and refreshed where appropriate, including following significant changes to guidance, identified concerns or changes to an individual’s role.

The Designated Safeguarding Lead will maintain an appropriate level of current safeguarding and PREVENT knowledge for the role.

Reporting and responding to safeguarding concerns

Any safeguarding or PREVENT concern should be reported promptly to the Designated Safeguarding Lead, using the current ICI Safeguarding Reporting Procedure. Where the concern involves the Course Director / Designated Safeguarding Lead, the person raising the concern must use the independent alternative reporting route set out in that procedure and must not report the concern to the person who is the subject of it.

The person raising the concern should provide the information they have available, including what they have seen, heard or been told, when it occurred and who may be affected.

The Designated Safeguarding Lead will consider the concern, record the relevant information and decide what action is appropriate.

Depending on the circumstances, this may include:

seeking further information;

taking immediate steps to protect a learner or other person;

seeking external safeguarding advice;

making a referral to an appropriate statutory or professional body;

contacting the police or emergency services where there is an immediate risk of harm; or

taking no further action where the concern is not substantiated, while retaining an appropriate record of the decision.

ICI will not investigate matters beyond what is appropriate for its role where the concern should properly be handled by a statutory authority.

Information will be shared only where necessary and appropriate for safeguarding purposes.

Concerns or allegations involving staff, tutors or assessors

Any safeguarding concern or allegation involving an ICI member of staff, tutor, assessor or contractor must be reported promptly to the Designated Safeguarding Lead.

The concern will be considered separately from any complaint about service quality or assessment. ICI will decide what immediate action, if any, is required to protect those involved while the matter is considered.

Where appropriate, this may include:

restricting or suspending an individual’s involvement in teaching, assessment or learner contact while enquiries are made;

preserving relevant records or evidence;

seeking appropriate external safeguarding advice;

making a referral to the police, local authority, Disclosure and Barring Service or another relevant body where there is a legitimate reason or obligation to do so; and

carrying out an internal investigation where appropriate.

The person who is the subject of the concern will not be responsible for deciding how the matter is handled.

Where a concern involves the Designated Safeguarding Lead or Course Director, it must not be reported to that person. The person raising the concern must use the independent alternative reporting route set out in the current ICI Safeguarding Reporting Procedure. Depending on the circumstances, this may involve the emergency services, police, the relevant local authority safeguarding service, or the appropriate PREVENT service.

Records of the concern, decisions made and actions taken will be kept securely and shared only where necessary and appropriate.

Designated Safeguarding Lead

The Course Director acts as the Designated Safeguarding Lead for the Indoor Cycling Institute.

The Designated Safeguarding Lead is responsible for:

receiving and reviewing safeguarding and PREVENT concerns;

deciding what immediate action, advice or referral may be required;

ensuring appropriate records are kept securely;

seeking external safeguarding advice where necessary;

making or coordinating referrals to relevant external bodies where appropriate;

ensuring safeguarding concerns involving staff, tutors, assessors or contractors are handled without conflict of interest;

keeping safeguarding procedures under review; and

ensuring relevant staff receive appropriate safeguarding and PREVENT information or training for their role.

Where the Designated Safeguarding Lead is directly involved in a concern, the concern must not be reported to them. The independent alternative reporting route in the current ICI Safeguarding Reporting Procedure must be used so that the matter can be considered without conflict of interest.

Reviewing the Policy

This policy will be reviewed annually and may be reviewed sooner following a significant safeguarding incident, change in relevant legislation or guidance, or material change to ICI provision.

Relevant changes will be communicated to staff, tutors and assessors where appropriate.

Contact Details

Designated Safeguarding Lead: Course director – Angela Reed-Fox. angela@indoorcyclinginstitute.com

Contact

If you have any queries about the contents of the policy, please contact our support team at: support@indoorcyclinginstitute.com

Document title

Safeguarding and PREVENT Policy

Version / details

13.3 Safeguarding reporting procedure added. Clarified the operational reporting route, including the independent external route where a concern involves the Course Director / Designated Safeguarding Lead. Retains the safeguarding and PREVENT updates introduced at version 13.2.

Organisation

Indoor Cycling Institute

Publication date / last updated

17/8/26

Review cycle

Annual

Owner

Course director

Next review date

August 2027

Approved by

Course director

Safeguarding Reporting Procedure

ICI tutors, assessors and other delivery personnel

Recognise → Respond → Record → Report

1. Purpose

This procedure explains what an ICI tutor, assessor or other delivery person must do when information comes to their attention that may indicate abuse, neglect, exploitation, serious harassment, radicalisation or other serious harm. It supports the ICI Safeguarding Policy, the Safeguarding and PREVENT training for tutors and assessors, and the Safeguarding Quick Reference.

The tutor role is limited but important. You are not expected to investigate, establish whether an allegation is true, make legal determinations, collect evidence or solve the person’s situation. Your role is to recognise a possible concern, respond appropriately, record it accurately and report it through the correct route.

2. Core process

3. Responding to a disclosure or concern

• Thank the person for telling you and respond calmly.

