University of Chicago

 

Instructors and/or coaches are defined as individuals who either volunteer or are hired by Sport Clubs to teach and/or coach their 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.

All new instructors/coaches must submit a resume with at least three references (name, address, and phone) to the Associate Athletic Director for Recreation and Fitness outlining their qualifications to coach/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, and submit, the following two documents every year:

1. Instructor-Coach Agreement
2. Instructor-Coach Waiver

These documents must be on-file with the Associate Athletic Director for Recreation and Fitness BEFORE any activity is done or instruction given.

Clubs must also submit an Instructor-Coach Pass Request for each instructor/coach in order for these individuals to access the facilities.  Instructor-Coach passes are only to be used for sanctioned club activity (i.e. practices, competitions, seminars, etc.).  They are not to be used as general athletic facilities memberships for non-approved activity (i.e. personal workouts).

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 and 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. Additionally, 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

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

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 Associate Athletic Director for Recreation and Fitness 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 Associate Athletic Director for Recreation and Fitness.
3. The guest coach/instructor must complete an Instructor-Coach Waiver.
4. The guest coach/instructor must complete, and submit, an Instructor-Coach Agreement in advance of any activity.
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. Additionally, 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.

If approved, the President (or other elected officer) must submit an Instructor-Coach Pass Request for each guest coach/instructor to secure access.