Tutoring Policies

It is important to understand what Tutoring Beyond Borders’ policies are regarding our tutoring program and rules. General policies apply to all students, volunteer tutors and individuals, while more specific rules are meant for either students or volunteer tutors. However, whether you are a student, parent, volunteer tutor or individual, you are encouraged to read the policies under ALL categories to familiarize yourself with our program and rules.

As in any organization, policies are formulated to govern all phases of operation, including administration, execution, procedures, problem solving, human interaction, disciplinary action, legal obligations, etc. Therefore, it is crucial that you read these policies carefully so that you are aware of your commitments and rights. If you have any questions or concerns, feel free to contact any member of our Executive Team at execs@tutoring-beyond-borders.com.

LAST UPDATED: December 3, 2013

GENERAL

The policies listed below apply to everything that concerns TBB. They apply to students, volunteer tutors and individuals, and will also be the established rules that the Executive Team will enforce at all times without exception, unless stated otherwise.

All volunteers (may it be those holding a position in TBB in the management level or volunteer tutors) must strictly abide by these rules, otherwise his/her application or position with TBB will be reviewed and assessed by the Executive Team, which may lead to the termination of their volunteer position.

All students must also abide by these rules, and if they fail to do so, their application or enrolment in TBB’s tutoring program will be terminated.

  1. All tutoring must be done in PUBLIC VENUES before TBB has a permanent place of her own. NO EXCEPTIONS. All tutoring venues must be approved by the Executive Team before tutoring can take place (to be confirmed during the Match-Up Meeting). Tutoring in private homes or any other venues that have not been approved by the Executive Team is STRICTLY PROHIBITED.
  2. Preference of tutoring venue will be given to volunteer tutors as they are offering their services free of charge. The student’s preferences will also be considered depending on individual merits. Nonetheless, the final decision will rest with the Executive Team during the Match-Up Meeting.
  3. All personal information collected MUST be treated in strict confidentiality. Divulging personal information that comes into your possession is strictly prohibited and deemed as an illegal offense.
  4. There is minimal tolerance for being late. When a scheduled tutoring session starts and either the student or tutor is overFIFTEEN (15) MINUTES LATE, then he/she will be marked as a “no-show” and this will automatically go into their records. If there is a valid reason for a “no-show”, then it is up to the Executive Team to decide whether this particular “no-show” can be pardoned and expunged from the student or tutor’s records.
  5. If a record has THREE (3) “no-shows”, a student’s tutoring services would be terminated, while a tutor’s volunteer services would be terminated with immediate effect.
  6. If the student or tutor cannot make it to a scheduled lesson, it is his/her responsibility to notify the other party NO LESS THAN TWELVE (12) HOURS IN ADVANCE of the scheduled lesson. If the party that cannot attend does not and/or cannot contact the other party, he/she MUST notify the Executive Team immediately at execs@tutoring-beyond-borders.com. Failing to do so and in the absence of a valid reason for not attending, he/she will be marked as a “no-show”.
  7. The Match-Up Meeting is when the student and the tutor decide whether they are comfortable with each other. If they have any issues, this will be the time to voice out their concerns. If a match-up is not successful, the student will be placed back on the waiting list and another Match-Up Meeting will be scheduled when another tutor is available. Each student will have amaximum of TWO (2) Match-Up Meeting opportunities, and failing these will result in the rejection of his/her application.
  8. Once tutoring lessons start for the chosen term, the student and/or parent is not allowed to request for a tutor change. If they insist on such a change, the student will be placed back on the waiting list.
  9. Once a match-up is made between a tutor and a student, it will not be changed for the agreed term. However, if the tutoring during the term is interrupted by the unavailability of the original matched-up tutor, the tutoring session will be suspended until a suitable tutor replacement is available. The student will not be placed back on the waiting list, but rather a priority list, and once a tutor is found, a new Match-Up Meeting with the new tutor will need to take place.
  10. TBB is a charitable organization and our tutoring services are provided for FREE. In pursuant to our organization’s Articles of Incorporation and its By-Laws, all volunteers cannot be monetarily remunerated. Acceptance of money from students or their parents/guardians will be construed as breaking our rules and By-Laws. Therefore, students are reminded of this legal provision to avoid possible legal consequences.
  11. Any questions/concerns regarding tutoring or the organization should be directed to the appropriate department of the Executive Team.
    1. For MATCH-UP SERVICES, direct all inquiries to the Admissions Branch of the Department of Operations at students@tutoring-beyond-borders.com. This includes any questions or inquiries about the status of an application, the Match-Up Meeting, and all issues before the tutoring lessons begin.
    2. For TUTORING SERVICES, direct all inquiries to the Tutoring Branch of the Department of Operations at support@tutoring-beyond-borders.com.  This includes any problems during or about the tutoring lessons.
    3. For VOLUNTEER SERVICES, direct all inquiries to the Department of Human Resources at volunteer@tutoring-beyond-borders.com. Only volunteers should contact this department.
    4. If you do not know which department to contact, please e-mail the entire EXECUTIVE TEAM at execs@tutoring-beyond-borders.com. We will help you find the right contact.

