submitting a ticketINSTRUCTORS & COACHES

Every year, we will need to onboard your coaches through the Coaching Application process (even if they have done this before!). Without completing this process annually, we will not process any finances. 

A Coaching Application is required for any coach/instructor, regardless of your group’s status as a club, society, or project. 

All Coaching Applications for academic year 2024-25 must be submitted via the student dashboard by the following deadlines: 

Following a submission of a Coaching Application, we will get a contract sent out to your coach outlining the information provided on the form. The contract will run from the beginning of the academic year to the end of term three. 

A new contract will be created every academic year, so even if your coach has signed one in the past, they will need to sign one again.  

We will also send them our Safeguarding Policy, and a Coach Code of Conduct. 

Before filling in the Coaching Application, here is a list of the required and desirable documentation. Please include all required and desirable documentation in the ‘Qualifications’ and/or ‘Documents’ section of the Coaching Application. These sections have a maximum number of files you can attach, please compile the documentation if needed and attach as a word/pdf document. 

FAQs

• Who needs to be submitted in the Coaching Application?
  1. Any paid coaches you have running your sessions (either external or student) must be submitted via the Coaching Application.
• Should I submit volunteer coaches?
  1. If you would like to submit the information for your volunteer coaches, you can do, but we do not require this. 
  2. All volunteer coaches must be named in the additional documentation submitted as part of your Head Coach application. 
  3. If you only use volunteer coaches and do not have any paid coaches, you must at a minimum name a ‘Lead’ coach and submit information as per the requirements for 'Sole Volunteer Coach / Instructor’.
• The form requires a Lesson Plan, but what is this?
  1. A lesson plan should be a summary of the brief you have given to your coach, and any planning information your coach has created in response of this. 
  2. For an Assistant Coach, this should be a duplicate of the lesson plan created by your Head Coach. 
  3. You can find a template for a lesson plan here. 
• What happened to the Instructor/Coach and CSP Agreement?
  1. This contract has been reviewed and changed, and the new contract template will be sent out directly by the Activities Team to your coach for signing.
• Can I appoint a coach without going through this process?
  1. You must not allow a coach to work with you without having full confirmation from The Union. 
  2. The Union will investigate all instances of coaches working without having followed this process, coaches risk receiving no pay for their work, and disciplinary actions may be taken.
• What if we have issues with our coach?
  1. In the first instance, you should raise any issues with the Activities Team by submitting a ticket
• Why does our coach need the required documents?
  1. Having checks in place for these documents is a legal requirement, ensuring that we are taking the appropriate steps to protect your members and the coaches themselves. The agreement aims to ensure they will provide a professional and safe service through being compliant with the Union's expectations for insurance cover, qualifications and right to work.
• What should we pay our coaches?
  1. Coaches can be paid a range of hourly rates, largely based on experience. This tends to range from £15 for Assistant Coaches to £35+ for high level, specialist trainers. Look at some job listings on the BUCS website for examples or email imperialathletes@imperial.ac.uk for guidance. 
  2. You should never pay your coaches more than you can afford, so make sure to check your budgets! Please note the London Living Wage is £11.95 p/h.

Coaching Lesson Template