Training and Education Workforce Guide

This guide aims to provide Unions, Educators and Trainers (and potential Educators and Trainers) with information on the process for nominations to the Training and Education Workforce as well as the roles and the requirements of the Training and Education Workforce. It should also be used to assist in the selection process of potential Trainers and Master Trainers by the Regional Training Managers (RTM), Medical Education Managers (MEM) and the Union Training Manager.

1. Introduction to World Rugby Training and Education

World Rugby Blended Learning Training and Education Portfolio

In 2006, to help service its member unions, World Rugby (then known as the International Rugby Board) developed a suite of robust, competency-based, quality assured courses to develop coaches and match officials. Over time this has expanded, and we now offer our member unions a blended-learning portfolio of online and face-to-face learning across the following strands:

Coaching
Match Officiating
Player Welfare
Strength and Conditioning
Match Day Staff
Union Administration/Management
Education Workforce.

The portfolio currently consists of:

Online learning modules available in multiple languages (available here)
Face-to-face courses which are delivered across the globe by our network of Licenced Educators and Trainers.

World Rugby employs a Head of Education, Laws and Compliance to oversee the development, maintenance, and delivery of the portfolio globally. The Head of Education, Laws and Compliance is supported in their role by the Training and Education coordinator.

Training and Education is managed on a regional basis by a team of Regional Training Managers (RTMs) who are engaged by the Regional Association with funding provided by World Rugby. The RTMs deliver a needs-based annual programme of Training and Education to service the Regional Association and member union’s needs. They are supported in this delivery by two part-time Medical Education Managers (MEMs) with specific responsibility to accelerate Medical Education as well as a Medical Compliance Manager with a specific responsibility to help the Regional Associations and member unions to comply with player welfare standards.

In addition to World Rugby and Regional Association staff, member unions may have a member of staff or volunteer who is responsible for Training and Education. Many larger unions have a full-time dedicated staff to manage and deliver Training and Education internally.

World Rugby supports its member unions to become self-sufficient in the delivery of the portfolio at entry level (L1 and L2) courses. Some courses at the more advanced level are delivered on a regional basis only.

Member unions can pick and choose what courses (if any) they would like to deliver within their union depending on their need and subject to terms and conditions. Some of our larger member unions deliver courses that they have developed and, in some strands, we have recognised equivalence.

Approximately 2800 World Rugby face-to-face courses are delivered annually across the world by our network of Licenced Trainers and Educators.

Training and Education Workforce roles

Educators:

train people who make our game safer and better. They train and develop new and existing coaches, officials, medics, administrators, and match day staff. This helps to increase participation and retention and to enhance the player experience.
educate learners within their strand e.g., Coach Educator Educates Coaches, First Aid Educator Educates First Aiders
should develop a good working relationship with their fellow Educators and Trainers and their union Training Manager or person responsible for delivery within their union.

Trainers

In addition to the above, Trainers:

co-deliver Educator Training
support Educators through Quality Assurance reporting – helping to maintain and improve the quality of their delivery
assist their union and Regional Association to deliver on their Quality Assurance commitments – helping the union to improve its programmes
should develop a good working relationship with their Regional Training Manager (RTM) and Medical Education Managers (MEMs)
should agree to and be available to deliver specified number of training days annually
should be able to deliver in a variety of diverse environments.
Medical Trainers course lead L2 ICIR and L3 AICIR courses subject to sign off as a Course Director by the Medical Education Manager or their delegate
might be asked to review current curriculum and help generate new learning material.

Master Trainers

In addition to the above, Master Trainers:

lead Trainer and Educator Training
support Trainers through Quality Assurance reporting– helping to maintain and improve the quality of their delivery
work with unions to develop their Training and Education plans and pathways – helping them to work towards self-sustainability at entry levels of Training and Education and to identify their training needs at the higher levels.
may be requested by World Rugby to support courses delivered by our Educational Partner, the World Academy of Sport, to other international sporting federations.

Conflict resolution. If you feel you have a conflict with your role, please contact your RTM in the first instance. If you feel this does not achieve resolution or your conflict is with the RTM then please contact the Head of Education, Laws and Compliance.

2. How to become a World Rugby Educator, Trainer or Master Trainer

Nomination Process

To become a member of World Rugby’s Training and Educator workforce Potential Educators must:

be nominated by their home union
have appropriate rugby knowledge, skills, and experience to be able to deliver strand specific courses
hold a minimum of World Rugby Level 2 or equivalent within their strand (Note. this is different for First Aid Educators where a Level 1 is the minimum entry criteria)
have a genuine interest in developing rugby learners
hold experience of presenting information to groups (e.g., teaching/coaching)
be open-minded, adaptable to change, welcoming of feedback and willing to self-reflect to facilitate development
have the time and commitment to deliver at least 2 courses annually.

