Policies

MALPRACTICE AND MALADMINISTRATION POLICY

Organisation: Boxology Limited
Trading names: Boxology® Academy and Boxology® Online
Company number: 10523458
Responsible person: Cathy Brown – Director, Boxology Limited
Version: 3.0
Effective date: 3 August 2026
Review date: 3 August 2027, or sooner where legal, organisational, CIMSPA or delivery requirements change

1. Purpose

Boxology Limited is committed to protecting the integrity, fairness and credibility of its:

• courses and educational products;

• assessments;

• learner records;

• certificates;

• continuing professional development records;

• CIMSPA-endorsed training;

• quality-assurance arrangements;

• community and partner programmes; and

• public representations.

This policy explains how Boxology Limited will prevent, identify, report, investigate and respond to suspected malpractice or maladministration.

The purpose is to:

• protect learners and participants;

• maintain fair and valid assessment;

• ensure certificates and CPD records are reliable;

• protect the integrity of CIMSPA-endorsed provision;

• correct administrative failures;

• identify systemic weaknesses;

• protect Boxology Limited and its partners;

• support safeguarding and professional standards; and

• ensure concerns are considered fairly and consistently.

2. Organisational identity and separation

Boxology® Academy and Boxology® Online are commercial boxing-education brands operated by Boxology Limited.

Boxology Limited is legally and financially separate from:

• HEADGUARD C.I.C., company number 16212678, which is a community interest company and is not a registered charity; and

• any separate HEADGUARD Charitable Incorporated Organisation that may be registered in the future.

Boxology Academy Limited, company number 10803282, was dissolved on 25 June 2019 and has no current activity or role. Current use of “Boxology Academy” refers to a trading brand operated by Boxology Limited.

This policy belongs to Boxology Limited. It is not automatically the policy of HEADGUARD C.I.C. or any future registered HEADGUARD CIO.

Where Boxology Limited delivers education or services for HEADGUARD or another partner, written arrangements should identify:

• the organisation responsible for the activity;

• the applicable policies;

• assessment and quality-assurance responsibilities;

• safeguarding responsibilities;

• reporting and investigation routes;

• information-sharing arrangements; and

• authority to impose corrective action.

Any future HEADGUARD CIO will be independently governed by its trustees and must approve its own policies and arrangements.

3. Scope

This policy applies to:

• prospective, current and former learners;

• members and customers;

• tutors, assessors and coaches;

• directors, employees and contractors;

• volunteers;

• internal quality-assurance personnel;

• partner and commissioning organisations;

• programme participants;

• parents, guardians and carers;

• people submitting evidence or references;

• people acting on behalf of Boxology Limited; and

• anyone whose actions may affect the integrity of Boxology provision.

It applies across:

• face-to-face courses;

• online courses;

• practical and written assessments;

• memberships containing educational content;

• digital learning;

• certificates and CPD records;

• events and workshops;

• community programmes;

• HEADGUARD and partner delivery;

• learner and quality-assurance records;

• marketing and public claims; and

• communication with CIMSPA.

4. CIMSPA alignment

Boxology Limited is a CIMSPA Training Provider Partner and delivers specific education products that are CIMSPA-endorsed and quality assured.

Where applicable, the relevant course information will identify:

• the CIMSPA-endorsed product;

• the applicable CPD points;

• the assessment requirements; and

• the conditions for successful completion.

CIMSPA endorsement applies only to the specific educational products approved by CIMSPA. It does not mean that every Boxology course, product, membership, event or HEADGUARD programme is CIMSPA-endorsed.

Boxology Limited remains responsible for:

• course delivery;

• assessment;

• internal quality assurance;

• learner records;

• certificates;

• complaints and appeals;

• preventing and investigating malpractice;

• correcting maladministration; and

• complying with the requirements attached to its partnership and endorsements.

CIMSPA requires Training Provider Partners to maintain a malpractice and maladministration policy and to operate internal systems capable of protecting the quality and integrity of endorsed provision.

Boxology Limited will cooperate with CIMSPA where a concern properly falls within CIMSPA’s remit.

