BYL Teacher Training and Resources

Please use this resource to understand how we resolve tech problems and our expectations of you/the family that you are working with:

After each lesson, please ensure you complete your lesson notes before the next academic week begins.

Indicate the lesson status:

If the lesson was cancelled or if you had to leave the lesson due to technical difficulties, please indicate here:

Fill in the family/student notes:

Good notes should take no more than 5 minutes.

How to Contact Students After Missed Lessons

SOP: Locate Student Contact Information and Notify Family When a Student Misses a Scheduled Lesson

Objective

Use the calendar and student profile to quickly find contact details when a student does not attend a scheduled lesson. Then contact the family promptly to confirm the absence and provide the appropriate follow-up, such as resending the online lesson link or calling/texting the family.

Key Steps

If you mark a lesson as cancelled or reschedule the lesson you need to complete the INTERNAL NOTES section on Teachworks so we ensure we are paying you correctly and that families are billed correctly.

The internal notes are only seen by our admin team and you need to complete the following sections:

• If the lesson was cancelled, you indicate who cancelled it. Was it you? Was it the family? And when did that happen? Was it an email in the morning?

• If the family emailed you with more than 12 hours notice, but you didn't look at it until just before the lesson it is still considered a cancelled lesson- not missed.

Planned Absences

If you know at the start of the term that you will be away for some dates in which you are scheduled to teach, we encourage you to share these from the beginning. This guarantees that the tutee's family's also know, and are charged accordingly for the term. In order to do this, go onto Teachworks, click on Calendar, and click on 'Add unavailability'. Enter the dates.

We encourage you to minimise this impact as much as possible to keep it consistent for your families. Another alternative is, if for example you are going away, you might choose to offer an online lesson in replace of an in-person lesson, which you can do from your location. Or you could offer a reschedule for a different day/time that week.

SOP: Completing Lesson Notes in Teachworks 3.0 from Calendar View

Objective

This SOP explains how tutors should complete lesson notes in Teachworks 3.0 from the calendar view, including attendance status, cancellation handling, internal notes, and family-facing lesson notes. The goal is to ensure accurate records, clear communication with families, and prompt escalation of any concerns.

Key Steps

1. Open the lesson from the calendar view 0:00

Has Your Lesson been cancelled. Please refer to our cancellation policy below.