Coaches and Session Leaders

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

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.

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.

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.

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.

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 Team Keele Coaching Policy & Form