5. Definition of malpractice

Malpractice is any deliberate, reckless, dishonest, unethical or seriously improper act or omission that could compromise:

• assessment integrity;

• the validity of a learner result;

• the credibility of a certificate;

• the accuracy of a CPD record;

• the integrity of CIMSPA-endorsed provision;

• learner or participant safety;

• safeguarding;

• professional standards;

• Boxology Limited’s reputation;

• CIMSPA’s reputation; or

• the integrity of a partner programme.

Malpractice may be committed by a learner, tutor, assessor, employee, contractor, volunteer, partner representative or another person.

An allegation of malpractice does not mean that malpractice has occurred. The matter must be investigated fairly before a finding is made.

6. Definition of maladministration

Maladministration is an act, omission, error or failure to follow an appropriate procedure that results, or could result, in:

• inaccurate records;

• unreliable assessment;

• incorrect certification;

• failure to meet an endorsement requirement;

• unfair treatment;

• loss of evidence;

• delayed or incorrect decisions;

• failure to identify or manage risk;

• non-compliance with policy;

• inadequate safeguarding or data handling; or

• another failure of administration or quality assurance.

Maladministration may be:

• accidental;

• negligent;

• repeated;

• systemic; or

• deliberate.

A minor isolated administrative error will not always amount to serious maladministration. Boxology Limited will consider its cause, impact, frequency and the action taken to correct it.

7. Examples of learner malpractice

Learner malpractice may include:

• plagiarism;

• submitting another person’s work;

• collusion where independent work is required;

• impersonating another learner;

• allowing another person to complete an assessment;

• obtaining or distributing confidential assessment materials;

• copying answers;

• falsifying attendance;

• falsifying practical experience;

• fabricating assessment evidence;

• altering feedback or results;

• submitting edited or misleading video evidence;

• providing false health, eligibility or identity information;

• using unauthorised notes, devices or assistance;

• bribery or attempted bribery;

• threatening or pressuring a tutor, assessor or witness;

• making a fraudulent certificate or CPD claim;

• misrepresenting an incomplete course as successfully completed;

• misusing the Boxology or CIMSPA name or logo;

• sharing secure course or assessment materials;

• deliberately breaching assessment conditions; or

• undisclosed use of artificial-intelligence tools where this produces work that is falsely presented as the learner’s own.

The use of spelling, accessibility or assistive technology is not automatically malpractice.

Where artificial-intelligence or another support tool is permitted, learners must comply with the instructions given and disclose its use where required.

8. Examples of staff, tutor or assessor malpractice

Malpractice by a director, tutor, assessor, employee, contractor or volunteer may include:

• allowing a learner to pass without meeting the required standard;

• changing a result without proper evidence or authority;

• completing work on behalf of a learner;

• providing prohibited assessment assistance;

• accepting false or inadequate evidence;

• falsifying attendance, results or feedback;

• backdating records;

• issuing an unauthorised certificate;

• claiming that CPD points have been awarded when the conditions have not been met;

• misrepresenting the CIMSPA status of a course;

• disclosing confidential assessment material;

• failing to declare a conflict of interest;

• accepting or requesting an improper payment, gift or benefit;

• discriminatory assessment;

• retaliation against a person raising a concern;

• deliberately ignoring safeguarding or safety concerns;

• coaching learners specifically to reproduce confidential assessment answers;

• conducting assessment without appropriate competence or authority;

• using another assessor’s identity or signature;

• destroying or concealing relevant evidence;

• misleading CIMSPA, a partner or a learner;

• knowingly breaching endorsement conditions; or

• failing to report serious suspected malpractice.

9. Examples of maladministration

Maladministration may include:

• inaccurate learner registration;

• incorrect names or results on certificates;

• incomplete attendance records;

• lost assessment evidence;

• failure to retain required records;

• delays in assessment or certification without reasonable explanation;

• inconsistent application of assessment criteria;

• failure to follow the reasonable-adjustments process;

• failure to record an approved adjustment;

• failure to respond to a complaint or appeal;

• poor version control;

• using an obsolete assessment document;

• incorrect CPD-point information;

• failure to inform learners of course requirements;

• failure to complete internal quality assurance;

• inadequate assessor standardisation;

• failure to manage conflicts of interest;

• weak account or platform controls;

• unauthorised access to learner records;

• failure to correct a known administrative error;

• repeated failure to follow published procedures;

• failure to notify CIMSPA of a serious matter where required; or

• inaccurate information supplied during a quality-assurance review.

