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Fitness Safety SP07

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SAFETY MANAGEMENT SYSTEM VIRGIN ACTIVE LTD

Document Title:

Document Id. Number:

FITNESS SAFETY SP07

Summary of Changes

Version Description Effective Date

1.0 First issue 01/06/11

2.0 Primary Authority review, amended responsibilities, PARQ management, equipment maintenance, free weight areas

22/10/12

3.0 Change to fitness floor supervision arrangements 08/07/13

4.0 Changes to PARQ process, gym floor staffing levels, climbing wall arrangements and general update

30/06/14

Created/Updated by: Rafael Perez National Safety Development Manager

Darren Hicks Head of Safety

Date: 22/06/2014

Reviewed by:

James Archibald Legal Director

Phil Tranfield Chief Operating Officer

Tim Foster Central Operations Director

Pete Kennedy Head of Maintenance & Engineering

Andy Birch Head of Exercise & Wellbeing

Gillian Reeves National Group Exercise Manager

Glen Heidke Head of Junior Programming

Natasha Young Head of Customer Service

Nick Mingo Head of Capital Projects

Approved by: Darren Hicks Head of Safety Stephen Tovell Group Safety & Engineering Director

Date: 22/06/2014

The City of London Corporation, being the Primary Authority for Virgin Active UK Ltd, has reviewed this policy and associated documents and is satisfied it meets the relevant legal, health and safety requirements. Primary Authority Contact: Michelle Vancayseele Date of Review:

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Table of contents

1. STATEMENT

2. PURPOSE

3. SCOPE

4. SUMMARY

5. REFERENCES

6. DEFINITIONS

7. RESPONSIBILITIES

8. ARRANGEMENTS

8.1 Admission, Member induction and health screening

8.2 Qualification of fitness staff and supervision

8.3 Preventive maintenance of the gym equipment

8.4 Innovations

8.5 Installation, relocation, addition and removal of gym equipment

8.6 Outdoor Activities

8.7 Children Fitness Activities

8.8 Climbing Walls

8.8.1 Maintenance arrangements

8.8.2 Route changing

8.8.3 Safety notices

8.8.4 Induction & Supervision procedures

8.8.4.1 Boulders

8.8.4.2 Unsupervised climbing with auto belay devices

8.8.4.3 Climbing Walls with top roping and lead climbing permitted

8.8.4.4 Climbing Walls and Under 16 years old

9. ASSOCIATED DOCUMENTS AND RECORDKEEPING

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1. STATEMENT

Virgin Active believe that all members, guests and staff independently of their age,

gender or physical condition should experience a suitably maintained and supervised

environment, whilst exercising in the gym, when taking part in group exercise classes or

conducting other exercise activities at our clubs.

2. PURPOSE

The aim of this policy is to define the controls and procedures that Virgin Active will

implement and operate to ensure that persons are fit to exercise so far as is reasonably

practicable, that fitness equipment is safe for use and used safely and that fitness

activities are appropriately supervised in particular:

Induction and health screening methods.

Qualification of fitness staff and supervision of the gym floor.

Planned preventative maintenance arrangements of the gym equipment.

Innovations (where Virgin Active wishes to trial or implement new fitness equipment).

Installation, relocation, addition and removal of gym equipment.

Outdoor activities.

Climbing Wall arrangements.

3. SCOPE

This document applies to all fitness related activities in which members, staff and guests

partake including group exercise classes, gym usage, personal training sessions,

outdoor exercise and use of climbing wall facilities encompassing the required

supervision arrangements by Virgin Active staff and third parties such as freelance

instructors.

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4. SUMMARY

Prior to exercise in a Virgin Active gym or partaking in a group exercise class, members

or guests must complete a pre-activity readiness questionnaire known as PARQ. In

addition, all members will be offered a gym induction at sign up.

All Virgin Active Fitness Coaches must be qualified to a minimum of REPS Level 2

Fitness Instructor and all Virgin Active Personal Trainers must be qualified to a minimum

REPS Level 3 Advanced Fitness Instructor. Group Exercise Instructors must hold a

relevant qualification to teach the class they are contracted to deliver and public liability

insurance.

There will be times when a staff member will not be present on the fitness floor.

Even where fitness floors are not supervised at all times, Virgin Active clubs themselves

are always staffed when open to members and other users. A panic alarm will be in

place on the gym floor for members to raise the alarm.

New types of fitness equipment must only be introduced upon approval of the Head of

Exercise and Wellbeing so that a preliminary risk assessment can be created and a

preventive maintenance plan can be established. Our gym equipment will be subject to

periodic in-house and external preventive maintenance. Certain pieces of gym

equipment must be bolted down to prevent accidental toppling.

We operate a fitness programme for children aged between 8 and 15 years known as

“Active Crew”. Specific screening processes, staff qualification and supervising

arrangements are in place for these activities.

Several of our clubs operate climbing walls and boulders. Specific maintenance,

induction and supervision arrangements are in place and described in this policy.

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5. REFERENCES

Fitness Industry Association Code of Practice Check list v1.4 April 09

Fitness Industry Association Draft Code of Practice for the Delivery of Exercise &

Fitness in the Outdoors

Institute of Sport and Recreation Management, ref - 316:11/06 - Guidance for

staffing and operation of fitness suites/gyms

Virgin Active club rules

Gym equipment manufacturer’s operations manuals

National Guidelines for Climbing and Walking Leaders, 4th Internet edition

British Mountaineering Council 2001, Care and Maintenance. Equipment

standards, equipment wear and failure, routine checks and care.

