Shin Gi Tai Aikido Association

Constitution

(Version 2.1 March 2026)

Document Revision History

Table of Contents

Document Revision History 2

1. DEFINITIONS 5

1.1. The following glossary defines terms that will appear in the rest of this document. 5

The Society 5

Society Club 5

Society Member 5

Society Officer Member 5

Society Founder 5

British Aikido Board (BAB) 5

Aikido 5

O-Sensei 5

1. AIMS AND OBJECTIVES 6

2. DUTIES OF THE SOCIETY 7

3 MEMBERSHIP 8

3.1. Applications for Club Membership of the Society 8

3.2. Categories of Society Club 8

3.2.2. Full 8

3.2.3. Associate 8

3.2.4. Probationary 8

3.3. Termination of Membership 9

3.4. British Aikido Board (BAB) Membership 9

4. OPERATING PRINCIPLES 10

4.1. Constitutional Changes 10

4.2. Insurance 10

4.3. Membership Fees 10

4.4. Other Income Generation 10

4.5. Dissolution 10

4.6.    Communication with Society Members…………………………………………10

5. THE EXECUTIVE COMMITTEE 11

6. ELECTION OF OFFICERS OF THE BOARD 12

6.1. Election Policy 12

6.2. Resignation from post 12

7. GENERAL MEETINGS 13

7.1. Policy, Procedures & Purposes 13

7.2. Standing Orders 14

7.3. Rules of Debate 14

7.4. Declaration of Interest 15

8. CODE OF CONDUCT 16

9. FINANCE 17

10. INSURANCE 18

11. DISCIPLINARY & APPEALS PROCEDURES 19

11.1. DISCIPLINARY PROCEDURES 19

11.2       COMPLAINT EVALUATION…………………………………………………………..19

12. CHILD SAFEGUARDING & PROTECTION 21

13. COACHING 23

13.2. Association Coach Tutor 23

13.3. Coaching Qualifications 23

13.4. First Aid – Coach “Duty of Care” 23

13.5. Coaching & Club Handbook 23

14. RISK MANAGEMENT & ASSESSMENT (HEALTH & SAFETY) 24

15. EQUALITY & EQUITY IN SPORT 25

16. INFORMATION SECURITY (DATA PROTECTION) & THE WEBSITE) 26

16.1. Data Protection 26

16.2. The Society Website 26

16.3. Facebook 26

16.4. INFORMATION SECURITY (DATA PROTECTION) 26

17. PROMOTION OF GRADES 27

1. DEFINITIONS
   1. The following glossary defines terms that will appear in the rest of this document.

1. AIMS AND OBJECTIVES
   1. To promote the Society Founder’s style of Aikido, whilst recognising and maintaining the autonomy of the Society Clubs.
   2. To have a common core syllabus and standards at Dan Grade and above that reflects the Society Founder’s style of Aikido.
   3. Support the existing Society Clubs whilst providing opportunities for the society to grow.
   4.  We aim to encourage collaboration and cooperation between Society Clubs and Society members to further the aims of the Society.
   5. To raise awareness of the value of Aikido in the promotion of a healthy lifestyle for mind, body and spirit.

2. DUTIES OF THE SOCIETY
   1. To represent the Society in the United Kingdom by acting as a representative body for the Society Clubs to all appropriate bodies and organisations.
   2. To develop policies and guidance for the Society Clubs and Society Members appropriate to any relevant legislation which affects The Society.
   3. To liaise with other bodies concerned with martial arts, sport and other related areas, including central/local government and the media, as shall be deemed appropriate to the interests of the Society.
   4. To develop, administer and organise a programme for coach training (currently the responsibility of the society coach)
   5. To maintain the standard of Aikido taught and practised within Shin Gi Tai, ensuring it stays faithful to the teachings and concepts passed down from Soke Gwynne Jones (currently the responsibility of Soke and the Shihans via the Technical Committee)
   6. To maintain a register of Society Clubs and Society Members (currently the responsibility of the license secretary) 
   7. To administer and safeguard the assets and liabilities of the Society and to fund the activities of the Society primarily through membership subscriptions to ensure the Society’s viability and future growth. (Currently the responsibility of the Executive Committee)
   8. To develop, maintain and monitor the remaining sections of this constitution.

