Policies | Manchester Swords

Assumption oF Risk Notice

Last update 08/01/2023

Martial arts – as with all sports – carry an inherent risk of injury or harm and it is essential that you are fully aware of these dangers before taking part in our class. Please read carefully the following document send us an informal acceptance via email.

Martial Arts carry inherent risks. Whilst your instructor will always do what is possible to minimise these risks and mitigate the possibility of harm occurring, there are certain dangers that are unavoidable. Please refer to the club risk assesment for more detail.

Because of the nature of martial arts – and armed/unarmed combat training – combined with martial arts based fitness training, you will be exposed to many potential risks throughout your time training with Manchester School of Arms & FederWyrm. These include, but are not limited to, Slips, Trips, Sprains, Falls, Cuts, Abrasions, Contusions, Swelling and in some more uncommon cases, breaks and other injuries. Whilst the club’s safety record is exemplary, it’s important to us that you understand the nature of what you are about to participate in, and that you are happy to assume all risks having been made aware in advance of what these might be.

We train in a combination of armed and unarmed combat disciplines – commonly referred to as Historical European Martial Arts and others. We also combine fitness drills into most of our training, with some key martial arts based fitness and martial arts based conditioning too.

You always have the right to stop training at any point should you not feel comfortable performing any set technique or exercise, and you are under no pressure to complete any drill, technique or exercise if you do not wish to.

If you do continue with this class and any subsequent classes we ask that you take a moment to consider the nature of a personal combat class and what that might entail, including the above possible risks as identified – and any other potential injuries, such as contact during sparring, concussion, breaks and others. These are very uncommon – but they can occur. Please ensure you’re happy to assume the inherent risks that come with training in martial arts.

You are welcome and encouraged to speak to your instructor if you’re not completely at ease with the risks being assumed, or not completely confident about what our classes entail.

PPE and protective kit will be provided for new starters, although it is recommended that you buy your own kit as soon as possible. Refer to the Kit List for recommended products. All kit is to be approved by the instructor before use.

Health and Safety Statement

Last update 08/01/2023

t is the policy of Manchester School of Arms and FederWyrm (“the Club”) to foster a positive health and safety culture throughout the Club because we believe that high standards of health and safety are a moral and professional duty.
The club is committed to:
- working to prevent accidents and training related ill health.
- ensuring any risk arising from our training activities are properly managed.
- maintaining safe and healthy training conditions, and adequate welfare facilities (rest or quiet area).
- using and maintaining the proper safe equipment for each task, including all Personal Protection Equipment where needed.
- ensuring the safety of our members and visitors at all times.
- reviewing and revising this policy annually.
Our stated aims and objectives for the year 2022/23 are:
- to ensure all H&S documentation is up to date
- to update all risk assessments
Implementation, Maintenance and Review
The Lead instructors accept overall responsibility for all Health and Safety within the Club and are responsible for all policy implementation.

PRIVACY POLICY

Your privacy is important to us. All information collected by FederWyrm & Manchester School of Arms is collected and used in accordance with the principles laid out in the the new General Data Protection Regulation (GDPR).

What information does the club collect?

When you register for classes, you voluntarily supply us with your full name and contact details (including address, phone number, and email), your birth-date, and a brief review of your medical history should you have any concerns about your ability to participate in classes. You may also voluntarily provide us with your name, contact details, and other personal information during email correspondence or in conversation with our staff. We may collect information on your athletic performance and learning progress, and how it changes over time. This information is linked only to your name in our records, and is used for pedagogical purposes only. You may request access to these records at any time.

Who is my information shared with?

All contact information is used by approved staff only for the purpose of completing your registration, and keeping you informed about club events or important changes. We will never sell this information to a third party. Your medical information may be shared with health and emergency care personnel in the event of an emergency, if it is required for you to received adequate care for an injury, illness, or allergic reaction. Your medical information will not be shared with anyone outside of the club who is not directly involved in your emergency care, and it will never be sold. Your name and picture may be featured on our Facebook page or Twitter account for promotion of the club. If you don’t want your name or picture to be used in this way, please inform us, and we will be happy to exclude them from any such presentations.

How is my information stored? For how long?

