Coaches and Session Leaders

Learn how your club or society can hire a coach for the academic year to enhance members' skills. Find out about coach registration, club/society-coach relationships, and payment processes. Get support from the Student Experience Team.

🏅 Hiring a Coach

Your club or society can hire a coach for the academic year to help develop your members’ skills and enhance your activities.

📋 When Is a Coach Required?

Some clubs and societies are required to have a coach present at sessions, as outlined by their National Governing Body (NGB). If this applies to your group:

  • Refer to your NGB’s guidance on the required level and number of coaches.
  • Identify a qualified coach to attend your sessions.
  • Submit a Coaching Registration Form to the Student Experience Team.
  • Update your Risk Assessment to reflect the coach’s involvement.

Important: If your NGB mandates a coach, your club/society cannot train or run sessions without one. Sessions will be cancelled if this requirement is not met.

🔍 Finding a Coach

Team Keele does not advertise or employ coaches directly. It is the responsibility of your committee to source a coach. If you're unsure where to start, the Student Experience Team is happy to offer guidance.

✅ Coach Registration Requirements

To be eligible to coach (paid or unpaid), an individual must:

  • Be 18 or older
  • Hold a valid NGB qualification
  • Have public liability/indemnity insurance
  • Hold a First Aid certificate (unless training is at Keele Sports Centre)
  • Read the Coach Engagement Policy
  • Complete and return the Coach Registration Form to the Student Experience Team

Note: All documents must be submitted before any coaching begins.

🤝 Club/Coach Relationship

It’s essential to set clear expectations with your coach before training begins. Discuss:

  • What your club wants from the coach
  • Boundaries between the coach and members
  • The coach’s role as outlined in the Coach Engagement Policy

🚫 A Coach Is Not Responsible For:

  • Running the club or society
  • Disciplining athletes (this is handled by the Student Experience Team)
  • Organising tours
  • Voting or holding committee roles (unless they are a Keele student and a paying member)

Reminder: This is your club to run. If your coach isn’t meeting expectations, speak to the Student Experience Team.

💷 Paying Your Coach

Coaches are paid through Keele SU Finance. Before training begins:

  1. Agree on payment terms with the coach.
  2. The coach must submit an invoice detailing:
    • Services/sessions delivered
    • Total cost
    • Payment details
  3. Submit the invoice along with a completed External Services Form via the online system.

Note: Payment will be withheld if the coach fails to provide the required documentation.

🧾 Tax Responsibility

It is the coach’s responsibility to declare all earnings to HMRC.

📄 Download the AU Coaching Policy & Form