03 · Application Form Spec
Route: /coach/apply (public). Submissions land in: coach_applications (existing table — see src/server/coach-applications.functions.ts). Owner: People Lead.
Field list (in order)
| # | Field | Type | Required | Validation | Notes |
|---|---|---|---|---|---|
| 1 | Full name | text | yes | 2–200 chars | |
| 2 | yes | RFC valid, ≤320 chars | Duplicate emails flagged but allowed (people reapply). | ||
| 3 | Phone | tel | yes | E.164 or UK format | |
| 4 | Location | select | yes | UK region + "Outside UK" | Outside-UK auto-routed to "not active" pool. |
| 5 | Right to work in UK | radio | yes | yes / no | "no" = auto-decline with explanation. |
| 6 | Coaching qualification | text | yes | ≤200 chars | E.g. "ICF ACC, completed 2023." |
| 7 | Qualification level | select | yes | none / level 3 / level 5 / level 7 / ICF ACC / ICF PCC / ICF MCC / other accredited body | Drives initial scoring (see below). |
| 8 | Years coaching | number | yes | 0–60 | |
| 9 | Specialisms | multi-select | yes (≥1) | menopause / financial wellbeing / manager mental health / neurodivergence / return to work / caring / bereavement / other | |
| 10 | Lived experience (optional) | multi-select | no | same list as above + "prefer not to say" | Self-declared, used for matching (Sprint 3 / 02). Never shown to clients. |
| 11 | Languages other than English | text | no | ≤200 chars | |
| 12 | Hours per week available | number | yes | 1–40 | |
| 13 | Will you complete enhanced DBS if offered? | radio | yes | yes / no | "no" = auto-decline. |
| 14 | Do you currently provide regulated financial advice? | radio | yes | yes / no | "yes" = manual review (scope conflict). |
| 15 | Why MEM, in your own words | textarea | yes | 100–2000 chars | Scored by reviewer (rubric below). |
| 16 | Reference 1 (name, role, email, relationship) | structured | yes | all fields, work email preferred | Not contacted until post-offer. |
| 17 | Reference 2 | structured | yes | same | |
| 18 | How did you hear about us | select | yes | referral (name) / web search / LinkedIn / partner org / event / other | |
| 19 | Consent to data processing | checkbox | yes | must be ticked | Privacy notice link. |
| 20 | Consent to be contacted for future intakes if not offered this cycle | checkbox | no | — |
Initial scoring (auto)
Run on submission, used to prioritise reviewer queue. Does not auto-decline (except for the hard gates in fields 5, 13).
| Signal | Points |
|---|---|
| ICF PCC/MCC or accredited level 7 | +3 |
| ICF ACC or accredited level 5 | +2 |
| Level 3 only | +1 |
| No accredited qualification | 0 (manual review) |
| ≥5 years coaching | +2 |
| 2–4 years | +1 |
| Specialism matches a current MEM gap (set by Head of Coaching) | +3 |
| Lived experience in a gap area | +2 |
| Referral from active MEM coach | +2 |
| Speaks a UK language other than English | +1 |
| Available ≥10 hrs/wk | +1 |
Reviewer rubric for the "why MEM" textarea (field 15)
| Score | Signal |
|---|---|
| 3 | Names a specific MEM thing (impact model, FCA boundary, scope) and ties it to their own practice. |
| 2 | Generic-but-genuine motivation, no scope red flags. |
| 1 | Generic. |
| 0 | Wants to use MEM as a marketing channel for their own practice / scope conflict. |
Threshold to invite to assessment day: initial score ≥4 AND reviewer score ≥2.
Data retention
- Applications kept for 24 months from submission.
- If declined and consent given (field 20), kept for the same 24 months and re-surfaced for the next two intakes.
- Reference details deleted within 30 days of decline or offer-acceptance (we only contact post-offer).
- All retention enforced in line with
src/server/evidence-pack-retention.functions.ts.