COACH & INSTRUCTOR CODE OF CONDUCT

COACH & INSTRUCTOR CODE OF CONDUCT

This Code of Conduct sets out what we expect from all coaches and instructors working with Imperial College Union clubs and societies. By registering with us, you're agreeing to uphold these standards throughout your time working with our students.

IMPORTANT: When you complete and sign the Coach & Instructor Registration Form, you are entering into a contract with Imperial College Union for the academic year. Signing that form means you are agreeing to everything in this Code of Conduct.

Why This Matters

Coaches and instructors play a vital role in student life at Imperial. Great coaching helps students start new activities, build skills, stay engaged, and feel part of their community. We want to make sure every student has a positive, safe, and inclusive experience, and this code is how we make that happen together.

This code is rooted in the UK Coaching Code of Practice, with adaptations specific to the Imperial College Union context.

Our Values

We ask you to uphold the Union's core values in everything you do as a coach or instructor:

• Inclusivity - create an environment where everyone can take part
• Integrity - be honest, transparent, and professional at all times
• Innovation - support students to grow, develop, and try new things

What We Expect from You

As a coach or instructor working with our clubs and societies, you should:

• Be a positive role model for your students at all times
• Provide a safe and inclusive environment where anyone can participate
• Treat all participants as individuals and with respect
• Provide constructive, respectful feedback
• Promote safe and correct practices in your activity
• Hold the appropriate qualifications for your role and commit to your own ongoing development
• Follow the guidelines of the relevant sport or activity's governing body (where applicable)
• Plan sessions that meet the needs of your group and offer appropriate progression
• Maintain confidentiality if a student approaches you with a personal issue - but report any safeguarding concerns to the Activities Team
• Challenge any poor practice you observe and promote good coaching standards

You should not:

• Discriminate against any student on any grounds; this includes but is not limited to gender identity, race, disability, sexual orientation, religious belief, political opinion, or age
• Allow discrimination within sessions to go unchallenged; report serious incidents to the committee or, in extreme cases, directly to the Activities Team.
• Publicly criticise or demean students
• Smoke, drink alcohol, or use recreational drugs before or during coaching sessions
• Take on any role for which you are not qualified, or misrepresent your level of qualification

Your Relationship with the Committee

The student committee leads and runs the club or society. Your role is to support them, not to take over.

You should:

• Report any issues or concerns to the Activities Team
• Follow the processes and structures set by the student committee and the Union
• Support the committee's autonomy and development, offer guidance, but let them lead
• Be transparent about all costs involved in your coaching services
• Submit invoices to the committee on time and in line with Union payment timeframes
• Communicate directly with the committee if issues arise during training or fixtures

NOTE: In extreme circumstances, for example, a serious welfare or safeguarding concern, you should contact the Activities Team directly rather than going through the committee.

You should not:

• Oversee any organisational aspect of the student group; this includes membership pricing, committee structure, elections, or kit
• Be involved in the rearrangement of fixtures
• Take authority over the student group or undermine the committee's leadership
• Have final authority over team selection; you may offer advice and input, but the decision rests with the committee

Your Relationship with Students 

NOTE:  Please see Personal relationships | Administration and support services | Imperial College London  

The welfare of your students is your priority.

You should:

• Actively promote the welfare of the students you work with
• Notify the Activities Team if you are concerned about the behaviour or wellbeing of a student, or if you observe any disturbing behaviour within the club (such as bullying)
• Clearly communicate the nature of your coaching services and any expectations or boundaries
• Always ask for consent before any physical contact, and ensure any contact is appropriate, necessary, and within NGB guidelines
• Respect students' boundaries around participation

You should not:

• Engage in any form of abuse; this includes physical, sexual, emotional, or psychological abuse, neglect, or bullying
• Engage in sexual intimacy with students during the coaching period or immediately after the coaching relationship ends; this includes sexual innuendo, flirting, or inappropriate gestures or language

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