This page,
Important Procedures, is a summary of all procedures, policies, paperwork
requirements and deadline dates that one of our tutors must agree to follow.
b.
If we reach you in person, tell us IMMEDIATELY
in there's any reason you can't tutor the student.
c.
If we leave you a message, call us THE SAME DAY if there's any reason
you can't tutor the student.
d.
Inform us by mail IMMEDIATELY of any change in your
address, number and availability.
2.
We give you all the information we have about the new student.
a.
Personal details (student's and parent's name, number, cross streets, etc.)
b.
Educational details (subject, grade, etc.)
c.
Payment details (payment by cash, check or money order)
1)
If the family plans to pay by chech or money order
a)
Make all checks and money orders payable to Certified Tutoring Service, NOT to the tutor.
d.
Lesson details (hours per week, location, etc.)
B.
Your First Contact With A New Student's Parents
1.
You MUST attempt contact IMMEDIATELY to set us a first
appointment.
2.
Things to do before your first telephone contact:
a.
Choose three convenient dates and times within the next few days for the first lesson.
b.
Figure out an exact route to the student's house and how much time you'll need to get
there.
3.
Things to discuss during your first telephone contact.
a.
Clearly state your name, number and reason for calling.
b.
Have them write down your name and number to keep in a readily accessible place.
c.
Tell them you tutor for Certified Tutoring Service.
d.
Ask them for the student's current and previous report card, quiz, exam and city-wide
grades and to leek up those they couldn't recall before the first lesson.
e.
Explain you'll administer a comprehensive diagnostic test during the first lesson to find
out exactly what the student already knows, what he hasn't yet mastered and where his
difficulties began.
f.
Direct them to have the student bring home his text book, notebook, quiz papers and
homework papers for you to examine while he takes the diagnostic test.
g.
Tell them you'll discuss your findings at lesson's end and state how many hours per week
of tutoring you believe the student needs to overcome his difficulties and catch up as
quickly as possible. (Base your diagnosis strictly upon the test results and everything
else you've learned about him.)
h.
Ask them to procure before the first lesson some pencils with erasers, a large notebook
for you to write notes and a loose-leaf binder for the student to do your homework
assignments.
i.
Have them choose one of the three dates and times you previously picked for the first
lesson.
j.
Make sure you have their correct address and precise directions to their house.
k.
Fully explain both parts of our cancellation policy.
l.
Tell them you'll need a quiet, undisturbed, well-lit area at a table or desk for the
lessons.
m.
Remind them an adult must be on the premises at each lesson in the student is younger than
18.
C.
Your Follow-Up Communication With Us
1.
Report each day's attempts to set up a first appointment.
a.
If Stevie Lai placed the student with you:
1)
Report to her at (888) 434-2316-1042.
2)
Press the pound (#) key once right after she starts speaking and start your
message right after you hear the beep tone.
2.
When you attempt contacting the student's parents to set up the first appointment, there
are four possible outcomes, or as we call them, scenarios. They are:
a.
SUCCESS -- You had no trouble reaching them and
setting up a first appointment.
1)
Call us THE SAME DAY and report the exact
time and date of the first appointment.
b.
UNABLE TO MAKE CONTACT -- You called several times but got no
answer or a busy signal.
1)
Call us THE SAME DAY to report, stating
what number you dialed so we can verify it, and try again the next day.
2)
If the same thing happens the second day, call us THE SAME DAY to report and try
again the next day.
3)
If the same thing happens the third day, call us THE SAME DAY to report and make no
further attempts at contact.
c.
LEFT A MESSAGE FOR THE PARENTS -- You left a message (including your name,
telephone number and the purpose of your call) with an answering machine or someone other
than the parents.
1)
Call us THE SAME DAY to report and try
again three days later if they don't return your call.
2)
If the same thing happens on your second attempt, call us THE
SAME DAY to report and try again three day later if
they don't return your call.
3)
If the same thing happens on your third attempt, call us THE
SAME DAY to report and make no further attempts at
contact.
d.
PARENTS NOT READY TO BEGIN -- The parents told you they weren't ready
to begin.
1)
Leave your name and phone number and ask them to call you when they're actually ready to
start.
2)
Call us THE SAME DAY to report and make no
further attempts at contact.
3.
Once you've called to inform us of the date and time of a planned first appointment, we
expect no further calls about the new student (unless you wish to discuss a problem).
D.
Other Important Notes
1.
Call us at (718) 434-0944 to discuss paperwork, forms, update sheets, mailings, paychecks,
procedures, tutoring techniques or anything else.
2.
