Policies

REASONABLE ADJUSTMENTS AND SPECIAL CONSIDERATION 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 or delivery arrangements change

1. Purpose

Boxology Limited is committed to making its courses, assessments, memberships, events, digital resources and partner programmes as accessible and inclusive as reasonably possible.

This policy explains how Boxology Limited will:

  • identify barriers to participation;

  • consider requests for reasonable adjustments;

  • make appropriate changes to learning, assessment and delivery;

  • preserve participant safety and genuine course standards;

  • protect personal information; and

  • respond where a requested adjustment cannot reasonably be provided.

The purpose of an adjustment is to reduce or remove a substantial disadvantage without creating an unfair advantage or removing an essential competence or safety requirement.

2. Organisational 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.

Where Boxology Limited provides services, training or educational materials for HEADGUARD C.I.C. or another partner, the responsibilities of each organisation will be identified through an appropriate written agreement.

Any future HEADGUARD CIO will be separately governed by its trustees. This policy will not automatically become the policy of that CIO unless its trustees formally adopt it or incorporate it into an approved agreement.

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

3. Scope

This policy applies to:

  • applicants and prospective learners;

  • commercial learners and members;

  • course and assessment participants;

  • children and young people participating through approved programmes;

  • adults at risk;

  • employees, tutors, assessors, contractors and volunteers;

  • parents, carers and guardians;

  • partner and commissioning organisations; and

  • members of the public accessing Boxology services.

It applies across:

  • face-to-face courses;

  • online courses;

  • practical and written assessments;

  • memberships;

  • workshops and events;

  • digital platforms;

  • community programmes;

  • overseas programmes where applicable; and

  • work commissioned by HEADGUARD or another partner.

CIMSPA ALIGNMENT

Boxology Limited is a CIMSPA Training Provider Partner.

Boxology Limited will ensure that reasonable adjustments relating to CIMSPA-endorsed courses are considered and recorded consistently, while preserving the genuine competence, safety and assessment requirements of the endorsed product.

Where an adjustment may materially affect an approved assessment method or endorsement condition, Boxology Limited will obtain appropriate guidance before implementing the change.

CIMSPA endorsement does not prevent Boxology Limited from adapting the way a learner accesses learning or demonstrates competence where the essential course standard can still be validly assessed.

4. What is a reasonable adjustment?

A reasonable adjustment is a change made to reduce or remove a disadvantage experienced by a disabled person when accessing a service, course, assessment, facility or activity.

Adjustments may relate to:

  • a policy, procedure or normal way of working;

  • a physical feature or venue;

  • communication or information;

  • learning materials;

  • equipment;

  • technology;

  • the way an activity is delivered;

  • the way competence is assessed; or

  • the provision of an auxiliary aid or support service.

The legal duty to make reasonable adjustments applies to disability as defined by applicable equality law.

Boxology Limited may also offer appropriate support to people affected by:

  • a temporary injury;

  • a short-term medical condition;

  • pregnancy or postnatal recovery;

  • language or literacy needs;

  • caring responsibilities;

  • trauma-related needs;

  • limited digital access; or

  • another circumstance that does not meet the legal definition of disability.

Support in these circumstances will be considered fairly but may not constitute a statutory reasonable adjustment.

5. Anticipating accessibility needs

Boxology Limited will not rely solely on individuals identifying barriers after they arise.

Where reasonably practicable, Boxology Limited will consider accessibility when:

  • designing courses and learning materials;

  • choosing venues;

  • purchasing equipment;

  • selecting digital platforms;

  • creating assessments;

  • planning events;

  • communicating booking information;

  • developing HEADGUARD or partner programmes; and

  • arranging delivery involving children or adults at risk.

This may include:

  • using clear and accessible language;

  • providing information in more than one format;

  • offering alternative methods of contact;

  • considering physical access when choosing venues;

  • providing information about physical course requirements in advance;

  • allowing participants to identify support requirements before attending;

  • designing activities with adaptable levels of physical demand; and

  • ensuring tutors know how to respond to adjustment requests.

6. Requesting an adjustment

A learner or participant should contact Boxology Limited as early as reasonably possible where an adjustment may be required.