6. DEFINITIONS

Innovations: An Innovation in the context of this policy means any new piece of

equipment, fitness activity or exercise class.

Boulder: Climbing Wall where due to its small height (usually less than 3 metres) and

thick padding on the landing area, no harness and ropes are used by the climber.

7. RESPONSIBILITIES

Fitness Coaches: will ensure the safety of gym users by carrying out equipment checks

as instructed and by performing supervision of the gym floor in order to advise users of

proper exercise technique where needed.

Personal Trainers: will ensure the safety of their clients by prescribing and coaching

exercise within the scope of their qualification and competence and not step outside of

that scope by using training techniques and equipment not approved by Virgin Active.

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Group Exercise Instructors: will ensure that the studio or exercise area is safe for use

and prevent overcrowding. Ensure the safety of those persons partaking in group

exercise by coaching exercise from within the scope of their qualification and

competence and not step outside of that scope by using training techniques and

equipment not approved by Virgin Active. Before a class commences, the GEI will ask if

any person is suffering from any injuries or medical conditions that would prevent them

from participating and before Group Cycle and RPM or similar classes, that participants

are wearing suitable attire to prevent clothing becoming entangled. If appointed as a

Freelance Instructor and are not employed by Virgin Active, the GEI must hold an

appropriate Public Liability Insurance policy.

Group Exercise Managers: ensure that only competent instructors with an appropriate

Public Liability Insurance Policy are appointed to teach Group Exercise lessons. Ensure

that no new Group Exercise Lessons (innovations) are rolled out without written

permission from the National Group Exercise Manager. Ensure that every new instructor

appointed is handed a copy of the “People Handbook for Self-employed”. 1

Personal Trainer Managers: ensure that only competent staff that holds adequate

qualifications is appointed as Personal Trainers. Ensure that all Personal Trainers are

trained in this policy.

Racquets Managers: ensure that only competent instructors with an appropriate Public

Liability Insurance Policy are appointed to teach racquets sports.

Fitness Manager: ensure that Fitness Coaches, Personal Trainers (in the absence of a

Personal Training Manager) are trained in this policy. Ensure that only competent staff

that holds adequate qualifications is appointed as Fitness Coaches and Personal

Trainers. To ensure inductions are delivered to members when requested. Ensure that

only “approved” Gym Equipment subjected to a Fix It preventative maintenance

programme is available at the club. Ensure that Fitness Coaches are trained in the

completion of the “Daily Fitness Plan” and Fix It Gym Equipment checks and that both

1 Please note this handbook is still under development at the time of this policy being issued.

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are completed as scheduled2. To communicate any issue related to the Gym Equipment

Inventory to [email protected].

Club V Manager: has overall responsibility on the management and supervision of the

Active Crew programme

Building Services Manager: To ensure that the Fix It Gym Equipment checks are

completed as scheduled. (See footnote in previous page).

Climbing Wall Responsible Person: will ensure that the climbing wall operation is

managed in accordance with this policy and that all safety checks are completed and

recorded. Will ensure that persons appointed to induct and coach fitness staff to give

climbing wall inductions are MIA qualified and that such training is appropriately

recorded to confirm a person is suitable to induct new climbers.

Membership Consultant: will ensure that a pre-activity questionnaire is completed as

part of the new member (prospect) enrolment process. To ensure that If a prospect

answers ‘yes’ to any of the questions listed in the document or indicates that medical

conditions may affect their ability to exercise safely, the enrolment process is halted until

the prospect provides a letter from an appropriate healthcare or medical professional

confirming that the prospect is suitably fit to exercise.

Front of House Assistant: To ensure that no visitor is allowed to access the club

without a pre-activity questionnaire being satisfactory completed.

General Managers: Ensure that the staff members listed in the responsibilities section

of this policy are trained in its content and that the Line Managers described train this

policy to their respective staff). Ensure that all control measures detailed in this policy

are fully implemented at the club, in particular those related to staff competency,

member supervision and gym equipment maintenance.

2 Note that the responsibility of in-house maintenance of the gym equipment is planned to be transferred to the Building Services Team by the end of 2014.

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Head of Exercise & Wellbeing: ensure that all innovations (gym equipment or group

exercise) are communicated to the Head of Safety and the Head of Building Services &

Engineering for assessment before launch. Ensure there are sufficient provision of

internal “How to Be a Fitness Manager” and “How to Be a Personal Trainer” courses

available.

National Group Exercise Manager: to create, update and distribute a list of

qualification training pre-requisites for Group Exercise classes.

Head of Building Services & Engineering: ensure all gym equipment is subjected to

an in-house and external preventive maintenance regime and to maintain and up-to-date

register of all gym equipment. To ensure that the [email protected]

email is monitored periodically.

Head of Safety: ensure that the adherence to this policy is periodically monitored and

that all “innovations” are subjected to a documented risk assessment process.

Head of Capital Projects: ensure all plans involving the installation, relocation or

removal of equipment are communicated to the Head of Safety, Head of Building

Services and Engineering and to the Head of Exercise & Wellbeing prior to the works

being undertaken to help ensure safe methods are used by the equipment contractors.

8. ARRANGEMENTS

8.1 Admission, Member induction and health screening

Admission to the facility is made via the Front of House desk. Members are required to

swipe in or have their membership card checked and Guests are admitted after

completing a PARQ on their first visit and signing in at FOH.