In addition to the above, Potential Trainers must:

be nominated by their union, in agreement with the RTM and MEM (if Medical)
have delivered/or co-delivered a sufficient number of courses within their strand
have delivery experience of Course Leading Level 2 / Level 3 in own strand
have had their progress supported by multiple trainers
have had positive quality assurance reports.

In addition to the above, Potential Master Trainers must:

be nominated by their union, in agreement with the RTM and MEM (if Medical)
have delivered at least ten courses in multiple strands (e.g., Coaching and Officiating)
have supported the delivery of at least three Educator, and two Trainer Courses
have completed at least three Educator Quality Assurance Reports per year when a Trainer
have delivery experience of Course Leading Level 2 / Level 3 in own strand and supported other strand course delivery
be able to Quality Assure in more than one strand
have had their progress supported by multiple Master Trainers
have had at least 5 positive quality assurance reports.

Educator and Trainer Training

Should your nomination be accepted then you will be invited to attend Educator or Trainer Training. Depending which course, you are invited to this may take anything from 3-5 days and should include live delivery and support. As with most World Rugby courses, they are competency-based and successful accreditation should not be expected at the end of the course alone. Some live delivery and/or co-delivery will be expected.

Should you have any outstanding competencies remaining at the end of the course then your Trainer/Master Trainer will help you to develop an action plan to hopefully achieve sign off.

Once a Trainer confirms that you have satisfied all of the competencies then you will receive your Educator or Trainer Licence.

There is no course for Master Trainer Training, however the RTM will develop an individual action plan for every Potential Master Trainer selected for Training. Only once the RTM is satisfied that the candidate can lead both educator and trainer training and support educators across multiple strands will they make the recommendation for the award of a Master Trainer Licence.

Licencing

Upon completion of Educator/Trainer Training and confirmation of competencies, then the Educator or Trainer will become a World Rugby Licenced Educator/Trainer within their specific strand of the portfolio (e.g., Player Welfare/Match Official Educator).

This licence is valid for two years from award and permits the Educator to deliver entry level courses within their union subject to union approval. More experienced and qualified Educators will be permitted to deliver Level 2 courses. Educators are permitted to deliver one level below their highest level of accreditation within their strand (Except FAIR Educators).

Note:
Educators need approval to deliver all courses within their union by both their union and their RTM (RTM and MEM for Medical Strand).

Unions wishing to deliver Educator Training must have approval from their RTM to deliver, as well as approval for the Master Trainer who will be leading the course and the Trainers who will be supporting the course.

Trainers & Educators may only deliver courses in other unions on approval from both home union and requesting union and their respective RTM and MEM. Unauthorised delivery may result in removal of licence.

Relicensing

Educator and Trainer Licences last for two years. At the end of the licence period the Educator/Trainer will go through a relicensing process. To maintain their licence, the Educator/Trainer must satisfy the following criteria:

Evidence of course delivery – a minimum of one course delivered in the licence period
Evidence of a Quality Assurance Report by a Trainer within the licence period (Note it is the Union’s responsibility to ensure this occurs. Good practice would be to have one completed every year where possible.)
Their home union should still support their activities as an Educator/Trainer
Their Regional Association should still support their activities as an Educator/Trainer
Compliance with their strand specific online learning requirements with all certificates up to date
Compliance with World Rugby’s Licenced Trainer and Educator Code of Conduct
Compliance with World Rugby’s Code of Conduct Regulation 18

Note: in special circumstances World Rugby and/or the Regional Association may approve relicensing despite a lack of union support – this is usually as they are involved in the delivery of regional programmes.

Subject to the above criteria being met then the Educator or Trainer will be relicensed for a further two-year period.

Removal of Licence

Should the above criteria not be met then the Educator/Trainer will lose their Licence. This means they will no longer be able to deliver World Rugby Courses. In the case of Trainers, subject to delivery history, they may be regraded to Educator status. This is dependent on individual circumstances and will be dealt with on a case-by-case basis.

Licences can also be removed for breaches of the Training and Education Code and Code of Conduct highlighted in this handbook.

By accepting their Licence, Educators and Trainers:

acknowledge that World Rugby reserves the right the remove, uphold, or renew a licence at any time
acknowledge that their Union may request that World Rugby remove their licence at any time
acknowledge that World Rugby’s decision on licensing is final
permit World Rugby to use their email contact for Training & Education updates.

Behavioural Standards

World Rugby Educators and Trainers have a key role to play in the promotion and development of the game. They are global role models and as such are expected to “live the values” of Discipline, Respect, Integrity, Passion, and Solidarity. They also have a significant role to play in ensuring the welfare of learners on courses and the welfare of the players the learners go onto coach, officiate, care for, or administrate.

To reflect the importance of their role, all licensed Educators and Trainers are required to comply with and abide by the Training and Education Code of Conduct and World Rugby’s Code of Conduct.

