1371056424_Day 19 - 6 Coordinator\'s routine - Occasional Checklist OK

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WISE UP DISTANCE TRAINING PROGRAM COORDINATOR’S ROUTINE—OCCASIONAL TASKS Occasional Tasks This checklist contains all the activities that have to be observed periodically, be it once or several times a year. For that reason, its relevance will depend on the Coordinator’s ability to organize his schedule. 1. Check all of the year’s local holidays.

Procedures:



In case of local holidays, that is, those not contained in the National Class Program, the Coordinator is to inform his Regional Coordinator, via email, of all the necessary adaptations. The Coordinator is to send a request for support ([email protected]) to obtain access to the ERP Class Program, in order to make the necessary adjustments. This request should be sent only under The Regional Coordinator’s OK.

2. Train and hire new teachers.

Procedures: • Place an ad in the newspaper and/or gather all the résumés sent to you via email or left at the Reception. • Analyze the résumés and schedule interviews. • Apply the Entrance Exam to all those applicants who meet the school’s language command and availability requirements. • The training course should abide by the standard program: ten days.

3. Período de Ausência

Procedures:



Only Student Services can arrange Período de Ausência.



No student is to be on a Período de Ausência more than three months—for which he will be entitled to have a credit for twelve one-hour individual classes. Those credits are to be used in the form of individual classes only and are good as long as the contract has not been canceled. Those classes must

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WISE UP DISTANCE TRAINING PROGRAM COORDINATOR’S ROUTINE—OCCASIONAL TASKS

be scheduled by the Coordinator as per the student’s request. No more than two individual classes a month are to be scheduled. Should the student be away from the classroom for 60 days or more, he is to take another Placement Test upon his return.

4. Keep track of “credit classes,” that is, those classes given to students for the time they spend on a Período de Ausência.

The Coordinator must keep track of all credit classes given to students for their Período de Ausência through an Excel spreadsheet (see appendix).



Procedures: • Create an Excel spreadsheet according to the standard model. • Credits must be updated whenever a student schedules an individual class. Credits must also be deducted whenever a student schedules more than two make-up classes in a month.

5. Make-up Exam (Segunda Chamada)

Procedures:



The make-up exam is to be applied only to those students who have missed their exams. It should not be used as a “second chance” to students who have failed. The exam must be applied by a teacher and therefore must be previously scheduled. There is a fee of R$ 60 for each make-up exam. The Coordinator must abide by the date determined in the National Class Program. The Written Exam to be used is Exam C.

6. Transferring a student to another branch.

A student is to be transferred to another branch according to the following procedures: Branch from which the student is being transferred: • Contact the Coordinator at the branch to which the student is being transferred and check availability before the transfer is confirmed. • As soon as the transfer is confirmed, an email containing all of the student’s information— telephone numbers, address, group, and time chosen—is to be sent to all the departments of the branch to which the student is being transferred.

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WISE UP DISTANCE TRAINING PROGRAM COORDINATOR’S ROUTINE—OCCASIONAL TASKS • A 25% fee over the student’s monthly fee plus that month’s and the next month’s fees are to be paid by the student to the branch from which he is being transferred. This is to be handled by Student Services. • All of the student’s paperwork—exams included—is to be sent to the branch to which the student is being transferred via SEDEX. This is to be handled by the Administration.

Branch to which the student is being transferred: • Contact the student and confirm the date and time of his first class. • Feed all of the student’s data into the ERP.



Important: all transfers that do not conform to the aforementioned procedures will be rejected.

7. Run Refresher Courses so teachers can overcome deficiencies or incorporate new techniques as per instructions received from the Research and Development Department.

Procedures: • Identify what topics need to be reviewed according to the method. • Let your Regional Coordinator know what the contents of your Refresher Course will be. • Run the Refresher Course. • Observe the classes of those who participated to verify what improvements they show.

8. Participate in the LIVE broadcasts and any other event that involves the Teaching Department. 9. Stay in touch with your Regional Coordinator to solve any doubts related to the use of the material, the Class Program, hiring teachers, or any other teaching-related and academic issues. 10. Manage classes for offshore students.