At sign up, members are offered and encouraged to book an induction session (also

known as a Quick Start or On Track) with a Fitness Coach so that a suitable exercise

regime can be prescribed.

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In addition to this, members agree to follow the club rules when signing the membership

contract. Club rules are available on the Virgin Active web page.

In group exercise classes and fast classes, instructors must identify any new people and

check if any participant is suffering from any injuries or medical conditions that would

affect their suitability to take part. If so, an induction briefing can be given establishing

any limitations in exercising if necessary. Prior to the start of the class, instructors will

check and deem the area safe, control the number of participants and prevent the risk of

overcrowding. For extremely popular classes, a booking system should be implemented.

Prior to exercising in a Virgin Active gym or partaking in a group exercise class, each

member and guest will complete a pre-activity readiness questionnaire known as a

PARQ (Annex I).

If the member or guest answers “YES” to any of the questions or indicates that medical

conditions may affect their ability to exercise safely, they will be instructed to provide a

letter from an appropriate healthcare or medical professional confirming that the member

or guest is suitably fit to exercise. See “Healthcare and Medical referral letter” in Annex

II.

The person’s GP will usually be the appropriate healthcare or medical professional who

should provide a letter. However, other professionals may also be appropriate for

certain conditions e.g. a physiotherapist would be appropriate for certain musculoskeletal

conditions for which they are already treating the person. If a heart condition was shown

on the PARQ, then obviously a physiotherapist would not be an appropriate person to

provide a letter.

Please note that alternative therapists (e.g. a homeopath or an acupuncturist) are not

considered to be appropriate healthcare or medical professionals for the purposes of this

policy. If you are in any doubt as to whether a person providing a letter is an appropriate

healthcare or medical professional, please speak to your Region’s Customer Services

Manager within the Customer Services Team.

If a member or guest disclosed more than one condition then the letter obtained from the

appropriate healthcare or medical professional must address all conditions.

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The following table gives further suggestions as to appropriate healthcare or medical

professionals:

Type of Healthcare or Medical Professional

Condition to which a referral can be obtained

GP Any medical condition disclosed

Physiotherapist Musculoskeletal conditions

Specialist medical consultant e.g.

cardiologist, orthopaedic surgeon etc.

A specific condition where a medical specialist

is treating a person following referral from their

GP such as a heart condition, orthopaedic

condition.

The letter produced by the healthcare or medical professional must show their practice

address and qualifications.

There are then two possible subsequent outcomes:

1. The member or guest is unable to provide evidence that an appropriate healthcare or

medical professional has provided them with advice in relation to their disclosed

condition, in which case the person should not be allowed to use the club until such

advice is obtained and evidenced; or

2. The appropriate healthcare professional provides advice as to how the member or

guest should exercise or confirms that the member or guest can exercise without

limitation.

If a member has to pay for an appropriate healthcare or medical professional advice

letter which has been requested by us, we will credit the member’s account where a

receipt is provided up to the value of £30. PARQ’s and GP notes will be kept with the

membership contract for that individual member (sent for scanning periodically) and in

the guest folder for guests.

There will be a “PARQ change of circumstances” notice displayed at FOH with either the

same sign or the gym rules sign (which tells users to inform staff of any such changes) to

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encourage members to communicate any change in their medical circumstances to staff

displayed on the gym floor.

The Virgin Active branded ‘carefully does it’ gym rules sign or equivalent must be

displayed on the gym floor to advise users of the general rules of the facility.

Where staff are concerned over a member’s health or the PARQ process is challenged

by the member, handling must be referred to the General Manager who should seek

guidance from their central Customer Services Manager if required. (Please see Annex

III: “ISRM Information Note No. 352: Managing users with suspected health problems:

Eating disorders” for further guidance).

8.2 Qualification of fitness staff and supervision

All Virgin Active Fitness Coaches including those that take outdoor activities will be

qualified to a minimum level of REPS Level 2 Fitness Instructor. They will be coached in

the operation and how to instruct the safe use of fitness equipment through their

qualification, and internal training. Fitness staff should refer to equipment operating

manuals if they are in doubt as to the correct use of particular equipment.

All Personal Trainers will be qualified to a minimum level of REPS Level 3 Advanced

Fitness Instructor.

Where specific pregnancy-related instruction is identified, such instruction will only be

offered and delivered by appropriately trained staff (usually qualified in Level 3 Award in

Designing Pre and Post Natal Exercise).

Group Exercise Instructors will hold relevant qualifications to teach the class they are

contracted to deliver when applicable. If the class is a purely fitness based class, on top

of that qualification they must have a qualification that allows them to enter REPS at

Level 2. These qualifications are usually “Gym Instruction” or “Exercise to Music”. For

more information, please refer to the “Qualification Pre-requisites by class name”

spreadsheet on Connect.

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Group Exercise Instructors must ensure that there is sufficient space per member in all

classes to avoid collisions when exercising. In addition to this, all freelance instructors

will hold public liability insurance covering a minimum of £2,000,000 for any one loss and

produce the certificate to the Group Exercise Manager prior to beginning of employment.

Fast classes (15-20 minutes intensive classes held on the gym floor) will usually be

taught by Fitness Coaches and not Group Exercise Instructors.

Tennis instructors must hold a LTA Coach Licence (this includes public liability

insurance). Badminton coaches must hold a minimum of a Level 2 Certificate in

Coaching Badminton (or equivalent) and Squash coaches must hold a UKCC Level 2

Squash qualification (or equivalent). Public liability requirements are the same as for

Group Exercise instructors.