• Listen without expressing shock, disbelief or judgement.

• Explain that you will treat the information sensitively, but may need to share it with the appropriate safeguarding person.

• Ask only limited, neutral questions where genuinely necessary, for example: “Can you tell me what you mean by that?” or “Are you in immediate danger now?”

• Do not interrogate, ask leading or blaming questions, contact or warn the person alleged to have caused harm, or attempt to establish whether the allegation is true.

• If an adult says they do not want any action taken, record their wishes and report the concern so that the appropriate safeguarding judgement can be made.

4. What to record

Record the concern as soon as reasonably possible. Include, where relevant:

• the name of the person concerned;

• the date and time and how the concern arose, for example email, telephone, video call or face-to-face;

• the exact words used where they are significant;

• relevant observations and any limited questions you asked;

• what you said or did in response;

• whether there appeared to be immediate danger and any immediate action taken;

• the person’s wishes about sharing or action, where they have expressed them;

• who you reported the concern to, and the date and time of the report.

If the concern arose by email, retain the original email as part of the record. Record facts rather than conclusions. If you include an interpretation, identify it clearly as your concern or judgement rather than an established fact.

5. Normal reporting route

Report the concern promptly to the ICI Course Director / Designated Safeguarding Lead (DSL). The current DSL is the Course Director, Angela Reed-Fox: angela@indoorcyclinginstitute.com.

The DSL decides what further action is appropriate. This may include no further safeguarding action, limited clarification, support information, specialist advice, a safeguarding referral, a PREVENT referral, or contact with the police or emergency services. The tutor should not make those decisions alone.

6. Alternative route if the concern involves the Course Director / DSL

Do not send the concern to the Course Director / DSL, and do not use a route that will simply redirect the concern to that person.

If the concern is about the Course Director / DSL, use an independent external route appropriate to the concern:

• Immediate danger or serious immediate risk: call 999 or 112.

• Possible criminal conduct where there is no immediate emergency: contact the police through the appropriate non-emergency route.

• Adult safeguarding concern: contact or seek advice from the local authority safeguarding adults service for the area in which the person at risk is located.

• Concern about a child: contact the relevant local authority children’s safeguarding service.

• PREVENT concern: contact or seek advice from the appropriate local authority or police PREVENT service.

Record which alternative route was used, when the concern was passed on and any immediate instruction received. Do not confront or warn the person who is the subject of the concern.

7. Immediate danger

Immediate safety takes priority over the normal internal sequence. If someone is at immediate risk of serious harm, contact the emergency services on 999 or 112. Do not delay urgent action in order to complete internal paperwork or wait for the DSL to respond. Afterwards, make an accurate record and report the concern through the appropriate ICI route.

8. PREVENT concerns

PREVENT is treated as a safeguarding issue. Do not monitor ordinary political or religious beliefs, search a student’s online activity, investigate ideology or attempt to de-radicalise someone yourself. If information reasonably suggests vulnerability to, involvement in or support for terrorism, record what was actually said or observed and report it through the safeguarding route. If you are genuinely unsure, seek safeguarding advice rather than investigating.

9. Confidentiality and records

Safeguarding information is sensitive and should be shared only on a need-to-know basis with people who have a legitimate safeguarding reason to receive it. Do not discuss a concern casually with other tutors, students, friends or family. Do not store safeguarding information in casual personal notes or copy it into unrelated student records. Store and send records securely in accordance with ICI data-protection requirements.

10. If you remain concerned or make a mistake

If new information emerges or you remain concerned that a serious risk has not been addressed, raise the new or continuing concern again through the appropriate route. If you realise that you delayed reporting, omitted information, asked an inappropriate question or otherwise mishandled part of the process, do not conceal it. Report what happened and correct the record promptly.

11. Quick check

Recognise: Could this indicate abuse, neglect, exploitation, serious harassment, radicalisation or other serious harm? Respond: Listen calmly, ask only limited neutral questions and check for immediate danger. Record: Record facts, significant words, date/time, actions, wishes and reporting details. Report: Pass the concern promptly to the Course Director / DSL, or use the independent alternative route if the concern involves that person.

12. Related documents

Read this procedure with the current ICI Safeguarding Policy, Safeguarding and PREVENT for ICI Tutors and Assessors, and the ICI Safeguarding Quick Reference. Where there is any inconsistency, raise it with the Course Director so that the controlled documents can be corrected.

Document owner

Course Director / Designated Safeguarding Lead

Version

1.1

Effective

September 2026

Review

Annually, or after a significant incident or relevant change

Step

Action

1. RECOGNISE

Notice information that may suggest abuse, neglect, exploitation, serious harassment, radicalisation or other serious harm. You do not need proof before reporting a reasonable concern.

2. RESPOND

Listen calmly and take the concern seriously. Ask only limited, neutral questions if clarification is genuinely needed. Do not promise complete secrecy, investigate, blame, confront or give amateur counselling.

3. RECORD

Make a factual record as soon as reasonably possible. Use significant words exactly where possible, separate fact from opinion, and record any immediate action taken.

