Instructor Passes and Payment

The Club Sports Council has the limited ability to provide an ID card and sponsor Z Center access for club coaches

If your instructor is an MIT alumni, faculty, or staff, he/she should obtain an ID card via the Alumni Office or Human Resources Office.  Club officers can then request Z Center access for the coach. Faculty/Staff/Alumni ID cards should not expire, but access to the Z Center expires each year on June 30th and will need to be renewed annually through the Club Sports Council.

If your instructor is not an MIT alumni, faculty, or staff, he/she will need a new ID card printed every 1-2 years (expiration date is printed on front of ID card) through the Club Sports Council.  Access to the Z Center expires each year on June 30th and will need to be renewed annually through the Club Sports Council.

An instructor is considered ‘full time’ if he or she is regularly present at club practices. Full time instructors are entitled to an instructor pass, which gives them access to the Z-Center.  Clubs are allowed to have two full time instructor passes.   In very special cases, clubs can request a third full time instructor ID.

Clubs may request single day passes to give guest instructors who visit only a few times to teach special skills/techniques access to the Z-Center.

Z Center access expires annually on June 30th.  In preparation:

1) Confirm whether the instructor’s physical ID card is also expiring (date is printed on the front)

2) Request a new ID card and/or Covid-Pass access via the Club Sports Council

To submit a request, please have your coach/instructor fill out this form

A paid or volunteer coach/instructor cannot work for your club until he or she has been hired through MIT’s systems.  In order to be hired, the following steps MUST be taken before the individual can work for your club:

It is the responsibility of the student organization leaders to ensure the employee/student worker has complied with steps 1-4 within the timeframe below.

You can also reference SOLE’s website for hiring coaches.

TO HIRE A PAID COACH THESE STEPS MUST BE TAKEN EVERY YEAR:

SUBMITTING EMPLOYMENT AGREEMENT FORM

STEP 1)

• The Financial Signatory of the club fills out this Employment Agreement Form and emails it to the coach/instuctor.
• The coach/instructor sends an email back to the financial signatory stating they agree to the proposed payment
• Be sure to list your club’s Main Account number (not your CSC account number) as the Cost Object.
• If the HR forms and the Employment Agreement are not submitted by the 15th of a given month, the individual will not be paid until the end of the following month.

*This form must be submitted each academic year.  If you paid someone last year, his/her appointment will NOT automatically roll over to the next year

STEP 2)

• The Financial Signatory will then fill out the Campus Groups Form acknowledging the agreement and uploading the Employment Agreement Form at the bottom.

STEP 3)

• Financial signatory receives (via email) a Campus Group link to approve the information entered

STEP 4)

• DONE!; form has been submitted to SOLE for processing after student approves it in Campus Groups

**NOTE** If you’re using CSC funds to pay your instructor/coach, contact CSC after you’ve submitted your paperwork to request a transfer of funds from your CSC account to your main account

EMPLOYMENT VERIFICATION (I-9) & BACKGROUND CHECK

…once the above steps have occurred

Club coaches will have the option to verify their I-9 in person (by appointment) if they will be working on campus or online by using an authorized representative if they’ll be working remotely.  Information about these options is online here https://hr.mit.edu/i-9

Before his/her first day of work, the employee must

a) complete Section 1 of the I-9 form electronically in MIT’s online system.  Then the worker has to present original supporting documentation in person to the Atlas Service Center (E17), Mon-Fri 8am-6pm, or arrange for this to be done remotely.

b) pass a criminal history ad sex offender background check.  This is done in person at the Atlas Service Center (E17)

• Tues 10:30am-12:30pm
• Wed 9am – 5pm (no NH driver’s license checks or international checks this day)
• Thurs 10:30am-12:30pm

c) complete on-line sexual harassment prevention training

SOLE has provided training slides as well as a video recording to explain the process.

Listen/watch the video training here

See the Slides Here

After successful hiring, payments will be disbursed twice a month; on the 15th and on the last day of each month

In the instance of multi-month terms of employment, payment amounts should be equal

If the employee has not selected the direct deposit option, his/her check will be held for pickup at the Payroll Office (NE49-300)

Student group will be subject to an 8% Employee Benefit (EB) fee, which should not be included in the total financial commitment. Note: CSC will reimburse you for this fee at the end of the school year

TO HIRE A VOLUNTEER COACH THIS MUST BE DONE EVERY YEAR:

Volunteer coaches must now complete a background check BEFORE WORKING WITH STUDENTS.  Please see the steps below…

Step 1: Send the Volunteer Club Coach Background Check Application to your volunteer club coach.

Step 2:  They will then fill it out and submit it to backgroundcheck@mit.edu

Step 3: Andrea will email them access to their creative service portal where they can answer questions for their background check.

Step 4: Once your volunteer coach has logged into the Creative Services portal, they will need to fill out the online webform with their information. The coach will also need to download and complete the iCORI form and have the form authenticated.

• There are two ways to complete the subject verification segment, found at the bottom of page two, the iCORI – Atlas Service Center verification or notarization. Notarization can be completed with a notary public. Atlas Service Center verification can be obtained at E17-106 (40 Ames St.) during walk-in hours (Tu/Th 10:30-12:30 and W 9:00-5:00 or by appointment scheduled by emailing backgroundcheck@mit.edu).

Step 5: The coach will then upload the authenticated iCORI form directly to Creative Services, following the instructions provided by the online portal. This can be done as a pdf, scan, or even a photo taken with their cellphone. *Please be sure to upload only the iCORI form (two pages)* Submitting incorrect documents will delay the background check process and could potentially impact your start date.

Step 6:  I will then receive confirmation from MIT that the volunteer coach is allowed to work with students and will relay to the coach and team.

This whole process can take anywhere between two to four weeks so please have your volunteer coach fill it out ASAP.

If you are hiring independent contractors like judges, refs, or anyone who is not an athletic trainer, you will both need to fill out the following form and send it to the SOLE Office so they can cut a check to the employee…

1. Fill out / sign this Independent Contractor Form
   1. If you are using safari, please click on the link above to download.
   2. If you are using chrome, copy and paste the link into a new tab and allow popups.
2. Send it to the independent contractor to fill out and sign as well
3. Once it is completed, email it to Mary Mango (mmango@mit.edu) in SOLE at least 1 week in advance of the event
4. Pick up the check for the judge/ref/independent contractor any time between 9am – 5pm the Wednesday before the event on campus from Accounts Payable (Building NE49-4000).

Visit the SOLE website for forms and other information available which will assist students in this process.

Furthermore, please contact the SOLE Office (sole-desk@mit.edu)) with any specific questions.