Leadership Schemes Quality Manual

REQUIREMENTS:
Providers must ensure;

• Pre-course communication outlines the scope of the qualifcation within the Mountain Training Pathway, registration process, pre-course requirements, joining instructions and course program.
• All communication adheres to the requirements highlighted on the Branding and Marketing page.
• All course staffing adheres to our requirements outlined in the scheme handbook and below. Course staff should be regularly reviewed on their suitability for the role. Scheme Information highlights key staffing requirements within the scheme handbook.
• Providers must adhere to the requirements outlined in the CMS and Course Reporting.

In communicating directly with candidates, providers are ambassadors for Mountain Training. To support providers in this role, regular dialogue with Mountain Training is encouraged.

Providers' promotional material should be reviewed regularly to ensure it reflects current syllabi and guidance. Mountain Training’s website is the definitive resource for all qualification scheme information.

To avoid candidates booking onto a course that they have not registered for or that is not inappropriate for their needs, providers must ensure potential candidates receive relevant qualification scheme information before accepting their booking. This information should remind candidates of the registration process and minimum requirements for course attendance.

Once their booking is confirmed, candidates must be added to their course on CMS in advance of the course beginning. Joining instructions and a course programme must also be sent to candidates. Mountain Training has model templates for providers to use.

Providers must ensure that minimum candidate numbers are met and recorded on CMS in advance of a course commencing. If minimum numbers for a course are not achieved at least 5 days in advance of a course commencing, the provider should contact the technical officer of their national training organisation. This officer will assist the provider in making appropriate decisions to give the best possible service to candidates. Please refer to the CMS and Course Reporting page.

Mountain Training wishes to give special consideration to candidates who suffer temporary illness, injury or indisposition during courses. If this occurs, providers should contact the relevant national training board for further support. Examples might include the sudden onset of illness, bereavement or a domestic emergency.

Course directors are approved and supported by their national training organisation to deliver qualification courses for a specific provider. Directors and staff are ambassadors for Mountain Training and are expected to act in a professional manner.

All courses must have an approved director who is managed by the provider. Directors may work for other providers but must be added to the provider's account in advance of the course.

REQUIREMENTS: The director's responsibilities include;

• Course coordination (incl. choice of venues, syllabus content to be covered)
• Managing course staff.
• Opening and closing each course.
• Spending at least one full day with all candidates.
• Spending two complete days delivering on the course (with the exception of single day courses).
• Debriefing each candidate at the end of each course.
• Submitting a completed course report form (incl. incident report form if required).

In normal operating procedures, fulfilling the above roles and responsibilities will dictate one course director per course. Therefore, if a provider offers courses on the same dates, or if the dates overlap in anyway, including split/modular courses, the provider should ensure that each course has a different course director.

Mountain Training England recognises that unusual circumstances e.g., staffing issues, staff illness or a family emergency might dictate flexibility in this requirement. In such a situation the provider must contact us and seek permission to deviate from the above requirements.

In cases where the course director cannot open and close the course as outlined above, Mountain Training will accept another approved course director to take over the responsibility in debriefing the candidates and closing the course.

REQUIREMENTS:

• Directors must read each candidate’s digital logbook (DLOG) before the end of a course and are strongly advised to read each of them in advance of the course commencing. This is to ensure candidates have met minimum requirements to attend the course.
• Directors must ensure that all course staff working on a course are familiar with the relevant handbook for scheme, and possess the necessary skills to deliver the course. Directors should be mindful of the strengths and weaknesses of course staff and support them appropriately.
• Directors must create a positive learning environment that achieves the best possible outcome for candidates, as well as ensuring the scheme requirements are met (incl. min contact time).
• Directors cannot present themselves as providers. Please refer to Branding and Marketing for further details.

Contact time must be face to face, in person or online, for example using video conferencing software, and allow immediate response to questions and feedback.

Alongside feedback given during a course, each candidate should receive individualised guidance on completion. Observations made throughout the course, and shared with candidates, should be used to outline areas for further development, with guidance given on how to progress and gain appropriate experience.