4. REPORT

Pass the concern promptly through the current ICI safeguarding route. Do not wait for more evidence or for the situation to happen again.

Indoor cycling institute – Maladministration and malpractice policy

Scope

This policy applies to the delivery, administration, assessment and quality assurance of Indoor Cycling Institute courses and associated education and training activities.

It applies to learners, tutors, assessors, staff, contractors and any other person involved in ICI provision.

Maladministration or malpractice may relate to learner records, course administration, assessment, certification, learner work, tutor or assessor conduct, quality assurance, course delivery or any other activity that could compromise the integrity, fairness or quality of ICI provision.

Responsibilities

The Course Director has overall responsibility for the operation of this policy and for ensuring that allegations of maladministration or malpractice are considered appropriately.

Where an allegation is received, the Course Director will appoint an appropriate person to review or investigate the matter. Wherever reasonably possible, that person will not have been directly involved in the issue under consideration.

Tutors, assessors and other staff are responsible for reporting suspected maladministration or malpractice promptly and for cooperating with any investigation.

Learners and other relevant parties may also raise concerns under this policy where they believe maladministration or malpractice has occurred.

If an allegation concerns the Course Director, responsibility for reviewing or investigating the matter will be assigned to another suitably experienced person who has not been directly involved.

Definition of Malpractice

Malpractice is essentially any activity or practice which deliberately contravenes regulations and compromises the integrity of the internal or external assessment process and/or the validity of certificates and associated achievement. It covers any deliberate actions, neglect, default or other practice that compromises, or could compromise:

the assessment process

the integrity of an ICI training course

the validity of a result or certificate

the reputation and credibility of the Indoor Cycling Institute, its courses, assessments or certifications

Malpractice may include a range of issues from the failure to maintain appropriate records or systems, to the deliberate falsification of records in order to claim certificates.

For the purposes of this policy, malpractice may also include misconduct, discrimination or bias that compromises the fairness or integrity of ICI provision.

Examples of malpractice

The categories listed below are examples of malpractice that may involve learners, staff, tutors, assessors or ICI processes. Please note that these examples are not exhaustive and are only intended as guidance on our definition of malpractice:

Fraudulent claim(s) for certificates

The unauthorised use of inappropriate materials / equipment in assessment settings (e.g. mobile

phones)

Misuse of our logo and trademarks

Collusion or permitting collusion in exams/assessments

Learners still working towards qualification after certification claims have been made

Plagiarism by learners, for example as part of an assessment submission

Copying from another learner

Impersonation - assuming the identity of another learner, or having someone assume your identity during an assessment

Unauthorised amendment, copying or distributing of exam/assessment papers/materials

Inappropriate assistance to learners by ICI staff (e.g. unfairly helping them to pass a written exam or practical assessment)

Deliberate submission of false information to gain a qualification

Deliberate failure to adhere to, or to circumnavigate the requirements of the Indoor Cycling Institute Reasonable Assessment Adjustments and Special Considerations Policy

Deliberate failure to adhere to our learner registration and certification requirements

Deliberate failure to adhere to ICI policies, procedures, course requirements or agreed quality assurance actions.

Deliberate failure to maintain appropriate auditable records, e.g. certification claims and/or disposal and/or forgery of evidence

Persistent instances of maladministration within ICI

A loss, theft of, or a breach of confidentiality in, any assessment materials

Definition of Maladministration

Maladministration is essentially any activity or practice which results in non-compliance with administrative regulations and requirements and includes the application of persistent mistakes or poor administration within the Indoor Cycling Institute (e.g. inappropriate learner records).

The categories listed below are examples of maladministration that may occur within ICI’s administrative, assessment or quality assurance processes. Please note that these examples are not exhaustive and are only intended as guidance on our definition of malpractice:

Persistent failure to adhere to ICI policies, procedures, course requirements or agreed quality assurance actions.

Failure to maintain appropriate auditable records, e.g. certification claims and/or disposal and/or forgery of evidence

Making an allegation of malpractice or maladministration

Anybody who identifies or is made aware of suspected or actual cases of malpractice or maladministration at any time must immediately notify the appropriate personnel at the Indoor Cycling Institute. In doing so they should put them in writing/email and enclose appropriate supporting evidence.

All allegations must include (where possible):

Learner’s name and Indoor Cycling Institute number (If known)

ICI personnel’s details (name, job role) if they are involved in the case

Details of the course/qualification affected or nature of the service affected

Nature of the suspected or actual malpractice and associated dates

Details and outcome of any initial investigation carried out by ICI or anybody else involved in the case, including any mitigating circumstances

For ease of use, please download, complete and return the relevant form here.

If the Indoor Cycling Institute has conducted an initial investigation, the Institute should ensure that staff involved in the initial investigation are competent and have no personal interest in the outcome of the investigation.

In all cases of suspected malpractice and maladministration reported to the Indoor Cycling Institute, we will protect the identity of the ‘informant’ in accordance with their duty of confidentiality and/or any other legal duty.

It is the Indoor Cycling Institute’s responsibility to prevent malpractice and maladministration.