3. MEMBERSHIP

1. Applications for Club Membership of the Society
   1. All applications shall be treated equally and fairly.
   2. Society Clubs and Students are bound to abide by and conduct themselves according to the Constitution and its supplementary policies.
   3. Formal requests for Membership of the Society shall be referred to the Membership Officer, who is to provide the applicant with the appropriate application forms and full details of the Society’s requirements for membership.
   4. Upon receipt of the completed application, the Membership Sub-Committee shall consider the Applicant and the information provided and may undertake a visit(s) to ascertain further information relating to the applicant’s modus operandi.
   5. The membership Sub-Committee shall comprise the Membership Officer, Soke or his representative and any Shihan, other Executive Committee member, Appointed officer or Full Society Club member as determined by the Membership Officer.
   6. On completion of the Sub-Committee’s investigation, the Membership Officer shall submit their formal recommendation to the Executive Committee, who are empowered to give the initial approval on an application on behalf of the Society.
   7. Details of applications approved by the Executive Committee shall then be posted to all Full Society Clubs, who shall have 7 days in which to exercise their right to request a veto (see 7.1.16 for details on Veto)
   8. Where no objection is received the Membership Officer shall then, in writing, inform the Applicant of the Society’s decision to approve their appointment as a Probationary Society Club.
   9. The Society’s decision relating to applications for membership from new groups shall be final.
2. Categories of Society Club
   1. There are three categories of club membership – Full, Associate and Probationary
   2. Full
      1. Those Clubs, Schools and Groups accepted by the Society, and meeting all other Constitutional requirements defined by the Society 
      2. The club must have its premises insured and at least one member insured via Shin Gi Tai. 
   3. Associate
      1. An associate club is one which does not meet the minimum criteria outlined at section 3.2.2.  An associate club will have certain restrictions specific to their representation of the Shin Gi Tai society within and external to Shin Gi Tai and may be asked to pay an additional membership fee which will not exceed the cost of meeting the commitment of being a full club.
   4. Probationary
      1. All newly introduced Member Clubs, Schools and Groups, accepted by the Society, shall serve for 12 months in Probationary Membership. At the end of the 12-month probationary period they may be accepted by the Society into the appropriate level of Membership, subject to meeting all other Constitutional requirements, meeting the insurance requirement outlined in section 3.2.2.2 and any additional conditions as agreed between the Society and the said Probationary Member. A probationary club will have certain restrictions specific to their representation of the Shin Gi Tai society within and external to Shin Gi Tai.

3. Termination of Membership
   1. Any Society Club may terminate their Membership of the Society upon written notice of their decision. Such notice shall be sent to the Society’s Secretary. The resigning Society Club’s membership shall cease without prejudice to the Society.
   2. At a General Meeting the Society may expel any Society Club or Society Member that has acted in contravention of this Constitution or who, in the opinion of the Society, is guilty of such conduct as has rendered it undesirable in the interests of the Society that the Society Club or Society Member shall remain in Membership. A resolution for expulsion must be passed at a General Meeting by at least two thirds of those present and voting. No Society Club or Society Member shall be expelled unless and until the Society Club or Society Member has been given reasonable notice of the meeting at which the expulsion is to be voted upon and is afforded a proper opportunity of being heard at such meetings in their own defence.

4. British Aikido Board (BAB) Membership
   1. Only those Society Clubs that meet the criteria for full Shin Gi Tai membership shall be recognised as being “registered” with the Society; however, this does not exclude Society Club or Society Members having affiliation with other organisations unless this should cause conflict with the Society’s Constitution.
5. OPERATING PRINCIPLES
   1. Constitutional Changes
      1. To adopt such Constitutional changes as may be approved by the Society.
      2. Any alteration or amendments to the Constitution shall require a two-thirds majority vote of the Full Society Club voting representatives present and voting at a properly convened General Meeting of the Society.
   2. Insurance
      1. To give access to insurance, as part of registration, for Society Members.
   3. Membership Fees
      1. The Society shall request such levies for financial contributions from Society Members as it shall deem necessary for the purpose of meeting the Society’s Aims and Objectives.
      2. Associate members may be charged an additional levy on top of the Society standard membership fee
   4. Other Income Generation
      1. The Society may seek grant aid and other funding from outside organisations, and may implement its own fund-raising initiatives, so long as the conditions of funding shall not be in conflict with the Society’s Aims and Objectives.
   5. Dissolution
      1. Upon dissolution of the Society, any funds or assets remaining after the Society’s debts or liabilities have been satisfied shall be directed, as far as is possible, to its Members proportionately. The proportion for each Society Members to be defined as the number of individual members within the Society Club totalling current BAB registration certificates based on the total of returns held in the financial year prior to the meeting in which the dissolution is passed.
      2. Society Officer Members shall not be entitled to any share of the distribution of assets.
   6. Communication with Society Members
      1.  Where an Executive Committee member or Appointed Officer intends to communicate formally with members of a Society Club, the Dojo Cho (club lead) should be included unless there is a clear operational reason not to do so.
      2.  Bulk or multi-club communications should use privacy-preserving methods (e.g., BCC) to avoid disclosure of personal data between clubs.
      3.  Personal data obtained for membership, insurance, or administrative purposes shall only be used in accordance with the Society’s Data Protection Policy and applicable data protection law.
      4.  The Executive Committee shall maintain guidance for officers on appropriate communication practices.
      5.  All official Society communications sent by email shall use a generic Society address (e.g., “secretary@…”, “committee@…”, or “info@…”) in the ‘To’ field. Individual members’ personal email addresses shall not be placed in the ‘To’ or ‘CC’ fields of group communications. Where necessary, individual recipients shall be included using ‘BCC’ to protect privacy and ensure impartiality.