Virgin Active fitness floors will be usually staffed with a minimum of one REPs Level 2

qualified Fitness Coach and/or a REPs Level 3 Personal Trainer on shift. The numbers

and presence of Fitness professionals on shift will be defined through user demand at

each Virgin Active club.

The Fitness Coaches will carry out inductions, give advice and assistance, check that

members are adhering to the Virgin Active club rules, checking that the area is safe and

intervene to resolve any concern or incident where necessary.

If the fitness floor is split into different levels, the Fitness Coach will patrol all areas

periodically

Demand, size and the nature of the fitness floor facility are factors to consider when

deciding the level of staffing presence. There will be times during the day when there

are low numbers or potentially an absence of users. In terms of the nature of the facility,

Virgin Active will not allow or offer extreme fitness activities that pose specific high risk

(therefore needing a staff presence). The size of a facility will not specifically affect a

user’s health or use of equipment necessarily and an accident could occur whether staff

are present or not.

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Therefore there will be times when a staff member will not be present on the fitness

floor3 and during such times after considering the above factors, the following control

measures must be in place:

1. One or more panic alarms linked to the FOH desk will be installed at reasonably

accessible and visible position(s) for members on the fitness floor to permit an

emergency situation being raised to staff immediately.

2. A sign will be displayed adjacent to the panic alarm(s) advising action to take in

the event of an emergency.

In addition to this, Service Managers will attend the gym floor periodically during the day

as part of normal club patrols.

8.3 Preventive maintenance of the gym equipment

Maintaining the fitness or gym equipment in a good state is paramount to the safety of

our members and staff. We will ensure that a preventive maintenance programme,

considering the manufacturers’ recommendations and our experience, is in place for all

our gym equipment. All in-house maintenance programmes for Gym Equipment will be

included in Fix It.

Visual and basic inspections will be carried out at club level by the Fitness Coaches or

Building Services Team on a weekly and monthly basis where indicated. Where a defect

is identified, the equipment supplier must be summoned to perform the necessary

repairs. All defects identified should be logged in Fix It. It will be acceptable for Fitness or

Building Services staff to conduct basic repairs such as fitting a new pedal on a spin

bike. If unusable, the equipment must be placed out of order (ideally removing key

elements such as: electrical power, handles, etc) and a sign must be displayed in a safe

and neat manner; for example:

3 Even where fitness floors are not supervised at all times, Virgin Active clubs are always staffed when open to members and other users.

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Tape and yellow signs

Disc

Notice

Reactive service reports must be kept and be retrievable at all times.

All fitness equipment (when required by the manufacturer and/or deemed necessary by

Virgin Active) will be subject to a bi-annual service by an approved maintenance

contractor. This will normally be the equipment manufacturer such as Technogym or

other equipment manufacturers where required. Copies of the service reports will be

held at Head Office by the Head of Building Services & Engineering. The General

Manager must check that the in-house and external maintenance programme is taken

place monthly as part of the GM Workplace Inspection.

In addition to this, Fitness Coaches will carry out checks twice a day to ensure the gym

floor environment is safe for use each day. These checks will be recorded in the “Daily

Fitness Plan”. (Annex IV).

Please note that in order to ensure that all kit is suitable, purchased from Virgin Active

approved manufacturers and subjected to a preventative maintenance program, only kit

approved and owned by Virgin Active will be used on the gym floor. Members or Virgin

Active staff (including Personal Trainers) are not permitted to bring their own fitness

equipment (kettlebells, battle ropes, etc) to the club, with the exception of low risk small

personal equipment such as boxing gloves, yoga mats, etc. Climbers may bring their

own climbing harnesses too.

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Instruction and safety notices are usually installed on equipment by the manufacturer. In

the instance of stability balls, the manufacturer’s safety notice will be affixed to each

stability ball storage rack by the Fitness Manager.

8.4 Innovations

To ensure that an ‘Innovation’ piece of equipment is safe for use, it will only be

introduced under the approval of the Head of Exercise and Wellbeing.

The Head of Exercise and Wellbeing will communicate the Innovation to the Head of

Safety so that a Preliminary Risk Assessment is produced in the trial or planning period

and the required safety control measures are defined, prior to implementation. The Head

of Exercise and Wellbeing must also inform the Head of Building Services and

Engineering so that a preventative maintenance programme can be established.

If the Innovation is approved and a Risk Assessment is deemed necessary, the Risk

Assessment will be communicated to the relevant Clubs.

Fitness staff will receive orientation in the use of new equipment when it is installed, by

the Supplier of such equipment or by the Central Fitness Team, so that if needed advice

can be given to users.

8.5 Installation, relocation, addition and removal of gym equipment

Installation of new equipment can present logistic and safety challenges. To ensure that

all risks are controlled and that members and staff are safe during such works, the

Projects Team will inform the Safety Team as per SP06 Contractor Management Policy.

The Projects Team must also ensure that fitness equipment is purchased from approved

and industry recognised suppliers and that equipment is sited in accordance with

manufacturers recommendations.

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The Head of Building Services & Engineering will also be informed by the Projects Team

and/or Fitness Team so the gym equipment inventory can be updated.