FOR STUDENTS

For all students that are applying or already registered with TBB, these policies will be fully enforced by all Executive Team members of the organization. All students must strictly adhere to these rules otherwise his/her application or registration with TBB will be reviewed by the Executive Team and may result in the rejection of the application or expulsion from our program and services.

  1. Each student is allowed to meet with his/her matched-up tutor for academic help in their ONE SUBJECT for a maximum of ONE (1) HOUR PER WEEK, subject to his/her tutor’s availability. NO EXCEPTIONS. Volunteer tutors are committed to ONE (1) HOURS OF TUTORING PER WEEK PER STUDENT FOR THAT ONE (1) SUBJECT.
  2. All students are limited to ONE (1) academic subject for the term they sign up for. If students request a subject change during the course of the chosen term, then they must contact the Tutoring Branch of the Department of Operations at support@tutoring-beyond-borders.com, at which point they may be asked to re-apply with their new subject.
  3. Each student must sign the STUDENT CONSENT FORM (WAIVER OF RELEASE & LIABILITY) before starting tutoring lessons with his/her assigned tutor. This form will be given to the student (and his/her parent(s) or guardian(s) if the student is a minor) during the Match-Up Meeting for their signatures and then returned to his/her tutor or one of our Executive Team members.
  4. For the Match-Up Meeting, cancellations must be made no later than TWELVE (12) HOURS in advance except for emergencies, in which case the head office should be contacted to notify the Executive Team. If the student shows up later than FIFTEEN (15) MINUTES without good reason or proper cancellation, then he/she will be marked as a “no-show” and a rescheduling will be considered at our discretion.
  5. Once the tutoring lesson starts and if the student shows up later than FIFTEEN (15) MINUTES for the session, it will be counted as a “no-show” and his/her student status will be rejected when the number of “no-shows” accumulates to a maximum of THREE (3) during the term.
  6. The student must request a TEMPORARY VACATION if he/she will be absent for more than TWO (2) WEEKS. The MAXIMUM VACATION PERIOD IS FOUR (4) WEEKS. If the vacation period is more than a month, the student will be placed back on the waiting list and his/her tutor will be reassigned to another student.
  7. Our tutors are not obligated to wait for parents to pick students up (for students who are still minors). It is the parents’ responsibilities to arrive on time or arrange appropriate transportation at the end of a tutoring session to pick up their child. TBB will not be responsible for the student’s safety.
  8. Though each tutoring session is approximately ONE (1) hour, there are times when it may go slightly beyond that one hour mainly due to the completion of a problem, chapter, or topic. Under such circumstances, the student has the option to request the tutor to finish that topic or defer to the next session. If the student chooses the first option, he/she is responsible for contacting his/her parents to wait for him/her. If the student fails to notify his/her parent, the tutor MUST STOP tutoring when the lesson time is up.
  9. If a tutor cannot make it to a tutoring session and the student is in urgent need of tutoring services (for example, he/she has a test the next day), then he/she is responsible for finding alternative tutoring assistance for that session. The student may try to contact the tutor by e-mail, but the tutor may or may not respond in time. TBB will not be responsible for any unfavourable test results that may be caused by such situations.
  10. The student must come prepared to tutoring lessons. This includes coming in with all necessary materials (pencil/pen, paper, homework, books, etc.) and specific questions for his/her tutor. The student is NOT allowed to ask their tutor to do their homework. The student should attempt the homework by himself/herself and only come to the sessions with questions. A tutor cannot help if they do not know what the problems are.
  11. Undesirable student attitudes, manners, and actions during the course of a Match-Up Meeting or tutoring session WILL NOT BE TOLERATED. Tutoring is held in public areas, mainly libraries, and their rules and regulations must be strictly followed. Such occurrences, if any, will be reported to the Executive Team immediately for review and consideration for disciplinary action and/or possible expulsion from our tutoring program.

