Health and Safety Policy

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Sensei Chelle Self Defence
Effective Date: 23rd October 2025
Review Date: 23rd October 2026

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1. Policy Statement

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Sensei Chelle Self Defence is committed to providing a safe and healthy training environment for all participants, instructors, staff, and visitors. We recognize our legal and moral duty of care to ensure the health, safety, and welfare of everyone involved in our activities.

This policy sets out our approach to managing health and safety risks, preventing injuries, responding to incidents, and continuously improving our safety standards.

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We will

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• Provide safe training facilities, equipment, and instruction

• Assess and manage risks associated with our activities

• Ensure all instructors are appropriately qualified and trained

• Report and investigate all injuries and near misses

• Maintain appropriate insurance coverage

• Comply with all relevant health and safety legislation

• Review and update this policy annually

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2. Legal Framework

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This policy is designed to comply with:

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• Health and Safety at Work etc. Act 1974

• Management of Health and Safety at Work Regulations 1999

• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)

• First Aid at Work Regulations 1981

• Equality Act 2010

• Children Act 2004 and safeguarding legislation

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3. Roles and Responsibilities

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Directors

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• Overall responsibility for health and safety

• Ensure adequate resources for safety management

• Review and approve this policy annually

• Investigate serious incidents and implement corrective actions

• Ensure appropriate insurance is in place

• Monitor compliance with health and safety requirements

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Lead Instructor

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• Day-to-day management of health and safety

• Ensure risk assessments are completed and reviewed

• Supervise and support other instructors

• Ensure equipment is safe and properly maintained

• Lead incident investigations and reporting

• Coordinate emergency response procedures

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All Instructors

• Maintain current qualifications and training

• Complete pre-session safety checks

• Deliver sessions safely and appropriately for participant ability

• Monitor participants for signs of distress or injury

• Report all incidents, injuries, and near misses

• Follow emergency procedures

• Set a positive example for safety culture

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Participants

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• Complete Health Questionnaire and Participation Agreement honestly

• Follow all safety instructions from instructors

• Wear appropriate clothing and remove jewelry

• Report any injuries, health concerns, or hazards immediately

• Respect other participants and training equipment

• Stop training if feeling unwell or in pain

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Parents/Guardians (for participants under 18)​

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• Provide accurate health information about their child

• Ensure their child is fit to participate

• Inform instructors of any changes to health or medication

• Collect their child promptly after sessions

• Support their child in following safety rules

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4. Instructor Qualifications and Training

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Minimum Requirements

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Lead Instructor

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• Black Belt (1st Dan minimum) in Jiu-Jitsu or equivalent martial art

• Minimum 5 years teaching experience

• Current First Aid certification (preferred but not mandatory if another instructor present has it)

• Enhanced DBS check (renewed every 3 years)

• Safeguarding training (renewed every 3 years)

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Assistant Instructors

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• Appropriate grade/experience level for the role

• Enhanced DBS check (renewed every 3 years)

• Safeguarding training (renewed every 3 years)

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At least one instructor present at every session must hold

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• Current First Aid at Work or Emergency First Aid at Work certification

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Additional Training

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All instructors are encouraged to complete:

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• Mental Health First Aid training

• Equality and Diversity training

• Anti-Harassment and Bullying training

• Trauma-informed practice training

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Training Records

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The Lead Instructor maintains records of all instructor qualifications, certifications, and training, including renewal dates. Instructors are reminded 3 months before any certification expires.

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5. Risk Assessment

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General Risk Assessment

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A comprehensive risk assessment covering all standard activities is reviewed annually and updated when:

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• New activities or techniques are introduced

• An incident highlights a previously unidentified risk

• Significant changes are made to operations or equipment

• Legislation or best practice guidance changes

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Venue-Specific Risk Assessments

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A risk assessment is completed for each new venue before the first session, covering:

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• Access and egress (including emergency exits)

• Floor surface and training space

• Lighting, heating, and ventilation

• Facilities (toilets, changing areas, drinking water)

• First aid equipment and emergency contact information

• Accessibility for participants with disabilities

• Storage and security of equipment

• Proximity to emergency services

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Venue risk assessments are reviewed every 6 months or after any significant changes to the venue.

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Activity-Specific Risk Assessments

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Higher-risk activities (e.g., weapon defence, ground fighting, intensive workshops) have specific risk assessments that identify:

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• Hazards associated with the activity

• Who might be harmed and how

• Control measures to reduce risk

• Additional supervision or equipment required

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Dynamic Risk Assessment

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Instructors conduct ongoing dynamic risk assessments during sessions, adjusting activities based on:

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• Participant fatigue or capability

• Environmental conditions (temperature, space constraints)

• Group dynamics and behavior

• Equipment condition

 

6. Venue and Facility Standards

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Minimum Venue Requirements

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• Space: Minimum 1.5 square meters per participant

• Floor: Clean, dry, non-slip surface (mats provided if required for session content)

