Karate Wales License Policy

 

 

 

KARATE WALES LTD.

"Company Limited By Guarantee"

 

 

KARATE WALES LTD. LICENSES POLICY


Overview:

 This policy is effective from Sunday January 1st 2017 and is designed to define the licence policies and procedures for Association Chief Instructors, Licence Officers, and Club Instructors of Karate Wales.

 

(Throughout this policy it refers to Club Licence Officers but is applicable to Club Instructors and Association Chief Instructors or anyone who is linked to applying for licences through Karate Wales)

 

This policy will look at:

 

·       Licence Policies

 

·       The Licence Process

 

The Current Karate Wales Licence Officer (KW Licence Officer) contact details are below:

 

Officers Name:



Rob Copeland



Email –  This email address is being protected from spambots. You need JavaScript enabled to view it.

 

Address – The Flat,
76 High Street, Barry CF62 7DW

 

Mobile – 07986 872 953

 

 

Licence Policies

 

v  The Karate Wales Executive Committee has the sole responsibility for identifying and purchasing/renewing insurance products for Karate Wales Students.

 

 

 

v  The KW Licence Officer is appointed and guided by policies issued by the Karate Wales Executive Committee.

 

 

 

v  Each Club/Association’s authorised Licensing Officers are liable for insuring licences are up to date and submitted to the KW Licence Officer before the licence expiry date.

 

 

 

v  The cost of a licence is set and reviewed by the Karate Wales Executive Committee on a periodic basis.

 

 

 

v  Licences are to be sent to the KW Licence Officer by E-Mail, Post or in person (e.g. at a Karate Wales Event)

 

 

 

v  There are no restrictions on the amount of licences sent to the KW Licence Officer (e.g. can be 1 or 100)

 

 

 

v  Payments must be made via Bank (BACS) Transfer directly to the Karate Wales Bank Account or Cheque (Made payable to Karate Wales)

 

 

v  Licence fees received are non refundable.

 

 

 

v  Licenses are not transferable from individuals or numbers of persons from one assn/club to another, unless it is with the express permission of that Club/Chief instructor or the representative of that assn/club who should then notify KW Licensing Officer so that membership affiliation records for individuals or groups can be amended.

 

 

v  Licences will start from the first day of the issuing month and not the day it is processed as this could potentially be leaving students unlicensed whilst licences are being processed. (e.g. licences received on 30th March will have start/issue date of 01/03/17 unless there is additional time left on existing licence)

 

 

 

v  Licences will not be backdated (e.g. a student’s licence expired 01/03/17 and the licence form is received on the 5th of May 2017) then the student’s new licence slip will start from the 1stof May and expire 12 months later on the 01/05/2018 meaning that the student would not have had a licence and therefore insurance cover for two months.

 

 

 

v  Licences will run for 12 months from the issue date.

 

 

 

v  Licences which have not expired will run for an additional 12 months in addition to the existing time on the licence (e.g. Licence renewed on the 1st of March 2015 and existing licence expires on 1st of May 2015 then the new licence would expire on the 1st of May 2016)

 

 

 

v  The KW Licence Officer will only accept liability from the day the licences are received and not the return date specified by the Association/Club Licence Officer on the application form.

 

 

 

v  The KW Licence Officer is responsible for:

 

 

 

v  Handling all queries or complaints regarding licences

 

 

 

v  Banking all cheques received for licence applications within 7 days of receiving cheques unless prior notification is given to the Treasurer.

 

 

 

v  For the issuing of Invoices (where applicable) and Remittance Notices on completion of each licence application.

 

 

 

 

v  Licences to be completed and sent back to the Club/Association Licence Officers who sent the licensing request form with payment within 21 days of the date licences are received.

 

 

 

v  Licences can be cancelled at the request of the Karate Wales Treasurer/Executive Committee if payment is not cleared within 14 days (e.g. cheque being returned and new cheque not reissued or BACS Payment not completed into the Karate Wales Account) In the event of payment issues occuring, discipline procedures, suspension or expulsion could arise.

 

 

 

v  The Karate Wales Treasurer is responsible for the recovery of all unpaid balances.

 

 

 

 

 

 

 

The Licence Process

 

Club Licences Officers can apply for licences via e-mail or by post with all the information neededfor the licence to be processed.

 

Applying for licences

 

Club Licence Officers submitting applications to the KW Licence Officer need to complete the front of Licence Application Form (Below)so the Licence Officer is aware of where to return the licences and also who to contact if there are any licence queries.

 

LICENCE APPLICATION FORM (example)

 

Association Name:  We Do Karate Club. “State Club /Chief Instructor: Joe Bloggs

 

 

 

Licensing Officer Name: A. N. Other Address: 109238 VQ Drive, Emmerdale,

 

Post Code: SA2322 3XGS E-Mail Address:  This email address is being protected from spambots. You need JavaScript enabled to view it.

 

  

Date return made: 23/02/2017 Total Number of Registrations: 1

 

Payment Method (Please circle): BACS /Cheque

 

 

 

Total payment enclosed: £6.00

 

 

 

KW Lic. [Inc. Insurance]:

 

£6 per licence from January 1st 2015

 

 

 

RETURN TO: Rob Copeland, The Flat, 76 High Street, Barry CF62 7DW

 

After the front cover has been completed then the Club Licence Officer will need to fill in the table with the Students Information (example below).

 

·       Name – Full Names only and not nicknames.