Requests may be made:

  • during an enquiry;

  • during booking or enrolment;

  • before an assessment;

  • after a change in circumstances;

  • during a course or programme; or

  • when a previously agreed adjustment is no longer effective.

Requests should be sent to:

info@boxology.academy

A request may also be made verbally to a tutor or responsible programme contact where written communication is difficult.

A child or young person may raise a need personally or through:

  • a parent or guardian;

  • a teacher;

  • a social worker;

  • a support worker;

  • a partner organisation; or

  • another authorised adult.

The child or young person’s own views should be heard and taken seriously when deciding what support is appropriate.

7. Information required

Boxology Limited may ask for information that is reasonably necessary to:

  • understand the barrier;

  • identify an appropriate adjustment;

  • assess safety;

  • make arrangements with a venue or partner;

  • determine whether an essential course requirement can be met; or

  • protect the participant and others.

Information requested should be proportionate to the decision being made.

Boxology Limited will not automatically require:

  • a formal diagnosis;

  • a detailed medical history;

  • disclosure of trauma or abuse;

  • information unrelated to the requested adjustment; or

  • evidence that would be unnecessarily difficult or expensive to obtain.

Evidence may be appropriate where:

  • the requested adjustment is substantial;

  • the effect of the condition is unclear;

  • safety could be affected;

  • a significant change to assessment is requested; or

  • specialist advice is reasonably required.

Simple or urgent adjustments may be agreed without formal medical evidence where Boxology Limited has enough information to make a safe and reasonable decision.

8. Examples of adjustments

Adjustments may include:

  • additional time for written or online work;

  • supervised rest breaks;

  • an adjusted timetable;

  • a later submission date;

  • extended access to digital materials;

  • accessible documents;

  • larger text or increased contrast;

  • captions or transcripts where available;

  • verbal explanation of written information;

  • visual demonstrations;

  • additional opportunities to practise;

  • an alternative communication method;

  • adapted equipment;

  • lower-impact or seated physical activity;

  • changes to pad-holding or movement requirements;

  • use of an accessible venue;

  • an alternative room or quieter environment;

  • permission for an approved support person to attend;

  • modification of non-essential course procedures;

  • an appropriate alternative assessment method;

  • additional time to process instructions;

  • avoidance of unnecessary physical contact; or

  • a phased return following illness or injury.

The appropriate adjustment will depend on the individual, activity, venue, course outcomes and safety requirements.

9. Physical courses and assessments

Boxology courses may involve boxing technique, pad work, movement, coordination, conditioning, practical coaching and physical demonstration.

A disability or health condition will not automatically prevent participation.

Possible physical adjustments may include:

  • reducing intensity;

  • adapting stance or movement;

  • using lighter or different equipment;

  • providing seated alternatives;

  • allowing additional recovery time;

  • changing the order of activities;

  • assigning an appropriate practice partner;

  • reducing unnecessary repetition;

  • allowing verbal explanation alongside practical demonstration; or

  • assessing competence through another suitable method.

Boxology Limited will distinguish between:

  • the genuine competence being assessed; and

  • the particular method normally used to demonstrate it.

Where the method can reasonably be changed without removing the essential competence, an alternative method will be considered.

10. Essential competence and course standards

An adjustment must not falsely demonstrate that a learner has achieved a competence they have not achieved.

Boxology Limited will not remove or lower a genuine essential requirement where that requirement is necessary for:

  • safe coaching;

  • safe physical participation;

  • the stated purpose of the course;

  • the validity of an assessment; or

  • the integrity of the certificate being issued.

However, Boxology Limited will not treat every existing procedure as an essential competence.

Before declining an adjustment, Boxology Limited will consider whether:

  • the requirement is genuinely necessary;

  • the same competence can be demonstrated differently;

  • additional support could remove the disadvantage;

  • the activity could be adapted safely;

  • another date, venue or delivery method would help; or

  • a different Boxology course or programme would be more suitable.

The distinction between a genuine competence standard and the method used to assess it is important: even where the standard itself remains, the assessment process may still require adjustment.

11. Health and safety

Health and safety will be considered as part of every adjustment decision.