5. THE EXECUTIVE COMMITTEE
   1. The objectives of the Society shall be executed by the Executive Committee, which shall be elected in accordance with the policy set out below.
   2. Executive Committee Meetings shall be held at least twice a year.
   3. If the Chairman is not present within fifteen minutes after the time at which the meeting is due to start, the Vice-Chairman shall take the chair.
   4. A quorum for any Executive Committee Meeting shall be at least four of the total number of Elected Officers. In the event of a meeting not being quorate, a note of the meeting and its recommendation shall be submitted to the next meeting for ratification.
   5. The members of the Executive Committee shall comprise of Soke (or his nominated representative) plus the elected officers, drawn from Society Members, who shall hold their office for a 2-year term.  There is no bar to a person holding office seeking re-election.  The elections of roles are staggered to ensure continuity, the year in brackets indicate which roles are aligned from an election/re-election basis Each role shall have independent voting rights at Executive Meetings; they are:
      1. Chairperson (year 1)
      2. Vice-Chairperson (year 2)
      3. Secretary (year 2)
      4. Finance Officer/Treasurer (year 1)
      5. Elected Member Representatives (Dojo Reps), two of whom shall be elected at AGMs to serve for one-year terms in rotation. They shall have independent voting rights at Executive Meetings.
   6. Soke or his representative will also have independent voting rights.
   7. It is not possible to hold office on the Executive committee unless the individual is a full member of Shin Gi Tai.
   8. In addition, the Executive Committee shall be supported by Appointed Officers, who shall be individuals appointed by the Board to fulfil roles where the skills required are either specialised or short-term, and where it would not be in the best interest of the Society to have to elect them for a fixed period. Appointed Officers attend Executive Meetings on an “as required” basis, but shall have no voting rights. They shall fulfil their role until their services are no longer required by the Society, or the individual wishes to relinquish the appointment.
   9. The examples of appointed officers listed below are neither definitive nor exhaustive:
      1. Coaching Development Officer
      2. Coaching Liaison Officer
      3. Dan Grading Registrar
      4. Child Safeguarding & Protection Officer
      5. Membership Officer
      6. Media Officer (including Social Media)
      7. Society BAB Representative 
      8. Equality Officer
      9. Association Coach Tutor
      10. Technology Lead (Website, Database Administration)
      11. Association First Aid Advisor
      12. Data Protection Officer 

6. ELECTION OF OFFICERS OF THE BOARD
   1. Election Policy
      1. Nominations for election/re-election as Officers of the Society are to be notified to the Secretary at least six weeks before the date of the AGM at which the election will take place. Nominations notified to the Secretary after that date will be void.
      2. A candidate, or the ‘in-post’ elected officer, wishing to seek election may produce a critique stating their name, the position applied for, and any other relevant information that may assist their application. The document shall be no larger than one side of an A4 sheet. This critique may be sent to the Society’s Secretary for distribution to all Society Clubs; it can be submitted at any time up to six weeks prior to the AGM.
      3. A nominated candidate will be offered the opportunity to speak at the AGM for no longer than five minutes.
      4. Voting rights will be pursuant to the Society’s Full Membership, as defined in this Constitution.
      5. If a Society Club wishes to vote but cannot attend the AGM, they may elect to send their voting intention via electronic mail or normal mail to the secretary who will represent their votes at the AGM.  If the votes relate to the secretary position, then these votes will be sent to the chair instead.
      6. Voting forms will be distributed at the meeting to each Society Club Voting Member present, showing the post for election, the Candidate’s name, the Candidate’s Society Club and an instruction to place a cross by their preferred choice.
      7. Where the voting forms are being completed by proxy on behalf of a vote received by email, the secretary or chair will complete a voting slip on behalf of the society club.  The original email will be retained by the secretary and chair and distributed to the executive committee following the AGM.
      8. Where there is more than one post up for election, Society Club Voting Members can vote once in each election for each elected position.
      9. Two Executive Committee officers, but not the Candidates contesting election, will count the votes.
      10. Any spoilt or abstaining ballot papers will be announced, and discarded. This will be followed by announcing the total of valid votes for each candidate.
      11. A simple majority of those present and voting will decide the election.
   2. Resignation from post
      1. In the absence of a voluntary resignation from post, a written request that an Officer should stand down, which is supported in writing by twenty-five per cent of the Full Society Clubs, shall be discussed at a Society Meeting convened for that purpose. Such a motion shall succeed by a clear two-thirds majority of all Full Society Clubs attending and voting. 