FOR TUTORS

For all volunteer tutors that are applying or already registered with TBB, these policies will be fully enforced by all Executive Team members of the organization. All volunteer tutors must abide by these rules, otherwise his/her application or position at TBB will be reviewed by the Executive Team and this may result in the rejection and/or termination of his/her application or volunteer position.

  1. Each tutor has the choice of tutoring a student or student(s) for ONE (1) HOUR PER STUDENT PER WEEK IN ONE (1) ACADEMIC SUBJECT OF THE STUDENT’S CHOICE. Details regarding the tutoring lessons will be discussed and agreed upon during the Match-Up Meeting between the student and the tutor with respect to date, time, and venue. Final approval has to be sought from an attending member of the Executive Team during the Match-Up Meeting.
  2. Each tutor MUST sign the VOLUNTEER TUTOR CONSENT FORM prior to beginning tutoring lessons. They must also provide an ORIGINAL POLICE RECORDS CHECK WITH THE VULNERABLE SECTOR to the Executive Team. This PRC will be kept in the tutor’s records, either as a scan, copy or an original.
  3. Each tutor is required to wait for their student for FIFTEEN (15) MINUTES. If their student does not show up, then the tutor MUSTcontact the Executive Team to let them know of the student’s situation. The student will then be deemed as a “no-show”. Likewise, if the tutor is late for FIFTEEN (15) MINUTES, this will also be deemed as a “no-show” in the absence of a valid reason. The number of allowable “no-shows” for both students and tutors is given in the General Policies under Clause 5.
  4. Tutors are not required to help their students outside of tutoring sessions, may it be through e-mail, phone calls, etc. It is at the discretion of the individual tutor to decide their availability to accommodate such extra assistance.
  5. If a volunteer tutor cannot make it to a scheduled interview, then he/she must inform the interviewer NO LESS THAN TWELVE (12) HOURS in advance. If the candidate does not show up for the interview (for over FIFTEEN (15) MINUTES) without a valid reason, then he/she will no longer be considered for the position.
  6. It is the tutor’s responsibility to record their hours (both tutoring and other volunteer activities) through TBB’s website. This is the only way to enable the Executive Team to keep track of your contributions to the organization. This will also become one of the governing factors in assessing your performance, which will be reflected in a future reference letter or other recommendations/certificates if requested.
  7. Under no circumstance should a tutor accommodate a student with the tutoring of any academic subject other than the one the student signed up for during a particular term. If the tutor chooses to provide such accommodations, he/she will be responsible for any subsequent accusations or complaints from the student and/or the student’s parent(s) or guardian(s).
  8. If the tutor has been informed by the student that he/she will not attend or noticed that he/she has not been attending the scheduled lessons FOR A CONSECUTIVE TWO (2) WEEKS (OR 2 TUTORING SESSIONS), the tutor must immediately advise the Executive Team to put the student on TEMPORARY VACATION. If the temporary vacation lasts for over ONE (1) MONTH, the student will be placed back on the waiting list. The tutor will then be assigned to another student with another Match-Up Meeting.
  9. If the tutor himself is unable to tutor for a period of time during a matched-up tutoring term, he/she should immediately advise the Executive Team and apply for a TEMPORARY LEAVE. The tutoring session will be suspended until a tutor replacement is found for the student. There is NO TIME LIMIT for the tutor’s temporary leave, but if he/she does not resume tutoring after the requested time, his/her tutoring position will be automatically terminated.