Student contact details, paper copies of your waiver and registration form, membership details, billing details and performance records, as well as sensitive details, including legal name and medical conditions or histories, will be kept on a secured cloud drive with limited access or in hardcopy. These records are accessible only to our instructors and authorised support staff. You may request copies of these records at any time, and they will be erased after 3 years of absence as recommended by our insurers.

Who can I contact for more information, or to request records?

Please direct any records or privacy-related enquiries to ManchesterSchoolofArms@gmail.com

PHOTOGRAPHY AND VIDEOGRAPHY POLICY

Last Update: 09/10/2022

We are committed to providing a safe environment for our guests and students. An essential component to this commitment is to ensure that all necessary steps are taken to protect people from the inappropriate use of their images and/or videos in resource and media publications, on the internet, and elsewhere.

Photographs and videos can be used to identify persons, for example ‘Well done to X on achieving their certification to Senior Student today’. This could raise the risk of divulging the location of a person currently fleeing domestic abuse, or sheltering from online harassment.Accordingly, club name has adopted our Photography & Videography policy to enable us to clearly set expectations and controls in place to protect our members.

Publishing Images & Videos On Social Media, Websites or Marketing Material

Before images or videos are published by the club and/or any students, parents or spectators, please ensure;
Written permission has been obtained from the participant (via email or via web chat) of acceptance of this policy and ideally verbal permission on the day when the photo or video is obtained.
Their name and online handles/names are only published fully by express permission before posting.
Images and videos must be suitable for their intended purpose and must only show participants and other club members appropriately dressed…
Must not contain any obscene, foul or offensive behaviour and/or language.
Where imagery or videography will be used on promotional material including websites or printed literature, specific consent will be sought from those identifiable in advance.

Videoing As A Coaching Aid

Video can be a legitimate coaching aid for clubs and instructors. However, if it is to be used make sure that express consent has been given in line with the above, and ensure all participants understand that it is part of the coaching programme. Make sure that the films are then stored safely. This could be rolled into record for any footage shared, broadcast or used more generally in training material.

SOCIAL MEDIA POLICY

Manchester School of Arms & FederWyrm

Social Media Policy

Last Update: 09/10/2022

Manchester School of Arms & FederWyrm understand everyone involved in martial arts must recognise that the responsibility to safeguard exists both in and out of the training space. Instructors, assistant instructors and volunteers within Manchester School of Arms & FederWyrm must take responsibility for ensuring this happens.

Manchester School of Arms & FederWyrm should:

Refrain from publishing personal comments about other clubs, participants or instructors and any controversial or potentially inflammatory subjects.
Avoid hostile or harassing communications in any posts or other online communications. Harassment is any offensive conduct based on a person`s race, sex, gender identity, national origin, colour, disability, age sexual orientation, veteran status, marital status, religion or any other status identified by The Equality Act 2010.
Identify all copyrighted or borrowed material with citations and links. When publishing direct paraphrased quotes, thoughts, ideas, photos or videos, give credit to the original publisher or author.
If it maintains a website, blog, chat room, video-sharing site, bulletin board or other social media that promotes their club, should remember they are responsible for reviewing responses to online posts and resolving any concerns about the propriety of the responses before they are posted.
If a blogger or any other online participant posts an inaccurate, accessory or negative comment about the club or anyone associated with the club, do not respond to the post and contact BMABA for guidance.

Staff or Volunteers must NOT:

Use club text or emails for personal conversations, sending inappropriate pictures, jokes or other items of a personal nature or engage in any inappropriate ‘banter’ or comments with anyone at the club.
Use language that is directly (or could be misinterpreted as being) racist, sexist, derogatory, threatening, abusive or sexualised in tone.
Post personal comments in relation to the management or operation of the club, association officials, instructors or other clubs or any family members of those groups.
Delete any inappropriate text or email messages sent to you as they may form part of any subsequent investigation.

