TERMS AND CONDITIONS

Version_2.0.1_14/06/20
 

1. ABOUT THIS DOCUMENT

1.1 Updates

You should keep yourself updated on the latest Terms and Conditions provided. The primary channel of communication for the club with its members, is via the official WhatsApp groups. Members will be informed of updates to these terms and conditions via the WhatsApp groups and sometimes via email where WhatsApp is not possible.

 

If the url (web address) of these Terms and Conditions have changed, the new one should be found via the Members Area of the website. Failing this, please contact the Chief Instructor or the Club Secretary for the new url or the latest copy of the Terms and Conditions.

1.2 Document Versions

Drafts: Drafts are versions of these Terms and Conditions currently under-going a review and consultation due to changes made. Version titles of drafts start with the word 'Draft'. All new rules of a draft are mentioned in the What's New section of this document. New rules introduced in draft versions are not enforced. However, new members who agree to the draft should assume that the rules will be enforced after the end of draft period. 

If current members disagree with updates in the newest draft, they are invited to dispute them by writing the Chief Instructor. The draft period for updates may last from 2 - 6 weeks from the date of the draft. After this the new terms and conditions come into effect, in an official update.

Official Updates: An official update is the final accepted version of these Terms and Conditions. Version titles of official updates start with the word 'Version'. 

Version Titles: Version titles are presented in the format 'Version' / 'Draft'_Version-Number(#.#.#)_Date(dd/mm/yy) in the beginning of the Terms and Conditions.

Version-Numbers: The Version-Number uses the following format;

# rules_added (.) # existing_section_amendment/modification (.) # minor_edits

Eg. Minor edit - Going from version 2.1 to 2.1.1 due to rewording only meant for clarification, not change.

Eg. Rules added - The addition of a new rule, changes version 3.5.6 to version 4.0

Eg. Section modified - Rewriting of an existing section to change a rule, would result in an update from version 1.2 to version 1.3

1.3 What's New

The following changes and their reasons have been made to this document since the last published version;

i) The sections of this document have been renumbered and reordered.

ii) Section 1.1 on Updates has been updated - Clarification on how this document will be updated.

iv) Section 2.2 on the Probationary Period has been added - Applicable to anyone joining the club in the past 6 months or in the future. Needed to foster the right mind-set and a higher standard of discipline for newcomers.

v) Section 8 on Discipline has been updated - Clarification on behaviour deemed unacceptable for members.
vi) Section 9 on Weapons Training has been added - To outline the law and best practice for the use of weapons.
vii) Section 10 on Maintaining Contact has been added - To outline provisions for the protection of the club and members in

rare circumstances. 
viii) Section 11 on Disclosures has been added - To enhance our child protection policy.
ix) Section 13 on Terminating Membership has been updated - Reasoning behind club rules has been provided.

1.4 Definitions

Club Representatives - Anyone who may officially represent the club and it's policies. This includes the Chief Instructor, the Secretary, the Treasurer, Media Officer and any appointed Instructors or Assistant Instructors. All these individuals are automatically part of the committee. However, any other committee members are NOT official club representatives.

Parent Organisations - Our parent organisations are those who we are a direct member of and also follow their practice curriculla for the awarding of rank. The Chief Instructor of Jikan Dojo is a direct student of the parent organisations. The parent organisations also set rules that Jikan Dojo must adhere to, and therefore influence Jikan Dojo's own policies and Terms and Conditions. The parent organisation may revoke any rank that is issued by Jikan Dojo.

 

Our sole parent organisations as of June 2020 is;;

Seiken Shudo Kai, under master Sei Iwasa

Jikan Dojo is scheduled to enlist a in a new parent organisation in Japan in 2021 for jujutsu and swordsmanship. Further details will be announced in due course.

Gradings - These are assessments for promotion in rank. 

Pre-schoolers Groups - Students aged 4 - 7 years old. Named as such because the youngest usually haven't started primary school.

Mixed Ages Groups - This consists of junior students from 8 years old and above. However, some specially selected adults may be allowed to train, such as parents and members of the seniors class.

Seniors Group - Anyone 15 years of age and older. Exemptions may be made for juniors who are high in rank, usually 1st and 2nd kyu.

Kyu - These are ranks below black belt. The lowest kyu (white belt) in karate is 10th kyu. In the koryu bujutsu group the lowest kyu is 8th kyu. As the kyus advance, students wear different belts (usually different colours). The highest kyu for any martial art is 1st kyu (brown belt).

