welcome to the journey online tutoring tutor policies and procedures page
Last updated: 10/26/2020
This page will provide tutors and academic coaches with the most updated policies and procedures regarding all aspects of working with Journey Online Tutoring. Please check this page regularly as it is updated frequently. Please review the entire page to find our policies and procedures around a variety of topics, however, if you do not find the information you need, please contact info@journeyonlinetutoring.com. Thanks for working with Journey Online Tutoring!
This page will provide tutors and academic coaches with the most updated policies and procedures regarding all aspects of working with Journey Online Tutoring. Please check this page regularly as it is updated frequently. Please review the entire page to find our policies and procedures around a variety of topics, however, if you do not find the information you need, please contact info@journeyonlinetutoring.com. Thanks for working with Journey Online Tutoring!
Tech Requirements
All tutors are required to have the following technology as stated in the contract:
- Computer
- Access to high speed internet
- Camera
- Microphone (built in acceptable as long as sound is good)
Scheduling Classes
Once you have been matched with a tutoring student, Journey Online Tutoring will provide you with the contact information for the parents and the student to reach out and schedule your classes with the student. Once you receive the contact information, here are the procedures:
Email Subject: [Subject] Tutor Introduction & Scheduling - Journey Online Tutoring
"Dear [Parent Name] and [Student Name],
Hello, my name is [ Your Name}, I am a [SUBJECT] tutor with Journey Online Tutoring. I wanted to reach out and introduce myself. [ A few sentences about your background]. I'm very excited to start working with [STUDENT NAME].
I also wanted to reach out to schedule tutoring times for the next 4 weeks. Ideally, we will meet on the same day and time each week. A few times I have available are:
Best,
[TUTOR NAME]
- Reach out IMMEDIATELY to the parent AND the student via email. Introduce yourself professionally as their tutor. (See template below). Offer 2-3 days/times that you could meet with the student consistently every week and ask them if any of those will work for them.
- Once you have set a weekly time, send a Google Calendar invitation to the student with the title - [SUBJECT] Tutoring - [STUDENT NAME]/ [TUTOR NAME]. Include the student, the parent and info@journeyonlinetutoring.com in your invitation.
Email Subject: [Subject] Tutor Introduction & Scheduling - Journey Online Tutoring
"Dear [Parent Name] and [Student Name],
Hello, my name is [ Your Name}, I am a [SUBJECT] tutor with Journey Online Tutoring. I wanted to reach out and introduce myself. [ A few sentences about your background]. I'm very excited to start working with [STUDENT NAME].
I also wanted to reach out to schedule tutoring times for the next 4 weeks. Ideally, we will meet on the same day and time each week. A few times I have available are:
- Option 1 day/time
- Option 2 day/time
- Option 3 day/time
Best,
[TUTOR NAME]
No Show/Cancellation Policy
NO SHOW POLICY: No Shows for Tutors are not acceptable. If you have more than one no show, unless there are extenuating circumstances, your contract will be terminated.
CANCELLATION: If you need to cancel a class, please reach out to the student and parent with at least 24 hours notice. More than 3 cancellations less than 24 hours notice within a contact period may cause your contract to be terminated.
RESCHEDULING CLASSES: If you or the student need to cancel a class, it must be rescheduled within 14 days of the date it would have taken place. Please send the student and parent and updated Google Calendar invitation for when the class will be scheduled.
CANCELLATION: If you need to cancel a class, please reach out to the student and parent with at least 24 hours notice. More than 3 cancellations less than 24 hours notice within a contact period may cause your contract to be terminated.
RESCHEDULING CLASSES: If you or the student need to cancel a class, it must be rescheduled within 14 days of the date it would have taken place. Please send the student and parent and updated Google Calendar invitation for when the class will be scheduled.
APPROVED VIDEOCONERENCING PLATFORMS
All tutors will use either Zoom or Google Meet to tutor students online, whichever the tutor prefers. Please ensure that you share the meeting link with the student with each calendar invitation.
submitting class feedback
You will be required to submit class feedback within 12 hours of every class you tutor. Failure to do so will result in a reduction of pay as per your contract. Once you are assigned to a student, Journey Online Tutoring will create a Google Doc that is shared with you (the tutor), the student, and the parent. This information should focus solely on the material that was presented during that specific class, areas that the student did well, areas where they can continue to work, and additional resources. To view a template, CLICK HERE.
Addressing & Reporting Student Concerns
CONCERN OF HARM TO SELF OR OTHERS: If a student makes a statement or gives you any indication that he/she may bring harm to themselves or others, you are required to report such an incident to both Journey Online Tutoring and the parent of the student immediately. Here are the procedures for doing so:
1. Fill out the incident report in the form below and submit it to Journey Online Tutoring. If you are unsure how to address this directly with parents, please call Journey Online Tutoring directly at 303-960-9832 or 720-693-1689.
2. Call the parents and let them know what happened. Explain that you required by company policy to report any concern of a student harming themselves or others to a parent or guardian immediately.
OTHER STUDENT OR PARENT CONCERNS/ISSUES: If you have an issue or concern either with a parent or a student that you wish to discuss with Journey Online Tutoring, please fill out the report below and we will be in contact with you about how to address it. If the concern is immediate, please call or text Journey Online Tutoring directly at 303-960-9832 or 720-693-1689.
1. Fill out the incident report in the form below and submit it to Journey Online Tutoring. If you are unsure how to address this directly with parents, please call Journey Online Tutoring directly at 303-960-9832 or 720-693-1689.
2. Call the parents and let them know what happened. Explain that you required by company policy to report any concern of a student harming themselves or others to a parent or guardian immediately.
OTHER STUDENT OR PARENT CONCERNS/ISSUES: If you have an issue or concern either with a parent or a student that you wish to discuss with Journey Online Tutoring, please fill out the report below and we will be in contact with you about how to address it. If the concern is immediate, please call or text Journey Online Tutoring directly at 303-960-9832 or 720-693-1689.
Timesheets & Payment
TIMESHEETS: As a tutor, you are solely responsible for filling out your timesheet and submitting it on time each month. The following describes the policies and procedures for completing and submitting timesheets:
- Each month, you will create a new timesheet using THIS TEMPLATE.
- You may only charge for the time you spend tutoring a student. Any time to prepare for a lesson or fill out the class feedback is not considered billable time.
- All timesheets are due by 9pm MST on the last calendar day of each month. Submitting a late timesheet may result in delayed payment for that month.
- Ensure that you indicate whether the tutoring was a regular client, on demand, or emergency on demand.
- You will receive payment no later than the 15th of each month via direct deposit.
- If you need to change your bank information for direct deposit, please contact Journey Online Tutoring at info@journeyonlinetutoring.com
Questions/Suggestions
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