Policies & Safeguarding
1. Safeguarding & Child Protection
At R&R Martial Arts, student safety and wellbeing come first.
We follow the safeguarding requirements of the Cobra Martial Arts Association (CMAA) and UK safeguarding guidance to make sure every student trains in a safe, positive and supportive environment.
Our safeguarding information, reporting details and key club policies are set out below.
R&R Martial Arts follows the official Cobra Martial Arts Association (CMAA) safeguarding policy and national UK safeguarding guidance.
This ensures:
- A safe training environment for all students
- Clear procedures for reporting concerns
- Enhanced DBS checks for instructors
- A zero-tolerance approach to harm, abuse or bullying
2. Reporting a Safeguarding Concern
If you ever have a safeguarding concern:
Speak to Louise Reilly-Jenkinson (Safeguarding Lead)
Email:info@rrfmamartialarts.com
Phone:07517 255869
Location: Brockholes Village Hall, Brockholes HD9 7EB
If the concern involves an instructor or adult in a position of trust, the matter will be referred to the Local Authority Designated Officer (LADO) in line with CMAA safeguarding procedures.
Alternatively, you may contact the CMAA Safeguarding Lead, Andrew Morrell, directly:
📧 Email: info@cmaauk.com
📞 Phone:07909 673894
🔗 Safeguarding Page:https://www.cmaauk.com/safeguarding
3. How We Respond to Concerns
When a safeguarding concern is raised at R&R Martial Arts, we follow a clear and immediate procedure:
• Listen and take the concern seriously
• Record the information factually and securely
• Assess the situation and ensure the student is safe
• Report the concern to the appropriate authority (CMAA Safeguarding Lead or LADO if it involves an adult in a position of trust)
• Follow national safeguarding guidance and CMAA procedures
• Take appropriate action to protect the student and prevent further risk
• Keep a record of actions taken and any advice received
No safeguarding concern is ever ignored or dismissed.
4. Instructor safeguarding Credentials
• Safeguarding Lead: Louise Reilly-Jenkinson
• Enhanced DBS checked ✅
• First Aid certified ✅
• CMAA registered instructor ✅
5. CMAA Governance and Licencing information
R&R Martial Arts operates under the rules, guidance and safeguarding standards of the Cobra Martial Arts Association (CMAA). All instructors and students are licensed through CMAA, ensuring nationally recognised accreditation and full governance support.
CMAA provides:
• National coaching and instructor standards
• Student and instructor licensing
• Public liability insurance provision
• Safeguarding and welfare guidance
• Grading and certification frameworks
• Ongoing support for clubs, students and families
To view CMAA’s official safeguarding and governance documents, please use the link below:🔗 https://www.cmaauk.com/safeguarding
CMAA Licensing
All students training at R&R Martial Arts must hold an active Cobra Martial Arts Association (CMAA) licence. This ensures every student is properly registered, insured, and recognised within an official martial arts governing structure.
What the CMAA Licence Provides:
• Training insurance (personal accident cover during classes)
• National registration with CMAA
• Eligibility for official CMAA gradings and certificates
• Access to seminars, events, and competitions
• Assurance that the club meets CMAA safeguarding and coaching standards
Why the Licence Is Important:
The licence protects students by ensuring:
✔ They are insured while training
✔ Their grades are nationally recognised
✔ They appear on the CMAA national membership register
✔ CMAA can offer governance, dispute resolution, or safeguarding oversight
✔ The club meets national standards for safety and coaching
Without a CMAA licence, a student:
✘ is not insured
✘ cannot grade
✘ cannot take part in official CMAA activities
Licence Requirement for New Students
New students may attend three trial lessons without a licence.
However, the CMAA licence must be purchased and activated by the 4th lesson for the student to continue training.
This ensures they are fully insured and eligible for grading.
(This rule protects both the student and the club and is standard across CMAA-affiliated schools.)
How Licensing Works
R&R Martial Arts handles all licensing administration. Parents/students complete:
• Student licence form
• Medical declaration
• Consent forms (where applicable)
The club submits licences directly to CMAA on your behalf.
Annual Renewal
CMAA licences must be renewed every 12 months.
R&R Martial Arts will notify parents/students when renewal is due so training insurance remains active without interruption.