Dans - Dans are black belt ranks. The lowest dan is the 1st degree black belt, also called shodan. 

2. SIGNING UP

 

2.1 Yearly Membership

Members of the Pre-Schoolers Karate Groups are automatically members. However, members of all other groups must have their yearly membership fees up-to-date for continued membership.

Membership provides the following benefits;

  • The opportunity to test for rank.

  • Access to online learning resources, videos & the student manual.

  • Insurance cover (standard for most martial arts clubs).

  • Invitation to members-only events (training camps, xmas dinner etc).

  • Affiliation with our Japanese parent organisation.

  • Invitations to club events throughout the year such as overseas trips, competitions, camps, dinners, walks etc.

  • WhatsApp Group - Discussions, class updates & supplementary info.

2.2 Probationary Period

All new individuals joining the club do so provisionally, on a probationary period of three (3) to six (6) months. During this period students must have an attendance of at least seventy-five percent (75%). They may also be given, in writing and where reasonable, specific objectives to accomplish during the probationary period. Due to the volume of administrative work at the club, the member may not always be told in writing if they have passed the probation. However, if six calendar months have passed from the date of joining, and the member has not been told otherwise, it should be assumed that they have passed their probation.

Jikan Dojo reserves the right to terminate the membership of any member failing to meet the objectives of the probationary period. Any fees paid will not be refunded.

When students pass their probation they are issued a Member Licence Book which is a passport-sized log book that will be used to record their activities and achievements in our club. 

 

2.3 Unintentional or Temporary Subscription Cancellations

[ Only applicable for monthly-payed groups. ]

Sometimes the automatic monthly Paypal payments are cancelled or suspended for the following reasons;

  1. A member has directly cancelled it.

  2. Two successive attempts to take payment have failed (due to insufficient funds).

  3. Your card has changed/been cancelled.

Many times this is just an oversight by the member or sometimes it's due to some personal circumstances, and the member still wishes to carry on with classes. That is OK. However, cancelled subscriptions and missed payments have a big impact on club finances including credit ratings and overheads.

Billing Penalty
To compensate for this the following billing policy will be followed for temporary training without a subscription;

1) The first class after a payment has been cancelled is FREE (once per year). This is gives a reasonable amount of time for the member to resolve the matter with the club and renew their monthly subscription.

2) After this, if the member's subscription is still not renewed and they have not informed the club in writing that they wish to leave the club, classes will be billed at £10 per lesson until their subscription is renewed, REGARDLESS of whether they attend classes or not.

 

The only exception would be where the member and the club have agreed in writing to suspending/cancelling their subscription for a LONG-TERM absence (8 weeks or more).

2.4 Preschoolers Karate Term Bookings (Under 8yrs old)

[ Only applicable to the Pre-Schoolers Karate Groups. ]
This section will supersede any other section where there may be contradicting terms regarding the booking of places in the Pre-schoolers Karate Groups (PSG) for the school term.


We guarantee you 10 classes per term. Depending on the length of the term you may get more (September term is the longest). Sometimes we have unscheduled class cancellations throughout the term which pushes back the end-date. Therefore, we will announce the date of the last class towards the end of the term after the total number of classes already taught has been tallied.

  • If you start in the first half of the term (before mid-term break) full fee still applies.

  • Fee includes free uniforms & belts (& free replacements at instructor's discretion), grading certificates (kyu grades only) and access to the Learning Resources in the Members Area of the website.

  • There is a scheduled break in the middle of each term. This is sometimes the same date as the local schools' half term break but may sometime differ. You'll be informed some time in advance.

  • It is your responsibility to keep up to date with club announcements such as class cancellations. All major announcements are made via the club's WhatsApp group, however scheduled term breaks and club events also appear in the Members Area of the website www.jikandojo.com 

  • No refunds.

  • In the rare circumstance that it may be necessary, venues are subject to change. If this is the case, the alternative venue will be as close to the previous as we can find.

  • Jikan Dojo reserves the right to expel from the class any member(s) who may violate the club's code of conduct.

  • If you have given up a place in a class you will not be able to regain that place for up to 4 years depending on the circumstances.

  • Members are not allowed to take part in other martial arts or combat groups or activities. Some reasons include (1) insurance liabilities, (2) the regulations of our parent organisations in Japan and (3) the fact that conflicting styles tend to hold students back from progressing.