10. Misrepresentation of legal or organisational identity

The following may amount to malpractice or maladministration:

• describing Boxology Limited as a charity;

• presenting HEADGUARD C.I.C. as a registered charity;

• presenting a proposed HEADGUARD CIO as already registered or operational;

• suggesting that Boxology Limited, HEADGUARD C.I.C. and a future CIO are one legal organisation;

• attributing historic Boxology or CIC activity to a CIO that did not exist at the time;

• presenting a commercial Boxology payment as a charitable donation;

• presenting a HEADGUARD participant as a commercial Boxology learner without proper basis;

• using another organisation’s funds, records or branding without authority;

• making false claims about course endorsement, accreditation or CPD points; or

• failing to identify the legal organisation responsible for a programme or transaction.

An accidental wording error should be corrected promptly. Deliberate or repeated misrepresentation may be treated more seriously.

11. HEADGUARD and partner programmes

Where Boxology Limited delivers within a HEADGUARD or partner programme, malpractice or maladministration may include:

• falsifying participant attendance;

• falsifying beneficiary or impact information;

• inventing or exaggerating programme outcomes;

• fabricating consent;

• falsifying safeguarding, health or risk-assessment records;

• using participant photographs or stories without appropriate authority;

• misrepresenting who commissioned, funded or delivered the programme;

• submitting false expense or funding claims;

• misusing restricted funds or equipment;

• failing to follow agreed programme boundaries;

• introducing sparring or intentional participant-to-participant contact into a HEADGUARD non-contact programme;

• presenting non-clinical work as medical treatment or therapy;

• suppressing a safeguarding or safety concern;

• transferring personal information between organisations without proper authority; or

• using Boxology materials outside the agreed licence or permission.

Where a matter concerns another organisation’s responsibilities, Boxology Limited will refer or coordinate the investigation in accordance with the relevant written agreement.

Boxology Limited remains responsible for the conduct of its own directors, personnel and contractors.

12. Safeguarding concerns

A concern involving:

• a child;

• an adult at risk;

• abuse;

• neglect;

• exploitation;

• sexual misconduct;

• inappropriate relationships;

• serious bullying;

• immediate danger; or

• another safeguarding risk

must be referred immediately through the applicable safeguarding procedure.

The safeguarding response must not wait for the malpractice investigation to be completed.

An investigation under this policy may be suspended or limited where continuing it could:

• interfere with a police investigation;

• compromise a safeguarding enquiry;

• expose someone to increased risk;

• contaminate evidence; or

• prejudice another legal process.

Where someone is in immediate danger or requires urgent medical assistance, the appropriate emergency service should be contacted first.

13. Responsibility to report concerns

Anyone who suspects malpractice or maladministration should report it as soon as reasonably possible.

Reports should be sent to:

Email: info@boxology.academy

Reports may also be made verbally where:

• the person has difficulty communicating in writing;

• the matter is urgent;

• the person is a child or young person; or

• a reasonable adjustment is required.

The report should include, where possible:

• the name and contact details of the reporter;

• the people or organisations involved;

• the course, assessment or programme concerned;

• dates, times and locations;

• a description of the concern;

• how the concern became known;

• available documents or evidence;

• names of possible witnesses;

• any immediate safety or safeguarding risk; and

• whether another organisation has already been informed.

A lack of complete evidence does not prevent a concern from being reported.

The reporter should preserve relevant evidence and should not conduct their own intrusive investigation.

14. Anonymous reports

Boxology Limited may consider an anonymous report.

Anonymous reporting may limit the ability to:

• obtain clarification;

• verify evidence;

• assess credibility;

• provide an outcome; or

• allow the person accused to respond fully.

An anonymous safeguarding or serious-integrity concern will still be considered and referred where appropriate.