To eradicate cases of malpractice/maladministration the Indoor Cycling Institute will ensure:

All staff are aware of policies and procedures and receive appropriate training/briefings on these

Staff have clear roles and responsibilities

There is a documented internal quality assurance procedure/methodology that is clearly in place and is subject to regular internal reviews

Learners are informed of their roles and responsibilities in terms of not doing anything that may be deemed a malpractice and jeopardise their potential achievements

All assessment and internal verification activities are accurately recorded and carried out in accordance with the Indoor Cycling Institute’s internal quality assurance arrangements and in line with the Institute’s expectations as outlined in its qualification guides etc.

All registration and certification records are subject to appropriate internal review before submission

All registration, assessment and certification records will be kept in a secure storage systems (digital and/or physical) for up to 3 years after the student has completed their course. Only authorised and appropriate members of staff will have access to them

The Indoor Cycling Institute’s procedure to investigate malpractice or maladministration.

Where an investigation is required, the following process will normally be followed. Not every stage will be necessary in every case.

Investigation timescales

ICI will acknowledge receipt of an allegation of maladministration or malpractice as soon as reasonably possible.

Where an investigation is required, ICI will aim to begin the investigation within 5 working days of receiving sufficient information to proceed.

ICI will aim to conclude the investigation and communicate the outcome within 20 working days. Where this is not reasonably possible because of the complexity of the matter, the availability of relevant evidence or individuals, or another significant factor, the person raising the concern will be informed of the reason for the delay and given an expected completion date.

Any urgent action required to protect learners, staff, assessment integrity or ICI’s interests may be taken before the investigation is complete.

Stage 1: Briefing and record-keeping

Anyone involved in the conduct of an investigation should have a clear brief and understanding of their role.

All investigators must maintain an auditable record of every action during an investigation to demonstrate that they have acted appropriately.

The officer assigning the investigating officer(s) will stipulate and/or provide secure storage arrangements for all material associated with an investigation in case of subsequent legal challenge. It is the Indoor Cycling Institute’s responsibility to ensure their investigators are fully aware of the agreed roles and processes to follow during the investigation.

Stage 2: Establishing the facts

Investigators should review the evidence and associated documentation, including relevant course requirements, assessment guidance, policies and quality assurance arrangements.

Issues to be determined are:

What occurred (nature of malpractice/substance of the allegations)

Why the incident occurred

Who was involved in the incident

When it occurred

Where it occurred – there may be more than one location

What action, if any, the Indoor Cycling Institute has taken

Stage 3: Interviews and statements

Where interviews are needed, they will be prepared and conducted fairly, with an appropriate written record kept.

Those being interviewed will be told the purpose of the interview and may have another person present for support if appropriate.

Where practical, the interview record will be checked with the person interviewed so that any factual inaccuracies can be corrected.

Stage 4: Other evidence

Where necessary, ICI may contact learners, employers or other relevant individuals to obtain information or evidence.

Information may be gathered by email, telephone, video call, written statement or other appropriate means. A clear record will be kept of the information obtained and any attempts made to contact relevant individuals.

Stage 5: Documentary evidence

Relevant documentary evidence will be collected and reviewed where appropriate.

Where necessary, ICI may take reasonable steps to confirm the authenticity or source of documents, records, assessment evidence or other material relied upon during the investigation.

Any evidence retained for the purposes of an investigation will be stored securely and accessed only by those who need it for the investigation or resulting action.

Stage 6: Conclusions

Once all relevant evidence has been gathered and reviewed, a decision will be made on the balance of the available evidence.

The decision will consider whether maladministration or malpractice has occurred, who or what was affected, and what action, if any, is required.

The reasons for the decision will be recorded.

Stage 7: Reporting

A draft report is prepared and factual accuracy agreement obtained. The final report will be submitted to the appropriate person within ICI for review and sign-off and shared only with those who need the information in order to consider the outcome or implement any resulting action.

Stage 8: Actions

Any resultant action plan is implemented and monitored appropriately.

Actions taken in the event of malpractice

Actions following malpractice or maladministration

Where malpractice or maladministration is substantiated, ICI will determine an appropriate and proportionate response taking account of the seriousness of the matter, its impact, any previous relevant concerns and any mitigating circumstances.

Actions may include:

requiring work or an assessment to be resubmitted or repeated;

additional supervision, support, training or quality assurance activity;

withholding, withdrawing or correcting an assessment decision or certificate where appropriate;

applying a resubmission fee where this is permitted under ICI’s published terms;

suspending or removing a learner from a course in serious cases;

taking appropriate action in relation to a tutor, assessor, contractor or other member of staff;

making changes to policies, procedures, course materials or working practices;

referring the matter to an appropriate external body where there is a legitimate reason or obligation to do so.

Any action taken will be recorded and, where appropriate, monitored to confirm that the issue has been addressed.

Where a learner is removed from a course following substantiated malpractice, any entitlement to a refund will be considered in accordance with ICI’s published terms and the extent to which course materials, tuition, assessment or other services have already been provided.