2.5 Guidance on PSG to MAG Promotion (Under 15 yrs old)

If your child is being promoted from the Preschoolers Karate Groups (PSG) to the Mixed Ages Group (MAG) you should know that there are significant differences in the way the classes are run;

  • Gradings (promotional exams) are group gradings, set at quarterly intervals throughout the year for a fee. See the section on grading requirements above.

  • Uniforms aren’t free 

  • A yearly membership subscription fee is required.

  • The lessons are 1 hour long.

  • Students pay per month and not per term.

  • There are no refunds for class cancellations 

The Mixed Ages Group is run like most other karate clubs, and the fees are quite standard (monthly, yearly, & grading fees), whereas the preschoolers group was setup in a way to facilitate a simpler introduction to karate classes and had just one combined fee for the term commitment. On the plus side however the older mixed ages group has the following advantages.

  • More advanced karate training.

  • Faster progression in rank.

  • Invitations to many more training activities and events such as external competitions and training trips locally and overseas.

3. GRADINGS

Gradings (also called 'shinsa' in japanese) are tests for promotion in rank and are an important element of growth and progress in martial arts training.

 

For students 8 years and older, the gradings are usually a formal event done as a group. For students under 8 years old, gradings are often done on an ad-hoc basis, often one-on-one.

 

The following regulations refer specifically to formal group gradings for students over 8 years old.

3.1 Grading Requirements & Results

Being referred for a grading is a privilege and not an automatic right. the following requirements are just the minimum requirements that are assessed by the Chief Instructor in the selection of grading candidates. 

  • Members - Grading is for registered club members only. If your annual membership fees are not up-to-date you will not be eligible for grading.

  • Fee - As in most clubs, gradings cost a fee. As of August 2018 the fee is £25 for low kyu ranks in karate, and varies from £15 - £75 for kyu ranks in koryu bujutsu. The fee covers the administrative cost of the exam but does not guarantee you will pass. The fee is confirmed prior to a grading when the candidates to be tested are announced, but you can also request this information at any time. The fee may also be adjusted due to the foreign exchange rate (as some ranks are processed and paid for in Japan), or due to changes in administrative costs. Black belt ranks are considerably higher, but students are often given months notice in advance of a black belt grading (exam). In any case, exceptional students who do test for black belt usually have to wait years for the opportunity.

  • Attendance - The minimum time requirement for each rank is outlined in the grading curriculum. Additionally students must have a 75% attendance in the 2 months prior to the proposed grading date. Failing to make this frequency of attendance in the weeks before the grading date may result in the candidate being withdrawn from the grading even if they were announced on the initial list of eligible candidates.

  • Points - The practice curriculum outlines the minimum number of points required in order to be eligible for grading.

  • Competing - Students must participate in a competition organised by the club or entered by the club within the previous 18 months in order to be eligible for grading.

  • Summer Camp - [Mixed Ages Group, Seniors Karate Group & Adults Jujutsu Group] Students must have attended the Summer Camp within the previous 3 years in order to be eligible for grading past the rank of 5th kyu.
    Exemptions may only be made if this wasn't possible due to the club not hosting a camp in a given year.

  • License Book - Points are to be recorded in the student license book. It is the member's responsibility to ensure points are recorded and validated in the license book, and to keep a backup copy such as pictures or scans for evidence in the event that the book is lost.

  • ResultsGrading results are announced at the end of the test. Candidates who do not meet the criteria for full-rank promotion may at the discretion of the instructor either;

    • Be promoted half-rank (mon-grades)​.

    • Be issued a new belt on a provisional basis (without a certificate) and asked to repeat the test at a later date, or

    • Be asked to repeat the test at an interim grading on a later date, usually within 4 weeks. Test repeats are free. All previous grading requirements apply for the interim grading. If the student does not meet do the interim because of failing to meet the requirements (eg attendance) the opportunity for a free re-test will be lost.

3.2 Grading Penalties

Progress is not just important, but it is expected. Additionally, gradings take up a lot of time and resources to organise for the benefit of students. As a result, the following penalties are in place to prevent extreme cases in which students start to stagnate in their training.

*A prior agreement is a discussion between student/parent/guardian and the Chief Instructor in which a reason for missing grading is accepted by the Chief Instructor and the Club Committee. Verifiable medical reasons are examples of some reasons usually accepted.

