Required Forms (Registration, Medical, Liability, Completion)
Every piece of documentation this page describes exists to support a specific page elsewhere in this document - screening, evaluation, quality control, or complaint handling. None of it is paperwork for its own sake, and none of it culminates in a certificate. What follows is the complete set of forms and documents involved in a diver's or mentor's relationship with FlowState Divers, organised by purpose.
Diver-Facing Forms
Registration Form. Completed before any training begins. Captures the diver's identity, contact information, prior training history (including Open Water and any later certifications held with other agencies, understood purely as background context rather than as a shortcut around our own competency assessment), and the specific programme being entered. Open Water certification and insurance are confirmed against the requirements in Who We Train before training begins.
Liability Release and Assumption of Risk Form. Signed and collected before training begins, in every training, without exception. This form establishes the terms under which the diver and FlowState Divers are each operating and is retained for the period set out on the previous page.
SCUBA Insurance Confirmation. Proof of valid SCUBA insurance, confirmed before mentor-led training or online coaching begins, in line with the universal entry standard set out in Who We Train
Evaluation and Progress Documentation
Evaluation Record. The scored, criteria-based account of a diver's demonstrated performance, described in detail elsewhere in this document. Produced at the conclusion of every training session and issued to the diver in parallel with the copy FlowState Divers retains, in line with the dual-copy principle set out on the previous page. This is the closest FlowState Divers comes to a "completion" document, and it is deliberately not a certificate - it is a working record of demonstrated competency and outstanding gaps, meant to travel with the diver between mentors and between sessions.
Competency Assessment Record. Where a diver enters a programme mid-chain, a competency assessment produces its own record, separate from a standard evaluation. It documents which prerequisite skills were confirmed in the water and what, if anything, still needs to be addressed before progression continues. It establishes an unverified starting point. It does not re-check skills previously demonstrated within the FlowState Divers system.
Mentor Handover Notes. Where a diver moves between mentors mid-programme or between programmes, a short handover note accompanies the evaluation record. It gives the incoming mentor context beyond what the raw scoring captures: communication style, specific areas of prior difficulty, or anything else a new mentor benefits from knowing before the first session.
Currency Assessment Record. Where a diver returns after an extended gap (3 months) in training, a currency assessment produces its own record. The assessment is scaled to the length of the absence and to what the diver intends to train toward next. The record documents which previously demonstrated skills still hold up in the water today and which have eroded and need rework before progression resumes. It addresses skill erosion over time. It does not establish an unverified starting point.
Mentor and Staff Documentation
Mentor Registration and Agreement. Completed before an individual begins operating as a FlowState Divers mentor, alongside a signed standards agreement confirming acceptance of this document and everything it requires.
Mentor Fitness and Medical Declaration. Submitted at registration and renewed annually, confirming a mentor's own continued fitness to dive and to teach, consistent with the fitness-to-mentor expectation set out in our code of conduct.
Mentor Renewal Form. Submitted annually by every active mentor, confirming continued good standing, currency of insurance and qualification, and fulfilment of the activity requirements this document sets out elsewhere.
Mentor Re-qualification Documentation. Produced at each re-qualification cycle, recording what was assessed and confirmed by the reviewing Mentor Evaluator.
Liability Insurance Proof. Submitted annually by every mentor, confirming coverage that meets the minimum standard this document requires, or a documented waiver where an exemption applies.
Complaint and Quality Documentation
Complaint Submission. The formal written complaint submitted through our official channel, as described on the relevant page of this document.
Investigation Record. The documentation produced during an investigation - correspondence exchanged, information gathered, and the determination reached, along with the reasoning behind it.
Appeal Submission and Outcome. Where a determination is appealed, the appeal itself and the resulting outcome are documented separately from the original investigation record, so that the full history of a matter, first determination and appeal alike, is clearly traceable.
Quality Feedback Form. Completed by divers at the conclusion of training, feeding into the ongoing mentor evaluation process described in our quality assurance pages. This is not a satisfaction survey - it specifically invites feedback relevant to whether a mentor is holding the standard this document requires.
A Note on Format
Why This List Exists
Every form above closes a specific gap that would otherwise leave someone - a diver, a mentor, or FlowState Divers itself - without the record they'd need if a question, dispute, or simple gap in memory arose later. None of it exists to slow training down or to manufacture the appearance of rigour. Where a mentor or diver believes a piece of documentation described here is missing, redundant, or poorly designed, that observation is exactly the kind of input invited through the governance channels described elsewhere in this document.