Safety will not be used as a general or unsupported reason to exclude a disabled person.

Boxology Limited will consider:

  • the nature and likelihood of the risk;

  • the possible severity of harm;

  • information provided by the participant;

  • available professional advice;

  • the effectiveness of an adjustment;

  • supervision and staffing;

  • equipment and venue arrangements; and

  • the participant’s right to make informed decisions about their own involvement.

An adjustment may not be possible where it would create a significant risk that cannot reasonably be reduced.

Where a requested adjustment cannot be provided safely, Boxology Limited will consider an alternative rather than automatically excluding the person.

12. Children and young people

Adjustments for children and teenagers must be:

  • age-appropriate;

  • explained in accessible language;

  • informed by their own views;

  • consistent with safeguarding requirements;

  • agreed with an appropriate adult or organisation where necessary; and

  • regularly reviewed.

A child or young person will not be required to disclose personal experiences of trauma, abuse, care, exploitation or displacement to justify an ordinary accessibility adjustment.

Information should only be requested where it is genuinely necessary for:

  • safety;

  • safeguarding;

  • eligibility;

  • appropriate support; or

  • lawful programme delivery.

An adjustment must not isolate, embarrass or unnecessarily identify a child as different from other participants.

13. HEADGUARD and partner programmes

Where Boxology Limited delivers services within a HEADGUARD or partner programme, adjustment responsibilities must be agreed between the organisations.

The written arrangements should identify responsibility for:

  • obtaining relevant participant information;

  • identifying needs before delivery;

  • providing accessible venues;

  • equipment;

  • staffing and supervision;

  • transport where applicable;

  • communication support;

  • safeguarding;

  • funding adjustments;

  • emergency arrangements;

  • data sharing; and

  • reviewing whether the adjustment remains effective.

HEADGUARD programmes are intended to be safe, trauma-informed, non-contact and non-clinical.

Possible adjustments may include:

  • allowing a participant to observe before joining;

  • allowing additional space;

  • explaining activities in advance;

  • avoiding unexpected touch;

  • allowing a participant to pause or leave an activity;

  • offering lower-intensity participation;

  • adapting communication;

  • providing smaller group delivery;

  • allowing support from a trusted adult; or

  • providing an alternative to an activity that causes distress.

No participant will be pressured to continue an activity merely because it has been planned or funded.

Boxology Limited remains responsible for its own personnel and delivery. HEADGUARD or the partner remains responsible for the duties allocated to it under the relevant agreement.

14. Digital learning and online access

For online courses and memberships, adjustments may include:

  • accessible written materials;

  • captions or transcripts where reasonably available;

  • alternative document formats;

  • extended access periods;

  • additional time for assessments;

  • breaks during live sessions;

  • alternative communication;

  • recorded instructions;

  • additional tutor explanation;

  • an alternative submission method; or

  • support using the digital platform.

Boxology Limited will consider whether the learner has been disadvantaged by:

  • inaccessible formatting;

  • a disability-related difficulty using the platform;

  • assistive technology incompatibility;

  • communication barriers; or

  • a temporary platform failure.

A learner will not be penalised for a failure caused by an accessibility problem that Boxology Limited could reasonably have addressed.

15. How decisions are made

Each request will be considered individually.

Relevant factors may include:

  • the disadvantage experienced;

  • the effectiveness of the proposed adjustment;

  • the participant’s views;

  • health and safety;

  • the purpose of the course or programme;

  • whether an essential competence is affected;

  • practical feasibility;

  • available alternatives;

  • cost and available resources;

  • the size and nature of Boxology Limited;

  • the time available to make arrangements;

  • the effect on other participants; and

  • any responsibility held by a venue or partner organisation.

Cost alone will not automatically determine whether an adjustment is reasonable.

Boxology Limited will not charge a disabled learner or participant for a reasonable adjustment it is legally required to make.

16. Recording the decision

Boxology Limited will record significant adjustment decisions where appropriate.

The record may include:

  • the barrier identified;

  • the adjustment requested;

  • relevant information considered;

  • the adjustment agreed;

  • who is responsible for implementing it;

  • any review date;

  • reasons for declining or modifying a request; and

  • any alternative offered.

