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Transferring or Resigning Teachers

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

Important: We must pass on “Student Notes” from the old teacher to the new teacher so they are fully prepared for their lessons.

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.

  • Teachers with students: Follow every step
  • Teachers with no students: Only follow “Email Resigning Teacher” step
Prepare Calendar

1. Open MyMusicStaff calendar

2. Create a “New Non Teaching event”

3. Select the teacher, and select Category: Vacation

4. Select the date 28 days from the date of their resignation email

5. Select Duration: All Day

6. Filter calendar for “Teacher” events only

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

 

Move Teacher on AC

1. Open ActiveCampaign

2. Find teacher deal

3. Drag into “Resigning” Pipeline

Email Resigning Teacher

Teachers with Students

1. Reply to the resignation email:

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 luck in all 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

2. Review the Student Notes form submission for notes on the students to forward onto Replacement Teacher. Alternatively, these notes can be added to the “Additional Notes/Details” on the students MyMusicStaff profile.

3. Move teacher from “Teacher Availability Spreadsheet” to the bottom of the sheet.

4. Remove teacher from “Teacher Facebook Group”.

 

Teachers with no students

1. Reply to the resignation email:

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 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 teaching date is: XXdateXX

2. Move teacher from “Teacher Availability Spreadsheet” to the bottom of the sheet.

3. Remove teacher from “Teacher Facebook Group”.

 

Replacement Teacher Available: Reschedule Lessons

1. Review Teacher Availability spreadsheet, to find a suitable teacher replacement.

2. To avoid inconvenience for the students, aim to find a teacher available at the student’s regular lesson time.

3. Email the students of the teacher resigning:

Hi XXX

 

We hope you’ve been well,

 

We regret to inform you that XXOldTeacherXX will no longer be teaching with us from the XXDateXX.

 

We would love for you to meet XXNewTeacherXX for a half-priced trial lesson, who is available at the following times to teach XXstudentsnameXX:

  • Day & Time
  • Day & Time

 

XXNewTeacherXX has a similar teaching style to XXold teacherXX, and will be informed of XXstudentnameXX experiences and capabilities before your first meeting. 

 

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

No Replacement Available: Offer Online Lessons

1. Review Teacher Availability spreadsheet, to find a suitable ONLINE teacher replacement.

2. To avoid inconvenience for the students, aim to find a teacher available at the student’s regular lesson time.

3. Email the students of the teacher resigning:

Hi XXX

 

We hope you’ve been well,

 

We regret to inform you that XXOldTeacherXX will no longer be teaching with us from the XXDateXX.

As this news is so sudden, we have not yet found a suitable replacement teacher who can visit your home for lessons. While we are working on hiring a new teacher in your area, we would love to offer you Online lessons at a 10% discount. 

Please let us know if you would like to meet XXNewTeacherXX for an Online half-priced trial lesson, who is available at the following times to teach XXstudentsnameXX:

  • Day & Time
  • Day & Time

 

XXNewTeacherXX has a similar teaching style to XXold teacherXX, and will be informed of XXstudentnameXX experiences and capabilities before your first meeting. 

 

Once again, we apologise for the inconvenience caused, but we are sure we will hire a new teacher in your area in no time!

Student Confirmation: MyMusicStaff

Step 1: Change Teacher in MyMusicStaff

1. Search & open the Student Profile in MyMusicStaff

2. View the “Teacher” tab, and “Assign Teacher”

3. Select the name of the New Teacher

4. Ensure to copy the “Default Lesson Length” & “Lesson Price” details from the previous teacher

5. On “Student Billing Changed” pop up, select “No, Do Nothing”

6. Delete the old teacher from the list of assigned teachers

 

Step 2: Add Trial Lesson to Calendar

Follow steps in “Organising Trial Lesson” SOP to create and follow up on your trial lesson here.

Update ActiveCampaign

1. Search & open student deal in ActiveCampaign

2. Move deal to stage “Trialling” and enter “Trial Lesson Date”

3. Select the contact name to view the deal’s “Contact” 

4. In the Contact view “Lesson Details”, enter the new Teacher’s Name.

Transferring Students to New Teacher 

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

  • Teacher or Student changed location
  • Student requests new teacher
  • Teacher is incompetent
Email Old Teacher

1. Email old teacher:

Hi XXX

We hope you are well,

Could you please do us a favour and fill out the following form. This form is for notes on your student’s progress and learning styles.

https://forms.gle/qAjRQdZJndjcik9s5

2. Review the Student Notes form submission for notes on the students to forward onto Replacement Teacher. Alternatively, these notes can be added to the “Additional Notes/Details” on the students MyMusicStaff profile.

 

Replacement Teacher Available: Reschedule Lessons

1. Review Teacher Availability spreadsheet, to find a suitable teacher replacement.

2. To avoid inconvenience for the students, aim to find a teacher available at the student’s regular lesson time.

3. Email the students:

Hi XXX

 

We hope you’ve been well,

 

We regret to inform you that XXOldTeacherXX will not be available to teach from the XXDateXX.

 

We would love for you to meet XXNewTeacherXX for a half-priced trial lesson, who is available at the following times to teach XXstudentsnameXX:

  • Day & Time
  • Day & Time

 

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

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

No Replacement Available: Offer Online Lessons

1. Review Teacher Availability spreadsheet, to find a suitable ONLINE teacher replacement.

2. To avoid inconvenience for the students, aim to find a teacher available at the student’s regular lesson time.

3. Email the students of the teacher resigning:

Hi XXX

 

We hope you’ve been well,

 

We regret to inform you that XXOldTeacherXX will no longer be available to teach from the XXDateXX.

Unfortunately, we have not yet found a suitable replacement teacher who can visit your home for lessons. While we are working on hiring a new teacher in your area, we would love to offer you Online lessons at a 10% discount. 

Please let us know if you would like to meet XXNewTeacherXX for an Online half-priced trial lesson, who is available at the following times to teach XXstudentsnameXX:

  • Day & Time
  • Day & Time

 

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

Once again, we apologise for the inconvenience caused, but we are sure we will hire a new teacher in your area in no time!

Student Confirmation: MyMusicStaff

Step 1: Change Teacher in MyMusicStaff

1. Search & open the Student Profile in MyMusicStaff

2. View the “Teacher” tab, and “Assign Teacher”

3. Select the name of the New Teacher

4. Ensure to copy the “Default Lesson Length” & “Lesson Price” details from the previous teacher

5. On “Student Billing Changed” pop up, select “No, Do Nothing”

6. Delete the old teacher from the list of assigned teachers

 

Step 2: Add Trial Lesson to Calendar

Follow steps in “Organising Trial Lesson” SOP to create and follow up on your trial lesson here.

Update ActiveCampaign

1. Search & open student deal in ActiveCampaign

2. Move deal to stage “Trialling” and enter “Trial Lesson Date”

3. Select the contact name to view the deal’s “Contact” 

4. In the Contact view “Lesson Details”, enter the new Teacher’s Name.