The Projects Team will not be involved in the installation of smaller gym equipment such

as benches or dumbbell racks. Therefore, The Fitness Manager or Building Services

Manager will ensure that a monthly review of the Fitness Equipment onsite is carried out

and any discrepancy with the inventory list in Fix It is emailed to

[email protected]. The Head of Building Services and Engineering

must ensure that any non-approved innovation is flagged to both the Head of Exercise

and Wellbeing and the Head of Safety so the Innovation approval process is followed.

For all gym equipment relocation works, bolting down of certain pieces of equipment

must be taken in account to prevent accidental toppling over.

Bolting of equipment must be done if possible using the bolt holes provided within the

equipment or using brackets in order to not to alter the structural integrity and stability of

the equipment. Bolting down works must be carried out by Building Services Staff

(written authorisation must be obtained from the Head of Capital Projects or Head of

Building Services & Engineering prior to undertaking the works) or authorised contractor

as per SP06 Contractor Management Policy. Bolting down works must be conducted

using the manufacturers’ guidance where available or Technogym bolting down

specifications documents.

The Building Services Team will check that the relevant equipment is securely bolted

down on a monthly basis (Fix It GEBDC/01m). The gym equipment that must be bolted

down is:

CYBEX: Smith Machine, Fixed Bar.

FREE MOTION: All equipment.

ESCAPE: Chin and Dip.

HOIST: Smith Machine.

LIFE FITNESS: Adjustable Cable Crossover, Assisted Chin and Dip, Chin and

Dip, Cable Crossover, Dual Adjustable Pulley, Lat Machine, Lat Pulldown.

NAUTILUS: Chin and Dip.

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STAIRMASTER: Gravitron.

STAR TRAC: Human Sport Equipment.

TECHNOGYM: Cable Crossover, Combination Parallel, Dual Adjustable Pulley,

Easy Chin and Dip, Ercolina, Ercolina Rehab, Cable Jungle, MED Selection Line,

IFI Element Line, Kinesis Stations, Multipower, Pulley, Radiant, TRX frames (all

makes), Omnia.

ESCAPE Octagon.

QUEENAX (unless it is deemed not required by a structural engineer).

REEBOK: Gym mat rack

Free weight areas (included plated machines) on mezzanine levels (or any floor other

than ground level) should be located more than 2.5 m from the edge. If this is not

practicable, a suitable barrier must be in place between the guard rail and the flooring.

8.6 Outdoor Activities

Outdoor activities may include the Run Club, Boot Camp or Outdoor Personal Training.

They must be managed in the same way as per normal indoor fitness activities in

relation to staff competence, equipment checks, supervision of participants and

Innovation Head Office approval process.

The Club Fitness Manager or Group Exercise Manager (depending on the activity taking

place) must abide by the Outdoor Activities risk assessment to ensure that the normal

and other specific controls are in place.

The controls include:

Checking the condition of routes and terrain,

Avoiding vehicular traffic and poor weather conditions.

Instructor must hold a minimum of Emergency First Aid qualification, carry sufficient

first aid supplies and have a mobile phone. (This control measures apply only if the

activity is carried out outside Virgin Active grounds).

Participant register and roll call (if more than 4 participants)

Normal ratio will be 1 instructor to 20 participants.

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Please refer to Risk Assessment (RA/SP07/Outdoor Activities) for further details.

Outdoor activities are covered by our public and employers liability insurance policies.

However it must be taken into account that some local councils might require special

permits to carry out activities in public grounds such as parks and the club should check

with their local council before undertaking such activities.

Instructors taking the “Run Club” must complete the “How To Deliver Run Club” e-

learning module before it takes place.

8.7 Children Fitness Activities

We operate a fitness programme for children aged between 8 and 15 years known as

“Active Crew”.

Screening:

An Active Crew Pre-Activity questionnaire (See Annex V: Active Crew Questionnaire)

must be completed and signed by the child’s parent or legal guardian before the child

can start to exercise. If a health condition is highlighted, the parent/legal guardian will

be requested to provide a healthcare/medical practitioner’s note stating the child is fit

to exercise prior the child can start to exercise.

As per the normal PARQ process, Active Crew PARQs and doctor’s notes must

periodically be consigned to an appointed external company for filing.

Qualification of staff:

Fitness Coaches or Personal Trainers involved in children fitness activities (“Active

Crew coaches”) must hold a minimum of a REPS Level 2 Fitness Instructor

qualification and have successfully completed a “How to Active Crew“ e-learning

module. Active Crew Coaches must also hold a clear police check (DBS or similar)

related to children related offences and complete a Safeguarding e-learning module.

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All the above requirements must be completed prior to being able to deliver Active

Crew sessions.

In addition, all Fitness Coaches and Service Managers (and staff carrying out

Service Manager shifts) must complete the “How to Active Crew” e-learning module,

so they can monitor the adherence to the Active Crew requirements when patrolling

the gym floor.

Active Crew times:

Children will be only allowed to exercise on the gym floor at specific “Active Crew

Times”. An Active Crew Coach must be on the gym floor during Active Crew Times

even if parental supervision is provided. Parents must remain in the club during

these activities.

Supervision:

Age Tier Wristband Active Crew

Coach Supervision

Access to gym with 16

supervising adult

Access to gym unsupervised

Gym Equipment/Activities

allowed

8-9 YELLOW

Gym Sessions (1:4),

Studio Sessions (1:16),

Fast Classes (1:8)

NO NO

Functional training equipment:

BOSU®, SandBells®, Jelly Balls,

Stability Balls, ViPR™ SAQ® equipment Lebert training

equipment Suspension trainer

10-11 ORANGE As above YES

(ratio 1:3) NO

As above plus Cardio kit: Bikes, rowers,

cross trainers

12-13 GREEN As above YES

(ratio 1:3) NO

As above plus Fixed Weights

14-15 GREY As above YES

Ratio N.A YES As above

The club must operate a booking in advance process to ensure supervision ratios

are adhered to.