7. GENERAL MEETINGS
   1. Policy, Procedures & Purposes
      1.  An Annual General Meeting (AGM) shall be held on the first Saturday of Summer School each year (or at a designated time and date should a Summer School not be held).
      2. At least twenty-eight days’ notice of the date, venue and agenda of an AGM shall be given to the Society’s Officers and Society Club Voting Member.
      3. The purposes of the AGM shall be:
         • To approve the Minutes of the last AGM and deal with any matters arising there from.
         • To approve the independently examined accounts of the previous year.
         • To appoint a qualified independent examiner for the coming year. 
         • To receive the reports from Officers for the preceding year and, where necessary, deal with any matters arising there from.
         • To notify which Officers are due for election at the following AGM.
         • To elect Officers for the current year. Nomination forms are to be sent out with the Minutes of the previous General Meeting and are to state clearly the latest date for return to the Secretary.
         • To approve changes to the Constitution.
      4. Each Full Society Club may nominate a maximum of two representatives who may attend the General Meetings of the Society and be entitled to contribute to discussion on agenda items. There will be one vote per Full Society Club. An Appointed Officer may also be a Full Society Club’s Society Club Voting Member where there is no-one in attendance from that Full Society Club.
      5.  Other interested parties may attend with the prior written approval of the Chairman.
      6. Full Society Clubs may appoint or revoke the appointment of their representatives at their discretion. Changes in representatives should be notified in writing to the Societies Secretary before a General Meeting at which such changes shall be made.
      7. Full Society Club’s representatives may be additional to those individuals holding an elected or appointed position on the Society’s Executive Committee.
      8. Meetings of the Society Executive Committee will be called at the discretion of the Chairperson subject to calling a minimum of two meetings a year, one of which shall be the AGM.
      9. General Meetings shall be attended by the Society’s Officers and Society Club Voting Members.
      10. Society Member’s wishing to raise an item on the agenda of a General Meeting shall send details, in writing, of this to the Society’s Secretary at least thirty-five days before the date of the meeting.
      11. Emergency items may be raised under “Any Other Business” at the end of any General Meeting other than the Annual General Meeting. The Secretary shall be notified, in writing, of such items before the start of the meeting. The Chairman shall have absolute discretion to permit the inclusion of items so raised and may consider it appropriate to defer the item to the next meeting or for consideration by the Executive Committee.
      12. The venue, date and time of General Meetings shall be determined by the Executive Committee.
      13. A quorum for any General Meeting shall be at least one third of the total number of Full Society Clubs. 
      14. In the event of a meeting not being quorate, a note of the meeting and its recommendations shall be submitted to the next meeting for ratification.
      15. Voting at General Meetings shall be carried by a simple majority of the Full Society Club Voting Members present except for the appointment of officers detailed in section 6.1.5
      16. A Full Member’s representative may seek a veto on the discussion of a subject if he/she feels inadequately briefed to represent that Full Society Club’s interests on that subject. Any request for a veto will be at the discretion of the Chairman. If a veto is allowed the subject shall be re-introduced at the next General Meeting, at which no further veto by any Society Club Voting Member, concerning that subject, may be used.
      17. A Full Society Club shall have the right to call an Extra-ordinary General Meeting where they have the written support of at least twenty five percent of the Full Society Clubs. The written request, with supporting signatures, is to be submitted to the Society Secretary and is to state clearly the specific item for discussion.
   2. Standing Orders
      1. If the Chairperson is not present within fifteen minutes after the time at which the meeting is due to start, the Vice-Chairperson shall take the chair. 
      2. Should both the Chairperson and Vice-Chairperson be absent, a chairperson for the meeting may be chosen from and by those Full Society Club Voting Members present.
      3. The Chairperson shall have a casting vote in the case of a tie, except where the chair is being voted for.
      4. Full Society Club Voting Members present and attending a meeting shall be entitled to one vote on each motion raised. No vote will be received from a Full Club Society who is not present at the meeting present except for the appointment of officers detailed in section 6.1.5
      5. Probationary and Associate Society Club representatives shall not be entitled to a vote.
      6. The Chairperson shall ensure that all who vote are entitled to do so, and shall supervise the counting of the votes.
      7. An abstention shall not count as a vote.
      8. A meeting may be prematurely adjourned by a resolution passed by two-thirds of those Full Society Club Voting Members present and voting. At the reconvened meeting, only topics on the original agenda may be discussed.
   3. Rules of Debate
      1. Any person eligible to speak shall address the Chairperson of the meeting. If more than one person wishes to speak, the Chairperson shall decide on the order of speakers.
      2. A motion shall be put in writing, or minuted by the Secretary at the time it is raised in the meeting, before a vote is taken.
      3. A motion shall not be voted upon unless it has been seconded.
      4. When an amendment to a motion has been proposed and seconded, no further amendment may be moved until the former has been disposed of. Notice that a further amendment is to be moved must be given without comment other than to outline the further amendment in general terms.
      5. If an amendment is defeated, any further amendment may only be accepted if it is substantially different to the previous amendment.
      6. The proposer of a motion may signify that he/she is willing to accept an amendment but at the Chairperson’s discretion, debate may continue.
      7. Any Full Society Club Voting Member attending a meeting, may, at the end of another person’s speech, move without comment that:
         • either: the question now be put to a vote
         • or: that the debate be now adjourned until the next meeting
         • or: that the meeting proceeds to the next business
         • or: that a time limit be put on the debate
      8. If such a motion be seconded, the Chairperson shall immediately put it to the meeting.
      9. If such a motion be passed, the Chairperson shall so direct the meeting.
      10. If the motion is defeated, it is at the Chairperson’s discretion whether a further motion relating to that subject of debate will be accepted.
      11. Any Officer or Full Society Club Voting Member may seek the Chairperson’s ruling on a point of order. Such a request shall be dealt with before the debate is resumed and before any new business is introduced.
   4. Declaration of Interest
      1. Any member of the Society, Executive Committee or appointed Officer who has a business or personal interest in a matter, who attends any meeting of the Society at which the matter is considered, must disclose to that meeting the existence and nature of that interest at the commencement of that consideration, or when the interest becomes apparent. Any declaration shall be recorded in the minutes of the meeting.
      2. Any person disclosing such interest shall withdraw from the meeting, whilst the matter is under discussion, unless he/she has obtained dispensation, from the Chairperson of that meeting, to remain.
      3. In the event of the Chairperson of the meeting requiring such dispensation he/she shall require the consensus of the majority of Full Society Club Voting Members present at the meeting to indicate their agreement to such dispensation.
      4. Any person remaining under such dispensation shall not seek to improperly influence any decision, at the meeting, about the matter nor participate in the decision making/voting process on that matter.
      5. Any breach of this clause shall be liable to the Disciplinary Procedures.