15. Initial assessment

On receiving a report, Boxology Limited will assess:

• whether it falls within this policy;

• whether safeguarding action is required;

• whether a criminal or regulatory matter may exist;

• whether immediate protective action is necessary;

• whether assessment or certification should be paused;

• whether learner records or evidence must be secured;

• whether a partner organisation should be informed;

• whether CIMSPA may need to be notified;

• whether there is a conflict of interest; and

• who should investigate.

An initial assessment is not a finding of guilt or wrongdoing.

16. Immediate protective measures

Pending investigation, Boxology Limited may take proportionate temporary action, including:

• preserving records and assessment evidence;

• restricting access to systems;

• pausing an assessment decision;

• withholding a certificate;

• suspending CPD submission or verification;

• pausing course delivery;

• assigning a different tutor or assessor;

• restricting contact with a participant;

• suspending participation;

• notifying a safeguarding lead;

• contacting a partner organisation; or

• temporarily suspending use of relevant materials.

A temporary measure is precautionary and does not amount to a final finding.

The measure will be reviewed regularly and lifted when no longer necessary.

17. Appointment of an investigator

The investigation will be led by a person who is reasonably competent and sufficiently impartial.

The investigator must not:

• be the subject of the allegation;

• have made the disputed decision without independent review;

• have a close personal or financial interest in the outcome; or

• have another conflict that prevents impartial consideration.

Where the allegation concerns Cathy Brown, the other Boxology Limited director or an appropriately independent person should oversee the investigation.

Where the allegation concerns both directors, or neither can act impartially, Boxology Limited should appoint an independent investigator or adviser.

Where necessary, Boxology Limited may obtain assistance from:

• an independent education or quality-assurance professional;

• a safeguarding specialist;

• a legal or professional adviser;

• a partner organisation;

• an insurer; or

• CIMSPA, where the matter falls within its remit.

18. Investigation procedure

The investigator may:

• review learner and assessment records;

• preserve digital evidence;

• inspect course or quality-assurance documents;

• interview the reporter;

• obtain a response from the person accused;

• speak to witnesses;

• review correspondence, video or platform data;

• review policies and assessment requirements;

• obtain information from a venue or partner;

• compare records;

• seek specialist advice; and

• consider whether the issue is isolated or systemic.

The investigation will be proportionate to the seriousness and complexity of the allegation.

The person accused will normally be:

• told the substance of the allegation;

• given access to sufficient information to respond fairly;

• allowed a reasonable opportunity to provide evidence; and

• informed of the possible consequences.

Information may be withheld where disclosure would create a safeguarding risk, breach another person’s rights or compromise another investigation.

19. Standard of decision-making

Boxology Limited will normally decide internal malpractice and maladministration matters on the balance of probabilities.

This means deciding whether it is more likely than not that the alleged conduct occurred.

The seriousness of the allegation will affect the quality and strength of evidence required before reaching a finding.

Possible conclusions are:

• malpractice established;

• maladministration established;

• both malpractice and maladministration established;

• concern not established;

• insufficient evidence to reach a finding;

• administrative error identified but not amounting to maladministration;

• matter outside Boxology Limited’s responsibility; or

• matter referred to another procedure or organisation.

An allegation that is not established is not automatically false or malicious.

20. Investigation timescale

Boxology Limited aims to complete an ordinary investigation within 20 working days after sufficient information has been obtained.

A complex investigation may take longer because of:

• safeguarding or police involvement;

• the number of people concerned;

• absence or illness;

• external advice;

• overseas delivery;

• technical evidence;

• partner involvement;

• a CIMSPA referral; or

• the need to review a wider group of learner results.

Relevant people will be updated where the timetable materially changes.

Fairness and evidence preservation will take priority over completing the investigation within an arbitrary deadline.

21. Possible corrective action

Where malpractice or maladministration is established, Boxology Limited may take one or more of the following actions:

• correct records;

• repeat an administrative process;

• require additional evidence;

• require resubmission;

• arrange reassessment;

• appoint a different assessor;

• conduct additional internal quality assurance;

• review other potentially affected results;

• correct or replace a certificate;

• withdraw an invalid certificate;

• correct an inaccurate CPD record;

• notify affected learners;

• provide additional training or supervision;

• amend a policy or assessment document;

• strengthen record-keeping or security;

• suspend or remove access;

• issue a warning;

• restrict delivery or assessment duties;

• end a contract or volunteer arrangement;

• suspend or remove a learner from a course;

• refer a matter to a partner organisation;

• report a safeguarding concern;

• notify CIMSPA;

• notify an insurer or professional adviser;

• report suspected criminal conduct to the police; or

• take another proportionate action.

