The process is two-fold:


1. At the time of booking, ask if there is any medical or other reason why the student believes they may require some special consideration. Examples can be given such as a disability or a medical condition, but it is not necessary to include tick lists of medical conditions or disabilities.


2. At the time of the course, a mechanism should be provided for all students to bring to the course accurate and relevant medical information, which is then reviewed and stored only for the duration of the course. This reduces the risk of holding medical information for longer than necessary and ensures that it is current at the time of the course.


When collecting medical information, consideration should be given to designing forms to allow medical information to be separated and stored (or disposed of) separately from other information, as medical details must be stored securely, and for no longer than is necessary.


When collecting medical information explicit consent must be gained for the use of that information.


B7.3 Monitoring bookings


To enable the RTC to ensure that students are enrolled on a suitable course, there should be a procedure for verifying that students have not been allocated to a course for which they do not have the experience or skill to undertake safely.


A process must be in place to ensure instructors have been informed of any medical fitness or special requirements of their students prior to start of the course.


B7.4 Joining instructions


Joining instructions must be sent to all students. The joining instructions must include the time and place of meeting, contact details for late arrivals and provide information on the main items to bring, such as warm clothing, protective clothing, hats, gloves, sunblock, pencil/paper etc.


B7.5 Cancellations


Cancellation arrangements should be fair, reasonable and transparent to both the RTC and students. Students should sign to say they have read and understand the contract they are entering into and agree to the cancellation arrangements. A digital form may be suitable as evidence of a student’s agreement to the cancellation terms in some cases.


B7.6 Retention of records


The centre will keep records of students and a copy of the relevant booking terms and conditions in place at the time, for a minimum of 12 months or until the next RYA inspection of the centre, whichever is the longer period.


Thereafter, contact details and records of correspondence need not be retained unless it is likely that they will be needed in relation to any incident or issues that may require them to be kept. The retention period should be shown in the centre’s privacy policy.


See RGN B10.4 Publications and Certificates and RGN D9.9 Marine Radio Exams for details of the required data protection statements.


Issued 21/06/2024. Information correct at time of publication. 41


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