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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 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. 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

4. Create a Task, due 28 days from now, “Resignation – Remove From Teachworks”

Email Resigning Teacher

Teachers with Students

1. Kayla will reply with 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 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

2. Review the Student Notes form submission for notes on the students.

3. Add the student notes to the “Additional Notes/Details” on the student’s Teachworks profile.

 

Teachers with No Students

1. Kayla will reply with 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 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.
IF There Is A Replacement Teacher Available

Create a new email in Zendesk, and apply the macro “Transferring Students, New Teacher Available”.

Fill in the XXX fields.

Hi XXX,

 

We hope you’ve been well,

 

We regret to inform you that XXOldTeacherXX will not be available to teach from the XXDateXX. However, we would love to introduce you to a new teacher for a half-price trial 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, but we are sure you will love lessons with XXnewteacherXX.

 


 

A reminder of the amazing opportunities available to all students of Music Lessons Academy:

  • Live Student Concerts in all capital cities, real-world performance experience for all students to showcase their progress in front of family, friends & the MLA community,
  • Annual student Songwriting Competition, where students can explore their creativity for the chance to win a FREE term of lessons & become a published composer,
  • Participate in our “Astro Song Challenge”, to encourage constant progress & practice by learning a song a week, and winning out of this world prizes!
  • Take full advantage of our ever-growing Songbook Library, completely free for all students of MLA.

  1. Remove the student’s lessons from the Teachworks Calendar after the teacher’s resignation date.
  2. Wait for their response. If they would like to proceed, continue onto the Half Price Trial Lesson SOP
  3. Find the contact on Active Campaign & update the “Teacher Name” field to the new teacher
  4. Find the student on Teachworks & update the “Teacher” to delete the old teacher, and assign the new teacher.
  5. DON’T MOVE AC Deal Stage. Keep it the same.
If There Is NO Replacement Teacher Available

Offer online lessons using the email template below:

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 looking for an amazing teacher in your area, we would love to offer you an Online Half Price Trial Lesson. Our online lessons are live and private, so you receive the same quality lesson you would in person, and receive a 10% discount.

Once we have found a suitable teacher who can travel to your home, we will happily transition you back to face-to-face lessons. 
Our teacher, XXX, is available to teach online at the following times:
• Date & Time
• Date & Time

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.

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

Please let us know if you would like to take a half-priced online trial lesson!


 

A reminder of the amazing opportunities available to all students of Music Lessons Academy:

 

  • Live Student Concerts in all capital cities, real-world performance experience for all students to showcase their progress in front of family, friends & the MLA community,
  • Annual student Songwriting Competition, where students can explore their creativity for the chance to win a FREE term of lessons & become a published composer,
  • Participate in our “Astro Song Challenge”, to encourage constant progress & practice by learning a song a week, and winning out of this world prizes!
  • Take full advantage of our ever-growing Songbook Library, completely free for all students of MLA.

If they confirm the online lessons, continue to Trial Lesson SOP and follow the Online Trial Lesson Steps

  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.

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 (either trialling or inactive)
  2. Teachworks: On the student profile, edit & remove the old “Teacher” and add the new teacher.