Document title

Maladministration and malpractice policy

Version / details

13.2 Annual review. Clarified scope and responsibilities, added investigation timescales, simplified investigation procedures, updated malpractice and maladministration terminology, introduced proportionate sanctions and clarified refund handling, and standardised document control for CIMSPA QA.

Organisation

Indoor Cycling Institute

Publication date / last updated

17/8/26

Review cycle

Annual

Owner

Course director

Next review date

August 2027

Approved by

Course director

Indoor cycling institute – appeals procedure

Purpose and scope

This procedure explains how a learner may appeal against an assessment decision made by the Indoor Cycling Institute.

An appeal is a request for ICI to review an assessment decision where the learner believes that the assessment process or decision was incorrect, unfair or not carried out in accordance with the published assessment requirements.

Examples may include:

assessment criteria being applied incorrectly or inconsistently;

relevant evidence not being taken into account;

an agreed reasonable adjustment not being applied;

a procedural irregularity affecting the assessment decision;

a learner believing that the assessment decision does not accurately reflect the evidence submitted or demonstrated.

Concerns about learner support, communication, delays, staff conduct or general treatment should normally be raised under the Complaints Policy rather than through this appeals procedure.

Institute learners will be assessed against published criteria and by assessors who must hold, or where appropriate be working towards, a suitable teaching or assessing qualification, which may include:

Level 3 Award in Education and Training – AET (Formerly PTTLS)

Level 3 Award in Understanding the Principles and Practices of Assessment (QCF) or

Level 3 Award in Assessing Vocationally Related Achievement (QCF) or

Level 3 Award in Assessing Competence in the Work Environment (QCF) or

Level 3 Certificate in Assessing Vocational Achievement (QCF), or

A1 (previously D32, D33)

Or other equivalent training

In addition the Institute will ensure that assessors:

Hold an appropriate discipline-specific qualification relevant to the course or assessment being undertaken.

Have relevant industry experience

Demonstrate active involvement in a process of industry relevant continuing professional development (CPD) during the last two years

The appeals procedure comprises three stages.

Throughout the assessment process the Institute will comply fully with our policy on reasonable adjustments and special considerations that can be found at www.indoorcyclinginstitute.com/policies

Practical assessments

Part of a course may involve live or video-observed assessment of practical skills.

Where an appeal concerns a practical assessment, ICI will consider the available evidence. This may include the assessor’s records, assessment documentation, learner evidence, witness information and, where available, a suitable video recording.

Learners may make a video recording of an assessment where this does not interfere with the assessment, breach venue rules or compromise the privacy of others. Any recording arrangements are the learner’s responsibility unless ICI has arranged the recording as part of the assessment process.

The absence of a video recording will not in itself prevent an appeal from being considered.

Medical conditions or other circumstances

Learners are encouraged to inform ICI as early as reasonably possible of any medical condition or other circumstance that may affect an assessment, so that reasonable adjustments or special consideration can be considered where appropriate. Relevant requests will be handled under ICI’s Reasonable Adjustment and Special Consideration Policy.

Stage 1 – Initial review

A learner who wishes to appeal should submit the appeal in writing, explaining the assessment decision being challenged and the reasons for the appeal.

The appeal will be reviewed by an appropriately experienced person who was not responsible for the original assessment decision, wherever reasonably possible.

ICI will aim to provide the outcome of the Stage 1 review within 7 working days of receiving the appeal and any information required to consider it.

The learner will be informed of the outcome and the reasons for the decision.

Stage 2 – Formal review

If the learner is dissatisfied with the outcome of Stage 1, they may request a formal review in writing, explaining why they believe the Stage 1 decision should be reconsidered.

The review will be conducted by the Course Director or another suitably experienced senior person who has not been directly involved in the original assessment decision or Stage 1 review, wherever reasonably possible.

ICI will aim to provide a written outcome within 14 working days of receiving the Stage 2 appeal and any information required to consider it.

The learner will be informed of the decision, the reasons for it, and whether any further internal appeal stage is available.

Stage 3 – Final internal review

If the learner remains dissatisfied after Stage 2, they may request a final internal review in writing, explaining the grounds on which they believe the previous decision should be reconsidered.

The final review will be carried out by a suitably experienced person who has not been involved in the original assessment decision or the earlier appeal stages, wherever reasonably possible.

The reviewer will consider the assessment evidence, the published assessment criteria, the previous appeal decisions and any additional relevant information provided by the learner.

ICI will aim to provide a final written decision within 20 working days of receiving the Stage 3 request.

The written outcome will explain the decision and the reasons for it. This decision will normally conclude ICI’s internal appeals process.

Appeal fees

There is no fee for submitting an appeal under this procedure.

ICI reserves the right to decline to reconsider an appeal that has already been fully considered under this procedure unless the learner provides new and relevant information or identifies a material procedural issue.

Document title

Appeals procedure

Version / details

13.2 Annual review. Clarified the scope of assessment appeals, simplified the three-stage appeal process, removed the appeal fee, revised practical-assessment evidence requirements, clarified links with complaints and reasonable adjustments, and standardised document control for CIMSPA QA.