Only information reasonably necessary for the decision and its implementation should be recorded.

17. Confidentiality and personal information

Information relating to disability, health, injury, pregnancy, accessibility or support needs will be handled sensitively and in accordance with the Boxology Limited Privacy Notice.

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

  • arrange the adjustment;

  • deliver the course or programme safely;

  • assess competence;

  • meet safeguarding obligations;

  • manage an emergency; or

  • comply with the law.

Where Boxology Limited works with HEADGUARD or another partner, information will not automatically transfer between organisations.

The relevant organisations must establish an appropriate lawful basis and data-sharing arrangement before personal information is shared.

Where possible, the participant will be told:

  • what information will be shared;

  • why it is needed;

  • who will receive it; and

  • how it will be used.

A request for confidentiality will be respected as far as reasonably possible. Where confidentiality limits the adjustment that can be implemented, this will be discussed with the participant.

18. When an adjustment cannot be provided

Boxology Limited may decline a specific adjustment where it would:

  • create an unacceptable safety or safeguarding risk;

  • remove a genuine essential competence;

  • fundamentally change the nature of the course or service;

  • be ineffective in removing the disadvantage;

  • be impracticable in the circumstances; or

  • be unreasonable after all relevant factors have been considered.

Where a request is declined, Boxology Limited will:

  • explain the reason clearly;

  • avoid relying on assumptions or general statements;

  • consider alternative adjustments;

  • discuss another date, venue, course or delivery method where appropriate; and

  • explain how the decision may be challenged.

A request will not be declined merely because the adjustment is unfamiliar or has not been provided before.

19. Responsibilities

Boxology Limited directors

The directors are responsible for:

  • approving and reviewing this policy;

  • ensuring that adjustment requests are considered properly;

  • allocating responsibility for significant decisions;

  • supporting staff and tutors;

  • considering accessibility when services are designed; and

  • monitoring recurring barriers.

Tutors, assessors, contractors and volunteers

People delivering Boxology services must:

  • respond respectfully to adjustment requests;

  • follow agreed arrangements;

  • avoid asking intrusive or unnecessary questions;

  • maintain confidentiality;

  • report barriers or concerns;

  • avoid changing an agreed adjustment without authority; and

  • seek guidance where safety or assessment may be affected.

Learners and participants

Learners and participants are encouraged to:

  • identify needs as early as reasonably possible;

  • provide relevant and accurate information;

  • discuss whether an adjustment is effective;

  • notify Boxology Limited if circumstances change; and

  • follow agreed safety arrangements.

A delay in disclosure will not automatically prevent Boxology Limited from considering an adjustment.

Partner organisations

HEADGUARD and other commissioning or host organisations must fulfil the responsibilities allocated to them in the relevant agreement.

This may include providing:

  • participant information;

  • accessible premises;

  • local support;

  • supervision;

  • interpreters;

  • transport;

  • safeguarding contacts; or

  • specialist advice.

20. Concerns and appeals

A learner or participant who disagrees with an adjustment decision should first contact:

info@boxology.academy

The request should explain:

  • the decision being challenged;

  • why the adjustment or alternative is considered inadequate;

  • any additional relevant information; and

  • the outcome sought.

The decision will be reconsidered by someone who was not solely responsible for the original decision where reasonably practicable.

A formal complaint may also be made under the Boxology Limited Complaints Policy.

Assessment-related decisions may be challenged under the Boxology Limited Appeals Policy.

Safeguarding concerns must follow the relevant safeguarding procedure and should not wait for an adjustment appeal to be completed.

21. Policy review

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

  • equality law or authoritative guidance changes;

  • Boxology services or assessments change;

  • HEADGUARD or partner arrangements change;

  • a serious incident identifies a gap;

  • repeated requests reveal an avoidable barrier;

  • new technology provides a more accessible option; or

  • feedback indicates that an adjustment process is not working effectively.

The person responsible for review is:

Cathy Brown – Director, Boxology Limited

22. Contact

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

Email: info@boxology.academy

 
 

Boxology® Company number 10523458