All members of World Rugby’s Training and Education Workforce must:

Conduct themselves in an appropriate and professional manner
Be inclusive, and provide equal and transparent access to courses
- World Rugby believes that everyone should have the opportunity to play the game or be a part of rugby regardless of their national, racial, or ethnic origin, sex, gender identity, sexual orientation, disability, language, religion, politics, or any other reason. For more information, visit https://www.world.rugby/rugbyforall?lang=en
Only deliver courses on approval from their Union and/or Regional Training Manager. Educators and Trainers are only permitted to deliver in their own Union unless permission is granted by World Rugby in advance
Utilise the online course administration system appropriately to register and record candidate progress in a timely manner
Deliver their courses correctly and in line with the course standards and descriptors
Continue to develop their own skills through regular CPD and further training
Maintain their user profile with up-to-date contact information
Ensure that courses are run on a 'not for profit' basis and never collect payment from participants
Maintain currency of their strand specific online learning requirements
Hold a minimum qualification of World Rugby Level 2 (or equivalent) within the Coaching, Officiating, or Strength & Conditioning strands, or a minimum of World Rugby Level 1 FAIR (First Aid in Rugby) within the Player Welfare strand
Never share candidates’ personal data and only use personal data provided to you for the purpose it was collected for
Comply with World Rugby’s Code of Conduct (Regulation 18)

Note: Breaches of the Training and Education Code of Conduct may be dealt with in the same manner as breaches of World Rugby (Regulation 18) and/or the relevant Union's Code of Conduct and may result in loss of licence.

By accepting their Licence, Educators and Trainers:

acknowledge that World Rugby reserves the right the remove, uphold, or renew a licence at any time
acknowledge that their Union may request that World Rugby remove their licence at any time
acknowledge that World Rugby’s decision on licensing is final
permit World Rugby to use their email contact for Training & Education updates.

3. Further workforce requirements

Learner safety and well-being

Player welfare is World Rugby’s number one priority and as a result all of World Rugby’s Training and Education Workforce must be up to speed with current processes around key areas such as Concussion Management, First Aid in Rugby, and Laws as well as their own strand specific knowledge. At this moment in time Educators and Trainers should also be aware of Covid-19 Return to Play processes and should complete the online modules available here. That is why we have built in Compliance (completion of online modules) into the relicensing process.

Keeping the learners safe on courses is just as important and Educators and Trainers have important responsibilities in this area.

Physical Participation

In many of our courses participants may have to act as players, coaches, referees etc. It is vitally important that participants are aware that any participation is at a level suitable for their levels of fitness and well-being as well as their age. As rugby people it is always tempting to revisit what we did as young players, but Educators and Trainers must remind participants that physical activity is for teaching and learning purposes only and that if they do not feel it is appropriate to participate physically then that is fine. Many activities can be done at walking pace. Ideally if running a coaching course then there should be players available for the coaches to coach. Educators must make it clear that it is participants’ responsibility to alert Educators of any health or injury concerns that may impact their participation prior to the course.

Risk Management

A Risk Management Form must be completed by the course leader prior to the start of the course. This will highlight any risks that need to be mitigated and act as evidence of completion in case of a claim against the Educator. The Educator/Trainer who is leading the course is responsible for completing this form. For union deployments, one copy should be kept by the Educator/Trainer for their records and one copy sent to their union for their records. For Regional Association or Global deployments, one copy should be kept by the Educator/Trainer and one copy should be sent to the RTM/MEM and one copy should be sent to the host union.

Download Risk Assessment Forms below:

Insurance

Educators and Trainers who are operating within the jurisdiction of their Union should ensure that they are covered with appropriate insurance cover by their home Union.

Educators and Trainers who are deployed on a regional or global basis should ensure that they possess sufficient travel insurance for any trip. The daily cost of this insurance can be claimed back as an expense.

Changes to circumstances

All members of the Training and Education Workforce are required to update their respective RTM/MEM of any changes in personal information e.g., Address/Union/Region. This is to ensure that World Rugby can reach individuals for any formal communication. E.g., Sending of new license or kit delivery.

If there are changes in your circumstances that impact on your ability to fulfil the accepted role, please contact your respective RTM.

Should you move to another union’s jurisdiction then transfer of licence is subject to the new union’s approval.

Update of Status on Deceased Workforce Colleagues

Union Training Managers are requested to send an annual update of any Workforce who may have passed on during that year for HQ to update status. Educators and Trainers may also forward this information if known.

