Cardiff University Athletic Union Coach Registration Form 2026-2027

Any individuals leading or coaching club activity are required to register their details with the Athletic Union (AU). This is to ensure that appropriate levels of experience and / or qualifications are maintained, so that AU members may enjoy activities in safe and appropriate environment. Students who are undertaking coaching or leadership roles should also register their details on this form.

Privacy Statement

The Students’ Union takes its personal information obligations seriously and this privacy statement sets out how CUSU (as data controllers) will process the personal data you submit in this form. You can find out more about how we process data here: https://www.cardiffstudents.com/privacy/.

Any personal data submitted in this form will be processed as consensual (where we ask for your consent) and as such you can choose not to provide any personal information.

We will always ensure that any personal data we receive is stored securely and seen only by those people involved in processing of this form (Students’ Union Staff).

If you choose to provide any personal data it will be retained for three months following the closure of this form (at the end of each academic year), at which point it will be deleted.

You have the right to change your mind at any point and can do so by emailing us at studentsunion@cardiff.ac.uk.

Remit

We reference ‘sports coaches and leaders’ but it should be assumed this is all persons who are taking a role of responsibility in the direct delivery of sporting activity with Cardiff Athletic Union Clubs. This includes all paid and volunteer, student and non-student, head and assistant coaches, leaders, instructors, guides, officials, and so on.

Club Autonomy

All Athletic Union Clubs are required to elect and maintain a functioning committee to manage and give direction to the club. Only registered students at Cardiff University are permitted to hold a position on the committee of an Athletic Union Club, and the committee are solely responsible for decision making and financial authorisation within the club.

The Students’ Union and Athletic Union are democratic membership organisations - it is important to remember that we are student-led and the activities of all areas of the Union’s operations are accountable to the student body

It is important that a coach or leader understands and accepts the unique relationship within a student-led organisation and makes note of the following guidelines:

• The principles of this registration form and the UK Coaching Code of Practice are adhered to at all times.
• The development of coaching expertise and systems is the responsibility of the coach.
• The coach or leader may act as an advisor to the club committee but except for the purpose of team selection, has no voting rights and is not permitted to hold any other committee role, other than that of coach or leader (unpaid).
• Facility bookings, transport, equipment purchase, administration, financial and all other matters are solely the responsibility of the club committee and AU.

Paid Coaches

This form is mandatory for all coaches expecting payment for their services. Please note prior to completing this form that no coaches are employed by the Athletic Union or any clubs within the Athletic Union. All coaches seeking payment are considered self-employed and must provide their own Public Liability Insurance. All coaches seeking payment for services must be qualified and cannot be elected members of the club committee.

Volunteer Coaches

This form is also mandatory for all unpaid / volunteer coaches. All volunteer coaches must be able to provide proof of qualification or relevant experience to club activity.

Payment

Payment for services shall only be made following receipt of an invoice for services undertaken.

Invoices must be submitted to the Treasurer and should be addressed to Club Name, Finance Office, Cardiff Students’ Union, Park Place, Cardiff, CF10 3QN. It is the responsibility of the coach to inform the Inland Revenue of the income they receive for coaching delivery.

Only qualified coaches can be paid – proof of qualifications must be submitted via this form before payment can be processed. All invoices must clearly include:

1. Your name or company name, with address and contact information.
2. The name of the club / team, as well as the above address.
3. A clear description of what you are charging for.
4. The date of services provided, including hours worked and hourly rate.
5. The date of the invoice.
6. The amount(s) being charged.
7. VAT amount if applicable.

It is not expected that any coaches should need to claim expenses, but in this situation, you must have received agreement in advance from the President and Treasurer.

Disputes

It is recognised that there may be differences of opinion between the coach / leader and club. Whilst it is hoped that these can be amicably resolved, it is important to be aware of the following procedures:

• In the event of the AU being dissatisfied with the performance or conduct of a coach or leader, the matter will be raised by the AU with the club and coach concerned
• If the coach or leader is dissatisfied with the performance or conduct of the club, the matter should be discussed between the coach and the AU.
• If there is a persistent breach of any part of the agreement between the coach and the club, the AU will facilitate an attempt to find a suitable resolution to the satisfaction of all parties.

Termination of Agreement

Any coaching agreement is between the individual club / team and the registered coach. Termination of the agreement can be carried out by either party at any point of the year.

• A club wishing to terminate this agreement will need to do so through the committee in agreement with the membership and will need to inform the Athletic Union of such decision.
• A coach wishing to terminate this agreement will need to do so by informing the committee, who will in turn inform the Athletic Union of this decision.

A club wishing to terminate an agreement with a volunteer coach will need to give this coach at least 1 weeks’ written notice of intention.

A club wishing to terminate an agreement with a paid coach will need to give this coach at least 4 weeks’ written notice of intention.

Club and Athletic Union Membership

Individuals who are solely undertaking coaching or leadership roles shall become associate members of the Athletic Union for the duration of the academic year. Such coaches will not be required to financially contribute to their membership to the Athletic Union.

Individuals, who are members of the club, but offering an element of coaching or leadership, will be required to join the Athletic Union and club, as well as being liable for the relevant cost of these memberships. Such members must still register their details, abide by this form and the UK Coaching Code of Practice. The club committee, in clear consultation with the membership, may choose to offer a reward for the work of their members undertaking such roles; however, such a reward should be of nominal value.

Should you encounter any difficulties or problems in undertaking your role as a sports coach or leader, you should contact the Athletic Union.

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