Step 2: Completing the Coach Licence Renewal Form

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Introduction

Once you have downloaded the relevant forms (ref. Step 1), it is necessary to complete the appropriate Coach Licence Renewal form. To complete the form, you will need to:

  1. complete the Personal Details part of the form (see section 2(a) below);
  2. complete the Details of Referees part of the form (see section 2(b) below);
  3. complete the Declaratiopn (see section 2(c) below);
  4. complete the Work & Personal Development Record (Level 1 Coach) or the Work Record (Level 2, Session and Development Coach) part of the form (see section 2(d) below);
  5. if you are a Level 1 coach, complete the Personal Development Activity Table in the Work & Personal Development Record part of the form in desired (see section 2(e)(i) below); or
  6. if you are a Level 2, Development and Session Coach, complete the mandatory CPD table (see section 2(e)(ii) below).
Step What You Need to Do
2(a)

Notes on Completing Part 1 – Personal Details

All sections of part 1 need to be completed. If any are missing, then the form will be returned to you.

Table 2 or Figure 1 explains how to complete Part 1 of the Coach Licence Renewal Form and the easiest way to find the necessary information. Alternatively, all the necessary information can be found in your Sport 80 account and Table 3 explains where the relevant information can be found. If you are unsure how to find the information in your Sport 80 account, please refer to the Sport 80 Membership Information User Guide.


Serial Parameter Notes

A

Title/Surname, First Name(s), Address, Home Phone, Town, Mobile, email address, Post Code These all relate to your personal details.

B

County This refers to the county where you live and NOT the county that you affiliate to AGB through (see serial C of this table).

C

Membership No, Club Name, County of Affiliation, Region, Current Grade, Licence Renewal Date.

This information can be found on you AGB membership card. For information:

●

County of Affiliation

=

LANCASHIRE

●

Region

=

NCAS

●

Current Grade

=

Level 1

Session Coach

Level 2

Development Coach

D

Month/Year appointed to current grade/Qualification This date is required information and must be inserted. It can be found on your previous Coach Licence Renewal Form that you sent to the Lancashire CCO. Alternatively, this information can be obtained from your Sport 80 account.

E

Renewal Panel Lancashire
Table 2: Explanation of Where to Find the Information to Complete Part 1 of the Coach Licence Renewal Form

Serial Coach Licence Renewal Form Parameter Name Equivalent Parameter Name in Sport 80 Account Location in Sport 80

A

Membership No Membership Number Membership Details

B

Club Name Club Club Info

C

County of Affiliation County Membership Details

D

Current Grade Qualification Type Qualifications

E

Licence Renewal Date Valid To

F

Month/Year appointed to current grade Date Achieved
Table 3: Explanation of Where to Find the Information to Complete Part 1 Using Your Sport 80 Account

Step What You Need to Do
2(b)

Notes on Completing Part 2 – Details of Referees

When completing Part 2 of the Coach Licence Renewal Form, please keep the following points in mind:

  1. before adding the name and contact details of a person who you would like to act as a referee to your Coach Licence Renewal Application form, please ensure beforehand that they are happy to be referee for you. Remember, the Coach Licence Renewal Panel could contact a referee for more information about your renewal submission if necessary;
  2. please ensure that both the Name and the Organisation & Position fields for each your referees are clearly shown;
  3. please ensure that as a minimum, either the Telephone No. or Email address field for each of your referees is shown; and
  4. whilst there is currently only space for three referees in the Coach Licence Renewal Form by default, please add extra rows as necessary and do not worry about how it affects the layout of the form – the important thing is to get the appropriate referees down to support your coach licence renewal application. The Word Inserting Rows User Guide provides an explanation on how to add extra rows to the table.

Note:

If the Organisation & Position information for any of the referee’s listed in Part 2 of the Coach Licence Renewal Form is missing, then the form will be returned to you so this missing information can be added. The same will also occur if the Telephone No AND Email address fields for any of your referees are BOTH blank.
Step What You Need to Do
2(c)

Notes on Completing Part 3 – Declartion

When completing Part 3 of the Coach Licence Renewal Form, you need to ensure that:

a.

you have filled-in the blank stating the coach grade you wish to renew at:

BC3

-

If you want to, you can apply to downgrade your qualification. However, in most cases, people who are applying to renew their coach licence will complete this blank with their current coaching qualification, i.e.:

  • Level 1; or
  • Session Coach; or
  • Level 3; or
  • Development Coach.

b.

you have signed the form:

BC4

-

As suggested in Part3 of the Coach Licence Renewal Form, it is completely acceptable to type your name or insert the text "Original Signed" into this section of the form if you are going to e-mail it to the CCO. Another very common way of “signing” the form is to insert a digital signature if you have one.

The panel will also accept scanned or photographed copies of the Coach Licence Renewal Form. However, if you choose to send the Coach Licence Renewal Panel a scanned or photographed copy of your Coach Licence Renewal Form, then the renewal form MUST be signed by hand. However, it takes the Coach Licence Renewal Panel slightly longer to process a scanned or photographed Coach Licence Renewal Form when compared to the electronic version.

c.

you have dated the form:

BC5

-

As previously mentioned in point (‎a) above, if you wish, you can apply to renewal you coach licence at a grade that is lower than your current grade. Therefore:

  • if you want to renew your coach licence at your current grade, then either delete or strikethrough “No”; or
  • if you want to renew your coach licence at a lower grade than the one you currently hold, then either delete or strikethrough “Yes”.

Information on how to strikethrough the text can be found in the Word Strikethrough Text User Guide.
Step What You Need to Do
2(d)

Notes on completing the Work & Personal Development Record – Level 1 Coach Renewal Form (Ref. Figure 2) or the Work Record – Level 2, Session and Development Coach Renewal Form Sections (Ref. Figure 3)

For the Coach Licence Renewal Panel to recommend renewing your coaching licence at your current grade, you need to demonstrate to the Panel that you have been consistently working at the appropriate level associated with your coach grade for the past three years. This is demonstrated through the information contained in the following entries in the Work & Personal Development Record (ref. Figure 2) or the Work Record table (ref. Figure 3):

a.

Coaching Activity:

BC3

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When all the information you provide in these entries is taken together, it needs to show to the Coach Licence Renewal Panel that you have been working at the appropriate level associated with your coach grade.

b.

Duration / Frequency (e.g. 2 hrs per week Apr-Sep):

BC4

-

When all the information you provide in these entries is taken together, it needs to show to the Coach Licence Renewal Panel that you have been working consistently for the past three years.

The Coach Licence Renewal Panel recognises and understands that providing a brief explanation of your coaching activities over the past three years can be difficult, so some additional examples on how the present the of type of information the Coach Licence Renewal Panel is looking for is shown in Table 4.


NOTE

The Coach Licence Renewal Panel knows that all coaches applying to renew their licence are doing their best to fill in the forms. Therefore, if the Panel does have any questions about what is put down in the Work & Personal Development Record or Work Record table, they will contact you and/or your referee for more information.

Coaching Activity

Duration / Frequency

(e.g. 2 hrs per week Apr-Sep)

Supporting Club have-a-go events/taster sessions, 2021 – 2023.

A total of 10 x 2 hr have-a-go/taster sessions.

Working with a more senior coach, 2021 and 2023.

3 x 2 hr sessions, Feb – Apr 2021.

3 x 2 hr sessions, Feb – Apr 2023.

Working with improving archers, Club Coaching Rota, 2021 – 2023.

1 x 2 hr session approximately every six weeks.

Helping to support the development of the Club’s coaching activities.

Attended one 3 hr meeting at club, 2022.

Authoring Club Beginners’ Course teaching plan.

Total of 12 hrs work, 2023.

Authoring Club Beginners’ Course teaching plan.

Total of 12 hrs work, 2023.

Coaching representative on Club Risk Assessment Panel, 2021 – 2022.

Attend annual walk-around review task, approx. 2 hrs, 2021 – 2023.

Helped author updates to Club risk assessments, 10 hrs, 2022.
Table 4: Additional Examples on how to Complete the Work Record Table in the Coach Licence Renewal Form

The following points must be kept in mind when filling out the Work & Personal Development Record or Work Record tables:

  1. each line of the Work & Personal Development Record or Work Record table that contains a coaching activity entry must have a corresponding referee entry number. If it does not, then it may delay the processing of your coach licence renewal by the Panel;
  2. if there are any large gaps in your coaching activities over the past three years (e.g. 6 months or longer), please let the Coach Licence Renewal Panel know the reason why so they can take any extenuating circumstances into consideration; and
  3. please add extra rows to the Work & Personal Development Record or Work Record table as necessary and do not worry about how it affects the layout of the form – the important thing is to get the appropriate information down to support your coach licence renewal application. The Word Inserting Rows User Guide provides an explanation on how to add extra rows to the table.
Step What You Need to Do
2(e)(i)
THE FOLLOWING IS ONLY APPLICABLE TO LEVEL 1 COACH LICENCE RENEWAL APPLICATIONS

Notes on completing the Personal Development Activity Table in the Work & Personal Development Record – Level 1 Coach Renewal Form (Ref. Figure 2)

At present, there is no mandatory requirement for Level 1 Coaches to complete any CPD to support the renewal of their coach licence. Therefore, you can leave this table blank when submitting your coach licence renewal application. However, the Coach Licence Renewal Panel would prefer it if Level 1 Coaches did complete some form of recognised CPD over the three years prior to their current renewal.

If you do decide to put some CPD information into this table as part of your Level 1 renewal application, the following points should be remembered:

  1. when you rate your personal development activity on a scale on 1 -5, the rating is based upon your assessment of how helpful the activity was to you as a Level 1 Coach; and
  2. each line of the Personal Development Activity table that contains an entry should have a corresponding referee entry number. If it does not, then it may delay the processing of your coach licence renewal by the Panel.

A summary of what information needs to be included in this table is shown in Figure 2.

Step What You Need to Do
2(e)(ii)
THE FOLLOWING IS ONLY APPLICABLE TO LEVEL 2, DEVELOPMENT AND SESSION COACH LICENCE RENEWAL APPLICATIONS

Notes on Completing the CPD Table – Level 2, Development and Session Coach Renewal Form (Ref. Figure 4)

The CPD table in the Level 2, County and Senor Coach Licence Renewal Form is where you complete the record of the CPD you have completed over the past three years in support of coach licence renewal application. Table 5 lists the minimum number of CPD points that are required to renew for each coach qualification along with the maximum number of carry-over CPD points.


Serial Coach Grade Minumum Number of Points for Renewal Maximum No. Carry-Over Points
A Level 2 (L2) 15 2
B Developement Coach
C Session Coach 10 TBD
Table 5: Minimum Number CPD Points for Renewal

When completing the CPD table, Level 2, County and Senor Coach Licence Renewal Form, you need to ensure that for each row of the table:

  1. you have specified the correct activity code from the current CPD Matrix;
  2. you have provided a brief description of the CPD activity;
  3. you have specified the total number of times you performed that CPD activity;
  4. the date that the CPD activity was completed falls with the three years that you coaching licence was valid for;
  5. you have specified the total number of CPD points you are claiming for that row; and
  6. each CPD row entry has at least one referee number.

If you do not complete each CPD entry in the table with all the information above, it can result in delays to your renewal application or (more than likely), it will result in the Coach Licence Renewal Panel contacting you and/or your referee(s) for more information.

A summary of what information needs to be included in this table is shown in Figure 4.

Note:

a.

wherever possible, for the CPD activities you have referred to in the CPD table, included copies of the associated CPD Certificates in you coach licence renewal application you send to the Coach Licence Renewal Panel;

b.

if you are short of CPD points DO NOT WORRY:

BC1

-

If there is a reason why you have not managed to do sufficient CPD over the past three years, explain the reason(s) to the to the Coach Licence Renewal Panel when you submit your renewal application so that the Panel can take these reasons into consideration when they are reviewing your application.

If you are short of CPD points, the most likely outcome is that you will be given an action plan that is agreed between yourself and the Coach Licence Renewal Panel. An action plan will enable the Panel to renew your licence temporarily until the plan has been completed, after which the Panel will be able to recommend full renewal.

c.

fill in the activity code from the CPD Matrix, taking into account any notes associated with activity entry to the best of your of your ability:

BC2

-

The Coach Licence Renewal Panel accepts that understanding and applying the CPD Matrix can be a bit challenging, especially given the fact that some CPD activities are also subject to the conditions specific in the notes section of the CPD Matrix (e.g. activity code 3.3.3 is subject to Note 4 which explains that the work with a more senior coach shall comprise working at a “structured event such as a performance workshop, squad, etc.). The best advice here is simply make your best effort at assigning the relevant CPD Matrix activity code to the task. If the Coach Licence Renewal Panel has any questions regarding your CPD you may be contacted to discuss the matter.

d.

non-archery related activities could be considered when applying for CPD points:

BC3

-

Outside of archery, people may be sent on courses through their work or they may take courses, classes relating to other hobbies or activities they are interested in. If this is the case, it may be possible to use these courses to claim CPD for your coach licence renewal.

If you do decide to do this, then the key thing that you need to do is to explain to the Coach Licence Renewal Panel why you think that this “non-archery” course can be considered to count towards coach licence renewal CPD points. The Panel can either accept or reject your non-archery CPD claim and if they reject it, then they will explain why they have rejected it.

e.

carry over points from the previous renewal can be used to make-up part of a CPD shortfall:

BC4

-

Using carry-over points to make-up a CPD shortfall should be avoided if possible, but this is an option.