Instructor Licensing
All R&R instructors hold:
• CMAA Instructor Licence
• CMAA Public Liability & Professional Indemnity Insurance
• CMAA DBS & safeguarding training
• CMAA First Aid training
• CMAA-recognised coaching qualifications
6. Martial Arts Student Values
At R&R Martial Arts, we believe that every student should grow in both skill and character.
Our values guide how we train, how we behave, and how we treat others inside and outside the dojo.
💪 1. Resilience
Students learn to stay focused, keep trying and overcome challenges — both in training and in everyday life.
🙏 2. Respect
Respect is shown to instructors, training partners, the dojo, equipment, and yourself.
Good manners and positive behaviour are expected at all times.
🤝 3. Teamwork & Support
We train as individuals but grow as a team.
Students encourage one another, celebrate progress, and create a safe, welcoming environment for everyone.
🎯 4. Discipline & Self-Control
Students follow instructions, stay focused during training and use martial arts skills responsibly.
Self-control is essential for safe and effective learning.
🔥 5. Effort & Attitude
Progress comes from consistent effort.
Students are expected to arrive ready to learn, give their best, and maintain a positive attitude.
🛡️ 6. Safety First
Students listen carefully to safety instructions, use control during partner work, and report any concerns to an instructor immediately.
🌱 7. Personal Growth
Martial arts is about becoming the best version of yourself.
Students are encouraged to set goals, celebrate milestones, and build confidence through training.
7. Code of Conduct
R&R Martial Arts promotes a positive and respectful training environment.
All students, parents and visitors are expected to:
• Treat others with respect at all times
• Follow instructor directions promptly and safely
• Use equipment carefully and only as instructed
• Help keep the training area clean and safe
• Support a friendly, encouraging atmosphere in class
8. Anti-Bullying Policy
R&R Martial Arts has a zero-tolerance policy on bullying, intimidation, threatening behaviour or harassment of any kind.
If bullying is reported:
• Behaviour will be addressed immediately
• Parents/carers will be informed if a child is involved
• Support will be provided to anyone affected
• Serious or repeated behaviour may result in removal from the club
9. Behavioural Penalty Points System
R&R Martial Arts follows the CMAA discipline and penalty point system to ensure a safe, respectful and positive training environment.
Penalty points may be issued for:
• Unsafe behaviour
• Disrespectful conduct or bad attitude
• Bullying or intimidation
• Ignoring instructor guidance
• Disrupting the class or distracting others
• Unsuitable language or behaviour
Points are recorded and reviewed. Consequences may include:
• Verbal reminder
• Penalty points added
• Temporary training restriction
• Parent/guardian meeting (for juniors)
• Suspension or removal from class for serious or repeated issues
Our goal is always to guide students towards positive behaviour, self-discipline and respect.
We believe discipline is guidance, not punishment. Students are encouraged to learn, improve and show resilience.
10. Parent Supervision Policy
Purpose
To ensure the safety, comfort, and wellbeing of all children training at R&R FMA Martial Arts, and to maintain clear communication and responsibility between instructors, parents, and carers.
1. Supervision Requirement
- Children aged 5–11 (Primary School Age) must have a parent or guardian remain on the premises for the full duration of each class.
- Parents are encouraged to remain visible and available at all times, either in the training hall or designated viewing area.
- This policy supports our safeguarding framework and ensures that young children always have a familiar adult present.
2. Family Participation
- Parents and carers are warmly encouraged to take part in the warm-up, pad work, or fitness elements of the session where space allows.
- Training alongside children helps build confidence, discipline, and a shared sense of achievement.
- Participation is optional and always under the supervision of a qualified instructor.
3. Secondary School Students (Ages 12+)
- Students aged 12 and over may be dropped off and collected, provided a parent or guardian has completed the relevant consent forms.
- Parents are welcome to observe or wait in the viewing area.
- The instructor must always be aware of who is responsible for each student’s drop-off and collection.
4. Safeguarding & Instructor Responsibility
- Instructors are CMAA affiliated, DBS checked, and trained in safeguarding and first aid.
- R&R FMA Martial Arts operates in line with CMAA Safeguarding and Child Protection Policies.
- Parents should immediately inform the instructor of any medical, behavioural, or emotional needs.
- Emergency contact information must be kept up to date
5. Behaviour and Respect
- All adults and children are expected to show Resilience & Respect — the values our club is built upon.