Corrective action will be based on:

• seriousness;

• intent;

• impact;

• safeguarding risk;

• whether the conduct was repeated;

• whether the person cooperated;

• whether records or certificates were affected;

• whether other learners may be affected; and

• whether the concern reveals a systemic failure.

22. Learner sanctions

Where learner malpractice is established, possible outcomes include:

• formal advice;

• a written warning;

• loss of marks or assessment credit;

• requirement to resubmit;

• reassessment under controlled conditions;

• invalidation of the affected assessment;

• temporary suspension;

• removal from a course;

• refusal to issue a certificate;

• withdrawal or correction of an invalid certificate;

• cancellation of an inaccurate CPD claim;

• restriction from future Boxology services;

• notification to an employer or commissioning organisation where lawful; or

• referral to CIMSPA where appropriate.

A sanction will not be imposed merely because a learner made an honest mistake.

Reasonable adjustments, accessibility needs and the clarity of the original instructions will be considered.

23. Staff, contractor and volunteer action

Where malpractice or maladministration involves a tutor, assessor, employee, contractor or volunteer, Boxology Limited may:

• provide guidance or training;

• increase supervision;

• require standardisation;

• restrict assessment or delivery duties;

• remove access to records or systems;

• require corrective work;

• issue a warning;

• suspend the person from activity;

• end their contract, employment or volunteer role;

• notify a partner or professional body;

• refer the matter under a safeguarding procedure; or

• report suspected criminal conduct.

Any employment or contractual action will follow the applicable legal and contractual process.

24. Certificates, results and CPD records

Where malpractice or maladministration may have affected a result, certificate or CPD record, Boxology Limited will assess:

• whether the learner genuinely met the required standard;

• whether the evidence remains reliable;

• whether reassessment is possible;

• whether the certificate or record is inaccurate;

• whether other learners may be affected; and

• whether CIMSPA or another party must be informed.

A certificate will not be withdrawn solely as punishment where the learner genuinely achieved the required standard and the misconduct did not invalidate that achievement.

Where a certificate or CPD record is inaccurate or unsupported, Boxology Limited may correct, replace or withdraw it following a fair process.

Relevant learners will be informed of:

• the proposed action;

• the reason;

• the evidence relied upon;

• the opportunity to respond; and

• the appeal route.

25. Reporting to CIMSPA

Boxology Limited will notify or cooperate with CIMSPA where suspected or confirmed malpractice or maladministration may materially affect:

• CIMSPA-endorsed training;

• CPD-point records;

• learner completion information;

• Boxology Limited’s Training Provider Partnership;

• an endorsement condition;

• CIMSPA professional standards;

• the accuracy of information supplied to CIMSPA;

• CIMSPA’s reputation; or

• a CIMSPA quality-assurance review.

Information supplied to CIMSPA will be:

• relevant;

• accurate;

• proportionate;

• appropriately secured; and

• shared in accordance with applicable data-protection and confidentiality requirements.

CIMSPA may investigate suspected malpractice or maladministration by a partner through its own procedures and may take action under its partnership and disciplinary arrangements.

CIMSPA is not the first point of contact for every ordinary learner error or administrative mistake. Boxology Limited will first consider whether the issue genuinely falls within CIMSPA’s remit.

26. External reporting

Depending on the circumstances, Boxology Limited may also report a matter to:

• the police;

• a local-authority safeguarding service;

• the Disclosure and Barring Service;

• the Information Commissioner’s Office;

• an insurer;

• a court;

• a professional body;

• a funder;

• a commissioning organisation;

• a venue;

• a school or care organisation; or

• another body with lawful responsibility.

External reporting will be based on:

• legal obligation;

• safeguarding;

• serious risk;

• contractual duty;

• regulatory responsibility; or

• another appropriate lawful basis.

