Updated 5/20/2025
Hiring of Assistant Coaches (July 1 – June 30) (Temporary Non-Benefitted)
The hiring process begins in the summer prior to the start of the academic year of their employment. Assistants can be hired at any time throughout the year.
PROCESS
1. Head Coaches fill out a copy of the Google Form for each assistant coach they wish to hire for the upcoming year and/or season.
4. Special Assistant to the VCAR reviews payment to determine if amount is available in the program’s assistant coaching budget. Special Assistant to the VCAR then sends HR the temporary non-benefitted details for each coach.
5a. HR emails each assistant with a link to the pre-employment paperwork. This step is critical to a timely hire. Assistant coaches should complete the required paperwork ASAP. This part of the process is all done online.
5b. Upon completion of the pre-employment paperwork, the assistant coach should schedule an appointment with HR to complete section II of the I-9 process. This must be completed in-person or virtually with an HR representative BEFORE an individual starts work.
6. Once HR confirms the start date Athletics will send an offer letter to the assistant coach with the head coach and sport administrator copied to confirm details of temporary employment (start date, end date, salary).
6b. The Special Assistant to the VCAR will process the electronic personnel action form (ePAF). The letter of agreement will be included in the ePAF.
8. An assistant coach has been hired and will be able to start work once the Deputy AD for Internal Administration receives a notification that all HR steps have been fulfilled.
KEY POINTS
Requests are due six (6) weeks prior to the proposed start date to allow enough time for HR and assistant coaches to complete the necessary paperwork.
Start date must be a Sunday and their end date a Saturday in accordance with university policy.
The VCAR will meet with all new assistant coaches BEFORE they begin working. These meetings will take place on Zoom and coordinated by the Deputy AD for Internal Administration and the Special Assistant to the VCAR.
All hires must successfully pass a background check BEFORE they can begin employment.
Once an assistant coach has been hired and their paperwork completely processed, they will then receive a UMB email address from IT.
Assistant coaches who are on the payroll 12-months a year without a lapse in employment (AKA UMB email shuts off) must work less than 18.75 hours per week. If this is of interest to a head coach, the head coach must meet with the Deputy AD for Internal Administration to review the hourly pay and hours to see if it is feasible for that hire.