Induction:

All children must have a compulsory induction with an Active Crew Coach before

being able to train with a supervising adult (10-15 years old) or unsupervised (14-15

years old). On successful completion of the induction they will be given a coloured

wristband (see above). All inductions must be documented. Children must wear the

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relevant wristband at all times when training with or without an accompanying

supervising adult. When children pass to another age tier and if willing to train

unsupervised or with a supervising adult they will need to book another induction so

they can obtain the relevant coloured wristband.

8.8 Climbing Walls

Several of our clubs have climbing wall facilities. Indoor Climbing Walls, if managed

correctly, are a fun and safe way to exercise. However, the risk of falling from height

must not be underestimated and serious injury or death can occur if walls are not used

correctly.

Most of our climbing walls have “auto belays” in place. “Auto belays” are designed to

control speed descent when falling, thus eliminating the need for a belaying partner.

For those clubs with Climbing Walls (not applicable for clubs with Boulder only), the

General Manager must nominate a Climbing Wall Responsible Person (CWRP) who will

ensure all climbing wall-related procedures and non-Building Services-related checks

take place. The CWRP must hold a recognised climbing coaching or instruction

qualification such as Climbing Wall Award (CWA), Single Pitch Award (SPA), Climbing

Wall Leading Award (CWLA) or Mountaineering Instruction Award (MIA).

8.8.1 Maintenance arrangements

Each morning, as part of the Active Plan checks, the Service Manager will ensure that

the climbing wall is safe to operate and ready to open. This will include checking the safe

operation of the auto belays (a basic check consisting of unclipping the auto belay and

ensuring there is resistance) and the safe condition of harnesses.

All Service Managers must receive documented training by the Climbing Wall

Responsible Person on the Active Plan checks related to the harnesses and auto

belays.

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The designated Climbing Wall Responsible Person will check the climbing wall (FixIt:

CW/01m) on a monthly basis and the specialist Climbing Wall Equipment (auto belays,

harnesses, helmets, ropes and karabiners) (FixIt: CWE/01w) on a weekly basis,

recording the results on the “Climbing & Boulder Wall” (Annex VI), “Climbing Wall

Specialist Equipment” (Annex VII) and “Auto-Belay” (Annex VIII) checksheets.

In the absence of the Climbing Wall Responsible Person, these checks must be carried

out by a trained member of staff with a training record in place signed off by the Climbing

Wall Responsible Person.

(For those clubs with Boulders only but no climbing wall, the monthly Boulder check will

be carried out by the Fitness Team or Building Services Team (FixIt: CW/01m). No

specialist equipment is needed for the use of Boulders).

Climbing Walls & Boulders will be subjected to an annual service with an external

specialist company. These servicing visits will be arranged centrally by the Building

Services Contract Administrator, but it will be the responsibility of the Building Services

Manager to ensure that the works take place and any aspect highlighted is dealt with

accordingly (FixIt: CONCWM/12m).

The auto belays must be serviced by an external specialist company on an annual basis.

These servicing visits will be arranged centrally by the Building Services Contract

Administrator, but it will be the responsibility of the Building Services Manager to ensure

that the works take place and that any aspect highlighted is dealt with accordingly (FixIt:

CONCWAB/12m). Once a year and in-between these servicing visits (and not exceeding

six-monthly intervals), the auto belays must be subjected to an in-house check by the

Building Services Team (CWAB/12m) as per manufacturer’s specifications.

A Climbing Wall Book (Annex IX), will be clearly positioned adjacent to the Climbing

Wall/Boulder and made available so that climbers can record any loose holds or any

other damage. The book must be checked periodically by the Climbing Wall Responsible

Person (or Fitness Team for those clubs with Boulder only) so that issues are corrected.

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This check must be documented once a week on the “Climbing & Boulder Wall

checksheet” (Annex VI).

8.8.2 Route changing

Due to the specific skills required and the working at height risk, climbing routes on

Climbing Walls4 can only be set and changed by one of the following persons:

In-house staff who have either attended specific route setting training by a competent

person or have significant route setting experience. In both instances a risk

assessment and method statement must be completed and deemed suitable by a

representative of the Safety Team.

External party/instructor who meets the same requirements as in-house staff and

holds an appropriate level of Public Liability insurance.

Climbing wall service and maintenance provider appointed by Virgin Active under

contract.

4 Routes in Boulders can be changed by any member of staff.

Task Daily Weekly Monthly 3monthly 6monthly Annually

Climbing Wall checks

Climbing Wall & Boulders Checks (Fix It: CW/01m by CWRP. Or Fitness Team for those clubs with Boulder only)

“Climbing Wall Book” check (Fix It: CW/01m by CWRP. Or Fitness Team for those clubs with Boulder only.

Climbing Wall Equipment (auto belays, harnesses, helmets, ropes & carabiners) (Fix It: CWE/01w by CWRP)

Climbing Wall Annual Service (external) (FixIt CONCWM/12m by Building Services)

Auto belay Annual Service (FixIt CONCWAB/12m by Building Services)

Auto belay in-house check by Building Services (Fix It CWAB/12m)

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8.8.3 Safety notices

As a minimum, Climbing Walls will display the following notices.

