The Purpose of the Coach Agreement
The purpose of the Coach Agreement is to set out clear, consistent expectations for how Coaches work with Pony Club Areas, ensuring responsibilities, standards, and ways of working are formally understood and agreed upon.
A single agreement will be created for each Coach, based on the Area in which they coach most frequently. Where a Coach also works in other Areas, the same agreement applies.
This approach means the Coach only needs to complete one agreement. Area Representatives should ensure their digital signature is provided to the PCUK Technology Team so it can be applied to the documents.
All Coaches listed in the database should receive an email explaining the purpose of the agreement and a link to their personalized document. It will already contain the appropriate AR signature. The Coach will sign electronically via the link, after which the completed agreement will be saved to their Pelham record, in line with the existing process for the Coach Code of Conduct.
Summary of the Coach Agreement
The agreement is a formal record between an individual Coach and the relevant Pony Club Area. It confirms that the Coach is self-employed and responsible for their own tax and national insurance. It sets out:
- Scope of work – coaching at mounted/unmounted activities, preparing members for badges/tests/competitions, and assessing where accredited.
- Working approach – coaches operate independently, deciding how they deliver sessions, provided they hold Accredited Status.
- Fees & invoicing – fees must be agreed in advance, and invoices (with any receipts) must be submitted within four weeks. Templates are available in the Resource Hub.
- Standards & conduct – coaches must follow The Pony Club Coach and Assessor Code of Conduct.
- Cancellation & termination – local cancellation policies apply. Either party may end the agreement with one week’s written notice, particularly if conduct standards aren’t met.
- Storage – a signed copy is held on the coach’s Pelham record.
Coach Agreement Storage
Once a coach has signed their personalized copy of the coach agreement it will automatically be uploaded against their PELHAM contact, within Documents.
Signing the Coach Agreement
When added to PELHAM coaches will receive an email from The Pony Club asking them to sign the Agreement.
The link within the email will take the coach to a unique webpage where they can read a part filled Coach Agreement, and importantly digitally sign the agreement directly within the browser.
Once completed, the signed and completed document will automatically be uploaded to the coaches documents on PELHAM as detailed above.
