A Club Sport Instructor is an experienced individual who provides specialized technical skill instruction, tactical strategy, and safety oversight for a recognized club sport.

Club sport organizations are solely responsible for finding, vetting, and hiring their own instructors. Instructors serve strictly as technical advisors and mentors; they are not university employees, nor do they manage the club. Ultimate operational, financial, and administrative control remains entirely in the hands of the student officers.

All Club Sport instructors must be approved by the Club Sport Office every academic year.

All Club Sport instructors must be formally approved by the Club Sport Office (CSO) every academic year before any instruction begins. Per Harvard University Policy, this process must be completed annually.

1. Submit Candidates for Approval: Once your club selects a candidate, student officers must submit the instructor’s information using the Club Sport/Instructor Request Form on SOCO to initiate the screening process.
2. Mandatory Background Screening (Minimum 2 weeks): All instructors must pass an annual identity check, criminal search, and MVR. The CSO initiates background checks every Monday starting in August. Please allow at least two full weeks for the screening process.
3. CSO Review & Next Steps: The CSO will review the screening results and email the instructor with next steps, including required training modules.
4. Final Approval via SOCO: Once all steps and trainings are completed, the CSO will issue final approval directly through SOCO.

Important Note: An instructor is not approved and may not begin working with the club until official approval has been granted through SOCO. For complete timeline and details, please refer to the application form.

Instructors play a vital role in player development and safety, but Club Sports are strictly student-run organizations. Instructors must adhere to the following operational boundaries:

• Restricted Scope: Contributions are strictly limited to technical instruction of the sport or activity. Instructors must step back and allow student officers to handle all club management, logistics, and decision-making.
• Conduct & Sportsmanship: Instructors are expected to model and enforce excellent sportsmanship, fostering a safe, fair, and inclusive environment for all participants.
• Policy Compliance: Instructors must understand and strictly adhere to all Harvard University and Department of Athletics & Recreation procedures.

To streamline operations and reinforce student officer leadership, instructors and club officers are expected to follow the standards listed below:

• Communication: Instructors should not contact the CSO directly unless explicitly requested. All official communication, questions, and logistical coordination with the CSO must be facilitated by student club officers.
• Club Accountability: Instructors are the direct responsibility of the club organization that hired them.
• Hiring & Qualifications: Club sport organizations are solely responsible for evaluating and determining the qualifications necessary for their prospective instructors.
• Termination of Duties: Continuation of instructional duties is never guaranteed. If an instructor is found to be acting against the best interests or values of the club, they will be relieved of their duties.

Because clubs are responsible for sourcing their own instructor, officers should approach the hiring process with a clear, organized plan. Consider these best practices to find the right fit:

• Identify Your Needs: Make a written list of what your club needs from an instructor. Ex: Are you looking for a tactical instructor for high-level competitive performance, or a safety-focused instructor to teach fundamentals to beginners?
• Check League & Governing Body Rules: If your club competes in a specific league or belongs to a national governing body, check their bylaws first. Some leagues require instructors to hold specific licenses, safety certifications, or specific insurance.
• Verify Certifications: Consider what certifications are non-negotiable for your organization. Always ask for proof of these credentials.
• Review Resumes & Interview: Treat this like a professional hiring process. Request a resume, check references from previous clubs or teams they have worked with, and sit down as an officer board to interview them.
• Set Clear Expectations Early: Create a thorough document outlining the specific expectations, practice schedules, and boundaries of the role. Give this to prospective instructors before they agree to join so there is no confusion about student-led boundaries later.

Need Assistance? For Guidance, student officers should contact the Club Sports Office directly at Athletics_CSO@fas.harvard.edu.