• Lighting: Adequate lighting throughout training area

• Ventilation: Adequate airflow and temperature control

• Facilities: Access to toilets and drinking water

• Emergency Access: Clear emergency exits, accessible first aid kit, emergency contact numbers displayed

• Accessibility: Reasonable adjustments for participants with disabilities (note: current primary venue is upstairs with no lift - alternative arrangements made when needed)

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Pre-Session Checks

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Before each session, the lead instructor checks:

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• Training area is clear of hazards and obstructions

• Floor surface is clean and safe

• Emergency exits are accessible

• First aid kit is present and stocked

• Equipment is in good condition

• Adequate space for planned activities

• Temperature and ventilation are appropriate

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7. Equipment Safety

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Equipment Used

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Sensei Chelle Self Defence owns and maintains a variety of relevant equipment for self defence lessons,

including (but not limited to):

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• Training mats

• Strike pads

• Punch dummy

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Equipment Inspection

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Before each session: Visual inspection for damage, wear, or safety concerns

Monthly: Detailed inspection of all equipment, documented in equipment log

Annually: Full equipment audit and replacement planning

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Any damaged or unsafe equipment is immediately removed from use and repaired or replaced.

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Equipment Storage and Transport

• Equipment is stored in a clean, dry location

• Heavy items are stored safely to prevent injury during retrieval

• Equipment is transported securely to prevent damage

• Participants are not permitted to move or set up equipment without instructor supervision

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Participant Equipment

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Participants are required to:

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• Wear comfortable, appropriate clothing (no zips, buttons, or restrictive items)

• Remove all jewelry, watches, and accessories

• Tie back long hair

• Wear appropriate footwear (or train barefoot as instructed)

• Bring water bottle for hydration

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8. Session Delivery and Supervision

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Participant Ratios

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Standard courses and workshops:

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• Maximum 30 participants per instructor for awareness/theory sessions

• Maximum 12 participants per instructor for physical technique practice

• Maximum 60 participants with 2 instructors for large workshops

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Participants under 18:

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• Maximum 12 participants per instructor (as per Safeguarding Policy)

• At least 2 instructors present for any session with minors

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Private sessions:

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• Group size agreed in advance based on participant needs and venue capacity

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Session Structure

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All sessions include:

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• Safety briefing: Rules, boundaries, how to signal distress or stop

• Progressive instruction: Techniques taught in stages, building from simple to complex

• Partner matching: Participants paired appropriately by size, strength, and ability

• Supervision: Instructors actively monitor all participants

• Breaks: Regular opportunities for rest and hydration as required

• Cool-down: Physical and mental wind-down

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Adapting for Ability and Need

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Instructors adapt techniques and activities for:

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• Different age groups (teens, young adults, adults, older adults)

• Physical disabilities or mobility limitations

• Sensory or learning needs

• Previous injuries or health conditions

• Anxiety, trauma, or mental health considerations

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Participants are encouraged to work at their own pace and communicate any concerns immediately.

 

9. Health Screening and Medical Information

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Pre-Participation Health Questionnaire

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All participants must complete a Health Questionnaire and Participation Agreement before their first session. This includes:

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• Medical conditions, disabilities, or injuries

• Medications that may affect participation

• Emergency contact details

• GP contact information

• Consent for emergency medical treatment

• Acknowledgment of risks and agreement to terms

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For participants under 18, this must be completed by a parent or guardian.

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Ongoing Health Monitoring

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Participants are required to:

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• Inform instructors immediately of any changes to health, medication, or fitness

• Not participate if unwell, injured, or under the influence of alcohol or drugs

• Stop training and inform an instructor if they feel unwell, dizzy, in pain, or unable to continue

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Instructors monitor participants for signs of:

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• Fatigue, overheating, or dehydration

• Pain, discomfort, or distress

• Difficulty breathing or dizziness

• Inappropriate technique that could cause injury

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Confidentiality

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Medical information is stored securely and accessed only by instructors who need it to ensure participant safety. See our Data Protection Policy for full details.

 

10. Emergency Procedures

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First Aid Provision

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• A fully stocked first aid kit is present at every session

• At least one instructor present holds a current First Aid certification

• Emergency contact numbers are displayed and accessible

• Participant emergency contact details are available to instructors

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Emergency Response

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In the event of an injury or medical emergency:

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1. Stop the session and ensure other participants are safe

2. Assess the situation - is the person conscious, breathing, in severe pain?

3. Provide first aid if trained and safe to do so

4. Call 999 if:
   - The person is unconscious or not breathing
   - There is severe bleeding, suspected fracture, or head injury
   - The person is in severe pain or distress
   - You are unsure of the severity

5. ​Contact emergency contact (parent/guardian for minors, or listed contact for adults)

6. Stay with the person until emergency services arrive or they are safely handed over to appropriate care

7. Complete an incident report as soon as possible after the emergency

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When to Stop a Session

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A session is stopped if:

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• A participant requires urgent medical attention

• An ambulance is called

• A participant is in too much pain to continue safely

• Environmental conditions become unsafe (e.g., excessive heat, power failure)