8. CODE OF CONDUCT
   1. No Society Member shall, by act or by omission, bring the Society or Aikido into disrepute.
   2. Society Clubs opening new classes/dojos shall act with sensitivity and respect to other Aikido clubs existing in the immediate vicinity.
   3. Officers of the Society or of Sub-Committees shall not be publicly criticised for their actions taken in the normal discharge of their duties. Any formal complaint shall be made according to Section 11.
   4. Society Members shall adhere to all policies passed or accepted by the Society.
   5. Any Society Member contravening this Code of Conduct shall be in breach of the Society’s Constitution and may be liable to disciplinary proceedings pursuant to it.
   6. All formal complaints submitted to the Society must be written in respectful, non-abusive language and must be based on accurate, factual information. Complaints containing personal insults, threatening language, or knowingly false statements shall be considered a breach of the Code of Conduct.

9. FINANCE
   1. All monies raised by whatever methods in the name of the Society shall be paid into one of the official bank accounts, to be used by the Society in line with this Constitution.
   2. No Society Member may enter into any agreement to borrow monies or otherwise incur debts or liabilities on behalf of or in the name of the Society without the express approval of the Executive Committee.
   3. Society Clubs and Society Members shall pay membership subscriptions as determined by the Society at AGM.
   4. Having due regard to the Society’s running costs and inflation, the Executive Committee on the recommendation of the Finance Officer, will determine the level of membership subscriptions, for subsequent ratification by the Society.
   5. Insurance costs will be passed directly to Society Members by the due date.
   6. The Executive Committee shall cause to be kept proper and efficient accounts of the capital funds, receipts and expenditure of the Society.
   7. The income and property of the Society shall be applied solely towards the promotion of the objectives of the Society. They shall not be used for the unilateral or promotional aims of individual Society Club or Society Member.

