Standard 25: Fitness and Wellness (Version 11)

Why it matters. Heart rate, body composition and other data from fitness trackers are personal health information. They must be protected and used only for the purpose the member agreed to.

Sample. Review the health-tracking data consent records and the data sharing log for 10 members.

1. Consent is recorded before any health-tracking data is collected.

Method. Check each sampled member for consent before the first data collection.

Evidence to show. Health-tracking data consent record (FW-FRM-001).

Pass when. Every sampled member has consent recorded before collection.

2. Data is used only for its stated purpose.

Method. Check each data use against the purpose recorded.

Evidence to show. Fitness data protection and consent (FW-POL-001).

Pass when. No data use falls outside the stated purpose.

3. Data is not shared with a third party without consent.

Method. Check the data sharing log for any third-party transfer.

Evidence to show. Information security and access control (DIG-POL-001).

Pass when. No transfer occurs without consent recorded.

Immediate fail (any one means the criterion is not met). Member health data shared with a third party without consent.

Why it matters. A member who has had surgery or a serious injury must not start hard exercise without their doctor’s clearance. Without it, the exercise can undo the recovery or cause a new injury.

Sample. Review the return-to-activity records for 10 members returning after injury or surgery.

1. Each returning member has documented medical clearance before participating.

Method. Check each sampled member for the clearance recorded before the first session.

Evidence to show. Medical clearance record (FW-FRM-002).

Pass when. Every sampled member has clearance before the first session.

2. Clearance restrictions are built into the programme.

Method. Check each programme against the restrictions stated.

Evidence to show. Return-to-activity programme after injury (FW-SOP-001).

Pass when. Every programme reflects the restrictions.

3. A general waiver is not accepted in place of clearance.

Method. Check each file for a waiver used instead of clearance.

Evidence to show. Medical clearance record (FW-FRM-002).

Pass when. No file relies on a waiver alone.

Immediate fail (any one means the criterion is not met). A member who had knee surgery starts heavy lifting the next week.

Why it matters. Post-surgery and post-injury exercise is a clinical task. The people who supervise it must have the right qualification, or the programme can cause harm.

Sample. Review the post-injury programmes and the staff delivering them for the last 12 months.

1. Post-injury programming is delivered or overseen by qualified staff.

Method. Check each sampled programme for the qualified instructor recorded.

Evidence to show. Staff qualification register (FW-REG-001).

Pass when. Every sampled programme has a qualified instructor.

2. Qualifications are verified and current.

Method. Check each instructor on the register for verification and renewal dates.

Evidence to show. Staff qualification register (FW-REG-001).

Pass when. Every instructor has a current qualification.

3. Staff without the training do not deliver post-injury programmes.

Method. Check the rota for untrained staff on post-injury sessions.

Evidence to show. Annual competency assessment procedure (WRK-SOP-001).

Pass when. No untrained staff are on post-injury sessions.

Immediate fail (any one means the criterion is not met). A post-surgery programme run by a receptionist.

Why it matters. Two people with the same injury need different programmes. A programme built from a functional assessment of this member fits them, and a generic one does not.

Sample. Review the functional assessments and programmes for 10 members with an injury or condition.

1. Each programme is built from a documented functional assessment.

Method. Check each sampled programme for the assessment on file.

Evidence to show. Functional assessment and programme record (FW-FRM-003).

Pass when. Every sampled programme has an assessment.

2. The assessment is specific to the injury or condition.

Method. Check each assessment for the injury recorded.

Evidence to show. Functional assessment and programme record (FW-FRM-003).

Pass when. Every assessment names the injury or condition.

3. Progression matches readiness.

Method. Check each progression decision for the readiness basis.

Evidence to show. Functional assessment and programme record (FW-FRM-003).

Pass when. Every progression records its readiness basis.

Immediate fail (any one means the criterion is not met). A generic programme given to every member with the same injury.

Why it matters. Members sometimes push through pain that is a warning sign. Staff who recognise the warning signs and stop the exercise prevent a new injury.

Sample. Review the session records for members on post-injury programmes and the stop records.

1. Instructors are trained to recognise the warning signs.

Method. Check the training records for the warning sign module.

Evidence to show. Annual competency assessment procedure (WRK-SOP-001).

Pass when. Every instructor on post-injury sessions has the training.

2. The activity is stopped or modified when a warning sign appears.

Method. Check each recorded warning sign for the stop or modification.

Evidence to show. Warning signs and stop protocol (FW-SOP-002).

Pass when. Every recorded warning sign has a stop or modification.

3. The member is referred back when a sign persists.

Method. Check each persistent sign for the referral.

Evidence to show. Warning signs and stop protocol (FW-SOP-002).

Pass when. Every persistent sign has a referral.

Immediate fail (any one means the criterion is not met). A member continuing to exercise with sharp pain and no one stopping them.

Why it matters. When a physiotherapist or doctor refers a member to a fitness programme, they need to know how it is going. Telling the referrer keeps the care connected.

Sample. Review the referral files for 10 members whose programme began on referral.

1. Communication with the referring clinician occurs at set points.

Method. Check each referral file for communication at each set point.

Evidence to show. Referring clinician communication record (FW-FRM-004).

Pass when. Every sampled file shows communication at the set points.

