Coach & Instructors - FAQs
Take a look below at some of our Frequently Asked Questions about coaches and instructors! 
Why would my club/society get a coach or instructor?
Coaches and instructors are a great way to get further support for your activity, bringing in specialist knowledge, skills, and expertise, allowing your members to develop further.
I’m not a sports club, does this even apply to me?
Coaching does not just apply to sports clubs! Bringing in someone to further develop your core activity can apply to most groups, and would include sport-specific training, musical direction, martial arts grading, outdoor exploration activity, and more!
When can I appoint a coach/instructor?
We run this process ahead of the academic year over the summer, ensuring all your activity is ready to take place when members join in October. All coaching must be approved by the Union before it begins to ensure legal, financial, and insurance protections are in place.
My coach/instructor was approved last year, do I still need to go through this process?
Even if your coach/instructor has been approved before, we will still need to onboard them annually as contracts can only be signed for 1 academic year.
Can I appoint a coach/instructor without going through this process?
No!
Clubs and societies must never bring in a coach/instructor to run any session before they have been formally approved by the Union.
Why?
- The activity won’t be covered by Union insurance.
- The Union may face legal or financial penalties for non-compliance.
- The Union cannot guarantee payment to your coach/instructor.
- We require confirmation of their legal right to work in the UK.
Any coaching that takes place prior to formal approval may lead to disciplinary action and no payment for the coach/instructor.
What types of coach/instructors are there?
| Role Type | Description | |
Head Coach | Oversees the group’s training structure and leads coaching delivery. Paid. Top Tip: You might call this an Activity Lead/Leader. | |
Assistant Coach | Supports the Head Coach. May lead smaller sessions. Paid. | |
Instructor/Conductor | Provides non-sporting coaching (e.g. music, dance, drama). Paid. | |
Volunteer Coach |
|
What documentation do coaches/instructors need?
| 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 |
Read our article about Registering Coaches/Instructors here.
Think you’re ready to register? Fill out this form.
When should this process take place?
- Forms opens on the 15th of August
- Form closes on 5th of September – First review will be given within 10 working days of submission.
- We recommend submitting well in advance of your first session to allow time for processing and contract approval.
- Deadlines and reminders will be shared via the Activities CSP Newsletter, so please keep an eye on your inbox.
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