COACHES & INSTRUCTORS - FREQUENTLY ASKED QUESTIONS

COACHES & INSTRUCTORS - FREQUENTLY ASKED QUESTIONS

This article covers the most common questions we receive from clubs and societies about the Coaches & Instructors registration process.

Why would my club or society get a coach or instructor?

Coaches and instructors bring specialist knowledge, skills, and expertise to your activity, helping your members develop further and get more out of what your group offers.

I'm not a sports club. Does this apply to me?

Yes! Coaching isn't just for sports clubs. Bringing in someone to develop your core activity applies to most groups, including musical direction, martial arts grading, outdoor exploration, drama, and more. If someone is being paid or volunteering to deliver sessions for your group, they need to be registered.

When can I appoint a coach or instructor?

The registration process runs ahead of the academic year to make sure everything is in place before activity begins.

Key dates for Term 1:

• Registration opens: 1 August
• Registration closes: 20 September
• First review given within 10 working days of submission

NOTE: 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 Committee Newsletter, keep an eye on your inbox.

All coaching must be approved by the Union before it begins. This ensures the right legal, financial, and insurance protections are in place for your members, your coach, and your club.

My coach was approved last year. Do I still need to go through this process again?

Yes - even if your coach or instructor has been approved before, you'll need to re-register them each year. This ensures we have the most up-to-date documentation from your coaches. Furthermore, contracts can only be signed for one academic year at a time; this is to protect future committees if they decide they want to look for alternative coaches or support the following academic year.

Can I appoint a coach or instructor without going through this process?

No - Clubs and societies must never bring in a coach or instructor to run any session before they have been formally approved by the Union.

This matters because without formal approval:

• 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 or instructor
• We cannot confirm their legal right to work in the UK

Any coaching that takes place before formal approval may result in disciplinary action and no payment being made to the coach or instructor.

What types of coaches and instructors are there?

NOTE: Your club might use a different job title, for example, "Activity Lead" or "Activity Leader." That's fine, please use the role type above that best matches what they'll be doing.

What documentation do coaches and instructors need to provide?

The documents required depend on the role type:

A note on Public Liability Insurance (PLI)

If your coach or instructor needs to arrange PLI, we're not able to recommend a specific provider, but cover is widely available and often very affordable.

Comparison websites are a good starting point. When searching, look for policies that provide a minimum of £5 million cover, this is the standard we require.

NOTE: The Union will not reimburse the cost of purchasing PLI. This is the coach or instructor's own responsibility to arrange and fund before their registration can be approved.

For a full breakdown of the registration process, read our REGISTERING COACHES & INSTRUCTORS: Imperial College Union article.

Ready to get started? Complete the Coaches & Instructors Registration Form here!

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