• Introduction
  • Agreement
  • Your Information
  • References
  • Declaration
  • Complete
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Introduction

This webform sets out the terms, conditions and expectations of all coaches and instructors registered to carry out work for Students’ Union UCL (the Union). All coaches and instructors must register with the Union on an annual basis with all relevant information updated.  

About us 

Students’ Union UCL is the representative body for University College London’s (UCL) 48,000 students, one of the most diverse student communities in the world. As a charity employing over 100 full-time staff, we deliver a wide range of services and representative functions for students.

Union Affiliated Clubs and Societies   

The Union has over 400 clubs and societies covering a huge range of activities. All our groups are student-led – this means the elected student positions of president and treasurer are ultimately responsible for all the activities conducted, and for ensuring they are conducted in a safe and inclusive way. They receive training on Union policies and procedures and are responsible for ensuring they are followed.   

Many clubs and societies decide to contract professional support for one or more of their activities to ensure they are delivering high quality activity. The Union welcomes professional coaches, instructors or trainers as a key way of ensuring our student members are getting the best possible opportunities through our student-led groups. 

Registration Process 

  • All coaches and instructors must register (through this form) with the Union before they can enter into a contract with a club or society.
  • Registration will require you to provide:
    • Public Liability Insurance
    • Relevant and in-date qualifications
    • First Aid certificate (where applicable)
    • Relevant experience
    • Two referees
  • Only once you are a registered coach or instructor can you enter into a contract with a Union affiliated club or society.

Next Steps

Once you've submitted this form, Union staff will review your submission. This will include verifying certificates and contacting referees. We aim to communicate an outcome of this review process to you within 10 working days. Please be aware this will depend on how quickly we receive responses from your referees.  

If approved, you can then enter into a contract with a Union affiliated club or society.  This contract should be agreed directly with the president or treasurer, using a Union-provided template, who will then submit this for review by Union staff. Any such contract does not constitute employment and all coaches/instructors are responsible for their own tax and/or National Insurance obligations. 

Payments will only be made to coaches/instructors who are registered with the Union (through this process), and have an approved contract with a club/society, which includes the terms of remuneration. 

If you have any questions or concerns about this process, please contact su.activities@ucl.ac.uk. 

Agreement

Insurance

All coaches and instructors must: 

  • Provide the relevant insurance, including Public Liability, to cover themselves for their role. The Union are not responsible for any actions or incidents that occur as a result of the coach/instructor’s actions.  
  • Provide a relevant and up to date first aid qualification in place for your duties at Students' Union UCL (if applicable). If a first aid qualification is not held, a nominated first aid qualification holder from among the members of the club/society must be present at all sessions. High risk activities may require submission of an advanced qualification for registration to be approved.
  • Provide the Union with the most up to date copies of appropriate instructor qualifications (if applicable). 

Behaviours

All coaches and instructors must: 

  • Respect the democratic nature of Union clubs and societies and the wishes of the elected society committee (president and treasurer).  
  • If in doubt about any proposed activity on health and safety or procedural grounds, raise this directly with the club or society president and address any issues before conducting the activity.  
  • Ensure all events happening both on or off campus are approved by Students’ Union UCL and led by an appropriate activity lead.
  • Conduct themselves in a professional manner during all interactions with club/society members.  
  • Uphold the value of the Students’ Union UCL and the relevant club or society to ensure a positive and safe experience for all students.
  • Help create a safe environment for club/society activity:
    • which is free from bullying, intimidation, harassment or victimisation 
    • where all participants are treated with dignity, respect and courtesy 
    • ensuring no form of unlawful discrimination takes place 
    • where all involved are valued for their skills and abilities

All coaches and instructors must not: 

  • Use working with UCL clubs/societies as a platform to seek personal gain financial or otherwise above and beyond the remuneration set out in the Club/Society contract.
  • Abuse their position of power in any manner as set out in clause 4 of UCL's Prevention of Bullying, Harassment & Sexual Misconduct Policy.
  • Act against the wishes of the club/society committee or without the committee’s approval.
  • Deliver club or society sessions involving non-members of the relevant club or society.
  • Be alone with a single club/society member at any time. 

Policies

 All registered coaches and instructors must adhere to the following UCL and Union policies whilst working with UCL clubs or societies:  

I have read, understood, and agree to the above policies.