- Parents must not offer side-line coaching or interfere during instruction. Supportive encouragement is welcome, but all direction comes from the instructor team.
- Disruptive behaviour or disregard for safety rules may result in a child being asked to sit out or finish early for that session.
6. Leaving the Premises
- Primary school children (5–11) may not leave the hall or training area without their parent or guardian present. Please ensure you accompany your children to the toilets.
- In the event of an emergency evacuation, parents are responsible for collecting their child at the assembly point as directed by the instructor.
- Students aged 12+ will follow the instructor’s emergency procedures and wait with their group until released.
7. Contact & Queries
If you have any questions regarding supervision, safety, or participation, please speak directly to the instructor before or after class.
Alternatively, you can email: 📧info@rrfmamartialarts.com
11. Photography and Social Media Policy
R&R Martial Arts does not allow unauthorised photography or filming during classes, grading sessions or events.
To protect all students:
• Photos or videos may only be taken with instructor permission
• Parents may request that no images of their child are taken or used
• No student names will be used alongside images
• Images will only be shared on official R&R Martial Arts platforms with consent
• Any misuse of images (recording without permission, sharing inappropriate content, etc.) will be treated as a safeguarding concern
These rules apply to all students, parents, visitors and instructors.
12. Health & Safety Policy
R&R Martial Arts is committed to providing a safe training environment for all students, parents and visitors.
We follow UK health & safety guidance, CMAA requirements and best practice for martial arts clubs.
Instructor Responsibilities
We ensure that:
• All classes are led by a qualified, insured CMAA instructor
• The training area is checked before each session
• Equipment is safe, clean and used appropriately
• First Aid equipment is available and maintained
• Emergency exits are kept clear at all times
Student Responsibilities
Students (and parents/guardians of junior students) must:
• Follow instructor directions at all times
• Wear appropriate clothing and remove jewellery
• Keep fingernails/toenails trimmed for safety
• Inform the instructor of any injuries, medical conditions or changes to health
• Use equipment safely and with respect
• Behave in a way that supports a safe class for everyone
Risk Assessments
R&R Martial Arts completes regular risk assessments for:
• The training venue
• Class activities and techniques
• Equipment and storage
• Emergency procedures
Risk assessments are reviewed annually, or sooner if needed.
Accidents & Incident Reporting
If an accident or incident occurs:
• Training will stop immediately if required
• First Aid will be administered where appropriate
• Details will be recorded in the accident/incident log
• Parents/guardians will be informed for junior students
• Follow-up action will be taken to prevent reoccurrence
Emergency Procedures
R&R Martial Arts has clear procedures in place to ensure the safety and wellbeing of all students in the event of an accident, illness, or emergency.
If an emergency occurs during class:
• Training will stop immediately
• The instructor will take control of the situation
• Students will be moved to a safe area if required
• First Aid will be administered where appropriate
• Emergency services will be contacted when necessary
• Parents/guardians will be notified for junior students
Medical Information
To help us keep students safe, parents/guardians (or adult students) must provide accurate up-to-date medical information.
This includes:
• Allergies
• Asthma
• Injuries
• Relevant conditions
• Emergency contacts
This information is stored securely in line with GDPR.
Hygiene & Cleanliness
We maintain high hygiene standards by:
• Cleaning mats and equipment regularly
• Requiring students to attend clean and in appropriate kit
• Advising students not to train if unwell
• Encouraging hand hygiene before and after class
Fire Safety
In the event of a fire:
• Follow instructor directions immediately
• Exit through the nearest safe route
• Assemble outside in the designated area
• Do not re-enter the building until advised
Fire exit locations are pointed out to students at the start of sessions when required.
R&R Martial Arts takes data protection seriously and follows UK GDPR requirements.
What information we collect
We may collect:
• Student and parent/guardian contact details
• Emergency contact and medical information (for safety in class)
• Attendance, licence and grading records
• Payment and membership information
Why we collect it
• To keep students safe during training
• To contact parents/guardians about classes, events or emergencies
• To manage licences, gradings and club membership
• To meet CMAA, insurance and legal requirements
How we store and share information
• Information is stored securely and only accessed by authorised staff
• Relevant information may be shared with CMAA, insurers or emergency services when necessary for safety or legal reasons
• We do not sell personal data to third parties
How long we keep information
• Records are kept only for as long as needed for club, insurance or legal purposes, and then securely deleted or destroyed.