Leave only your name and a complete, detailed message.
3.
Don't waste time leaving your address, your phone number, the date or the time; we have
them already.
4.
We continue placing new students only with tutors who've returned their annual Tutor Update Forms by
September 1.
1.
You must send us mailings each month you have a least
one active student.
2.
What's an active student?
a.
Someone becomes an active student the moment you leave a
message on our answering machine to inform us of the date and time of the planned first
appointment
b.
A student remains an active student until we receive a
report card indicating you don't believe this student will continue the following month.
c.
There's no other way either to become an active student or to cease being an active
student.
B.
Your Two Monthly Mailing To Report Your Tutoring Activity:
1.
The Mid-Month Mailing
a.
You must send us a mid-month mailing any month at least one of your active students had
lessons anytime from the 1st to the 15th of the month inclusive.
b.
Time schedule you follow:
1)
You MUST mail it on the 15th or
16th of the month.
2)
We MUST receive it by the 21st
of the month.
3)
If it's postmarked by the 16th, it's NOT late even if it
arrives after the 21st.
c. What you MUST include in your
mid-month mailing:
1)
ALL checks, ALL money orders and ALL cash received from the
1st to the 15th inclusive. (You should send all cash you received in the form of your own
personal check or money order.
2)
A completely filled-out copy of a Mid-Month Mailing
Accounting Sheet detailing all checks and money orders
received during this period. (If you enclosed cash in the form of currency, ACCOUNT
FOR IT ON A SEPARATE ACCOUNTING SHEET.)
3)
NEVER INCLUDE ANY
STUDENT REPORT CARDS IN THIS MAILING.
2.
The End-Month Mailing
a.
You MUST send us a end-month
mailing any month you had at least one active students, EVEN
IF NO LESSONS TOOK PLACE THAT MONTH.
b.
Time schedule you follow:
1)
You MUST mail it on the last
day of the month or the first day of the following month..
2)
We MUST receive it by the 6st
of the following month.
3)
If it's postmarked by the 1st, it's NOT late even if it
arrives after the 6th.
c. What you MUST include in your
end-month mailing:
1)
ALL checks, ALL money orders and ALL cash received from the
16th to the last day of the month inclusive. (You should send all cash you received in the
form of your own personal check or money order.
2)
A completely filled-out copy of a End-Month
Mailing Accounting Sheet detailing all checks and money orders
received during this period. (If you enclosed cash in the form of currency, ACCOUNT
FOR IT ON A SEPARATE ACCOUNTING SHEET.)
3)
A completely filled-out Student Report Card for each active
student detailing all lessons for that month.
4.
If any report card are missing from your end-month mailing, we'll hold up your paycheck
until we receive them.
C.
Our Single Monthly Mailing To Pay You For Your Services
1.
Time schedule we follow:
a.
We begin to prepare it about the 7th of the following month (assuming we've received both
your mailings on time: the mid-month mailing by the 21st and the end-month mailing by the
6th).
b.
We mail it by the 15th.
c.
You receive it by the 17th.
d.
If we don't receive a mid-month mailing from you of if either mailing arrives late, YOUR
PAYCHECK WILL BE DELAYED UP TO FOUR WEEKS AND REDUCED BY THE FACE VALUE OF ALL BAD CHECKS
AND CREDIT CARD CHARGES RECEIVED LATE.
2.
What we include in this mailing:
a.
A statement itemizing your tutoring activity for the previous month.
b.
A check covering your total earnings for the previous month.
D.
Forms Used In Your Mailing
1.
The Mid-Month Mailing
Accounting Sheet and End-Month Mailing
Accounting Sheet.
a.
Always enclose the appropriate accounting sheet with each mid-month and end-month mailing.
b.
Include only students who actually had lessons during the period covered.
c.
Use only one line per student and don't skip lines.
d.
Account for cash you send as currency on a second, separate accounting sheet.
e.
Account for every check and money order enclosed, even those you wrote to cover cash
payments.
f.
Account for every credit card charge and for every check an agency or school sent us
directly.
g.
Fill out each accounting sheet completely and correctly, including the total on the bottom
line after the words Total Value Of Checks,
Money Orders And Credit Card Charges Included In This Mailing.
h.
Write 'Y' or 'N' in the Cont? column to indicate
whether your student plans to continue next half month.
1)
Write 'Y' if you believe your student will continue.
2)
Write 'N' in you're not sure your student will continue.
3)
If you fail to write either 'Y' of 'N' in the Cont? column, we'll always
assume you wrote 'Y'.
i.