Student’s Guidance

Students must NOT:

Post, host, text or email things that are hurtful, insulting, offensive, abusive, threatening, or racist as this would go against Manchester School of Arms & FederWyrm’s rules and could also be against the law. They must also not post personal comments in relation to the management or operation of the club, instructors, students, opposition competitors, or any family members of those above.
Engage in any inappropriate personal communications, ‘banter’ or comments with staff / volunteer(s).
Give out personal details online including mobile numbers, email addresses or social networking account access to people you don’t know well offline
Use internet, web-based, phone or any other form of communication to send inappropriate personal messages of a non-martial arts nature to any member of staff/volunteer at the club.
Delete inappropriate text or email messages sent to you as they may form part of any subsequent investigation
Use inappropriate language.
Reveal detailed and potentially protected information about training, gradings and contractual agreements etc using social media posts without consent of the Club Lead Instructors.

A breach of this policy will be considered by senior management as a potential case for gross misconduct which could result in expulsion from the club and potential reporting onward to BMABA for regulatory disciplinary processes.

All reports of cyberbullying and other technology misuses will be investigated fully and may result in notification to the police where Manchester School of Arms & FederWyrm is obliged to do so.

Sanctions may include, but are not limited to, suspension, or banning from Manchester School of Arms & FederWyrm. Everyone must be aware that in certain circumstances where a crime has been committed, they may be subject to a criminal investigation by the police over which Manchester School of Arms & FederWyrm will have no control.

COMPLAINTS POLICY

We take our responsibility to treat our members fairly and with respect very seriously. Accordingly, whilst it’s always disappointing to hear of a complaint, we welcome the opportunity to resolve your concerns and improve the way in which we run our club.

Last updated: 31/10/2022

Raising A Complaint

We’re sorry you need to raise a concern with us! Regardless of the nature of your concerns, we want you to know that it will be taken seriously and dealt with as a priority. We welcome complaints via e-mail: ManchesterSchoolOfArms@gmail.com

Please feel free to raise minor matters with your instructor before or after classes too; we’re here to help.

How We Will Receive And Deal With Your Complaint

We will always acknowledge receipt of any complaint raised within 24 hours. From there, we will try and respond in full to your concern or complaint within 1 working week.

We will respond to your complaint in writing/via email for ease of reference.

If We Can’t Satisfy Your Concerns

We hope we can resolve matters amicably with you, and will gladly work through any issues you are encountering until satisfactory resolved. If for any reason you are not confident with our final outcome or you feel that your concern is so serious you do not feed it can be raised with us, you may contact our association, The British Martial Arts & Boxing Association (BMABA) on the below details;

Web: https://bmaba.org.uk E-Mail: safeguarding@bmaba.org.uk Phone: 01798 306546 In Writing: BMABA, Kemp House, 160 City Road, London. EC1V 2NX

The BMABA is our association, however they do not own or have any ultimate authority over our club. They will, however, act as a body for arbitration and will field any safeguarding concerns in confidence.

Gender Pronoun policy

FederWyrm and Manchester School of Arms, welcomes people with a range of gender identities and expressions. Students and instructors are expected to respect each other’s personal pronouns when referring to each other.

Last Update: 09/10/2022

Deliberately using the wrong pronouns to refer to someone constitutes verbal harassment under this policy, and will be dealt with accordingly.

New to gender-inclusive language and unsure how to handle pronoun usage?

Personal pronouns, like names, are closely tied to identity. Being referred to with the pronouns that match our gender identity is a basic measure of respect and courtesy.

Commonly used personal pronouns include:

she/her/hers (feminine)
he/him/his (masculine)
they/them/theirs (neutral)

If someone asks you to refer to them by a specific set of pronouns, do so. It’s fine to ask a simple question that helps you use those pronouns correctly. More invasive questions about the exact nature of a person’s gender, identity, biology (including genitals), or history are inappropriate and unacceptable.

Mistakes happen, and we’re all familiar with the mild embarrassment of getting someone’s name wrong. Treat a pronoun error the same way: correct yourself (or politely accept someone else’s correction), apologize briefly if needed, and move on.

There is no need to discuss the mistake at length or make elaborate apologies. Make sure to use others’ pronouns at all times, regardless of whether they are present. Don’t deliberately get others’ pronouns wrong, make jokes, gossip, or speculate about another person’s pronouns, gender expression, or identity.

Suspected Concussion POLICY

Our Sparring Policy sets out maximum allowable force and harm prevention guidelines during sparring exercises. Nonetheless we wish to further highlight the risk of concussion in a contact sport and have decided to put additional mitigations in place. We follow the 4R principles introduced by English Rugby as a best practice tool to prevent further harm in the event of a suspected concussion during training.