27. Protection for people raising concerns

A person who reports a genuine concern in good faith will not be treated unfairly merely because they:

• raised the concern;

• supported another person;

• provided evidence;

• participated in an investigation; or

• contacted an appropriate external body.

Boxology Limited cannot promise absolute confidentiality.

The reporter’s identity may need to be disclosed where necessary for:

• a fair investigation;

• safeguarding;

• legal proceedings;

• regulatory reporting;

• the rights of the person accused; or

• another compelling reason.

Where reasonably possible, the reporter will be informed before their identity is disclosed.

28. Deliberately false or malicious allegations

An allegation that is not substantiated is not automatically malicious.

Where there is clear evidence that someone knowingly made a false allegation with the intention of causing harm, Boxology Limited may consider action under the relevant conduct, contractual or disciplinary procedure.

This section must not be used to deter legitimate reporting or honest mistakes.

29. Confidentiality and data protection

Information relating to malpractice and maladministration will be handled under the Boxology Limited Privacy Notice.

Information will be shared only with people or organisations who reasonably need it to:

• investigate;

• protect participants;

• make a decision;

• implement corrective action;

• meet safeguarding responsibilities;

• comply with CIMSPA requirements;

• obtain professional advice; or

• meet a legal obligation.

Information will not automatically transfer between Boxology Limited, HEADGUARD C.I.C. and any future registered HEADGUARD CIO.

Where a matter concerns more than one organisation, the lawful basis and purpose for sharing information must be identified.

30. Appeals

A person directly affected by a malpractice or maladministration decision may appeal under the Boxology Limited Appeals Policy.

An appeal should normally be made within 10 working days after the written outcome.

Permitted grounds may include:

• a material procedural error;

• relevant evidence that could not reasonably have been provided earlier;

• a conflict of interest;

• the decision was not reasonably supported by the evidence;

• the sanction was disproportionate; or

• Boxology Limited failed to apply its policy fairly.

An appeal is not automatically a complete reinvestigation.

Where reasonably practicable, it will be reviewed by a person who was not solely responsible for the original decision.

A separate appeal against a decision made by CIMSPA must follow CIMSPA’s own appeals procedure.

31. Records and retention

Boxology Limited will retain proportionate records of:

• the original report;

• evidence;

• correspondence;

• interim measures;

• interviews or statements;

• investigation findings;

• decisions;

• sanctions;

• corrective action;

• appeals;

• external notifications; and

• closure.

Ordinary malpractice and maladministration records will normally be retained for six years after closure, in line with the Boxology Limited Privacy Notice.

Records may be retained longer where necessary because of:

• safeguarding;

• legal proceedings;

• insurance;

• certificate verification;

• an unresolved risk;

• CIMSPA requirements; or

• another justified reason.

32. Monitoring and learning

Boxology Limited will review cases to identify:

• repeated learner issues;

• assessment weaknesses;

• unclear instructions;

• tutor or assessor training needs;

• inaccessible processes;

• inadequate record-keeping;

• security weaknesses;

• recurring administrative failure;

• safeguarding risks;

• inaccurate public claims;

• weaknesses in partner arrangements; and

• required policy changes.

Where one case may affect other learners, Boxology Limited will consider a wider review.

Relevant records and evidence may be made available during an appropriate CIMSPA quality-assurance review, subject to data-protection, safeguarding and confidentiality requirements. CIMSPA’s quality-assurance framework reviews partners’ internal policies, procedures and evidence relating to endorsed provision.

33. Policy review

This policy will be reviewed at least annually and sooner where:

• legislation changes;

• CIMSPA requirements change;

• Boxology Limited’s courses or assessments change;

• HEADGUARD or partner arrangements change;

• a serious incident identifies a gap;

• quality assurance identifies a weakness;

• new forms of academic or digital misconduct emerge; or

• operational experience shows that the procedure requires amendment.

The person responsible for review is:

Cathy Brown – Director, Boxology Limited

34. Contact

Boxology Limited
Trading as Boxology® Academy and Boxology® Online
Company number 10523458
Registered office: Brook Cottage, High Street, Paulerspury, Towcester, England, NN12 7NR

Email: info@boxology.academy