  10. If extra time is required to complete a problem or chapter during any one-hour tutoring session and the student cannot contact his/her parent(s) to wait for them, the tutor MUST STOP on time and leave the unfinished portion for the next session. Sometimes, the waiting parents can become agitated and worrisome, and it is the tutor’s responsibility to avoid such situations.
  11. After a volunteer tutor’s appointment has been confirmed, he/she MUST submit his/her application for a POLICE RECORDS CHECK WITHIN ONE (1) WEEK. Exceptions may be made on a case-by-case basis. The exact date of submission MUST BE GIVEN TO TBB. The PRC MUST be provided to TBB NO LATER THAN FORTY (40) DAYS AFTER THE SUBMISSION DATE, which normally takes 3 to 6 weeks to process.
  12. The tutor will become part of TBB’s tutoring team once his/her appointment has been confirmed. The tutor will then have to make himself/herself accessible for all internal communications between himself/herself and the Executive Team, especially in case of emergencies and student cancellations.
  13. Each tutor will be assigned a TBB e-mail address and PROMPT RESPONSE to the Executive Team is of the UTMOST IMPORTANCEfor running a smooth and successful operation. The tutor may choose to forward this e-mail to a personal one, but he/she is responsible for setting up the TBB e-mail so that he/she can receive messages from the organization. This e-mail will be for the tutor’s use with TBB-related issues, such as tutoring, communications with the Executive Team, etc. The tutor will be responsible for any misuse of this assigned e-mail.
  14. Unless there are situations beyond control, all E-MAILS HAVE TO BE REPLIED WITHIN THREE (3) DAYS AFTER RECEIPT. If the tutor accumulates TOO MANY DELAYED E-MAIL REPLIES without a valid reason, his/her appointment as a tutor with TBB will come under review. Please note that phone calls will also be made as a last resort before the 3-day deadline in an attempt to obtain the tutor’s response.
  15. Each tutor will be assigned an identification (I.D.) badge for tutoring purposes. It is mandatory that all volunteers wear their I.D. badge during each tutoring lesson. In case it is lost or stolen, the tutor MUST report this to the Executive Team immediately and they will replace it for you at a cost of CAD$5.00.
  16. Each tutor will be assigned a TBB T-shirt uniform for tutoring and TBB-related purposes. It is mandatory that all tutors wear their TBB uniform during Match-Up Meetings, while it is recommended that the uniform is worn during tutoring lessons. In case it is lost or stolen, the tutor MUST report this to the Executive Team immediately and they will replace it for you at a cost of CAD $15.00.
  17. Most of the students are in their high school grades and have not yet reached the age of maturity. The tutor has to exhibit patience, empathy and mentorship toward his/her student(s). HARRASSMENT OF ANY KIND TO MINORS WILL BE OF ZERO TOLERANCE AND CRIMINAL CHARGES MAY BE FACED.
  18. Each tutor will be evaluated on their performance at random during their time with TBB. If a tutor has not been performing well, he/she may be required to speak with or even meet up with a member of the Executive Team.
  19. Each tutor is expected to strictly follow all policies and act responsibly. If at any point the Executive Team ascertains that the tutor is continuously being disrespectful or not abiding by TBB policies, the tutor’s position at TBB will be put under review.

EXCEPTIONS

Under specific circumstances, exceptions may be made to any of the above rules and policies by the Executive Team and Board of Directors.