Ratios, cover on the floor, and how an incident is written up

This page sets out how KRSS ACADEMY LTD supervises its own floor: the ratios it works to, the first-aid cover it puts on the roster, and what it writes down when something goes wrong. It is practice rather than approval — nothing here is an accreditation, a certification or a governing body's endorsement, and it is written out so that a parent can ask about it and a coach can be held to it.

The ratios this floor works to

Foundation, 4 to 6: One coach to every six children, and never fewer than two adults on the floor whatever the head count. A group of four still has two adults in the hall.
Development and intermediate, 7 to 12: One coach to every eight children, two adults minimum, and a third on the floor whenever the game block runs two games at once.
Senior, 13 to 16: One coach to every ten children, two adults minimum.
Course days: The band ratio plus one, because a day holds arrival, lunch, a quiet hour and collection as well as the blocks, and those are the parts where a group spreads out.

When the ratio cannot be met the session does not run. That is the third of the three reasons a session is called off on for parents, and it is the one that happens most: a coach is unwell on the day and there is no cover, so the hour is reinstated rather than run short-handed.

Head counts, and when they happen

Children are counted in at the pedestrian door against the register, counted at every handover between blocks — four times in an hour — and counted out at the door name by name. The count at a handover is said out loud by the coach taking over the next block, not by the one finishing it, so that two people have counted within a minute of each other.

A count that does not match stops the session. The coach leading says so, the group sits on the mats, and the hall and the store are walked before anything else happens. The store is the only room off the hall and no child goes into it alone at any point, which is why a wrong count is resolved in under a minute.

First-aid cover on the roster

Every session and every course day has a named first-aid lead written on the roster before the session, not decided on the night. Before a coach is rostered in that role the academy asks to see their current first-aid certificate, records the awarding organisation and the expiry date in the roster file, and does not roster them in that role beyond the expiry date. The academy does not issue that certificate and makes no claim about it beyond having seen it.

The kit is in the office by the door, within sight of the cool-down corner. It is checked against a written contents list on the first Friday of the month, restocked from the store, and the check is initialled on the list. Ice packs live in the office, not in the store, because the store is the room that gets locked.

How an incident is recorded

An injury, a near miss, or a hand-over that did not go to plan is written up the same evening on one sheet, while the detail is still accurate. The sheet carries, in this order:

Date, start time of the session, and which block was running.
Who was on the floor, by role, and the head count at the time.
What happened, in plain sentences, with no view offered about whose fault it was.
What was done, by whom, and in what order.
Who was told, when, and how — at the door, by phone, or in writing the same evening.

The coach who was leading the block signs it and the second adult on the floor reads it and signs that it matches what they saw. Where the sheet concerns a particular child, a copy goes to the adult on that child's collection note the same evening, before anybody has gone to bed on it.

Sheets are kept in the office at the unit. How long each kind of record is held, and what happens if you ask to see one, is on notices and data.

Three standing rules about the room

The roller door stays shut while a group is on the floor. It opens for deliveries and to air the hall between sessions, never with children in the room, because it opens straight onto the parking strip.

The store is locked when a session is running. Goals, mats and racks are carried out before the group comes in and back after it has gone, by coaches.

The cool-down corner stays in sight of the office window. That is the whole reason the mats are in that corner rather than the warmer one: the last nine minutes of a session, when the door is about to open and the queue is forming, are watched from two places at once.