Sport Clubs Coaches and Instructors


Instructors and/or coaches are defined as individuals who volunteer, or are hired, by Sport Clubs to teach and/or coach club members Clubs may have formally recognized instructors/coaches to aid in the day-to-day instruction/coaching of their club at the University of Chicago. All instructors and coaches – whether paid or volunteer – are subject to a background check each academic year.

Instructors/Coaches must submit a resume with at least three references (name, address, and phone) to the Director of Intramurals, Recreation and Sport Clubs outlining their qualifications to coach or instruct club members in their area of expertise. The coach/instructor may be a graduate student, full-time faculty/staff member, or a non-affiliated individual.

All instructors/coaches must complete a:

  1. Coach/Instructor Agreement
  2. Assumption of Risk Waiver

These documents must be on-file with the Director of Intramurals, Recreation and Sport Clubs BEFORE any activity is done or instruction given.

Clubs must also submit an Instructor/Coach Pass request for each instructor/coach in order to have access to the facilities in which they instruct/coach.

Coaches/Instructors may not serve as club officers – or administer responsibilities of the club – unless they are a current student of the University of Chicago.

Per IRS regulations, payments for personal services constitute reportable and taxable income. Therefore, these payments must be made directly to the individual or business entity through Sport Club accounts. Examples of independent personal services include, but are not limited to: consultants; entertainers; individuals providing coaching, instruction, seminars and/or workshops.

If a coach/instructor is to be paid, then an invoice for the services must be supplied along with a W-9 Form, a Certificate of Compliance, and an Independent Contractor Questionnaire (included in the W-9 Packet). In addition to the Questionnaire, the coach/instructor must also supply a list of 3-5 clients other than the University of Chicago for whom they have provided similar service. The list should include names and contact info.


Guest Coaches and Instructors

(For Seminars and/or Workshops)

Sport Clubs recognized by the Office of Intramurals, Recreation, and Sport Clubs may invite a guest coach/instructor to the University of Chicago for club practices, lectures, and/or special events hosted by the Sport Club. Guest coaches/instructors are defined as individuals brought to campus by the Sport Club for special class instruction and/or programs.

In order for a guest coach/instructor to be approved, the Sport Club must do the following:

  1. The President (or other elected officer) must make a request to the Director of Intramurals, Recreation and Sport Clubs on behalf of the guest coach/instructor at least 48 hours prior to the proposed arrival.
  2. The President (or other elected officer) must submit the guest coach/instructor qualifications (typically in the form of a resume) to the Director of Intramurals, Recreation and Sport Clubs and state, in writing, the benefit of having the guest coach/instructor on campus.
  3. The guest coach/instructor must complete an Assumption of Risk Waiver.
  4. The guest coach/instructor must sign a contractual agreement with the Sport Club for any services that will be rendered.
  5. If a guest coach/instructor is to be paid, then an invoice for the services must be supplied along with a W-9 Form, a Certificate of Compliance, and an Independent Contractor Questionnaire (included in the W-9 Packet). In addition to the Questionnaire, the guest coach/instructor must also supply a list of 3-5 clients other than the University of Chicago for whom they have provided similar service. The list should include names and contact info.
  6. If approved, the President (or other elected officer) must submit a Coach/Instructor Pass Request for each guest coach/instructor to secure access.
  7. If approved, the President (or other elected officer) will have to pick up an athletic facilities pass from the Director of Intramurals, Recreation and Sport Clubs between 9:30 AM and 6:30 PM on weekdays. Passes may also be left in club mailboxes if arrangements have been made in advance.