Judo Student Group Progression

This document outlines the policy, processes, and procedures for judoka to transition between age groups at the Yukizuna Judo Club.

Policy

• Judoka will progress to the next age group based on their chronological age (birthday).
• Exceptions to the automatic progression may be considered based on specific circumstances (see "Exceptions" section below).
• Progression decisions are made by the Head Instructor with input from the judoka's current instructor.
• Communication regarding group progression will be clear and timely to both the judoka and their parent/guardian.

Processes

1. Automatic Progression

• At the beginning of each term (or as designated by the club calendar), student birthdates are reviewed by the coaching staff.
• Judoka who reach the age range for the next group are automatically flagged for progression.

2. Review and Progression Decision

• The Head Instructor, in collaboration with the current instructor, reviews the flagged judoka's progress.
• Factors considered may include:
  • Technical skills and knowledge for the current belt level.
  • Physical development and fitness level.
  • Maturity and ability to adapt to a potentially more challenging environment (older group).
  • Judoka's interest and desire to progress.

3. Communication

• Parents/guardians of judoka flagged for progression are notified by email or phone call.
• The communication should include:
  • Confirmation of the judoka's upcoming group change.
  • Information about the new group schedule and any potential adjustments in uniform or equipment.
  • An invitation to discuss any questions or concerns.

4. Enrollment in New Group

• Upon confirmation from the parent/guardian, the judoka is officially enrolled in the new age group.
• The new instructor receives relevant information about the judoka's progress and any specific needs.

Exceptions

• In rare cases, a judoka may not be ready to progress with their age group due to:
  • Lack of technical or physical development.
  • Maturity concerns.
  • Personal circumstances (e.g., injury, illness).
• If an exception is considered, parents/guardians will be consulted and a personalized development plan may be created for the judoka.

Procedures

Guide:

• A designated staff member (e.g., registrar) will maintain an updated student list with birthdates.
• A clear system for communication with parents/guardians will be established (e.g., email list, online portal).
• A standardized form for enrollment in a new group can be implemented for administrative efficiency.

Statement:

1. Progression opportunity: The judoka's instructor detects readiness and talk about the opportunity to the athlete and the parents/guardians at the end of a training session.
2. Trial invitation: The instructor informs the administration to invite the athlete to a trial session to a higher group, by email with schedule and location details. This trial should give enough time to the instructor and the athlete to focus on some preparation for the next group.
3. Trial: A/B testing between 2 groups for a maximum of 4 expositions.
4. Evaluation and Status: If the athlete is ready, an email should be sent to:
   1. Confirm the group progression.
   2. Provide schedule and location details.
   3. Acquire a new judogi if needed.

Additional Considerations

• This process can be adapted for judoka joining the club mid-year.
• An open door policy can be established for parents/guardians to discuss any concerns about their child's progression.
• The club can organize informational sessions for parents about the different age groups and expectations.

Note: This is a general outline, and you can adapt it to fit the specific needs of your club. Be sure to incorporate this process into your handbook and ensure all staff members are familiar with it.