Climbing Walls:

o BMC participation statement. (The BMC recognises that climbing and

mountaineering are activities with a danger of personal injury or death. Participants in

these activities should be aware of and accept these risks and be responsible for their own

actions)

o Yellow/Red Band across the wall establishing maximum height permitted

for climbing with no harness on.

o “Holds may spin” sign/s

o Poster with the difficulty grading of the routes.

o Climbing Wall conditions of use.

On the wall, one sign per line:

o “Check your harness”

o Climbing barrier to prevent unintended solos (climbing without being

clipped to the autobelay). (Climbing Walls with auto belay only)

o “Check your knot” (Only for climbing walls where top roping or leading is

permitted).

Boulders:

o BMC participation statement.

8.8.4 Induction & Supervision procedures

8.8.4.1 Boulders

The risk of injury due to falling from height is minor when using Boulders, due to the low

height and thick padding mat, so there will be no need to provide an in depth specific

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induction to members. As per a normal club or gym induction, Boulders will be classed

as another piece of equipment and covered in the normal induction process.

Fitness Coaches will also patrol the Boulder area as per the normal gym operating

procedures to spot any unsafe behaviour.

8.8.4.2 Unsupervised climbing with auto belay devices

Only users from 16 years of age (members, guests and staff) who have been specifically

inducted will be allowed to use the Climbing Wall unsupervised. All users wishing to use

the Climbing Walls will be required to book and successfully complete an induction taken

by:

A Virgin Active Instructor with a minimum qualification of Climbing Wall Award (CWA)

following the contents specified in the “Climbing Wall induction form” (Annex X)

Or

A Virgin Active member of staff who has been directly trained by an instructor holding

a Mountaineering Instructor Award qualification (MIA), following the contents

specified in the “Climbing Wall induction form” (Annex X). This training does not give

Virgin Active staff a formal qualification, although the MIA instructor will sign a

training record to prove that they have signed off a member of staff as being

competent to complete climbing wall inductions in accordance with Virgin Active

procedures. Please note there will be no exceptions in this procedure and members

of staff signed off by an MIA Instructor cannot then induct other staff to give

inductions.

The induction will cover the following topics:

Correct Harness Fitting

Warming up and injury avoidance

Introduction to the climbing area: Awareness of surroundings

Use of climbing helmets (Children using helmets and autobelays)

Footwear.

Features, Routes & Grading System.

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Autobelay (pre-climb test, safe use, slack line, accidental release of line)

Movement coaching

Card and wrist band system – periodic gym staff observation and enforcement

Climbing Wall Conditions of use (Annex XI)

Detecting and reporting defects (karabiners, harnesses, ropes, autobelays, loose

holds and others) or issues.

Climbing specific stretches/cool downs

Rescue procedures to follow by Virgin Active staff only in case of accidental

soloing or malfunction of autobelay whilst climbing:

Ways of contacting Virgin Active staff in case of emergency

When an induction is completed, the member and the instructor will complete and sign

the “Climbing Wall induction form” (Annex X) and the instructor will enter the following

information in the membership system: “Member Inducted on Climbing Wall – Green

Card”. Parents of children of 16 or 17 years of age must be present during their child’s

induction and sign the induction sheet confirming that they understand the risks involved

in climbing activities and that they are happy for their children to conduct unsupervised

climbing

On successful completion of the induction, members will be given a “Green Card”

(Annex XII). This Green Card will entitle members to use the auto belays unsupervised

(no top roping or lead climbing).

Climbers will be requested to present their climbing card at Front of House in order to

gain access and be given a wristband in exchange for their card during the climbing

session. Harnesses will be available in the Climbing Wall area for members to use

should they not bring their own.

Service Managers will check the Climbing Wall area periodically during the shift to

ensure that the area and climbers are safe and that climbers are honouring the

wristband system.

Once the climbing session has finished the climber will return the wristband to Front of

House and retrieve his/her climbing card.

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General Managers of clubs with auto belays in place must ensure that there is a trained

member of staff on shift at all times who is able to deal with an emergency rescue

situation involving an auto belay. Emergency rescue procedures will be covered in the

Induction delivery training described above. However, since it may be difficult to ensure

that members of staff trained in delivering climbing wall inductions are on shift at all

times, it is recommended that all Service Managers receive specific training on

emergency rescue procedures by the Climbing Wall Responsible Person. This training

can easily take part at the same session as the Active Plan Climbing Wall related

training.

Auto belay Emergency rescue procedures are as follow:

Climber “frozen” not able to descend: This situation should never take place

since part of the climbing induction is to witness climbers getting to the top of the

climbing wall and then descend in a controlled manner. However, if this situation

should arise, the trained member of staff will talk to the “frozen” climber from the

ground reassuring them on the auto belay performance. It may be appropriate to

climb up next to the climber on an adjacent line and reassure them from their

level. Physical contact should never take place.

Climber doing “soloing” (not being attached to auto belay): If a climber is found

climbing without being attached to an auto belay, the trained member of staff will

send an adjacent auto belay line from the ground for the climber to clip on. For

this purpose, a rope with a carabiner in one end must be kept available in the

Climbing Wall area. If the climber is not wearing a harness, he/she will be calmly

instructed to climb down.