• There is a fire alarm or other venue emergency

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Venue Emergency Procedures

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Instructors familiarise themselves with venue-specific emergency procedures including:

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• Location of fire exits and assembly points

• Fire alarm procedures

• Location of first aid facilities

• How to contact venue staff or emergency services

 

11. Incident, Injury, and Near Miss Reporting

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What Must Be Reported

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All incidents must be reported, including:

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• Any injury, no matter how minor

• Near misses (incidents that could have caused injury)

• Unsafe conditions or equipment failures

• Safeguarding concerns

• Participant distress or health episodes

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Reporting Process

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Injuries

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• Instructor completes an Incident Report within 24 hours

• Serious injuries are reported to Directors immediately

• RIDDOR-reportable injuries are reported to HSE within required timeframes

• All injuries are logged in the Incident Register

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Near Misses

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• Can be reported by anyone (instructors, participants, parents, observers)

• Reports can be made via email, online form, or in person

• Reports can be anonymous if preferred

• All reports are reviewed within 7 days and prevention actions identified

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Investigation and Learning

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All incidents and near misses are investigated to identify:

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• What happened and why

• Contributing factors or root causes

• Actions to prevent recurrence

• Lessons learned for sharing with instructors

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Quarterly reviews identify patterns and trends across all incidents.

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RIDDOR Reporting

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Certain serious injuries must be reported to the Health and Safety Executive under RIDDOR. These include:

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• Fractures (other than fingers, thumbs, or toes)

• Amputations

• Serious head injuries

• Injuries causing unconsciousness

• Injuries requiring hospital admission for more than 24 hours

• Injuries preventing normal work/activities for more than 7 consecutive days

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The Lead Instructor is responsible for RIDDOR reporting, with support from Directors.

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No Blame Culture

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We operate a no-blame culture for incident and near miss reporting. Reporting is about learning and prevention, not punishment. Participants and instructors will not be penalised for honest reporting made in good faith.

 

12. Insurance

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Sensei Chelle Self Defence maintains appropriate insurance coverage:

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• Public Liability Insurance: Covers claims from participants or third parties for injury or property damage

• Professional Indemnity Insurance

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Insurance certificates are available upon request and are provided to venues and clients as required. All instructors are covered under the business insurance policy when delivering sessions on behalf of Sensei Chelle Self Defence.

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13. Safeguarding Integration

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Health and safety is closely linked to safeguarding. This policy should be read alongside our Safeguarding Policy. Key

safeguarding-related safety measures:

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• All instructors are DBS checked and safeguarding trained

• Appropriate supervision ratios for participants under 18

• Physical contact is minimized, explained, and consensual

• Changing facilities and toilets are used appropriately

• Photography and video consent is obtained

• Any safeguarding concerns are reported immediately to the Designated Safeguarding Lead

 

14. Equality and Inclusion

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Health and safety measures are applied fairly and inclusively. We make reasonable adjustments to ensure participants with disabilities, health conditions, or other needs can participate safely. This includes:

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• Adapting techniques for different abilities

• Providing alternative options for physical limitations

• Ensuring communication is accessible

• Considering cultural or religious needs

• Supporting participants with anxiety or trauma histories

See our Equality and Diversity Policy for full details.

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15. Training and Communication

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Instructor Training

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All instructors receive:

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• Induction training covering this policy and all procedures

• Regular updates on safety issues and lessons learned

• Access to this policy and all related documents

• Opportunities to raise safety concerns or suggestions

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Participant Information

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Participants are informed about health and safety through:

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• Terms and Conditions (provided at booking)

• Health Questionnaire and Participation Agreement

• Safety briefing at the start of each session

• Ongoing instruction and guidance during sessions

• This policy (available on request)

 

16. Monitoring and Review

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Policy Review

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This policy is reviewed annually in October, or sooner if:

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• A serious incident occurs

• Significant changes are made to operations or activities

• New legislation or guidance is published

• Incident data suggests policy improvements are needed

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Performance Monitoring

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Health and safety performance is monitored through:

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• Incident and near miss data (reviewed quarterly)

• Equipment inspection logs

• Risk assessment reviews

• Instructor and participant feedback

• Insurance claims and incidents

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Continuous Improvement

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We are committed to continuously improving our health and safety standards through:

• Learning from incidents and near misses

• Staying informed about best practice and legislation

• Investing in training, equipment, and facilities

• Listening to feedback from instructors and participants

• Benchmarking against industry standards

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17. Related Policies and Documents

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This Health and Safety Policy should be read in conjunction with:

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• Terms and Conditions

• Safeguarding Policy

• Privacy Policy

• Equality and Diversity Policy

• Cancellation and Refund Policy

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18. Contact Information

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For health and safety concerns or questions:

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Lead Instructor: Sensei Chelle
Email: info.senseichelle@gmail.com

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To report an incident or near miss:
Email: info.senseichelle@gmail.com
In person: Speak to any instructor

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Last Updated: 23rd October 2025

Next Review Date: 23rd October 2026