10. INSURANCE
    1. All ‘actively teaching’ Coaches/Instructors are required to register as active coaches. Professional Indemnity (PI) Insurance cover for each Society Member is provided via the BAB (or other approved provider)”.
    2. All Society Members are required to hold Personal Accident (PA) insurance cover via the BAB. 

11. DISCIPLINARY & APPEALS PROCEDURES
    1. DISCIPLINARY PROCEDURES
       1. The Executive Committee shall appoint a Disciplinary Sub-Committee to deal with such matters as shall pertain to breaches of the Society’s Constitution.
       2. The Disciplinary Sub-Committee shall comprise a Society Executive Committee Member who shall chair the proceedings, together with a minimum of two but no more than four impartial representatives from the Full Society Clubs.
       3. The composition will exclude the Society Chairman (or such other Officer acting as Chairman) who may be required to hear any later appeal.
       4. Where a duly elected or appointed Officer of the Board is under investigation, he/she shall normally be suspended from their post.
       5. All notices, reports and appeals shall be sent by e-mail or recorded delivery where this is not possible, by all parties concerned.
       6. Notice of the matter to be investigated shall be sent by the Society Secretary (or other appointed Officer of the Society) to the Society Member or duly elected or appointed Officer of the Society against whom the complaint has been made.
       7. In the event of the complaint being made against an Officer, that Officer’s Member representative shall also receive written details of the complaint. Such notice shall, without prejudice, state the facts upon which the matter is based and shall give at least 28 days’ notice of the details of the place and time of the meeting at which the Society’s Disciplinary Sub-Committee shall hear the complaint(s).
       8. The Society Member or duly elected or appointed Officer of the Society against whom the complaint has been made shall, within fourteen days of receipt of such notice, inform the Society’s Secretary or other appointed Officer, in writing, whether they will be attending the meeting, or whether written explanation shall be sent.
       9. If a meeting is agreed, any Member or duly elected or appointed Officer of the Society shall have the right to representation.  The representative will be allowed to attend the meeting in the same manner as the meeting is held (face to face or online).
       10. The findings and decision of the Disciplinary Sub-Committee shall be passed to the Chairperson for reporting at the next Executive Committee meeting. Copies of the report shall also be sent to the Society Member or duly elected or appointed Officer of the Society Club against whom the complaint has been made.
       11. The Society Member or duly elected or appointed Officer shall have the right to appeal, and representation, against the decision. The appeal is to be made to the Society’s Secretary or other appointed Officer, in writing, within fourteen days of the receipt of the report.
       12. Upon receipt of such an appeal, an Appeals Panel shall be convened comprising the Society Chairperson and two other Society Members drawn from either the Executive Committee or senior instructors (Shihan or above) but excluding any Officer who served on the original Disciplinary Hearing Panel. Fourteen days’ notice of the Appeal meeting shall be sent, in writing, to all involved parties. The recommendation of the Appeals Panel shall be submitted to the Society for ratification.
       13. The Society Executive Committee shall decide upon any penalty to be imposed as a result of completed disciplinary proceedings being taken. Such penalties could be informal or formal censure, suspension or expulsion. Dependent upon the gravity of the findings, the Society may, at its discretion, notify such other bodies as it sees fit.
       14. Any Member or duly elected or appointed Officer against whom a complaint has been made shall have access to such information as would apply as if the request for information was made under the auspices of the Data Protection Act 2018.
       15. The Society’s decision on a disciplinary matter investigated within the parameters described above shall be final except on a point of law.
    2. COMPLAINT EVALUATION
       1. Upon receipt of a written complaint, an Evaluation Panel shall be formed consisting of any two of the following Officers: the Chairperson, Vice-Chairperson, and another committee officer. The composition shall exclude any Officer who is the subject of the complaint.
       2. The Evaluation Panel shall review the complaint to determine whether it is valid. A valid complaint must:
          • Relate to an alleged breach of the Society’s Constitution or Code of Conduct;
          • Be written in respectful. Non-abusive language;
          • Contain factual information sufficient to identify the matter being complained of.
       3. If the Evaluation Panel determines that the complaint is not valid, the Panel shall issue a written response explaining the findings and requesting that the complaint be withdrawn in writing.
       4. If the complainant withdraws the complaint, the matter shall be closed with no further action.
       5. If the complainant declines to withdraw the complaint, the matter shall proceed under the Disciplinary Procedures set out in Section 11.1.
       6. If the Evaluation Panel determines that the complaint is valid, the matter shall proceed directly to the Disciplinary Procedures set out in Section 11.1.

