Onboarding: Difference between revisions

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== Welcome to the BMT Team! ==
== Welcome to the BMT Team! ==
We’re so glad to have you join the team! This guide is intended to provide tutors basic understanding of how we operate and what we expect of tutors, to help you get off to a great and productive start. If you have any questions or need any clarifications, please contact the BMT office at Team@Brooklynmathtutors.com, or 718.878.0002 .
We’re so glad to have you on the team!  
 
This guide is intended to get you off to a great and productive start by providing a basic understanding of how we operate and what we expect of our tutors.  
 
If you have any questions or need any clarifications, please contact the BMT office at Team@Brooklynmathtutors.com, or [tel:718.552.0300 718.552.0300] .


== Office Team and Communication ==
== Office Team and Communication ==
Line 15: Line 19:
[mailto:Team@BrooklynMathTutors.com Team@BrooklynMathTutors.com]
[mailto:Team@BrooklynMathTutors.com Team@BrooklynMathTutors.com]


TEL: 718.552.0300
TEL: [tel:718.552.0300 718.552.0300]


=== General Communication ===
=== General Communication ===
Most communication should be sent to the BMT Office email address: Team@BrooklynMathTutors.com. The emails will be answered by whoever is most appropriate to handle your query.
Most communication should be sent to the BMT Office email address: Team@BrooklynMathTutors.com. The emails will be answered by whoever is most appropriate to handle your query.
Please be sure to read our page on [[Email Etiquette]] specifically regarding email response times.


== Onboarding Checklist ==
== Onboarding Checklist ==
To get started, please provide BMT office with the following info at your earliest convenience:
To get started, please provide the BMT office with the following materials at your earliest convenience:


* A few high resolution headshots
=== High Resolution Headshots ===
* A bio
We require all of our tutors to have a  '''''professional quality headshot.'''''
* Payment information for direct deposit
** Bank Routing Number
** Bank Account Number
* Filled and Signed W9 Form for Tax Reporting


Please also set up your account on TutorCruncher, our online portal.
If you have a standard professional headshot, please send it to us. If you don't, please send us a few high quality photos as options to use until will arrange to have a professional photo taken.  


== Onboarding Process Explained Step by Step ==
We're aware that some tutors find this requirement confusing. For more details about what qualifies as an acceptable headshot and why it matters, please go to the '''[[Professional Headshots]]''' page.
[[File:Headshot-Good Example.jpg|thumb|Tutor Headshot: '''Good Example''']]
=== Tutor Bio ===
As part of our effort to promote you to parents, we will include a tutor bio to give potential clients an idea of who you are. This bio will be sent to parents when we recommend you as a potential match for their child. 


=== 1. A few high resolution headshots ===
Please send us a '''full bio''', a (shortened) '''email bio,''' and (optionally) a '''catchy tagline'''. A good bio will be personable, friendly and informative, giving a sense of your personality as well as your experience and credentials.
Please provide a high-quality photo to add to the Brooklyn Math Tutors website. Professional quality photos are recommended.


We're aware it's a bit annoying and kind of silly, but it really seems to make a difference in terms of the first impression of tutors and our business to parents.
Please see the '''[[Tutor Bio|Writing a Tutor Bio]]''' page for help on writing an effective tutor bio.


Please be sure that the photo is at least '''1000px''' on the smaller side, has good lighting, and is both approachable yet professional. Photos taken with phone cameras generally don’t meet the requirements (ie. selfies). 
=== Direct Deposit Information ===
We process payment to tutors once a month via direct deposit. Please provide us with the following info from a U.S. bank:
* Bank Routing Number
* Bank Account Number


Please see [https://www.brooklynmathtutors.com/team-and-tutors#/ www.brooklynmathtutors.com/team-and-tutors#/] for examples.
You can also share the bank info by providing an image of a voided check.
 
If unsure, please provide a few options for the office team to choose from. If you don’t have any professional photo, please let the office know as well as we might be able to help you get professional headshot by connecting you with local professional photographer and cover part of the expense.
 