Last updated: 31/10/2022

Step #1: Recognize the signs & symptoms

To help identify concussion , the Concussion Recognition Tool 5 is the definitive guide. See image file to the left (click to enlarge).

Step #2: Remove the fighter from play

In all suspected cases of concussion, the fighter should stop playing and should not return until further assessment. Continuing to play increases their risk of more severe, longer-lasting concussion symptoms and increases the risk of other injury.

Step #3: Refer to a healthcare professional

The affected fighter should immediately make an appointment with their general medical practitioner, or be referred to their local A&E department in more severe cases.

Step #4: Return to play

The amount of time it takes to return to work, school, or sport looks different for everyone. We are unable to admit a fighter until they have been cleared by a healthcare professional to return to class.

Sparring Safety Policy

Light touch sparring with safety gear and padded weapons is part of every lesson and advanced students have access to sparring with blunted steel or synthetic swords. Sparring, i.e. a free-form combative exercise within agreed limits and under supervision, carries additional risks. We strongly feel that injuries should not be accepted as part and parcel of a martial art and remain committed to minimising risk and harm wherever possible without curtailing the freedom and expression of our combat art.

Last Update: 31/10/2022

All sparring must be fully supervised. At any time, the instructor may tell someone who is consistently posing a safety hazard that they should sit out or leave the practice. This can include non-fencers; audience and any other non-participants who are present may still be capable of distracting fencers, getting in the way of fencers, or otherwise posing risks
Prior to sparring with a padded weapon, you must receive a safety orientation and be cleared to fight by a coach.
You must follow any posted sparring safety rules, and must follow all safety directions from coaches.
Before sparring with Steel simulators, you must also participate in force mitigation exercises & drills as per the club curriculum.
You must calibrate your level of resistance, force, and aggression to an appropriate level for your training partner and the current activity. If in doubt, ask your partner or instructor what they expect. Ensure you And your partner are both comfortable with the level of intensity before sparring. We agree to a level of contact before we begin. That way, if someone hits too hard, you can tell them to dial it back before the round starts. During any given round, intensity often increases, so it’s a good idea to find a level of contact that you’re comfortable with and ask your partner to go lighter. This practice is by no means fool-proof, but it can help prevent injuries.
Aim to use the minimum amount of force necessary to complete a fencing action. Pull your strike before making contact with your fencing partners. Fence at reduced speed, with control and the safety of your partner in mind. Always refrain from extreme actions. It is tempting to strike fast, but this will only increase the risk of stress fractures and sprains. Go slow while training. We can’t stress this enough! It is all too easy to want to move fast to gain an advantage, but you may not be aware of your own limitations quite yet.
Be sure you’re also being supervised while practicing so that you don’t cause accidental injury to others.
Take regular breaks. Rest matters as much as stamina and endurance improvement. Your body will thank you for the breaks too.
Learn the correct forms, postures and techniques. You may not realize how much of a difference these can make until after the fact.
Invest in good protective equipment. Ensure you have equipment with sufficient padding that does not overly restrict you and fits securely, with additional protections according to need (i.e. gorget and overlay for steel sparring). Consider wearing a mouthguard – we recommend this. Mouthguards do more than ensure that your smile stays pretty. They help absorb the impact of a sudden impact to the face and help your head and neck remain stable, reducing the chances that you’ll experience a concussion. Refer to our recommended kit list!
Avoid sparring with anyone who makes you uncomfortable – This may seem like a repeat of the above, but it is a little different. After all, someone doesn’t have to injure you first to make you uncomfortable. Feeling uncomfortable around a training partner can lead to increased levels of anxiety, which will hinder your performance and increase the chance of accidents. The bottom line is this: any time your inner voice says “I don’t want to spar with this person” it’s ok to bow out. This may be different if you are preparing for high-level competitions, but within the club we aim to provide a safe space.
Make sure your partners are using quality gear, too – if you spot gaps or faults in your partner’s equipment, speak out and make them aware so you don’t injure them accidentally! Moreover, one of the tenets of our club is courtesy and respect. We look out for one another!