1) A student will not be put-forward for grading if the teacher does not think he/she is capable of passing. However, every student is entitled to request one postponement/cancellation of their grading every 18 months.

2) If a student does not turn up to a grading without a prior agreement with the Chief Instructor, he/she will automatically be barred from grading for 6 to 9 months (depending on rank). This can be appealed but must be done so in writing and will be reviewed by the club committee.

3) If a student misses two consecutive gradings without a prior agreement with the Chief Instructor, he/she will automatically be barred from grading for a minimum of 6 to 9 months (depending on rank). This can be appealed but must be done so in writing and will be reviewed by the club committee.

4) If a junior student (under 18yrs old) is not graded for at least 15 months, regardless of whether or not he/she has been put forward for grading, their continued membership will be reviewed by the club committee.

3.3 Grading Payments

  • Payment is for the administrative cost of the exam and does not guarantee promotion in rank. Promotion in rank is based on merit.

  • Fee is non-refundable.

  • The deadline for payment/registration is given when given when the grading date and candidates are announced. Missing this deadline may result in the candidate not being able to grade. 

3.4 Grading Dates, Venues and Times

Gradings usually occur at the end of every quarter. Gradings at the end of the 3rd quarter (September) are usually reserved for eligible candidates who have been training in the month of August either through the Summer Camp or any other intensive courses held by the club. Because of the logistics and venue availability, we cannot guarantee that gradings will always be on the same day of the week or the time. In the past few years they have been more frequently held or Saturdays and occasionally on Tuesdays. We respect and appreciate that sometimes other priorities may exist in your life. However, we request that you consider potential quarterly gradings when making personal plans in order to avoid clashes with other plans where possible.

3.5 Grading Preparations

Students are urged to prepare diligently for their test to have the best chance of passing. They can review the grading/testing curriculum in the Learning Resources in the Members Area of the website www.jikandojo.com/members-area

4. HOLIDAYS & CLASS CANCELLATIONS

Fees will be the same regardless of the breaks taken for term holidays and half-term holidays. For any irregular class cancellations, a make-up lesson is usually available to the student on an alternative day but unfortunately we cannot guarantee this.

On a yearly basis a decision will be made about whether or not there is a summer break in August. If there are no classes in August, your payment for that month will be refunded in full. The majority of refunds are possible in September, but we ask for your patience as some aren't done until November. Please do not cancel your subscription just for that month as it leaves the club with cash flow issues in paying overheads. 

Your patience helps us to keep the classes open in the long term.

5. PHOTOGRAPHY & FILMING

For promotional purposes, the club requests consent to photograph and film minors when they are being registered. However, the following restrictions are placed on members at specific events and venues.

  1. Pictures of classes are not permitted without the express permission of the club.

  2. Filming of classes by anyone other than a club representatives is strictly forbidden.

  3. Pictures of competitions and outdoor events are permitted.

  4. Filming of competitions and outdoor events requires the express permission of the club. The decision is often taken after assessing any perceived risk/threat from the public domain.

6. HEALTHY & SAFETY

Members must observe the class safety rules at all times. They are as follows;

  1. Inform the instructor of any health conditions or injuries which may be affected by training or may affect your training.

  2. No eating or chewing is allowed during the class.

  3. Jewellery must be removed.

  4. It is always good to have some water available, but keep it to the side away from the training area.

  5. When you turn up for training, leave all your daily distractions behind. Clear your mind and strive your uttermost to absorb the lesson. It should be your only focus at that time.

  6. Warm ups are a way of gradually easing your body into an exercise routine to avoid damage. For beginners, a first attempt at any particular exercise should never be done without personally being shown the proper technique. Furthermore, a new exercise should never be executed beyond your comfort zone. Always keep this in mind.

  7. Pay attention to posture, especially where loading(weight carrying) exercises are involved. Poor posture deprives you of benefiting from the exercise, and can result in injury.

  8. After Class inform the instructor of any injuries or unusual pains you may have.

  9. Stretches help promote muscle repair and development after exercise. It helps for faster recovery. If you feel the need, in your own time do extra stretches before the next lesson.​

​​

7. EXTERNAL TRAINING

Members are not allowed to take part in other martial arts or combat groups or activities. Some reasons include (1) insurance liabilities, (2) the regulations of our parent organisations in Japan and (3) the fact that practising conflicting styles tend to hold students back from progressing. Please speak with the Chief Instructor if this is a matter of concern to you.​

​​

8. DISCIPLINE

Jikan Dojo also reserves the right to terminate the membership of any member(s) whose behaviour is unethical or in violation of the law in such a way that it may bring the club into disrepute. 