If you'd like to learn more about good headshots, please see headshots page.
 
=== 2. A Tutor Bio ===
Tutors bio allows us to give potential clients an idea of who you are when we recommend you as a potential match. 
 
A good bio will be personable, friendly and informative, giving a sense of your personality as well as your experience and credentials.


In the bio, please include the following information:  
=== Filled and Signed W9 Form for Tax Reporting ===
Please fill out W-9 form and send a scanned (or filled in) copy to [mailto:Team@brooklynmathtutors.com team@brooklynmathtutors.com] via email. You can find the current revision of W-9 on IRS website: https://www.irs.gov/forms-pubs/about-form-w-9


* Personal Background
Since you will be working as an Independent contractor, no taxes will be taken out from your payments. If this is the first time for you working as a 1099 independent contractor, be sure to consult a tax professional about the tax requirements.
** Where you grew up
* Credentials
** Schools you attended and attained Bachelor's and other degrees
**If you have teaching license, please include in your bio
**Test score if relevant and you have a good score in SAT or you've super-scored in ACT
* Your approach to education
* Tutoring Experience
** How many years
** What age group
** Any accomplishment (i.e. 'All my ACT students improved their scores by 3points within 2-4months of working with me')
* Other professions outside tutoring if applicable
* Hobbies


Here's a link to the bios to give you an idea of what we're looking for: <nowiki>https://www.brooklynmathtutors.com/team-and-tutors#/</nowiki>  
=== Tutoring Service Agreement ===
The '''Tutoring Services Agreement''' is the '''foundation''' of your work with Brooklyn Math Tutors.  


=== 3. Bank Account Info for Direct Deposit Payment ===
This legally binding document outlines your responsibilities as a tutor, our expectations, and the terms that keep everything running smoothly. It’s what ensures clarity and keeps us focused on delivering exceptional tutoring.
We process payment to tutors once a month via direct deposit. Please provide the following info from a U.S. bank:


* Bank Routing Number
To get started, head over to the [[Tutoring Service Agreement|'''''Tutoring Service Agreement''''']] page to review the details and complete this onboarding step.
* Bank Account Number
 
You can also share the bank info by providing an image of a voided check.


=== 4. Filled and Signed W9 Form for Tax Reporting ===
Take your time to '''read it carefully'''—it's important. If anything’s unclear or you have questions, don’t hesitate to contact us at [mailto:team@brooklynmathtutors.com team@brooklynmathtutors.com].  
Please fill out W-9 form and send a scanned copy to team@brooklynmathtutors.com via email. You can find the current revision of W-9 on IRS website: https://www.irs.gov/forms-pubs/about-form-w-9


Since you will be working as an Independent contractor no taxes will be taken out from your payments. If this is the first time for you working as a 1099 independent contractor, be sure to consult a tax professional about the tax requirements.
=== Handling Poaching Requests ===
Once you’ve completed the [[Tutoring Service Agreement]], check out our no-nonsense guide on [[Handling Poaching Requests|'''Handling Poaching Requests''']] from clients or referrals, something the agreement strictly prohibits. If you have any questions about poaching or handling such requests, don't hesitate to reach out.


For more information, please check [[W-9|W-9 form page.]]
=== Set up an account on TutorCruncher ===
[https://TutorCruncher.com TutorCruncher] is the system we (and several other tutoring agencies) use to manage tutor matching, scheduling, and billing. You should have already received an email from TutorCruncher with instructions to set up your account.


=== 5. Set up an account on TutorCruncher ===
Please contact the BMT Office if you haven't yet received the email.  
TutorCruncher is the system we (and several other tutoring agencies) use to manage scheduling, billing, and such.
* You should have received an email from TutorCruncher already - let the BMT office know if it doesn't show up in your email Inbox.
* Make sure to:
** a) put lessons on the calendar as soon as they are scheduled
** b) Mark the lessons as complete (set status to 'attended') the day that they happen.
Please be in touch with BMT office if you'd like a quick walk-through over the phone of TutorCruncher.