Fill in the Remarks column only if a
financial remark is needed to clarify something in the Amount column.
j.
Never re-report hours and payments already reported on a previous accounting sheet.
k.
Instructions for filling out accounting sheets are on the back of each accounting sheet.
2.
The Student Report Cards.
a.
Always use just one Student Report Card per student per month.
1)
Never use just one Student Report Card for more than one
month.
2)
Never use just one Student Report Card for more than one
student.
2)
Never use more than one Student Report Card for one student during
a particular month.
b. Always bring the correct Student
Report Card to each lesson and fill in all lesson
details requested.
c.
Make sure both you and a family member sign in the appropriate spaces at every lesson.
d.
Always skip a space and draw a line in that space to separate lessons of the first half of
the month (the 1st to the 15th) from those of the second half (the 16th to the last day of
the month)
e.
Fill out each report card completely and correctly, including the totals in column 9 (Total
For This Lesson) and on the bottom line (Totals).
f.
NEVER SEND REPORT CARDS
IN MID-MONTH MAILINGS; include them only in end-month mailings.
g.
Check either the Yes or the No box on line 2 after
the words: Will Stud Continue Next
Month?
1)
Check the Yes box if you believe
your student will continue next month.
2)
Check the No box if you're not sure
your student will continue next month or if he intends to skip at least one month before
continuing.
3)
If you fail to check either box, we'll always assume you checked the Yes box.
4)
If you check the Yes box, you must include
a report card for that student in next month's end-month mailing, even if he fails to have
lessons.
h.
Instructions for filling out Student Report Cards are on the back of
each report card.
E.
Student Payments
1.
You're completely responsible for collecting the full fee due at each lesson.
2.
If the parents fail to pay for a lesson, collect it by the next lesson.
3.
Payments may be by cash, check or money order.
a.
If payment is by cash,
1) You may send it in your own personal check or money order. (Don't
forget to account for it exactly as you'd do for all other enclosed checks and money
orders.)
2)
Although this is very undesirable, you may send it in the form of currency. (Don't forget
to account for it on a second accounting sheet.)
b.
If the payment is by check or money order, it must be made payable to Certified
Tutoring Service.
4.
The parents are given our New
Student Welcome web page
detailing these facts by the first lesson.
5.
You're completely responsible for all student payments until we receive them on time.
6.
Once we've received a mailing on time, we become responsible for its contents and you'll
be paid in full even if some of the enclosed checks and charges you received are
uncollectable.
1.
Part One: Last minute cancellations and changes.
a. To cancel or
change an appointment, the parents MUST notify your tutor directly (not us) by
the previous night.
b. If the parents
cancel or change an appointment on the day of the scheduled appointment or if the student
is not ready for the lesson when you arrive, they MUST pay you the full fee due for the
lesson.
2.
Part Two: Frequency of lessons.
a. The student MUST have at least one hour per week of
tutoring as long as lessons continue.
b. All missed
lessons MUST be made up.
B.
Reinforcement Of Our Cancellation Policy
1.
We spell out our cancellation policy to the parents on two occasions:
a. In our initial
conversation when they agree to use one of out tutors.
b. In our New
Student Welcome web page we give them around the time of the first lesson.
2.
You also spell it out to them on two occasions:
a. During your
first telephone contact with them. (Make sure they write down your name and number, and
save them in a readily accessible place.)
b.
At the first lesson. (Make sure they still have your name and number saved in a readily
accessible place.)
C.
Enforcement Of Our Cancellation Policy
1.
What you do if the parents cancel without sufficient advance notice.
a. Collect the
cancellation fee at the next lesson and include it in your next mailing.
b. If they refuse
to pay, call us immediately.
c. If they still
refuse to pay after our conversation, we'll ask you to decide if you wish to continue
lessons.
2.
What you do for all cancellations.
a. Remind them
they agreed to have at least one hour of tutoring per week and, therefore, any missed
appointments must be made up.
b. Inform them
they can make up the missed appointment in any of the following three ways:
1)
They can schedule a make-up lesson for later that week.
2)
They can schedule a make-up lesson for the following week.
3)
They can schedule extra time (for example, an extra 10, 15 or 30 minutes) during the next
few lessons.
3.
Strict enforcement of the cancellation policy dramatically reduces the possibility of
tutor frustration due to last-minute student cancellations.
D.
Reporting Cancellations
1.
If a lesson was cancelled without sufficient advance notice and you collected the
cancellation fee, fill out the student report card as though the lesson had actually taken
place.
2.
If a lesson was cancelled with sufficient advance notice or you didn't collect the
cancellation fee, don't report it.
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