Disciplinary Policy

In the event of repeated violations of our club policies/code of conduct or in the case of very severe infractions, the lead instructors will follow the below process to safeguard the integrity of the club or the safety of its members:

Last updated: 31/10/2022

Verbal Alerts

A lead instructor or assistant instructor may call out potentially unsafe behaviour during a sparring or practice. This is deemed to be a verbal alert and done in good faith under the assumption that the behaviour was accidental and with the intent to correct the observed behaviour to keep members safe from potential harm.

This does not constitute a warning under the disciplinary policy. However, two or more alerts of the same nature may result in a verbal warning.

Example: Person A hits harder than agreed with their sparring partner, causing pain and/or alarm. The sparring supervisor calls out this behaviour with an alert and asks for correction, assuming in good faith that it was an accidental “spur of the moment” reaction. However, if the same behaviour occurs again shortly after, a verbal warning may be given and the offender removed from sparring.

Verbal & Written Warnings

Should any visitor or member of the club violate the code of conduct during a practice or event, any lead instructor may give the individual a verbal warning and also may ask them to leave the premises if necessary. Details of any incidents that required a verbal warning shall be recorded and shared with the club commitee. The committee may then decide to further issue a formal written warning to the individual in question. The written warning should detail the offending behaviour and outline what correctional measures may be required (i.e. revisit an induction to steel simulator sparring or complete a force mitigation drill before being allowed to continue sparring with steel simulators). In extreme cases of a severe nature, the decision may be made to ban an individual from any further attendance if necessary.
If a club member is considered to violate the code of conduct outside of a club practice or event, the committee reserves the right to take disciplinary measures (as above) against them.
If an individual causes a serious emotional or physical harm to an individual or harm to their property, or if they attempt to cause such harm to an individual or their property, then any lead instructor may ban them from events and practice with an immediate effect. All details of the incident shall be reported to the club committee, who shall decide whether to uphold the ban or whether to withdraw it.
If a guest or visitor attends any event or practice held by the club and violates the code of conduct, then any lead instructor may ask the individual to leave the premises.
Any individual affected by these disciplinary may appeal the decision and to provide any relevant information to the committee, who may decide to uphold or withdraw the disciplinary actions. This should be submitted in writing to: ManchesterSchoolofArms@gmail.com

Loaning of Equipment Policy

The Club remains proudly committed to supporting friendly clubs and the HEMA community. As such, we are happy to loan club equipment for use practicing historical martial arts and fencing. Due to the nature of martial arts and fencing, regular use of martial arts equipment leads to damage and breakage over time. As such, we charge a Fee to cover the costs of wear and tear to club equipment loaned to other clubs and organisations. The Club and the Borrower are separate and distinct entities and nothing in this agreement shall infer any formal affiliation or association between the two parties other than that of a borrower and lender such as is expressly set out in this agreement. Details of our affiliate organisations are provided on the Club website.

Last updated: 01/02/2023

Link to policy form & download (click here)

Link to tracker form & download (click here)

Definitions

“The Club” means Federwyrm & Manchester School of Arms HEMA club, and “the Borrower” means a thirs party borrowing “Loaned Equipment” from the Club.

The “Loaned Equipment” is any Club equipment withdrawn by the Borrower from the Club Stores from time to time.

The “Club Stores” means the room at Christ Church Moss Side in which the Club’s equipment is stored.

The Loaned Equipment

The Loaned Equipment is and remains at all times the sole property of the Club and nothing in this agreement shall act to transfer or assign any rights in this property to the Borrower or any third party, save as is expressly provided in this agreement. At the end of the agreement, all equipment shall be returned to the Club in good condition, allowing for usual wear and tear.

Loaned Equipment Fee

The Club agrees to provide the Loaned Equipment to the Borrower from time to time, for use in martial arts practice. In consideration of such, the Borrower shall pay to the club a weekly Fee of £16.00 by electronic bank transfer or card payment, payable weekly from the agreement effective date.

The Fee may be waived by mutual agreement if the Borrower does not make use of any Loaned Equipment in a given week.

Assumption of Risk

The Club maintains and inspects its own equipment to ensure it is safe for use, however from time to time, equipment may become damaged and unsafe for use. The Borrower agrees and accepts that all Loaned Equipment is used at the Borrower’s own risk and that the Club shall not be liable for any accident or injury resulting from or in connection with the use of Loaned Equipment, such being the sole responsibility of the Borrower. The Borrower further agrees and accepts that it is solely responsible for maintaining its own safety standards and insurance policies; and for carrying out its own inspections to ensure the Loaned Equipment is safe for use before using it in martial arts practice.