12. CHILD SAFEGUARDING & PROTECTION
    1. Society Clubs and Society Members shall abide by the Board’s approved Child Safeguarding & Protection Policy, published separately as a free-standing document. 
    2. The following specific “Child Protection” Case Management procedures will apply:
       1. Where a Criminal Records Bureau (CRB) or Disclosure and Barring Service (DBS) disclosure or other Child Safeguarding issue on an individual is brought to the attention of the Society Child Protection Officer (CPO) and any decision made by the CPO that the individual is deemed unfit or otherwise to teach, assist in the teaching of children (that is, those under age 18), or to be in a “regulated position” or any other position of trust with children, is binding upon the Society and Members and the individual concerned until rescinded or revised. Such a decision does not, by itself, affect an individual’s rights to train solely with adults as a member of their Club, School or Group.
       2. The Board’s Lead Child Protection Officer (CPO) is to be informed by the Society CPO, copied to the BAB Chairman and the individual concerned, of the decision. Where the individual is still in a coaching/assisting role, or in a “regulated position” then the decision of the BAB shall be sought is that the individual should not be allowed to teach, assist or work with children. The decision will apply until appeal to the BAB CP Case Management Appeals Panel has been resolved.
       3. Where the BAB Lead CPO and Case Management Group (CMG) determination is that much stronger action should be taken or is deemed appropriate (that is, suspension from all training or attendance at a particular training venue, or expulsion from membership of the Society) then that additional sanction – over and above that of “unfit to teach or assist with children” will be referred to the BAB Chairman by the Lead CPO/CMG as a recommendation for subsequent action by the Society or the Board, as appropriate.
    3. Appeals Procedures
       1. Any appeal by the individual against a decision by the BAB CMG is to be dealt with by the Society.
       2. Where the Society appeals the supplementary/additional recommendation of the CMG (consult section 12.2.3 above), or is opposed to implementing the recommendation in whole or in part, the BAB Chairman will set up a CP Case Management Appeals Panel to hear the Society’s appeal. The Panel shall consist of at least 3 impartial representatives of the Board’s Full Members, one of whom shall be the BAB Chairman or Vice-Chairman who will act as the Panel President. All Panel members shall have been ISA cleared (effective from July 2010) and CRB-checked by the Board within the last 3 years, in addition to having undertaken a sports coach UK (scUK) or Board-approved Child Safeguarding and Protection training seminar/course. Any appeal by an individual requires the support of the Society and is to be made by the Society and not the individual.
       3. Any appeal statement together with the appropriate and relevant case notes and decision of the CMG, is to be made available to the CP Case Management Appeals Panel members and is to be taken into account in the decision process.
       4. Discussions by the CP Case Management Appeals Panel are to remain confidential to the Panel Members.
       5. Decisions of the CP Case Management Appeals Panel will be notified by the Panel President to the CPO of the Society, the BAB Lead CPO, the BAB Chairman (if he/she has not presided on the appeal) and, if appropriate, any other relevant party or agency, on a strictly “need to know” basis and in accordance with the prevailing child safeguarding and protection/data protection legislation. Such communications should normally be sent by e-mail to include a “receipt acknowledgement” request. Where e-mail is not possible and/or the communication is a final report/decision then hard copy is to be sent by recorded delivery to the addressee.
       6. The decision of the CP Case Management Appeals Panel is to be implemented without delay after it has been properly communicated to the relevant parties.
       7. The Board’s decision on a Child Protection Case Management Appeal shall be final except on a point of law. Failure by the Society to comply with the Appeals Panel decision will be referred to the BAB Chairman for action under the Board’s disciplinary procedures detailed in BAB Constitution Appendix 5.

13. COACHING
    1. The Society is committed to improving and promoting coaching through the training and development of all Members’ Instructors. The Executive Committee shall recommend, for ratification at a General Meeting, the coach training system to be operated by the Society and its Members. The Society will follow the recommendations of the Board. 
    2. Association Coach Tutor
       1. The Association Coach Tutors shall, through external assessment and moderation, adhere to standards set by scUK Sport England and Sport Wales. They shall undergo continuous professional development (CPD) to maintain their status and qualification.
    3. Coaching Qualifications
       1. Holding of a BAB approved Coaching qualification shall be mandatory for all “active’ instructors. There are 3 levels:
          • Coach Level 1 (CL1)
          • Coach Level 2 (CL2)
          • Coach Level 3 (CL3)
       2. The Board approved pathways for obtaining these are:
          • CL1 – via BAB or Association Tutor 
          • CL2 & 3 – via BAB Tutor and scUK
       3. Whilst a coaching certificate is personal to the individual as a sign of their achievement its use or promotion, in any form, is only valid whilst the holder is registered with the Board.
    4. First Aid – Coach “Duty of Care”
       1. A sports related First Aid qualification is not a mandatory Board requirement; however, Members are strongly advised to ensure that all their coaches are First Aid qualified and trained. It should be understood that coaches are responsible for First Aid provision within their dojo under their “duty of care” for all practitioners. It is the duty and responsibility of all coaches to ensure that adequate provision is made for first aid cover and that regular dojo risk assessments are carried out to minimise serious injury.
       2. Any First Aid award must be accepted by the dojo provider.
    5. Coaching & Club Handbook
       1. Comprehensive coaching guidelines are published separately in the Board’s Coaching & Club Handbook