==== '''Scheduling Sessions''' ====
Please be sure to fill out the sections below:
As soon as you schedule any lesson, you put it on the TutorCruncher calendar. That sends parents a notification 24hrs in advance of the session to remind them it's happening.


==== '''After Sessions''' ====
* Contact Info
The day the session happens (or doesn't happen for some reason), please go to TutorCruncher and mark the session as 'attended' or 'Cancelled', or 'cancelled but chargeable'.  
** Email - This will be shared with the clients you'll choose to work with when you connect with new clients.
** Phone Numbers - This will be shared with the clients you'll choose to work with when you connect with new clients. If you only have a cell phone number (which we assume it's the case for most tutors nowadays), please add your cell number in '''both''' Mobile and Telephone fields.
** Address - This is only for BMT Office use. We need your address and location for:
***Tax Filing
***Matching you with jobs close to your location
* Availability Details - Please visit this section once a month or so to keep your availability info up to date.
* '''Teaching Skills''' - This section must be filled out. Teaching skills are:
**shown to the clients on BMT website, and 
**used to '''match you with potential clients'''. If someone asks for help with trig, and you didn't list trig... we won't see your profile when we search for trig tutors.


===== -Session Reports =====
Qualifications, Institutions Attended, and other sections '''not listed''' above can be filled out at your discretion.
Please enter Session Reports when marking the session complete. This session reports get sent to parents so they'll have ideas of what you worked on with your students during each tutoring session.


One of the most important things We try to do at BMT is to provide a good experience for the parents. This includes:
Please contact the BMT office if you have any questions about how to use TutorCruncher.


a) Sending them lesson reminders ahead of time
== Familiarize yourself with our procedures ==
Once you have submitted the requested documentation, please familiarize yourself with our company policies and procedures.


b) Following up with new families shortly after their first session, and then every few sessions after that for feedback.
'''First''', read our [[General Workflow]] to understand how our service works.  


Calendar entries that are entered and completed days (or weeks) after the session took place prevents parents from receiving lesson reminders, notifications, and prevent us from following up with them in a timely manner.
'''Second''', if you are planning to provide remote tutoring, see our suggestions on the [[Remote Tutoring Setup]] page.  


To remedy this, we require that:
'''Third,''' please read our page on '''[[Avoiding Common Issues]]''' with clients.


a) All upcoming sessions are entered on the calendar ahead of time. TutorCruncher sends out reminders to parents 24 hours in advance, so the sessions should be entered before that.
'''Finally''', please review our specific policies and guides here:


b) All sessions must be completed (marked Attended / Missed / etc) on the day of the session.
*[[Email Etiquette]] (very important)
* [[Client Cancellation Policies]]
* [[Bonuses|'''Bonuses!''']]
'''coming soon....'''


We know that this is a pain, but it will help everyone involved in a number of ways.
* Tutor Etiquette
*and more!


* Fewer students will miss sessions because their parents receive lesson reminders.
* Families will cancel comfortably in advance when they need to - usually as soon as they receive the reminder email.
* Families that miss sessions will have less excuse for missing them.
* Students will be less likely to be unprepared for sessions.
* We will receive more timely feedback from parents that we can relate to you, which could help improve future sessions.
*
*

Latest revision as of 06:56, 6 April 2025

Welcome to the BMT Team!

We’re so glad to have you on the team!

This guide is intended to get you off to a great and productive start by providing a basic understanding of how we operate and what we expect of our tutors.

If you have any questions or need any clarifications, please contact the BMT office at Team@Brooklynmathtutors.com, or 718.552.0300 .

Office Team and Communication

Alexander Friedman - Founder

Alex@BrooklynMathTutors.com

Kathleen Mulready - General Manager & Tutor

Kathleen@BrooklynMathTutors.com

BMT Office (General Inbox)

Team@BrooklynMathTutors.com

TEL: 718.552.0300

General Communication

Most communication should be sent to the BMT Office email address: Team@BrooklynMathTutors.com. The emails will be answered by whoever is most appropriate to handle your query.