Equipment Officer

The Borrower shall nominate an Equipment Officer who shall be the point of contact between the Borrower and the Club. The Equipment Officer shall be responsible for ensuring the Loaned Equipment is properly checked in and out of the Club’s Stores and is stored safely and securely while not in use. If the Equipment Officer is not available, no equipment is to be withdrawn from the Club Stores by any other person without the express permission of an officer of the Club. The name and details of the Equipment Officer will be noted at the end of this agreement and may be changed by agreement between the parties from time to time.

Equipment Use and Storage

The Borrower is responsible for the Loaned Equipment in its care. The Borrower agrees to keep the Loaned Equipment clean and in good condition (subject to usual wear and tear) while it is in the Borrower’s possession; and to keep it in a safe and secure place when not in use until such time as it is returned to the Club Stores. In particular, this means storing the Loaned Equipment in a place safe from unnecessary wear and tear due to improper storage, weather and water damage, and theft.

Equipment Borrowing Procedure

The Borrower shall follow the below procedure when loaning equipment from the Club: When withdrawing equipment: The Equipment Officer shall check the equipment out of the Club Stores by completing the Borrowing Form. This involves recording the name and quantity of the equipment being borrowed from the Club Stores, a photograph of the before condition to be sent to the Quartermaster, and the date and time of the withdrawal. All withdrawals must be signed off on by the Equipment Officer and an officer of the Club.

When returning equipment: The Equipment Officer shall return all Loaned Equipment, including any broken or damaged equipment, to the Club Stores, and check the equipment back into the Stores by completing the same in the Borrowing Form and sending a photograph of the return condition to the Quartermaster. In the event of any loss, breakage, or damage to the Loaned Equipment, the Equipment Officer shall inform an officer of the Club of the same before the next Club Session or Event and provide details of such in the Borrowing Form upon return. All returns must likewise be signed off on by the returning Equipment Officer and an officer of the Club.

Borrowing Period

The Borrower agrees that any Loaned Equipment shall be returned to the Club Stores no less than 30 minutes before the next Club Session or Club Event. Club Sessions are currently held Mondays 1930h-2130h and Thursdays 1930h-2130h.

The Club also holds Club Events from time to time, which may fall outside the usual schedule and will be notified via the usual club events channels. The Club reserves the right to change the date and times of such Sessions or Events from time to time.

Lost, Broken or Damaged Equipment

The Borrower is responsible for any loss, breakage, or damage to the Loaned Equipment while the Loaned Equipment is in its care, subject to normal wear and tear. The Club understands and accepts that equipment will become damaged in the course of normal use in martial arts practice and that such wear and tear is covered by the Fee. However, in the event that any of the Loaned Equipment becomes lost or severely damaged such that it is no longer fit for purpose or safe for use, the Borrower shall reimburse the Club for the cost of replacing that item of Loaned Equipment.

The Club shall endeavor to replace any lost or broken equipment with the same or equivalent equipment based on availability.

The costs charged to the Borrower shall not exceed the current market rate charged by licensed equipment retailers for such equipment from time to time.

Term and Termination

The agreement begins on the effective date of signing the agreement and continues until terminated by either party by written notice. The Parties show their acceptance of the terms of this agreement by signing below:

On behalf of the Club

NAME:
SIGNED:
TITLE:
DATE:

On behalf of the Borrower

NAME:
SIGNED:
TITLE:
DATE:

Signed paper copies will be held securely in hard copy form within the club stores and will be reviewed and destroyed securely three years after termination of the agreement

MANCHESTER SCHOOL OF ARMS

HISTORICAL SWORD ARTS

We use SQUARESPACE for all our class scheduling.

We recommend registering for an account for ease of use and admin – this will enable you to edit your data and reschedule classes.

Please click the booking button and schedule a registration date.

Our coaches will process your application on this date and respond to you with a booking link for our member sessions.

Please allow approximately a week for your registration to be completed – we are a volunteer run club and have friends and families. =)