REGISTERING COACHES & INSTRUCTORS

Modified on Fri, 10 Oct at 2:52 PM

Registering Coaches & Instructors -

Many clubs and societies decide to contract professional support for their activities to ensure they are delivering high quality activity. The Union supports clubs and societies to work with professional coaches and instructors, ensuring student members are getting the best possible opportunities through student-led activity. 

Coaches & Instructors Registration Form.

Whether you’re welcoming back a returning coach, or bringing someone new on board, it’s important that a coach or instructor is fully approved before they begin working with your club or society.

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

Step 1: Pre-Form Conversation
Before any forms are submitted, have a conversation to discuss suitability and ensure you align on expectations and values.

Once you’re happy, you should:

Agree on the number of hours to be worked
Discuss rate of pay (if applicable)

Step 2: Coach/Instructor Completes the Registration Form

Coaches & Instructors Registration Form

Registration will require coaches/instructors to provide:

Document	Head Coach	Assistant Coach	Instructor / Conductor	Volunteer Coach
DBS Check	Essential	Essential	Essential	Essential
Public Liability Insurance	Essential	Essential	Essential	Desirable
First Aid Certificate	Essential	Essential	Desirable	Essential
Relevant Qualifications	Essential	Essential	Essential	Essential
NGB Affiliation Number	Essential	Desirable	Desirable	Desirable

The submission of this form generates a draft coach/instructor contract. The terms and conditions are outlined in the form and you will have a copy once approved by one of our Activities Coordinators.

Step 3: Coordinator & Club/Society Approval

Once submitted, the club/society will be asked to confirm the details provided.

When details have been confirmed, the Activities Team will review the contract and verify all submitted documentation.

Once approved, the contract will be signed by the Union, and onboarding details will be sent to your coach. Onboarding email will include:

Safeguarding policy & Safeguarding code of practice
Information pack with key contacts, Health & Safety information, and Accident Reporting details.

Clubs and societies will receive an email confirmation when their coach is officially onboarded. We plan to do all onboarding by the start of the academic year, and a first review will be given within 10 working days of submission.

Step 4: Activity Can Begin

X No activity should take place without full approval.

Coaching or instruction can begin once:

All required documents are submitted
The contract is reviewed and signed by The Union
The coach/instructor has received onboarding details
The club/society has received approval

Step 5: Coach Payment

We request coaches to submit invoices for sessions to their relevant Club/Society on a MONTHLY basis.

Registered coaches/instructors should send the club/society an invoice addressed to: [Club/Society Name] Imperial College Union, Beit Quadrangle, Prince Consort Road, London, SW7 2BB

The invoice must include:

payee name, address, and contact email address
bank name and account details
a dated and hourly break-down 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’.

These should match the details provided within the agreed contract.

The club checks the invoice is correct and submits a Purchase Order (PO) via the Union’s finance system to be approved by the Activities Team.

Once approved, payment is made to the coach/instructor in line with our BACS transfer timelines.

Remember:

Payment to a coach/instructor can only be made for services undertaken within the academic year for which they were registered.
We will not pay in advance of sessions.
We will not reimburse public liability insurance purchases.

No PO = No payment!

Need Support or Have Questions?

We’re here to support you and make sure your coaching arrangements run smoothly! - submit a ticket to the Activities Team