Onboarding
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 .
Office Team and Communication
Alexander Friedman - Founder
Kathleen Mulready - General Manager & Tutor
Kathleen@BrooklynMathTutors.com
BMT Office (General Inbox)
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.
Onboarding Checklist
To get started, please provide BMT office with the following info at your earliest convenience:
- A few high resolution headshots
- A bio
- 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.
Onboarding Process Explained Step by Step
1. A few high resolution headshots
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 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).
Please see www.brooklynmathtutors.com/team-and-tutors#/ for examples.
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:
- Personal Background
- 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: https://www.brooklynmathtutors.com/team-and-tutors#/
3. Bank Account Info for Direct Deposit Payment
We process payment to tutors once a month via direct deposit. Please provide 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.
4. Filled and Signed W9 Form for Tax Reporting
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.
For more information, please check W-9 form page.
5. Set up an account on TutorCruncher
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
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
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'.
-Session Reports
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:
a) Sending them lesson reminders ahead of time
b) Following up with new families shortly after their first session, and then every few sessions after that for feedback.
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.
To remedy this, we require that:
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.
b) All sessions must be completed (marked Attended / Missed / etc) on the day of the session.
We know that this is a pain, but it will help everyone involved in a number of ways.
- 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.
