COACHES & INSTRUCTORS - HOW TO REGISTER A COACH OR INSTRUCTOR

HOW TO - REGISTER A COACH OR INSTRUCTOR

If your club or society works with a professional coach or instructor, they must be fully registered and approved by the Union before any activity takes place. This article walks you through everything you need to do, step by step!

Why This Matters

Registering your coach protects your members, your club, and your coach. It ensures the right checks are in place, the right documents are on file, and everyone is covered before a session begins.

Follow this five-step guide to ensure you're covered: 

Step 1: Have a Pre-Registration Conversation

Before any forms are submitted, have a conversation with your coach or instructor to make sure you're aligned on expectations.

 You should agree on:

• The number of hours to be worked
•  The rate of pay (if applicable)
• Any specific requirements for your club's activity

Once you're both happy to proceed, move on to Step 2.

Step 2: Coach or Instructor Completes the Registration Form

Your coach or instructor needs to complete the Coaches & Instructors Registration Form. This is their responsibility to fill in - not yours.

The form requires them to submit the following documents depending on their role:

NOTE: Submitting this form automatically generates a draft contract for your coach. They'll receive a copy once it's been approved by the Activities Team.

Step 3: Club or Society Confirms Details – Coordinator Approval 

Once the form is submitted, you'll be asked to confirm the details your coach has provided are correct.

After you've confirmed:

• The Activities Team will review the contract and verify all submitted documents
• Once approved, the Union will sign the contract
• Your coach will receive an onboarding email including:
  • The Union's Safeguarding Policy and Code of Practice
    
  • An information pack with key contacts, Health & Safety information, and Accident Reporting details

You'll receive an email confirmation once your coach is officially onboarded.

NOTE: We aim to complete all onboarding by the start of the academic year. You'll receive a first review within 10 working days of submission.

Step 4: Activity Can Begin

IMPORTANT: No coaching or instructional activity should take place until full approval has been given. This applies even if your coach has worked with your club before.

Coaching or instructing can begin once all the following are confirmed:

• All required documents have been submitted
• The contract has been reviewed and signed by the Union
• Your coach or instructor has received their onboarding details
• Your club or society has received written approval from the Activities Team

Step 5: Coach or Instructor Payment

Coaches and instructors are paid by invoice monthly.

Your coach should send their invoice to your club or society, addressed to:

[Club/Society Name], Imperial College Union, Beit Quadrangle, Prince Consort Road, London, SW7 2BB

Every invoice must include:

• Payee name, address, and contact email address
• Bank name and account details
• A dated, hourly breakdown of all chargeable hours for the invoice period
• The statement: "I am self-employed, and I am responsible for any tax or National Insurance liability"

NOTE: All invoice details must match the information provided in the agreed contract.

Once you've checked the invoice is correct, submit a Purchase Order (PO) via the Union's finance system. The Activities Team will approve it, and payment will be made in line with our BACS transfer timelines.

Key Reminders

• Payment can only be made for sessions delivered within the academic year the coach was registered for
• We do not pay in advance of sessions
• We do not reimburse public liability insurance purchases
• No PO = No payment

Still have questions? Check out the rest of our knowledge base articles or submit a ticket to the Activities Team.