Remuneration

  • Coaches and instructors must have a contract approved by the Union before they can start their role or receive payment.
  • Coaches and instructors will be paid at the agreed rate in the contract with the club or society.
  • Coaches and instructors must submit a completed invoice for all work completed to the club/society president and treasurer by the final day of each month. All submitted invoices must include a dated, hourly break down of all chargeable hours for that period. The Union has the right to withhold payment if this is not completed.  
    • The president or treasurer must submit a Purchase Request Form to the Union; once processed, instructors will be paid via BACS within 2–4 weeks. Late submissions will be carried over to the next month’s payment run.
  • Payment will not be made on invoices submitted exceeding 2 months after the work was completed.  
  • The Union will only process invoices that include the following statement: ‘I am self-employed and I am responsible for any tax or National Insurance liability’.  
  • It is the instructor’s responsibility to file their tax in line with UK law rules and regulations. 
  • The Union will not accept invoices on a termly basis nor will we pay for instructor fees in advance of sessions. 

Problem Management

  • All coaches and instructors must ensure that any incidents or near misses that occur during sessions are: 
  • Any safeguarding concerns should be immediately reported to su.safeguarding@ucl.ac.uk
  • Queries or feedback about facilities, society/club development or payment should be first discussed with the club/society committee. If further action is required please contact the relevant department using the email addresses above.
  • The Union reserves the right to confidentially survey our members about the performance of instructors as well as to observe sessions without notice.  
  • As coaches and instructors are not members of the Union, Bye-Laws related to complaints and disciplinary matters do not apply. Complaints will be handled through an internal grievance procedure.

Mailing List

Would you like to receive email updates about opportunities, resources and news relevant to coaches and instructors of clubs and societies? We respect your privacy and will never share your contact details with third parties. You can unsubscribe at any time. 

Expiration of Registration

If approved, and unless otherwise stated, this registration is in effect of the remainder of the current academic year.

Should the end date of the Public Liability Insurance provided during this registration fall during the academic year, your registration will expire at this point, unless an updated insurance certificate is provided via email (su.activities@ucl.ac.uk) 

Your Information

Personal Details

Public Liability Insurance

Please upload your Public Liability Insurance, ensuring the following is clearly visible:

  • Type of Insurance (i.e. Public Liability Insurance)
  • Coverage Amount (At least £1 Million)
  • Policy number and issuing company
  • Name of person insured
  • Start and end date of insurance
    • Note that if the end date is during the academic year, your registration will expire at this point, unless we receive an updated insurance certificate via email (su.activities@ucl.ac.uk).

One file only. • 10 MB limit. • Allowed types: gif, jpg, jpeg, png, bmp, eps, tif, pict, psd, txt, rtf, html, odf, pdf, doc, docx, ppt, pptx, xls, xlsx, xml, avi, mov, mp3, ogg, wav, bz2, dmg, gz, jar, rar, sit, svg, tar, zip. • 50 MB limit per form.

First Aid Certificate

All club/society activity must have a first aid trained person present.

Ideally, this would be the coach/instructor. If the coach/instructor is not first aid trained, we will require the club/society to name a first aider from among their committee who will be present at all sessions.

Relevant Qualifications

Please provide copies of any relevant training and role specific qualifications, ensuring the following is clearly visible:

  • Name of qualification holder
  • Type and level of qualification
  • Date issued / passed
  • Issuing organisation

Unlimited number of files can be uploaded to this field. • 10 MB limit. • Allowed types: gif, jpg, jpeg, png, bmp, eps, tif, pict, psd, txt, rtf, html, odf, pdf, doc, docx, ppt, pptx, xls, xlsx, xml, avi, mov, mp3, ogg, wav, bz2, dmg, gz, jar, rar, sit, svg, tar, zip. • 50 MB limit per form.

Relevant Experience

Please provide details of relevant experience which enables you to carry out the required instructor duties with a high level of competency and to a consistently high standard.

Intended Club/Society

Please select the affiliated club/society you intend to work with following successful registration with Students' Union UCL.

References

Please provide details of two referees, ideally related to recent instructor posts or appointments.

Referee 1

Referee 2

Previous work with Students' Union UCL

Have you previously worked as a coach/instructor with any clubs or societies affiliated with Students' Union UCL?

Declaration

I hereby certify that I agree to meet the terms and conditions outlined. I understand that failure to meet and adhere to the set criteria may result in a termination of my work with Students’ Union UCL. 

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