Organisation

Indoor Cycling Institute

Publication date / last updated

17/8/26

Review cycle

Annual

Owner

Course director

Next review date

August 2027

Approved by

Course director

indoor cycling institute – complaints Policy

Introduction

This document sets out the Indoor Cycling Institute’s complaints policy and procedure and is aimed at our learners and all interested parties who encounter a direct or indirect service from the Indoor Cycling Institute (“the Institute”). The Institute values the learners who undertake our course. Our aim is for you to experience great teaching that puts you at the heart of how we teach, giving you the best results you can achieve. We value honesty, a good work ethic, clear guidelines and supporting each other in our learning journey.

Therefore, it is important should you feel you have encountered a level of service that is below both yours and our expectations that you raise any concerns you may have with us immediately so that we may address them and learn lessons appropriate to improving service level expectations.

Scope of the policy.

This policy covers complaints that learners and members of the public may wish to make in relation to the qualifications offered by the Indoor Cycling Institute.

It is not to be used to cover enquiries about services offered by the Indoor Cycling Institute or appeals in relation to assessment decisions made by the Institute. These areas are covered by our Appeals Policy. Should a complaint be submitted which is in fact an appeal we will respond to inform the relevant party that the issue is being considered in accordance with our Appeals Policy.

If you are unhappy about the way an examination or assessment was delivered and conducted and you suspect malpractice and/or maladministration may have occurred you should send your concern to us in accordance with the arrangements in our Malpractice & Maladministration Policy. This should occur as soon as possible to protect any associated evidence that may form part of your complaint.

How should I complain?

Stage 1.

All Indoor Cycling Institute staff are trained to support our customers and are all keen to help, so you should first try to sort out any problem at the earliest opportunity by speaking to the person who dealt with your problem initially.

Stage 2.

If they cannot help or you wish to speak to someone else please complete our complaints form and pass it on to our Senior Tutor Keith Purvey (keith.purvey@indoorcyclinginstitute.com), who will email you a receipt for your complaint within 5 working days and will respond with a solution for your complaint within 20 working days. Where it is not possible to offer a solution within 20 working days you will be notified of the time scaled action plan.

Stage 3.

If stage 2 is not possible, or if you are not satisfied with the help provided by this member of staff, please send a written complaint which must be received within 20 working days of exhausting stage 2 of the event you are complaining about, and address it to us using the contact details outlined at the end of policy.

Confidentiality and whistle blowing

Sometimes a complainant will wish to remain anonymous. However, it is always preferable to reveal your identity and contact details to us. If you are concerned about possible adverse consequences please inform us that you do not wish for us to divulge your identity.

What happens if my complaint is upheld?

If any part of your complaint is upheld we will of course respond to the complainant accordingly and give due consideration to how we can improve our service and arrangements. For example, by reviewing our procedures to assess the impact on our arrangements and assessment process (if relevant) or arranging for staff training. In extreme circumstances, internal disciplinary procedures may be exercised where the performance or behaviour of our staff is deemed inappropriate.

In situations where a complaint has been successful, the Indoor Cycling Institute will give due consideration to the outcome and will, as appropriate, take actions such as:

identify any other learner, who has been affected by that failure

correct, or where it cannot be corrected, mitigate as far as possible the effect of the failure

ensure that the failure does not recur in the future

compensate the learner if the centre has found it has compromised its own terms and conditions that form part of the contract between us and the learner in question.

Learning from complaints

Complaints and their outcomes will be reviewed as part of the Indoor Cycling Institute’s quality assurance process.

Where a complaint identifies a wider or recurring issue, ICI will consider whether changes are required to course content, learner information, assessment processes, staff or tutor guidance, policies, procedures or other working practices.

Relevant actions and improvements will be recorded and reviewed to help prevent recurrence and support continuous improvement.

Course director: Angela Reed-Fox, angela@indoorcyclinginstitute.com

Document title

Complaints policy

Version / details

13.2 Annual review. Strengthened the link between complaint outcomes and continuous quality improvement, and standardised document control for CIMSPA QA.

Organisation

Indoor Cycling Institute

Publication date / last updated

17/8/26

Review cycle

annually, or sooner following a significant complaint, regulatory change, or material change to ICI procedures

Author

Angela Reed-Fox

Next review date

August 2027

Approved by

Angela Reed-Fox, Director

Indoor cycling institute – Reasonable adjustment and special considerations policy

Introduction

This policy is primarily for our students, it is also for use by our staff to ensure they deal with all reasonable adjustment and special consideration requests in a consistent manner.

This policy outlines:

our arrangements for making reasonable adjustments and special considerations in relation to our qualifications

how students qualify for reasonable adjustments and special considerations

the reasonable adjustments we will permit and those where permission is required in advance before they are applied

what special considerations will be given to students

Our responsibility

It is important that all Indoor Cycling Institute staff involved in the management, assessment and quality assurance of our training, and our students, are fully aware of the contents of this policy.

Responsibility for decisions

Requests for reasonable adjustments and special consideration will be reviewed by the Course Director, or by an appropriately experienced senior tutor or assessor acting on their behalf.

