A-1 All Subjects At-Home
Tutoring Service Important Procedures is a summary of all procedures,
policies, paperwork requirements and deadline dates that a A-1 All Subjects At-Home Tutoring Service®
tutor anywhere in the United States must agree to follow.
a.
If we reach you in person, tell us IMMEDIATELY
in there's any reason you can't tutor the student.
b.
If we leave you a message, call us THE SAME DAY if there's any reason
you can't tutor the student.
c.
Inform us by mail IMMEDIATELY of any change in your
address, telephone 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 check or money order,
a)
Make all checks and money orders payable to the tutor's name, not to A-1
All Subjects At-Home Tutoring Service.
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 A-1
All Subjects At-Home Tutoring Service.
d.
Ask them for the student's current and previous report card, quiz and exam grades and to
look 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.
Call us at (800) A1-TUTOR (800-218-8867) to report your progress
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 THAT
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 THAT
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 THAT
SAME DAY to report and try again the next day.
3)
If the same thing happens the third day, call us THAT
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 THAT
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 THAT
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 THAT
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 THAT
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 (800) A1-TUTOR (800-218-8867) to discuss paperwork, forms, update sheets,
mailings, procedures, tutoring techniques or anything else.
2.
Leave 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 a mailing 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 Student
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 Monthly Mailing To Report Your Tutoring Activity For The Month:
1.
Your Monthly Mailing
a.
You MUST send us a monthly
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 4tt
of the following month.
c. What you must include in your monthly
mailing:
1)
A completely filled-out Student Report Card for each active
student detailing all lessons for that month.
2.
Your Monthly Deposit
a.
b.
1)
2)
3)
c.
1)
2)
3)
4)
C.
Forms Used In Your Mailing
1.
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.
Fill out each Student Report Card completely and
correctly, including the totals in column 9 (Total For This Lesson) and on the bottom
line (Totals).
e.
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 Student Report Card for that student in
next month's end-month mailing, even if he fails to have lessons.
f.
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 no later than the next lesson.
3.
The tutor may be paid by cash, check or money order
4.
The parents are given our New
Student Welcome web page
detailing these facts by the first lesson.
1.
Part One: Last minute cancellations and changes.
a. To cancel or
change an appointment, the parents MUST notify you directly (not us) by 3:00
P.M. of the afternoon of the previous day.
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.
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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