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.

To register as a coach for Term 1, you must fill in this Coaches & Instructors Registration Form by the 6th of September 2026. 

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 ensure everything is in place before activities begin.

Key dates for Term 1:

• Registration opens: 17th August
• Registration closes: 6th 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 to look for alternative coaches or to 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:

What counts as relevant qualifications or experience?

We recognize that there are many different routes to becoming a competent coach or instructor; depending on the activity, relevant qualifications or experience may include:

• Coaching or instructor qualifications - such as National Governing Body (NGB) awards, coaching certificates, instructor licenses, or qualifications from recognized training providers.
• Professional or academic qualifications - where these are relevant to the activity being delivered, for example, degrees, vocational qualifications, or professional registrations.
• Relevant playing or performance experience - such as competing at a high level, representing a regional or national team, playing for a university first team, or demonstrating significant experience within the activity.
• Teaching, coaching, or leadership experience - including documented experience coaching, instructing, teaching, or leading sessions, either professionally or as a volunteer.

Evidence should demonstrate that you have the skills, knowledge, and experience needed to deliver the activity safely. Applications are assessed on a case-by-case basis, taking into account the nature of the activity and the level at which it is taught.

Not sure whether your qualifications or experience are suitable? We'd much rather you ask than assume. If you're unsure whether your evidence meets our requirements, please submit a ticket to the Activities Team. We'll be happy to review your qualifications or experience and advise you before you complete your registration.

Unique Taxpayer Reference (UTR)

Paid coaches and instructors are required to provide a Unique Taxpayer Reference (UTR) as part of the registration process. We understand that applying for a UTR can take some time, so if you are waiting for this or any other required documentation, you can still submit a provisional registration by the deadline. Use a placeholder where necessary and send the outstanding documentation to the Activities Team as soon as you receive it. Your coach or instructor will need to meet all relevant requirements before they can be fully approved.

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's or instructor's own responsibility to arrange and fund before their registration can be approved.

I'm a conductor - why do I need Public Liability Insurance (PLI)?

Even if you don't provide physical coaching or instruction, you're still delivering a professional service and leading an organized activity. Public Liability Insurance helps protect you if someone is injured or their property is damaged as a result of your negligence while delivering that service. If you're engaged by a student group to lead rehearsals, performances, or other activities, you'll normally be expected to have appropriate Public Liability Insurance in place unless you're covered by another policy. 

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.