REQUIREMENTS:
Providers must ensure all course staffing adheres to the requirements outlined in the scheme handbook and below.

Training Courses

Essential:

• Have held the relevant or higher qualification for at least 12 months.
• Have worked on 20 sessions within the scope of the qualification and within the previous three years.

Desirable:

• Attended a Mountain Training Train the Trainers workshop.
• Attended a Mountain Training Course Director and Staff workshop.
• Be a member of one of the associations:
• Mountain Training Association
• Association of Mountaineering Instructors
• British Association of International Mountain Leaders
• British Mountain Guides
• Have diverse CPD experiences to draw from.
• Have experience working for a variety of appropriate organisations and with diverse groups.

Assessment Courses

Essential:
In addition to the Training Course criteria above:

• Have experience of working on two complete training courses for the relevant qualification.

Desirable:
In addition to the essential criteria above:

• Experience of working with multiple providers for the relevant qualification courses.
• Attendance on an approved Mountain Training assessors workshop.
• Involvement in the delivery of in-house training relevant to the qualification.
• Holding an qualification higher than the minimum required to work on the course.

Delivery staff are role models for participants. As such, staff should be active hill walkers or climbers relative to the qualification being delivered. Such currency can be maintained through recreational or work-related hill walking and climbing.

Mountain Training expects providers, directors and staff to be committed to the long-term delivery and promotion of leadership qualifications. Mountain Training works in partnership with providers, directors and staff to maintain national standards.

REQUIREMENTS:

• Providers and directors must each deliver at least one course for each scheme they hold approvals for every two years. If a course is not delivered within a two year period the provider and / or director approval status will be removed.
• Course directors are required to attend one of the following events every three years to retain their approval;
• Mountain Training 'Course Directors and Staff Update Workshop - Leader and instructor qualifications'
• Mountain Training England/ Mountain Training Cymru National Provider Conference

Although beneficial, Mountain Training 'Tutor and Staff Update Workshop - Skills schemes'  attendance will not satisfy this requirement due to the complex nature of leadership and instructor scheme delivery. If you are unsure here please contact us in advance. All events are bookable on CMS.

• Workshops provide an opportunity for the sharing of good practice and discussion with colleagues. Providers and directors who do not attend a workshop every three years will have their qualification approval status removed.
• Directors must be attached to providers on CMS to retain approval.

Course Directors are automatically granted Tutor approval for skills schemes relevant to the directorships they have been granted. Rock Climbing Instructor course directors are given Rock Skills approval, Hill and Moorland Leader course directors are given Hill Skills approval, and Mountain Leader course directors are given Mountain Skills approval.

REQUIREMENTS:

• Providers, directors and staff are expected to behave in such a way as to not bring Mountain Training into disrepute. Behaviour raising concerns could include serious shortcomings in course delivery, the safety and well-being of candidates, public criticism of other providers or inappropriate postings on social media.

Providers and course staff may become aware of potential conflicts of interest. Mountain Training consider a conflict of interest to be where an individual is negatively influenced in their decision making due to potential personal benefit.

If providers or course staff become aware of an issue that could be perceived as a conflict of interest they should notify the relevant national training organisation. Mountain Training requests statements of interest where a potential conflict could exist.

Providers, directors and staff who behave in such a way as to bring Mountain Training into disrepute may be required to account for their actions. This may merit further action taking place.

Mountain Training recognises the value of observing courses to further personal and professional development. Observation opportunities are at the discretion of the course director in all cases.

Observers should not negatively impact on course delivery. They must be recorded on the course report (i.e. added in 'Observers') highlighting which aspects of the course were observed (i.e. within the 'Confidential Comments'). It is not normally permissible to have more than one observer in attendance.

Course directors should support individuals reflecting on their experiences, especially if individuals wish to apply for course director approval in the future. A form is available on the Resources and Downloads page to aid with reflection.