Auto belay line getting stuck: As in previous step, the trained member of staff will

send an adjacent belay line on a rope. The climber will attach the second line to

his/her harness, removing the line that is stuck, and then descend safely.

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8.8.4.3 Climbing Walls with top roping and lead climbing permitted:

These types of climbing activities will only be permitted in supervised coaching sessions

(ratio instructor/participant 1:6) where the instructor must hold the following minimum

qualifications:

- Top roping: Climbing Wall Award (CWA)

- Lead climbing: Climbing Wall Leader Award (CWLA)

- Please note there will be no exceptions to this procedure.

As these sessions are supervised, no separate induction is required, however a

“Climbing Wall Form. Top roping and leading” (Annex XIII) must be provided to the

participant and signed by him/her.

8.8.4.4 Climbing Walls and Under 16 years old Children from 8 years of age will be able to use the Climbing Wall in supervised sessions

and after written consent from their parent/guardian (“Climbing Wall Parental Consent

Form”. Annex XIV). Children using the climbing wall must also complete a Club V PARQ.

Safety helmets will be available in the Climbing Wall area for adult members to use.

However the use of Safety helmets by children under 16 years of age is compulsory

In spite of the above, it appears that there have been occasions on which young people

have caught their helmets on large holds whilst descending with the subsequent risk of

asphyxiation.

Therefore, children under 16 will be only allowed to use the auto belays if:

1. The auto belay is positioned so it extends from the wall so the fall line is well away

from protruding holds.

If this is not possible, the use of the auto belay will be permitted for under 16 year olds

only if all the conditions below are met:

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1. Ensure there are no holds that protrude substantially near bulges and roof/overhang

lips (e.g. Rotate them to be at 90 degrees rather than straight up or remove and

replace with a smaller hold).

2. Ensure that all users are correctly trained and experienced with respect to

appropriate descent techniques so that they are unlikely to turn/rotate in descent.

(This must be part of the induction).

3. Ensure that wall instructors wear a harness and are alert so that they can react to the

situation quickly if it does develop by rapidly climbing an adjacent line and assisting

the climber.

4. Ensure the safety helmets provided for children are specifically designed for children

so they fit their heads better and therefore there is minimal gap between head and

helmet.

Autobelay coached sessions for children must be supervised by an instructor holding a

CWA qualification (or higher) and not exceeding a 1:6 ratio instructor/participant.

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9. ASSOCIATED DOCUMENTS AND RECORDKEEPING:

Name Location (Template) Owner To be kept in To be kept for

RA/SP07/01/Fitness Equipment and Operations Safety

Connect/Safety/Safety Management System/07. Fitness Safety/Risk Assessments

Head of Safety Risk Assessment folder, divider No.7. 3 years

RA/SP07/02/Outdoor Activities



RA/SP07/03/Active Crew



RA/SP07/04/Climbing Walls



RA/SP07/05/Stability Balls



RA/SP07/06/Spin Connect/Safety/Safety Management System/07. Fitness Safety/Risk Assessments


RA/SP07/07/Treadmill



PARQ Contact Marketing department Operations Director

Membership contracts for members (sent for scanning periodically) and in the guest folder for visitors

3 years

Healthcare & Medical Referral Letter

http://connect.virginactive.co.uk/Repository/SharedFiles/Safety/SAFETY%20MANAGEMENT%20SYSTEM/07.%20FITNESS%20SAFETY/Policy/Annexes/GP%20referral%20letter.pdf

Central Operations Director Membership contracts for members (sent for scanning periodically) and in the guest folder for visitors

3 years

Daily Fitness Plan

http://connect.virginactive.co.uk/Repository/SharedFiles/Fitness/Gym/Gym%20Floor/LIFE%20DAILY%20FITNESS%20PLAN.pdf

Head of Exercise & Wellbeing

Daily Fitness Plan folder 3 years

Active Crew PARQ TBC Head of Junior Programming Active Crew PARQ folder. (Sent for scanning periodically)

Indefinitely

Climber & Boulder wall check sheet

Connect/Safety/Safety Management System/07. Fitness Safety/

Head of Safety Climbing Wall Folder 3 years

Climbing Wall Specialist Equipment check sheet

Connect/Safety/Safety Management System/07. Fitness Safety/ Head of Safety Climbing Wall Folder 3 years

Auto-belay check sheet


Climbing Wall logbook


Climbing Wall Induction form


Climbing Wall Conditions of use


Green card Contact Marketing department Head of Safety Given to member 3 years

Climbing Wall form. Top roping and leading.


Climbing Wall parental consent form

Connect/Safety/Safety Management System/07. Fitness Safety/

Head of Safety Climbing Wall Folder 3 years

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10. ANNEXES:

Annex I: Pre-Activity Readiness Questionnaire (PARQ)

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Annex II: Healthcare and Medical referral letter

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Annex III: “ISRM Information Note No. 352: Managing users with suspected health

problems: Eating disorders” for further guidance.

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Annex IV: Daily Fitness Plan

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Annex V: Active Crew Questionnaire

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Annex VI: Climbing & Boulder Wall checksheet

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Annex VII: Climbing Wall Specialist Equipment checksheet

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Annex VIII: Auto-belay checksheet

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Annex IX: Climbing Wall Log Book

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Annex X: Climbing Wall induction form

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Annex XI: Climbing Wall Conditions of use

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Annex XII: Green Card

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Annex XIII: “Climbing Wall Form. Top roping and leading”

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Annex XIV: Climbing Wall Parental Consent Form

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