4. Course delivery

Organising a course

Before commencing course delivery, the Educator/Trainer must:

gain approval from their union /RTM to deliver the course – this is done through our course administration system which you gain access to when you gain your licence.
download and review the respective course materials from the system
ensure candidates are provided with clear joining instructions and any participant course materials and pre-course tasks
Ensure course materials e.g., slide sets (if used) are appropriate for local variation (e.g., Local Basic Life Support variation in the medical strand)
Ensure course venue and equipment will be provided, functioning and safe
Ensure co-deliverers are fully briefed on their role to ensure optimal delivery
Compete the Risk Management form and procedures.
Create the course and register the candidates in the course administration system.

Course Administration

Educators and Trainers are responsible for the correct administration of the course. This includes registration, pre-course online certificates submission checks, post-course completion and upload of transcripts. Should Educators/Trainers need assistance in operating the course administration system then they should contact their RTM/MEM in good time prior to the course.

Pre-requisites

It is the responsibility of the Educator/Trainer to check that candidates have completed any pre-course online learning modules and face-to-face prerequisites and remind participants to complete any outstanding modules. Educators and Trainers can check this on the course administration system when the candidates are registered. Candidates can view the pre-requisites for courses on the strand specific face-to-face courses and accreditation pages in Passport. Candidates who have not completed the pre-requisites will not be certificated unless there are mitigating circumstances – such as lack of internet coverage and additional online content delivered on course days. Educators and Trainers should liaise with their RTM should these circumstances occur.

All online self-tests are available on - https://passport.world.rugby/

Workforce Kit

Educators and Trainers are eligible for World Rugby Training and Education Workforce Kit in which to deliver their courses. To receive the kit voucher, World Rugby must have evidence of their delivery in the course administration system in the preceding year.

Inactive Educators will not receive kit vouchers.
Example 1: Accredited in 2021, delivered courses in 2021, receive kit package voucher in 2022.
Example 2: Accredited in 2021, no course delivered in 2021, no kit package voucher in 2022.

Note: Provision of kit is reviewed annually and may be subject to change. Details of how to order are sent out to the eligible workforce by email. Educators and Trainers must order in the defined window. If the order window has closed, then World Rugby will not be able to provide kit.

5. Regional and global appointments

Educators/Trainers may be requested by their RTM/MEM or by World Rugby to deliver a course outside of their home union as part of a regional or global programme.

Should they be deployed by World Rugby to deliver a face-to-face or webinar course, then they may be eligible for a course delivery fee. This is only if they have been deployed outside their Union by the Medical Education Manager or by the Head of Education, Laws and Compliance at World Rugby. Should this be the case then they should liaise directly with World Rugby to set up as a supplier on World Rugby’s payments system.

Should they be deployed regionally by a Regional Training Manager to deliver a face-to-face or webinar course then they may also be eligible for a course delivery fee. This is only if they have been deployed outside of their Union by the Medical Education Manager or by the Regional Training Manager. Should this be the case then they should liaise directly with the RTM to arrange payment.

Regional variations occur in course deliver fee amounts – please liaise with the respective RTM/MEM in advance to confirm what fee if any may be due.

Note that should any fees be paid by World Rugby/Regional Association then the Educator or Trainer is responsible for payment of all resulting domestic taxes.

Should the Educator/Trainer be delivering within their own Union then they are not eligible to receive any course delivery fee from the Regional Association or World Rugby and payment for delivery of courses must be agreed in advance by their home union.

Note:

At no point should Educators/Trainers charge participants for attending courses. Unions are only permitted to deliver World Rugby on a not-for-profit basis and any course financial arrangements must be carried out by the Union – not individual educators. Any educators found to be in breach of this shall have their licence revoked with immediate effect.

The table below describes how costs are covered depending on which entity deploys the Educator/Trainer. Other than Home Union deployment, it would be preferred that all other deployments should be arranged at least 90 days prior to the course.

Appointment	Flights	Visa	Course Delivery Fee and travel claims	Ground costs
World Rugby	World Rugby to purchase	Individual to purchase - World Rugby to reimburse after course	World Rugby to reimburse after course	World Rugby to arrange
Olympic Solidarity	World Rugby to purchase	Individual to purchase - World Rugby to reimburse after course	World Rugby to reimburse after course	Host union to provide and claim back from NOC/OS
Regional / Cross border	Arrange with RTM	Individual to purchase - RTM to reimburse after course	Arrange with RTM, reimbursement after course	Host union to arrange
Home union (local courses)	Home union to arrange	Not applicable	Home union to arrange	Home union to arrange

6. Educator and Trainer online compliance.

As a condition of holding a licence, Educators and Trainers are expected to maintain currency of their online learning and to keep their online modules valid at all time. This helps to refresh knowledge and also enables you to signpost your learners to the appropriate modules when required. Online modules are valid from 2 years of the date of completion.

Educator Compliance.

All strands of Educator and Trainer (including First Aid in Rugby Educators) must have the following modules valid at all times:

In addition to the above, Educators and Trainers must have the following strand specific modules valid at all times: