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Transferring or Resigning Teachers

We offer all existing students who need a new teacher a FREE Lesson before continuing with the new teacher.

Important: We must add the “Student Notes” from the old teacher to the Student’s Teachworks account for the new teacher to prepare.

Follow this guide for the processes on:

Resigning Teacher Process

As stated in their contracts, Teachers must give us 28 days notice of their resignation. 

That means, if a teacher resigns in the middle of the teaching term, they must complete their 28 days from the resignation date.

 

Prepare Calendar

1. Open Teachworks calendar

2. From the Calendar menu, select “Add Unavailability”

3. Select the teacher

4. Select the date 28 days from the date of their resignation email (mentioned on the resignation email). Select Duration: 12am – 11:30pm

5. In details box, write “Resignation Date” then select “Submit”

6. Filter calendar for “Teacher” events only

7. Make note of all lesson days & times after their Resignation Date

8. Delete all events after the teacher’s resignation date

 

Move Teacher on AC

1. Open Teacher ActiveCampaign

2. Enter last teaching date into the “Resignation date” field on Teacher Contact

3. Move the deal into the “Resigning” Pipeline

4. Begin completing Resignation Tasks

Email Resigning Teacher

Teachers with Students

1. Reply to the resignation letter with the template:

Hi XXX

We hope you are well,

It is a shame to see you leave the Music Lessons Academy teaching team,

Regardless, thank you for your dedication & efforts! We wish you the best of luck in all your future endeavours.

We will begin reassigning your students. Please fill out the following form so we can pass on your student notes to the new teacher.

https://forms.gle/qAjRQdZJndjcik9s5

As we require 28 days notice, your last official teaching date is XXdateXX

 

Teachers with No Students

1. Reply to the resignation letter with the template:

Hi XXX

We hope you are well,

It is a shame to see you leave the Music Lessons Academy teaching team,

Regardless, thank you for your time with us! We wish you the best of luck in all future endeavours.

Whenever you have a chance, please fill out the below form as part of an exit interview.

https://forms.gle/qAjRQdZJndjcik9s5

As we require 28 days notice, your last official date with MLA is XXdateXX

 

Transferring Students to New Teacher 

Follow this guide if we must transfer students to another teacher. Reasons for transfer include:

  • Teacher resigned 
  • Teacher or Student changed location
  • Student requests new teacher
  • Teacher is incompetent
FIND A TEACHER
  1. In the Teachers AC, go to Deals.
  2. Select the State pipeline you’re looking for.
  3. Search in Tags the student’s postcode
  4. Find a teacher in the “Active Teachers – Taking Trials” pipeline who teaches the instrument you’re looking for
  5. Go to Teachworks, search for the Teacher’s Teachworks Profile
  6. Check the Teacher’s Availability:
  7. AND Check the Teacher’s Calendar in “Week” View to see where there are free lesson times.

 

Are no teachers locally available? Ask a few teachers from close areas if they are happy to take on a new student.

Collecting Student Notes
  1. Go to the student notes form – (click here)
  2. Copy student notes
  3. Find the student in Teachworks
  4. In the “Notes & Communications” select “Add Note”
  5. Paste the student notes in the Note Section
  6. Select  “Office & Teachers” permission
  7. Submit
IF There Is A Replacement Teacher Available

Hi XXX,

We hope you’ve been well,

We are sorry to have to tell you that XXOldTeacherXX will no longer be teaching after your lesson on the XXLastLessonDateXX. However, we would love to introduce you to a new teacher for a FREE lesson.

XXNewTeacherXX will be informed of XXstudentnameXX experiences and capabilities before your first meeting.

By learning under multiple teachers’ guidance, you can benefit from exposure to multiple perspectives over the course of your music education.

XXNew TeacherXX is available at the following times:

  • Day & Time
  • Day & Time

Once again, we apologise for the inconvenience caused! We are sure you will love lessons with XXnewteacherXX.

If There Is NO Replacement Teacher Available

1. Email below template / Macro “Transferring Students – NTIA”

Hi XXX,

Hope you’ve been well,

We are sorry to have to tell you that XXOldTeacherXX will no longer be teaching after your lesson on the XXLastLessonDateXX.

We are still looking for a new teacher to take over where XXoldteacherXX is leaving off.

We would hate to see XXstudentnameXX have to put their learning on pause while we find a suitable replacement teacher to come to your home, so we would like to offer you a Free Online Lesson.

We totally understand that online lessons are not suited to everyone. However, we only offer this temporarily until a suitable teacher can teach in your home.

By learning under multiple teachers’ guidance, you can benefit from exposure to multiple perspectives over the course of your music education.

Once again, we apologise for the inconvenience caused! Please let us know if you would like to take up our Free Online Lesson offer.

Students Want to Trial Lessons with New Teacher

In-Home Lessons

If they confirm the lessons, continue to Trial Lesson SOP

  1. Find the contact on Active Campaign & update the “Teacher Name” field to the new teacher.
  2. Find the student on Teachworks & update the “Teacher” to delete the old teacher, and assign the new teacher.
  3. Make Sure Task is sent to Brendan to credit the FREE Lesson.

NTIA: ONLINE LESSONS

If they confirm they want to trial online lessons

  1. Find suitable online teacher available
  2. Send the Email template below:

Hi XXX

Hope you are well,

Thank you for your patience during this time,

We are glad to hear you are willing to give online lessons a try!

XXX, is available to teach XXinstrumentXX online at the following times:

  • Date & Time
  • Date & Time

XXTeacherXX is a university student and qualified XXInstrumentXX teacher. They will be informed of XXstudentnameXX experiences and capabilities before your first meeting.

Please let us know which day & time works best for your Free Online Lesson.

 

  1. Continue to Trial Lesson SOP and follow the Online Trial Lesson Steps
  2. Find the contact on Active Campaign & update the “Teacher Name” field to the new teacher
  3. Find the student on Teachworks & update the “Teacher” to delete the old teacher, and assign the new teacher.
Students Doesn't Want New Teacher

If they do not confirm online lessons, follow the Final Cancellation Process on the Quitting Lessons SOP

IMPORTANT UPDATES TO MAKE

Once a new teacher is found, and the student agrees to the trial lesson, you need to update the below items:

  1. ActiveCampaign Deal Stage to correct position (“Existing Student Trialling”)
  2. Teachworks: On the student profile, edit & remove the old “Teacher” and add the new teacher.