2. Non-attendance or a stop is reported to the clinician.

Method. Check each non-attendance for the report to the clinician.

Evidence to show. Referring clinician communication record (FW-FRM-004).

Pass when. Every non-attendance is reported.

3. The clinician response is recorded.

Method. Check each communication for the response recorded.

Evidence to show. Referring clinician communication record (FW-FRM-004).

Pass when. Every communication records the response.

Immediate fail (any one means the criterion is not met). A referring physio never told that the member stopped attending.

Why it matters. Some people who start exercise have a heart or other condition that exercise can make dangerous. A health screen before the first session finds them before they collapse.

Sample. Review the pre-participation screens for 10 new members.

1. Every member is screened before first exercise.

Method. Check each sampled member for the screen date against the first session.

Evidence to show. Pre-participation screening form (FW-FRM-005).

Pass when. Every sampled member is screened before the first session.

2. Any risk found is acted on before exercise begins.

Method. Check each recorded risk for the action taken before exercise.

Evidence to show. Pre-participation screening (FW-SOP-003).

Pass when. Every recorded risk has an action before exercise.

3. Members are re-screened when their health changes.

Method. Check the file of each member with a recorded health change for a re-screen.

Evidence to show. Pre-participation screening (FW-SOP-003).

Pass when. Every recorded health change has a re-screen.

Immediate fail (any one means the criterion is not met). A member with a known heart condition started on high-intensity training with no screen.

Why it matters. Exercise sessions with no qualified instructor are a common cause of injury. Supervision by people who hold a recognised qualification for the activity keeps the sessions safe.

Sample. Review the session rota and the instructor qualification register for the last 3 months.

1. Each session is supervised by a qualified instructor.

Method. Check each sampled session on the rota against the qualification register.

Evidence to show. Staff qualification register (FW-REG-001).

Pass when. Every sampled session has a qualified instructor.

2. Each member is instructed on technique before equipment or group use.

Method. Check the instruction record for each sampled member.

Evidence to show. Exercise supervision and instruction (FW-SOP-004).

Pass when. Every sampled member has instruction recorded.

3. Supervision ratios are set and kept.

Method. Check each activity against the ratio.

Evidence to show. Exercise supervision and instruction (FW-SOP-004).

Pass when. Every sampled activity keeps the ratio.

Immediate fail (any one means the criterion is not met). A heavy-lifting class with an unqualified supervisor.

Why it matters. Exercise machines that are not maintained, or are set up wrongly, cause injuries. Checking them on a schedule and setting them up correctly keeps members safe.

Sample. Review the equipment daily check records for the last 30 days and walk through the facility.

1. Equipment is inspected and maintained on a schedule.

Method. Check the daily check records against the schedule.

Evidence to show. Equipment daily check record (FW-FRM-006).

Pass when. At least 98% of scheduled checks are recorded.

2. Faulty equipment is withdrawn until repaired.

Method. Check each recorded fault for the withdrawal.

Evidence to show. Medical equipment maintenance and removal from use (EQP-SOP-001).

Pass when. Every fault is withdrawn until repaired.

3. Space and set-up are adequate for each member.

Method. Observe the layout and a sample of member set-ups.

Evidence to show. Equipment daily check record (FW-FRM-006).

Pass when. The layout and set-ups meet the standard observed.

Immediate fail (any one means the criterion is not met). A treadmill with a loose belt used for weeks.

Why it matters. A member can have a heart attack or a fall during exercise. Staff who know what to do and have the equipment ready can save a life in the first minutes.

Sample. Review the emergency plan, the defibrillator register and the rehearsal records for the last 12 months.

1. Staff are trained to respond to cardiac and medical emergencies.

Method. Check the training records for staff on duty.

Evidence to show. Cardiac and medical emergency plan (FW-PLN-001).

Pass when. Trained staff are on duty for each sampled session.

2. The defibrillator and emergency equipment are available and checked.

Method. Check the register for each check date.

Evidence to show. Defibrillator check and rehearsal register (FW-REG-003).

Pass when. The defibrillator is checked on schedule.

3. The response is rehearsed at a set interval.

Method. Check the rehearsal record for the interval.

Evidence to show. Defibrillator check and rehearsal register (FW-REG-003).

Pass when. Rehearsals are recorded at the set interval.

Immediate fail (any one means the criterion is not met). A member collapses and no one knows how to use the defibrillator.

Why it matters. Members need to know the risks of an activity before they take part, and agree to them. A member who was not told about a risk cannot have agreed to it.

Sample. Review the activity risk and consent records for 10 members who joined activities in the last 12 months.

1. Members receive information about the risks of each activity.

Method. Check each sampled record for the risks explained.

Evidence to show. Activity risk information and consent record (FW-FRM-007).

Pass when. Every sampled record shows the risks explained.

2. Consent is given before participation and recorded.

Method. Check each record for consent before the first activity date.

Evidence to show. Activity risk information and consent record (FW-FRM-007).

Pass when. Every record shows consent before participation.

3. Consent is recorded for each activity joined.

Method. Check each activity joined against a recorded consent.

Evidence to show. Consent Record (CON-FRM-001).

Pass when. No activity is joined without consent recorded.

Immediate fail (any one means the criterion is not met). A member injured in an activity they were never told was risky.