The person reviewing the request must consider the individual circumstances, the assessment requirements, the need to maintain competence standards, and any relevant health and safety considerations.

Where the person normally responsible for the decision has a conflict of interest, the request will be referred to another suitably experienced member of staff.

Review arrangements

We will review the policy annually as part of our self-evaluation arrangements and revise it as necessary in response to student feedback, changes in our practices, actions from the regulatory authorities or as a result to changes in legislation.

If you would like to feedback any views please contact us via the details provided at the end of this policy.

Arrangements not covered by this policy

Circumstances for both internal and external assessment not covered in this policy should be discussed with the Indoor Cycling Institute before assessment takes place. Please contact us via the details provided at the end of this policy.

Appeals

If you wish to appeal against our decision to decline requests for reasonable adjustments or special consideration arrangements, please refer to our Appeals Policy.

Process for requesting reasonable adjustments and/or special considerations

If you wish to make a request, you should complete the Reasonable Adjustment and Special Consideration request form (see contact details below to request form) and in doing so supply relevant supporting information:

student’s name and registration number

nature of, and rationale for the request

supporting information/evidence (e.g. medical evidence or a statement from the invigilator or any other appropriate information)

Requests for reasonable adjustments should be submitted a minimum of 20 working days before the assessment.

Requests for special consideration should be submitted as soon as possible after the assessment and a maximum of five working days after the assessment. Requests for special consideration may only be accepted after the results of assessment have been released in the following circumstances:

application has been overlooked at the centre and the oversight is confirmed by the centre contact

medical evidence comes to light about a student’s condition, which demonstrates that the student must have been affected by the condition at the time of the assessment, even though the problem revealed itself only after the assessment

for onscreen assessments where results are immediately available

If the application for special consideration is successful, the student’s performance will be reviewed based on the available evidence. It should be noted that a successful application of special consideration will not necessarily change a student’s result.

How the Indoor Cycling Institute will deal with requests

We will acknowledge receipt of a request as soon as reasonably possible.

We aim to make and communicate a decision within five working days of receiving all information reasonably required to consider the request.

If further information is needed, we will contact the student promptly. If a decision cannot reasonably be made within five working days, we will explain the reason for the delay and provide an expected decision date.

Definition of reasonable adjustments

A reasonable adjustment is any action that helps to reduce the effect of a disability or difficulty that places the student at a substantial disadvantage in the assessment situation. They are made to an assessment for a qualification to enable a disabled student to demonstrate his or her knowledge, skills and understanding of the levels of attainment required by the specification for that qualification.

Reasonable adjustments must not affect the integrity of what needs to be assessed, but may involve:

changing usual assessment arrangements, for example allowing a student extra time to complete the assessment activity – changing usual assessment arrangements, for example allowing a student additional time to complete an assessment activity. Where the standard course design already provides flexibility, this will be taken into account when deciding whether any further reasonable adjustment is required.

adapting assessment materials, such as providing materials in Braille

providing assistance during in-venue masterclass assessment, such as a sign language interpreter or a reader

re-organising the assessment room, such as removing visual stimuli for an autistic student

changing the assessment method, for example from a written assessment to a spoken assessment

using appropriate assistive technology, such as screen-reading or voice-activated software, provided this does not compromise the integrity of the assessment.

asking for permission for copying to different coloured paper for paper-based assessments

allowing different coloured transparencies with which to view assessment papers

Reasonable adjustments are approved or set in place before the assessment activity takes place; they constitute an arrangement to give the student access to the programme. The use of a reasonable adjustment will not be taken into consideration during the assessment of a student’s work.

The Indoor Cycling Institute is only required by law to do what is ‘reasonable’ in terms of giving access. What is reasonable will depend on the individual circumstances, cost implications and the practicality and effectiveness of the adjustment. Other factors, such as the need to maintain competence standards and health and safety, will also be taken into consideration.

Definition of special considerations

Special consideration can be applied after an assessment if there was a reason the student may have been disadvantaged during the assessment.

For example, special consideration could apply to a student who had temporarily experienced:

an illness or injury

some other event outside of their control and which has had, or is likely to have had, a material effect on that student’s ability to take an assessment or demonstrate his or her level of attainment in an assessment

Special consideration should not give the student an unfair advantage; neither should its use cause the user of the certificate to be misled regarding a student’s achievements. The student’s result must reflect his / her achievement in the assessment and not necessarily his / her potential ability.

Where special consideration is approved, the Indoor Cycling Institute will determine the most appropriate action in light of the circumstances and the assessment requirements. This may include reviewing the assessment outcome, allowing the assessment to be taken at a later date, or applying another appropriate measure. Special consideration will not be used to award competence that has not been demonstrated or to give a student an unfair advantage.

Students should note that:

where an assessment requires the student to demonstrate practical competence or where criteria have to be met fully, or in the case of qualifications that confer a licence to practise, it may not be possible to apply special consideration

in some circumstances, for example, for on-demand assessments, it may be more appropriate to offer the student an opportunity to take the assessment at a later date.