In order to be able to offer students who work offshore—and therefore cannot come to class for 15 or 30 days at a time—the Research and Development Department has come up with a set of regulations and procedures that must be observed in these cases.

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WISE UP DISTANCE TRAINING PROGRAM COORDINATOR’S ROUTINE—OCCASIONAL TASKS At the Placement Exam, the student is to be informed of all the obstacles which he will need to deal with and overcome: Broken Studies: These may lead to poor or little fixation of the topics studied, which is why choosing one of the top ten extra activities in order for the student to keep in touch with the English language is of the utmost importance. The course will last longer than 18 months: broken studies will lead to an extension of the 18-month period initially intended for the course to last—as the student will repetitively need to compensate for the classes he misses. The amount of compensation for those classes will be determined by how many times and how long he is stationed offshore during the course. Any logistics-related problem that forces the student to remain offshore for longer than the intended period is entirely his responsibility, and the school exempts itself for any classes missed. Homework: The student must prepare all the units contained in the class program while he is away in order for him to stay in touch with the English language. Staying in touch with the school: It is entirely up to the student to inform the school of his scheduled departure and arrival dates with a week’s notice at least, so the school can plan those classes accordingly. Additional Expenses: With the student away for 15 or 30 days at a time, there will be an additional monthly fee to pay for four extra classes to be scheduled by the Coordinator. Scheduling Support Classes: As those classes are to be paid for by the student as extra, scheduling them is entirely up to him and they will be given according to his availability. a. Offshore every 15 days The organization of four extra classes before and after the student’s time away must be determined after an analysis of the National Class Program and the student’s schedule, so as to make sure he takes his exams in one group only at the end of the term. That analysis will be based on the time of the term during which he will be away.

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WISE UP DISTANCE TRAINING PROGRAM COORDINATOR’S ROUTINE—OCCASIONAL TASKS 1st Scenario: BASIC I student Group Classes – U1, C1, U2 Extra Class prior to departure – C2 Classes he will miss – C2, U3, C3, U4 Extra Classes after return – U3, C3 e U4 Group Classes – C4, Review 1 & 2, Review 3 & 4, U5 Extra Classes prior to departure – C5, U6 Classes he will miss – C5, U6, C6, Review 5 & 6, and Oral Exam Extra Classes after return – C6, Review 5 & 6, and Oral Exam Group Classes – Written Exam, Feedback Day, two classes of the next module In this case, an option was made for different amounts of time before and after his time away, with no more than four hours a month worth of extra classes—eight hours per term—in order for the student to remain in the same group. 2nd Scenario: BASIC II student Group Classes – U7 Extra Classes prior to departure – C7 and U8 Classes he will miss – C7, U8, C8, and U9 Extra Classes after return – C8 and U9 Group Classes – C9, U10, C10, Review 7 & 8 Extra Classes prior to departure – U11 and C11 Classes he will miss – Review 9 & 10, U11, C11, and U12 Extra Classes after return – Review 9 & 10 and U12 Group Classes – C12, Review 11 & 12 and Oral Exam, Written Exam, and Feedback Day In this case, an option was made for U11 to be seen before Review 9 & 10 so the student can remain in one group up until the exams. Extra classes last one hour and are individual. This plan must be analyzed by the Coordinator and the student upon every new term in order for them to put together a scheme that will enable the student to conclude the module on time. 5

WISE UP DISTANCE TRAINING PROGRAM COORDINATOR’S ROUTINE—OCCASIONAL TASKS b. Offshore every 30 days The student must be aware of the fact that every module will last at least four months. Therefore, it will take him at least 36 months—and not only 18—to conclude his studies. August 2013 – Lessons 1 through 4 September 2013 – Offshore (prepare lessons 5 and 6) October 2013 – Lessons 1 through 4 again (group classes); Extra Classes for U5, C5, U6, C6, and Exams November 2013 – Offshore (prepare lessons 7 and 8) December 2013 – Lessons 7 through 10 (group classes) January 2014 – Offshore (prepare lessons 11 and 12) February 2014 – Lessons 7 through 10 again (group classes); Extra Classes for U11, C11, U12, C12 and Exams March 2014 – Offshore Important: The program must be rearranged for modules that last three months instead of two.

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