14. RISK MANAGEMENT & ASSESSMENT (HEALTH & SAFETY)
    1. The Society is committed to, and will publish a Risk Management policy which ensures that Aikido practice within the dojo is conducted in a safe environment and complies with Government Health & Safety Regulations. 

15. EQUALITY & EQUITY IN SPORT
    1. The Society endorses and fully supports the sentiment of the statement made within the Council of Europe Charter which states that sport is the inalienable right of every person and should be kept free of any kind of discrimination on the grounds of religion, race, gender, age, political or social status, or disability.
    2. Detailed information on the Board’s and Society’s responsibilities and attendant considerations in respect of Equality and Equity in Sport, and thus in Aikido, is published separately in the Board’s Equality Policy.

16. INFORMATION SECURITY (DATA PROTECTION) & THE WEBSITE)
    1. Data Protection
       1. The Society is to comply with the Data Protection Act 2018 and any amendments thereof. All Members are responsible for the effective implementation and policing of data handling to comply with the Act. The Society’s policy is set out below. 
    2. The Society Website
       1. The Society’s website shall be operated in compliance with the Data Protection Act 2018. Website Policies covering Privacy, Terms and Conditions of Use, and Using the Website Forum are published in a separate document. 
    3. Facebook
       1. The Facebook site shall be administered and policed by designated Officers who shall apply common sense and decency to the opinions expressed and shall at their discretion remove any inflammatory or derogatory comment. Persistent transgression by identified members of the Society will be dealt with under Disciplinary Procedures.
    4. INFORMATION SECURITY (DATA PROTECTION)
       1. The Society is committed to abide by the Data Protection Act 2018 and any amendments thereof and is registered with the Information Commissioner’s Office (ICO), formerly the Office of the Data Protection Registrar.
       2. The legal responsibilities of the Society and its Society Clubs and Society Members are detailed in the BAB’s Information Security Policy. This policy is produced as a separate document and documents the processes by which the Board and the Society (as a Member) are required to control both personal information and information forwarded for the public domain.
       3. As soon as any failure in compliance with the Data Protection Act 2018 is noticed, Society Clubs are obliged to put in place such amending procedures as may be required to ensure future compliance. Any Society Club failing to abide by the rules governing Data Protection may be subject to the Society’s disciplinary procedures.
       4. Before a Probationary Society Club can become a Full Society Club, they must have put in place data protection procedures that comply with the Society’s Information Security Policy and the Data Protection Act 2018.
       5. Where the Membership Sub-Committee holds any data on Aspirate Clubs, wishing to apply for Membership, this data is to be held purely for the period of application and/or probation, after which time it will, in the case of acceptance, be forwarded to the Society’s Secretary for safekeeping or, in the event of refusal, be returned to the applicant or destroyed.
       6. Each Society Club is required to register a nominee to act as their Club Data Protection Officer (CDPO). The CDPO is required to create a data handling procedure which is in compliance with the Data Protection Act 2018. 

17. PROMOTION OF GRADES
    1. Society Clubs may promote Society Members within their Club up to and including 1^st Kyu (The Grading Examiner must be two grades above the level awarded) awarding a Shin Gi Tai recognised kyu grade.
    2. Each Society Club shall keep a permanent record of grades awarded and who to.
    3. Individuals for consideration for higher Grades shall normally present to a panel formed of at least five Society Club Senior Instructors as designated by the Principal Coach or his/her appointed representative in his/her absence. These individuals shall apply via their Senior Instructor in writing to the Dan Grade Registration Officer, no less than thirty days before the proposed grading. 
    4. The Principal Coach reserves the right to award Dan Grades independently at his/her absolute discretion. The Principal Coach shall approve the common core syllabus as he/she sees fit and shall amend at his/her total discretion any elements within it. 
    5. The Common Core Syllabus will be available in print to all Society Clubs.
    6. The award of the title SHIHAN, Shin Gi Tai Aikido Society, is at the sole discretion of the Principal Coach, but in practice this is normally a decision reached in discussion with the other Shihans.