To request a form, please contact admin@indoorcyclinginstitute.com

Document title

Reasonable adjustment and special considerations policy

Version / details

13.2 Annual review. Clarified responsibility for decisions, strengthened response timescales, refined reasonable-adjustment wording, clarified use of assistive technology, revised special-consideration wording, and standardised document control for CIMSPA QA.

Organisation

Indoor Cycling Institute

Publication date / last updated

17/8/26

Review cycle

annually, or sooner following a significant legislative/regulatory change, relevant incident, or material change to ICI assessment practice

Author

Course director

Next review date

August 2027

Approved by

Course director

Indoor cycling institute – Equality, Diversity and Inclusion Policy

We promote a working environment in which diversity is recognised, valued and encouraged. We acknowledge the multi-cultural and diverse nature of the UK workforce and society in general. We are committed to principles of fairness and mutual respect where everyone accepts the concept of individual responsibility. These principles are embedded into the Indoor Cycling Institute’s Equal Opportunities and Diversity Policy.

We recognise that discrimination in the workplace/provision of training in any form is unacceptable and may be unlawful. We view any breach seriously. We will investigate concerns appropriately and take action where necessary.

Legal framework

This policy is informed by the Equality Act 2010, which protects individuals from discrimination, harassment and victimisation in relation to specified protected characteristics.

The Indoor Cycling Institute is committed to applying the principles of equality, fairness and non-discrimination across its training, assessment, learner support, employment and other activities.

Definitions and Protected Characteristics

Diversity

The concept of diversity encompasses acceptance and respect. It means understanding that each individual is unique, and recognising our individual differences. These can be along the dimensions of race, ethnicity, gender, sexual orientation, socio-economic status, age, physical abilities, religious beliefs, political beliefs, or other ideologies. It is the exploration of these differences in a safe, positive, and nurturing environment. It is about understanding each other and moving beyond simple tolerance to embracing and celebrating the rich dimensions of diversity contained within each individual.

Protected Characteristics

No learner, or anyone our organisation deals with, receives less favourable treatment because of their protected characteristics. The protected characteristics are:

Age

Disability

Gender Reassignment

Marriage and Civil Partnership

Pregnancy and Maternity

Race (including colour, nationality, ethnic or national origin)

Religion or Belief

Sex

Sexual Orientation

The Indoor Cycling Institute’s Stance

In adhering with this stance the Indoor Cycling Institute ensures equality of treatment for all by aiming to:

raise awareness of equality and diversity

ensure that you are never discriminated against or receive less favourable treatment because of a protected characteristic

acknowledge any issues that could be defined as discrimination, victimisation or harassment with an appropriately sensitive and prompt investigation

Your Responsibilities

Everyone covered by this policy has a responsibility to support an environment of equality, dignity and respect.. We expect you to make a positive contribution towards maintaining an environment of equal opportunity throughout the organisation. Please make sure you observe this policy at all times. In particular, you have individual responsibility to adopt the following:

Do not take unlawful discriminatory actions or decisions contrary to the spirit of this policy

Do not discriminate against, harass, abuse or intimidate anyone on account of their protected characteristics

Do not place pressure on any other learners to act in a discriminatory manner

Resist pressure to discriminate placed on you by others and report such approaches to an appropriate member of staff

Co-operate when we investigate, including providing evidence of conduct which may amount to discrimination

Co-operate with any measures introduced to develop or monitor equal opportunity

Discrimination is not just treating one person less favourably than another. It can take place because:

someone associates with a person with a protected characteristic;

someone is believed to possess a protected characteristic (even though they do not);

We expect you to treat, and be treated by, other learners and the people our organisation deals with considerately and with respect.

if You Encounter Discrimination

If you believe you have experienced or witnessed discrimination, harassment or victimisation, you may raise the matter directly with the person concerned if you feel comfortable doing so. This is not a requirement.

You may instead report the matter directly to the Indoor Cycling Institute by emailing support@indoorcyclinginstitute.com.

When a concern is received:

it will be acknowledged and recorded;

the concern will be reviewed by the Course Director, or by another appropriate senior person if the Course Director is involved in the matter;

the circumstances will be considered fairly and, where necessary, relevant information or evidence will be gathered;

those involved may be asked to provide further information;

appropriate action will be taken where a concern is substantiated;

the person raising the concern will be informed of the outcome where it is appropriate and lawful to do so.

All concerns will be handled sensitively and information will be shared only with those who need it in order to consider or resolve the matter.

Where a concern identifies a wider issue, the Indoor Cycling Institute will consider whether changes are required to its policies, procedures, training, learner information or working practices as part of its quality assurance process.

Document title

Equality, Diversity and Inclusion Policy

Version / details

13.2 | August 2026 | Annual review. Updated legal framework, clarified reporting and investigation responsibilities, strengthened quality-assurance feedback loop, and standardised document control for CIMSPA QA.

Organisation

Indoor Cycling Institute

Publication date / last updated

17/8/26

Review frequency

annually, or sooner following significant legislative/regulatory change or a relevant incident

Policy owner

Course director

Next review date

August 2027

Approved by

Course director