How to register and pay coaches and instructors

Please read this how-to-guide for information on how to register and pay your coaches or instructors. 

Please note, the process and forms you need to submit are different for societies and sports clubs, so please expand and read through the relevant section below. Also note that Sports Club coach payments can be completed via Payment Request Forms, highlighted at the end of the Sports section.

Societies

Registering your Society Instructor 

Your instructors need to be re-registered each year, regardless of how long they have been teaching. No teaching may take place until your instructor registration is complete. 

Instructors can be fellow students, members of UCL, Student’s Union UCL staff or any other external individual. 

No matter what they do for a job, the Student’s Union UCL Finance Department consider them as Self Employed – this is to do with tax status. 

Step 1

Your instructor should download and complete the Society Instructor Registration Form. All sections of this form must be completed and photocopies of the following documents attached:

• Public Liability Insurance
• First Aid Certificate - for any societies that participate in regular instructed physical activity (Dance, Salsa etc.) 

Step 2

Your instructor should read and sign the Students' Union UCL Service Level Agreement (SLA). Download the Society Instructor SLA here.

Step 3

Your society president, together with the instructor, should complete the Society-Instructor Agreement. When both parties are happy, this should be signed. This is an internal document so you have our permission to sign this one! 

Step 4

The three completed forms:

• Instructor Registration Form
• Service Level Agreement
• Society Instructor Agreement

Should then be submitted through our online Society Instructor Registration Form. 

Step 5

Once your forms have been checked, verified and approved we will contact you to inform you that your instructor has been successfully registered. 

 

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Paying your Society Instructor

Presidents or treasurers should submit society instructor invoices through the Purchase Request Form online. 

Sports Clubs

Registering your Sports Club Coach

Coach registration happens annually, regardless of how long a coach has been teaching. No coaching may take place until their registration is complete.

Coaches can be fellow students, members of UCL or Student's Union UCL staff or completely external people.

No matter what they do for a job, Student's Union UCL Finance Department consider them as Self Employed – this is to do with tax status

• Lead Coaches (paid and voluntary): must be qualified to UKCC Level 2 (or equivalent)
• Assistant Coaches (paid): must be qualified to UKCC Level 1 (or equivalent)
• Assistant Coaches (voluntary): should be working towards gaining their UKCC Level 1 (or equivalent)

If you have any questions regarding coach qualifications please email the staff team at [email protected] 

Step 1

Your coach should download and complete the Coach Registration Form. All sections of this form must be completed and photocopies of the following documents attached:

• Coaching Certificates
• Public Liability Insurance
• First Aid Certificate

Step 2

Your coach should read and sign the appropriate Students' Union UCL Service Level Agreement (SLA). Download either the Lead Coach SLA or the Assistant Coach SLA here.

Step 3

Your club president, together with your coach, should complete the Club-Coach Agreement. When both parties are happy, this should be signed. This is an internal document so you have our permission to sign this one! 

Step 4

The three completed forms:

• Coach Registration Form
• Service Level Agreement (Lead Coach / Assistant Coach)
• Club-Coach Agreement

Should then be submitted via the Sports Clubs Coach Registration Webform. 

Step 5

Once your forms have been checked, verified and approved we will contact you to inform you that your coach/instructor has been successfully registered.

 

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Paying your Sports Club Coach

Presidents or treasurers should submit club coach invoices through the Purchase Request Form online. 

Paying your Coach/Instructor

You can only pay a coach/instructor for services that they have undertaken within the time period that they have been registered with us for.

Your registered coach/instructor should produce an itemised invoice addressed to Student’s Union UCL {INSERT CLUB/SOCIETY NAME}, 25 Gordon Street, London WC1H 0AY.

The invoice should include:

• payee name
• address
• contact email address
• bank name and account details
• a dated, hourly break-down of all chargeable hours for the respective 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 on the coach/instructor registration form.

You can use our Coach and Instructor Invoice template. 

They just need to fill out the template with their own information, and send it to you.

You should submit your invoice through the Purchase Request Form, by the final day of each month. They will receive payment within 2-4 weeks via a BACS transfer. Failure to meet the deadline will result in the payment carried forward to the following month’s payment run.

Payment will not be made on submitted invoices exceeding 2 months after the work was completed.

We will not accept invoices on a termly basis nor will we pay for coaching or instructor fees in advance of sessions.