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 Z Center access via the Club Sports Council

Submit request here

A 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.

SUBMITTING EMPLOYMENT AGREEMENT FORM

Slightly new Process as of September 2020

STEP 1) Financial signatory fills out and submits the Employment Agreement form* and emails it to the coach/instuctor.

• 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 coach/instructor fills out the online Engage form and uploads the Employment Agreement PDF from the club in the form. At the end of the Engage form, the coach/instructor will enter the student financial signatory’s email address for approval

STEP 3) Financial signatory receives (via email) an Engage link to approve the information entered by the coach/instructor

STEP 4) DONE!; form has been submitted to SOLE for processing after student approves it in Engage

**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.

View training slides here

Listen/watch the video training 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

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.