 

  

·       Address – Full Address Inc. Post Code

 

  

·       D.O.B

 

 

·       U16 (Y/N)

 

 

·       Grade

 

 

·       Gender (M/F)

 

 

·       Welsh Speaker (Y/N)

 

 

·       Disability (Y/N)

 

 

·       Previous Licence Number

 

 

 

Name

Address

D.O.B

U16

(Y/N)

Grade

Gender (M/F)

Welsh Speaker

(Y/N)

Disability

(Y/N)

Previous Licence Number

Andrew Greenall-Jones

123 Smith Close, Swansea, SA100 0XG

31/02/10

Y

9th Kyu

M

N

N

218534

 

 

 

 

 

Once the forms are completed and then sent to the KW Licence Officer then providing there is no additional information needed then the KW Licence Officer will then process and return the licence slips within a maximum of 21 days from receiving the licences.

 

The KW Licence Officer accepts liability for the licence application from the day it is received and not the return date on the licence application form.

 

There are two ways Licence Fees can be paid which are:

 

 

 

·       Cheque

 

·       BACS Transfer

 

 

 

Paying by Cheque

 

 

 

·       Cheques need to enclosed with the Completed Licence Application Form

 

 

·       Cheques need to made payable to “Karate Wales” for the full amount of the licence applications

 

 

 

Paying by BACS

 

 

 

·       Club Licence Officers need to send the documentation to KW Licence Officer with all the details for the licences (as explained on page 6)

 

 

 

·       The KW Licence Officer will then send the Club Licence Officer and Treasurer an invoice(template on page 8) which contains a unique payment reference (highlighted red on page 8) so that the payment can be identified by the Treasurer.

 

 

 

·       Once the Club Licence Officer has received the invoice with the Unique Payment Reference, then payment will be made within 7 days to the Karate Wales Bank Account (details below)

 

 

 

Account Name:

Karate Wales

Sort Code:

54-21-33

Account Number:

27119319

Payment Reference:

(Unique Invoice Ref)

 

 

 

 

Invoice

 

 

 

 

Date:

01 February 2015

 

Invoice Reference:

KW LR 1

 

Reason:

Licence Renewal

 

 

 

 

Association Name:

Karate Wales

 

Chief Instructor:

Daniel Cannon-Thomas

 

Licence Officer:

Merv Day

 

Address:

109238 VQ Drive

 

Post Code:

SA19374 T37

 

E-Mail:

This email address is being protected from spambots. You need JavaScript enabled to view it.

 

 

 

 

DESCRIPTION

QUANTITY

AMOUNT

Licence Renewal - (Andrew Greenall-Jones 218534)

1

£6.00

 

 

 

 

 

 

Totals:

1

 

 

 

 

Total Number of Licences:

1

 

Cost Per Licence

£6.00

 

 

 

 

Total Payable:

£6.00

 

 

 

 

Payment Details:

 

 

 

 

 

Account Name:

Karate Wales

 

Sort Code:

54-21-33

 

Account Number:

27119319

 

Payment Reference:

KW DCT 1

 

 

 

 

Payment must be made within 7 days of invoice date

 

 

Licence Slips

 

KARATE WALES

GOVERNING BODY FOR KARATE IN WALES

 

ASSOCIATION

 

 

Karate Club/Assn

 

NAME

 

 

Andrew Greenall-Jones

ADDRESS

 

 

123 Smith Close, Swansea, SA100 0XG

ISSUED

 

EXPIRES

 

LICENCE NUMBER

01/03/15

01/03/16

 

218534

D.O.B.

 

MEMBER

 

GRADE

 

31/02/15

 

M

 

9th Kyu

CHIEF INSTRUCTOR

 

 

 

 

Daniel Cannon-Thomas

LICENSING OFFICER

 

                 

 

Once all the application is completed and payment has been set up (Cheque Banked or Invoice Sent) then the Karate Wales Licence Slip (example below) will be completed for each individual licence.

 

The information on the slip issued will be:

 

·       The Association that the student trains

·       The Students Name

·       The Students Address

·       The Issue Date of the Licence Slip

·       The Expiry Date of the Licence Slip

·       The Licence Number for the Student

·       The Date of Birth for the Student

·       The Gender of the Student (M/F)

·       The Grade of the Student

·       The Chief Instructor of the Association

·       The Signature of the Karate Wales Licence Officer.

 

 

 

 

 

**Any existing licence numbers which have expired will be replaced with a new licence number and will not be back dated**

 

 

 

Completed Licences

 

Once the licence slips have been completed by the KW Licence Officer then the licence slips will be sent back by second class post to the Club Licence Officer with a copy of a remittance (shown below) or an invoice (see page 8 for invoice example).

 

Remittance

 

 

 

 

 

 

 

Date:

01 February 2015

 

Remittance Reference:

KW LR 1

 

Reason:

Licence Renewal

 

 

 

 

Association Name:

Karate Wales

 

Licence Officer:

Merv Day

 

Address:

109238 VQ Drive

 

 

 

 

Post Code:

SA19374 T37

 

E-Mail:

This email address is being protected from spambots. You need JavaScript enabled to view it.

 

 

 

 

DESCRIPTION

QUANTITY

AMOUNT

Licence Renewal - (Andrew Greenall-Jones 218534)

1

£6.00

 

 

 

Totals:

1

£6.00

 

 

 

Amount to Pay:

£6.00

 

 

 

 

Payment Method:

Cheque or BACS

 

Cheque Number:

(Cheque Number)

 

Pay In Slip Number:

(Bank Slip Number)

 

BACS Reference:

(If Applicable)

 

Amount Paid:

(Amount Paid)

 

 

 

 

Total To Pay:

£0.00

 

 

 

 
482994

 

Karate Wales Ltd.  

Registered in England and Wales Karate Wales Ltd. Company No. 09718948.  

Registered Office: 

Gwenhafdre, St Mary Church, Cowbridge, Vale of Glamorgan, CF71 7LT

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