Mountain Training England recognises that providers may wish to use mock students to support training and assessment course delivery. If carefully set up and managed, the use of ‘real’ people can be extremely valuable. If providers choose to use mock students, they must recognise they hold full responsibility for their safety throughout.

Appropriate administration must be completed prior to mock student attendance. Where U18s are involved providers must ensure all appropriate licences are in place and that they have written permission from a parent/guardian.

REQUIREMENTS:

• Staff must be familiar with current leadership scheme information. This will include the qualification registration process, candidate handbooks and official Mountain Training publications. This includes Mountain Training’s National Guidelines. Mountain Training’s website is continually updated and should be viewed as the definitive source for award scheme information and FAQs.
• To answer common candidate questions, delivery staff must possess a broad understanding of Mountain Training’s qualifications, their scope and the role of the Mountaineering Councils.

REQUIREMENTS:

• Any equipment provided to candidates must be fit for purpose. Where candidates provide their own safety critical equipment, course staff should ensure this too is fit for purpose.
• An important learning outcome is for candidates to appreciate the variety of suitable and commonplace equipment for the activities being taught. Course staff should enable this process to occur, directing candidates to supporting resources where appropriate.

REQUIREMENT:

• Providers, directors and staff must ensure that appropriate facilities are available for briefings, lectures and candidate feedback.

It is not acceptable to use busy or noisy public areas which may compromise course delivery. This is particularly important on assessments. Ideally, courses will start and finish at an appropriate indoor venue where it is possible to sit down and talk.

REQUIREMENT:

• Courses must be delivered in lowland, moorland or mountain regions or at crags and climbing walls appropriate for the specific award scheme, and within close proximity to the course meeting point. Extended travel time during a course should be avoided.

Course approval is granted on the basis of a provider delivering courses at identified locations or within certain geographic areas. Providers and directors are asked to inform their Mountain Training national training organisation if planning to deliver courses outside of these areas to assist in building a national picture of award scheme delivery. Mountain Training courses can only be run in the UK (incl. Isle of Man) and Ireland.

Mountain Training recognises that providers and course staff frequently operate in adverse weather conditions, running courses year round. This can create good learning opportunities for candidates, providing a flexible approach to course programming is maintained.

Occasionally, adverse conditions become severe and making it impractical or impossible to run courses effectively and fairly.

Adverse weather conditions include:

• Wide spread flooding
• Storm force winds
• Winter conditions

In the case of adverse weather conditions negatively affecting course delivery providers should consider rescheduling part or all of the course. Providers may contact Mountain Training for additional support if required.

Winter Conditions

The planning of course dates throughout the winter period needs careful consideration. Should heavy winter conditions be forecast or present, providers need to be fully prepared to reschedule courses to a later date. Ideally this should be done in advance to avoid fragmenting course delivery. Pre-course information for candidates should clearly outline that courses maybe cancelled/postponed during the winter period.

The Candidate Management System (CMS) is a database and online tool, managed by Mountain Training and used by candidates, providers, directors and Mountain Training to administer all qualifications.

Administrators and course staff have access to personal data through tahdah so that they can fulfil their responsibilities. Access to personal data through tahdah is strictly for this purpose only and must not be shared beyond the platform. 

The digital logbook (DLOG) is part of the CMS. DLOG is used by candidates to record their experience, and by Mountain Training, providers and directors to evaluate candidate experience.

REQUIREMENT

Whenever providers or course staff add candidates to courses or complete a course report, they are processing personal data. When processing personal data, those concerned must comply with the General Data Protection Regulations (GDPR), as they apply in the UK and Republic of Ireland. 

Most providers in the UK will need to register with the Information Commissioner’s Office (ICO). Those concerned can complete a self-assessment questionnaire to find out whether they must register: https://ico.org.uk/for-organisations/data-protection-fee/data-protection-fee-self-assessment/ 

For more information on use please refer to CMS and Course Reporting

REQUIREMENT:

• Providers must allow moderation visits unconditionally at anytime.
• Providers must satisfactorily complete actions required within timelines given.

Moderation visits are an important part of Mountain Training’s quality assurance system, providing an opportunity for one-to-one dialogue between Mountain Training moderators and candidates, providers, directors and course staff.

Mountain Training aims to visit providers at least once every 3 years. More frequent visits may occur, especially if providers deliver multiple schemes or have multiple directors working for them. Providers may be contacted at any time during the year to arrange a moderation visit. Moderation visits are a minimum of 4hrs in duration.

The moderator will support providers, directors and course staff in maintaining quality standards and national consistency for the schemes they deliver. It is the moderator’s role to observe, carefully consider and positively influence course delivery by meaningfully communicating with delivery staff, during and after the course.

Mountain Training also uses moderation visits as an opportunity to engage with candidates, verifying that delivery meets their needs and identifying areas where Mountain Training can improve the service provided to them.

Moderators will examine all aspects of course provision and delivery. A blank form outlining the key categories is available on the Resources and Downloads page.

Following a moderation visit, Course Directors will be given written feedback, and actions where appropriate. On the rare occasion that performance is determined to have been unsatisfactory this will be communicated and action points will be given that must be completed within the given time scale. A follow up moderation visit will be attended. Mountain Training reserves the right to suspend or terminate approvals, aligned to terms within the MTE Provider Agreement, if there is significant cause for concern.

A written moderation report will be uploaded to CMS for the course provider, director and staff to read.

Mountain Training is committed to promoting the principles of equality. Our leadership schemes are open to all, and we work with the mountaineering councils and other key partners to remove barriers to participation.

Providers, directors and course staff should be aware of their obligations related to compliance with gender, race and disability discrimination legislation and undertake the delivery of awards in accordance with the Equality Act 2010.

Providers, directors and course staff have the discretion to adjust training and assessment methodology to enable candidates to perform to the best of their ability. Mountain Training encourages discussion of such adjustments in advance. For further information please refer to the Reasonable Adjustments Guidance.

REQUIREMENT:

• Providers, directors and staff must report incidents and that occur during Mountain Training courses, as outlined in Incident & Near Miss Reporting.

Developing an understanding of risk management is a key outcome for candidates attending Mountain Training award scheme courses, yet facilitating this process requires candidates and course staff themselves being exposed to risk. In rare circumstances this can result in an incident or near miss.

What is an incident?
Mountain Training would consider an incident to be an unplanned occurrence or event resulting in a fatality, injury, loss or damage to persons or property. This includes events giving rise to physical, emotional or psychological harm. An incident may result in a candidate withdrawing from their course.

What is a near miss?
Mountain Training would consider a near miss to be an event, or sequence of events, which could have led to an incident.

The sharing of such information enables Mountain Training to identify recurring issues and disseminate information appropriately to support award scheme delivery.

Incident and near miss reporting is confidential. Information is not shared externally unless agreed by all concerned.

An audit of provider and director approvals is undertaken annually. Providers and directors who do not meet the minimum requirements outlined within this manual and accompanying policies are at risk of having their provider and director status removed. These requirements extend to ongoing action points given after a moderation.

In the case of a provider wishing to withdraw their provider status they should contact Mountain Training England. Please be aware, we are not responsible for any financial losses incurred as a result of a provider choosing to withdraw.

Disputes raised by a provider relating to the MTE Provider Agreement, its interpretation and implementation will be managed using the process outlined in Appendix C of the agreement (P12).

Mountain Training recognises the vital contribution made by providers, directors and course staff to maintain the high regard in which Mountain Training's award schemes are held.

Mountain Training provides a range of services to support providers, directors, course staff and candidates, including:

• Sharing of updates and good practice through a variety of mediums.
• Provider and director resources on Mountain Training’s website.
• Maintenance and development of the Candidate Management System.
• Opportunity to talk face-to-face with technical staff at Siabod Cottage.
• Telephone and email support.
• Promotion of schemes on Mountain Training's website, at events and via stakeholders.
• Dealing with appeals and complaints in a sensitive and timely manner.