Jikan Dojo reserves the right to terminate the membership of any members who may violate the club's code of conduct. Please also observe the safety rules in the same document. ​Other general guidelines and information about the structure of the club and its objectives can be found here in the Club Constitution.

9. WEAPONS TRAINING

9.1 Legal Guidelines

Members over the age of 18 years old must read and understood UK legal guidelines about the use of weapons for martial arts training. If a member is under the age of 18 his or her parent must do so on their behalf.

As a brief overview, members Should follow the following guidelines;

  • Members must abide by legal guidelines at all times.

  • Members must only travel with weapons to and from Jikan Dojo training sessions and events.

  • Members must only train with weapons in the dojo, club-sanctioned venues, at home or suitable private venues where a risk assessment has been carried out to minimise any risks presented to themselves, the wider public or any bystanders.

  • Members must use appropriate (secure, durable and concealing) cases or packaging for weapons while in transit.

  • Members must not use weapons for any other purposes outside of training.

  • If questioned by the authorities regarding training weapons, members should present the membership ID card along with an official form of ID such as a drivers license or a passport.


9.2 Member ID Card

Should you be stopped by law enforcement with regards to the carrying of a weapon, we recommend that all practitioners of weaponry at Jikan Dojo over the age of 18 years old possess a Member ID Card.

 

Simply possessing a member identification card does not exempt the member from the law. The ID card simply adds to the argument that the member is a legitimate martial arts student. You must apply for a club ID card at your earliest convenience if you desire to carry a weapon of your own. 

Link: https://www.jikandojo.com/id-card

10. MAINTAINING CONTACT

If you are undergoing some change in personal circumstances or experiencing some personal difficulty and will be absent for a prolonged period, please inform the Chief Instructor. In general, the instructors at Jikan Dojo will be concerned for your well-being and may even attempt to contact you from time to time to know that you are ok. So please, endeavour to be contactable, either phone or email.

 

For a variety of reasons, including the possibility of death or suspicion of identity theft, Jikan Dojo reserves the right to terminate the membership of a member who is either;

1) Not contactable for a period of 28 days or more without an explanation.

OR 

2) Absent from training for a period of 28 days and has not updated the club of changes to their contact information .

11. DISCLOSURES

Members should disclose to the club any unspent convictions regarding Serious Offences AND any convictions involving children whether they are spent or unspent.

12. TRAINING SUSPENSIONS

If you have problems training regularly for any number or reasons, please let the club know. We can offer you a training suspension (and payment suspension) for up to 6 months. If you just cancel your payment without requesting a training suspension, your membership will automatically be cancelled. If membership is cancelled you cannot rejoin Jikan Dojo for 4 years.

 

You may be granted one (1) regular training suspension every 3 years. However the following exceptions will allow you an additional training suspension in a 3 year period.

  • Final year students preparing for exams at GCSE, A-Levels or University.

  • Those on maternity leave.

During a training suspension your monthly subscription payment is suspended for the agreed period of your absence. However, as you are still considered a member, and retain access to other club resources such as the members area of the website and WhatsApp groups, your Yearly Membership Subscription must be kept active.

13. TERMINATING MEMBERSHIP.

If you cancel your subscription you will be allowed to carry on training for the period for which your last payment covers. However, you must give one (1) calendar month advanced notice for your membership to be cancelled.

 

If your circumstances require that you take a temporary break in training, you should seek a Training Suspension instead of cancelling your membership. However, if you chose not to do this and instead have your membership terminated, you may not apply to rejoin the club for four (4) years. Some of the reasons for this rule are;

  • Limited spaces - The club cannot survive without the commitment of its members. If members give up their place in the class, the club will give priority to potential new members who are willing to make the needed commitments.

  • Avoiding a repeat - The club believes that four years is enough time for a member's personality, and maturity to develop (if a minor) or for their circumstances to change in a way that may help them to better commit to martial arts training, the next time around.

14. OTHER GUIDELINES

You can find more information on the club's structure and management in the Club Constitution.