Please be sure to read our page on Email Etiquette specifically regarding email response times.

Onboarding Checklist

To get started, please provide the BMT office with the following materials at your earliest convenience:

High Resolution Headshots

We require all of our tutors to have a professional quality headshot.

If you have a standard professional headshot, please send it to us. If you don't, please send us a few high quality photos as options to use until will arrange to have a professional photo taken.

We're aware that some tutors find this requirement confusing. For more details about what qualifies as an acceptable headshot and why it matters, please go to the Professional Headshots page.

Tutor Bio

As part of our effort to promote you to parents, we will include a tutor bio to give potential clients an idea of who you are. This bio will be sent to parents when we recommend you as a potential match for their child.

Please send us a full bio, a (shortened) email bio, and (optionally) a catchy tagline. A good bio will be personable, friendly and informative, giving a sense of your personality as well as your experience and credentials.

Please see the Writing a Tutor Bio page for help on writing an effective tutor bio.

Direct Deposit Information

We process payment to tutors once a month via direct deposit. Please provide us with the following info from a U.S. bank:

  • Bank Routing Number
  • Bank Account Number

You can also share the bank info by providing an image of a voided check.

Filled and Signed W9 Form for Tax Reporting

Please fill out W-9 form and send a scanned (or filled in) copy to team@brooklynmathtutors.com via email. You can find the current revision of W-9 on IRS website: https://www.irs.gov/forms-pubs/about-form-w-9

Since you will be working as an Independent contractor, no taxes will be taken out from your payments. If this is the first time for you working as a 1099 independent contractor, be sure to consult a tax professional about the tax requirements.

Tutoring Service Agreement

The Tutoring Services Agreement is the foundation of your work with Brooklyn Math Tutors.

This legally binding document outlines your responsibilities as a tutor, our expectations, and the terms that keep everything running smoothly. It’s what ensures clarity and keeps us focused on delivering exceptional tutoring.

To get started, head over to the Tutoring Service Agreement page to review the details and complete this onboarding step.

Take your time to read it carefully—it's important. If anything’s unclear or you have questions, don’t hesitate to contact us at team@brooklynmathtutors.com.

Handling Poaching Requests

Once you’ve completed the Tutoring Service Agreement, check out our no-nonsense guide on Handling Poaching Requests from clients or referrals, something the agreement strictly prohibits. If you have any questions about poaching or handling such requests, don't hesitate to reach out.

Set up an account on TutorCruncher

TutorCruncher is the system we (and several other tutoring agencies) use to manage tutor matching, scheduling, and billing. You should have already received an email from TutorCruncher with instructions to set up your account.

Please contact the BMT Office if you haven't yet received the email.

Please be sure to fill out the sections below:

  • Contact Info
    • Email - This will be shared with the clients you'll choose to work with when you connect with new clients.
    • Phone Numbers - This will be shared with the clients you'll choose to work with when you connect with new clients. If you only have a cell phone number (which we assume it's the case for most tutors nowadays), please add your cell number in both Mobile and Telephone fields.
    • Address - This is only for BMT Office use. We need your address and location for:
      • Tax Filing
      • Matching you with jobs close to your location
  • Availability Details - Please visit this section once a month or so to keep your availability info up to date.
  • Teaching Skills - This section must be filled out. Teaching skills are:
    • shown to the clients on BMT website, and
    • used to match you with potential clients. If someone asks for help with trig, and you didn't list trig... we won't see your profile when we search for trig tutors.

Qualifications, Institutions Attended, and other sections not listed above can be filled out at your discretion.

Please contact the BMT office if you have any questions about how to use TutorCruncher.

Familiarize yourself with our procedures

Once you have submitted the requested documentation, please familiarize yourself with our company policies and procedures.

First, read our General Workflow to understand how our service works.

Second, if you are planning to provide remote tutoring, see our suggestions on the Remote Tutoring Setup page.

Third, please read our page on Avoiding Common Issues with clients.

Finally, please review our specific policies and guides here:

coming soon....

  • Tutor Etiquette
  • and more!
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