Your rights
Parents/guardians and adult students can:
• Ask to see the information we hold about them
• Request corrections if details are inaccurate
• Ask for certain information to be deleted where appropriate
For any data protection questions, please contact:
• Email: info@rrfmamartialarts.com
13. GDPR / Privacy Policy
R&R Martial Arts is committed to protecting the personal data of all students, parents and visitors. We follow UK GDPR and Data Protection Act 2018 requirements to ensure information is collected, stored and used safely.
What Information We Collect
We may collect the following details when you join or contact the club:
- Student name, age and emergency contact details
- Parent/guardian contact information
- Medical information relevant to safe training
- Attendance records
- Licence and insurance information
- Photos/video only with consent
Why We Collect This Information
We use this information to:
- Keep students safe during training
- Contact parents/guardians when needed
- Register students with CMAA for insurance and licensing
- Maintain accurate attendance records
- Communicate club updates, closures or events
- Meet safeguarding and legal obligations
We do not share personal data with any third party unless:
- Required for licensing/insurance through CMAA
- Required for safeguarding or child protection
- Required by law or emergency services
How Your Data Is Stored
- Information is stored securely and only accessed by authorised staff
- Digital files are password-protected
- Paper forms are kept securely
- We retain data only for as long as necessary for legal and operational purposes
Photography & Media
Photos/videos are only taken with prior written consent.
Consent can be withdrawn at any time.
Your Rights Under GDPR
You have the right to:
- Access your data
- Correct inaccurate data
- Request deletion of data (where appropriate)
- Withdraw consent for photos or communications
Requests can be made at any time by contacting the club.
Contact for Data Protection
Club Data Protection Lead: Louise Reilly-Jenkinson
14. Complaints procedure
R&R Martial Arts aims to resolve concerns quickly, fairly and professionally.
If you have a concern or complaint:
- Speak to the instructor (Louise Reilly-Jenkinson) in the first instance
- If you feel the matter is unresolved, you may contact CMAA directly
- All concerns will be handled confidentially and sensitively
We encourage open communication and always aim for a respectful resolution.
In emergencies or safeguarding matters, concerns may bypass the club and go straight to CMAA or relevant authorities.
Forms and Documents
Below are all forms and documents used by R&R Martial Arts.
Parents will only need to complete the forms listed under Parent Forms.
Instructor forms are kept securely by the club for compliance, safeguarding, and insurance purposes.
Parent Forms (Required)
• R&R Student Registration & Medical Form - Completed before joining officially. Includes emergency contacts, medical info, and agreement to all R&R policies.
• Photo & Media Consent Form -Parent preference for photos/videos taken in class.
• Behaviour & Penalty Points Acknowledgement - Parent confirmation of understanding the behaviour system.
• CMAA Student Membership / Licence Application Form - Completed after Lesson 3 and required for CMAA insurance and grading.
Instructor Forms (Internal Use)
• CMAA Accident & Incident Report Form - Official form used for all injuries or significant incidents. Copies sent to CMAA Head Office.
• Attendance & Behaviour Record Sheets - Used to track attendance, behaviour points, progress and readiness for grading.
• Risk Assessments (Venue & Activities) - Health & safety documentation required by CMAA and the venue.
• Emergency Procedures Overview - Steps to follow during fire, evacuation or medical emergencies.
Document Storage & Privacy
All forms and documents are stored securely in accordance with our GDPR / Privacy Policy.
Printed copies are held at every training session for safety, compliance and inspection purposes.
Policy Information and Review Section
Policy Name: R&R Martial Arts Policies & Safeguarding Framework
Policy Version: 2.0
Author: Louise Reilly-Jenkinson (Designated Safeguarding Lead & Head Instructor)
Last Reviewed: December 2025
Next Review Due: December 2026
R&R Martial Arts reviews all policies annually, or sooner if required by:
- Updates from the Cobra Martial Arts Association (CMAA)
- Changes in UK safeguarding or data protection laws
- Feedback received from parents, students, or safeguarding partners
- Any incident that requires policy reevaluation
We are committed to keeping our documents accurate, up-to-date and fully compliant with CMAA guidance and UK safeguarding standards.
For questions about these policies, please contact:
Louise Reilly-Jenkinson