What is a timesheet?
It’s how we record every tuition session
As an important part of how our agency manages the tuition service, tutors must take a physical copy of the timesheet to every tutoring session. A timesheet will record the time, date and the number of hours of a session, so the agency can accurately calculate the money owed to a tutor at the end of each month.
A function of the timesheet is that it allows the agency to create invoices for clients to be sent to them at the start of the following month. Without the timesheet, the administration process of invoicing clients will be difficult.
Another crucial function is that it allows us to recover any money the client may owe the agency. The vast majority of clients will pay in a timely matter, however, some clients may be less cooperative and require some legal pressure. Signatures on the timesheets act as the legal evidence for creating a case against non-paying clients.
Being paid on time
Please note that all tutors are paid for their work regardless of whether a client pays the agency or not, so long as all sections of their timesheets are fully completed. Nevertheless, it may be necessary for some tutors to contact their clients regarding issues surrounding payment, at our request.
How to complete a timesheet?
Please ensure these steps are followed
The client: This is the main point of contact and whose contact number we initially provided to you.
Biro pen: Use a biro pen, not a pencil or felt tip pen.
Legibility: Write on timesheets neatly with clear readable handwriting. Please do not rush.
Fill all sections: Fill all parts, including the client’s address.
If more space is required: Continue on another timesheet and have the client complete declaration on the last page.
Online clients: Write “online” on the client’s signature section and leave declaration blank.
Timesheet per client: Use only one timesheet per client per month. If you have two or more clients each month, have a timesheet for each of them.
Client takes a photo: At the last session for the month, get the client to take a photo of the timesheet upon signing. This ensures they have a copy of the finalised timesheet for the month. If you forget to ask them to take the photo, you may email them a copy.
Sign inside the box: Signatures must fall within the box provided, so please remind clients not to go outside the signature box.
Signed by appropriate adult: Timesheets should first and foremost be signed by an appropriate adult. Students above the age of 13 may sign, only in last resort.
Client’s declaration: You should make sure the main client is present to complete the declaration before taking a photo of the timesheet for their record.
Keep it with you: Always keep the timesheet with you at the time of tutoring so you can get it signed immediately after each session.
Report changes: If your hours per session or the regularity of tuition differs from one originally prescribed to you by Deen Tutors, you must inform us immediately.
Legal evidence: Timesheets act as crucial evidence during legal disputes with clients, so its accuracy and readability is paramount.
Email to us: At the end of each month, take a photo of each timesheet and attach all timesheets to a single email and send to email@example.com.
If you cancel on a client
To cancel, you must give the client at least 48 hours notice either by calling them, sending a text or WhatsApp message. If you send a text or WhatsApp message, always wait for the client to acknowledge the message.
Remember, the client will likely have already paid for that session, so when cancelling, we recommend that you ask if it is possible to rearrange the session on a later date to make up for the cancelled session. Most clients will be happy to reschedule, however if they do not, the agency will provide the client with a refund for that missed session.
Whilst rare for clients to do so, if you do not provide a 48 hour notice, the client has the right to request a £10 compensation on top of the refund. This compensation is deducted for the tutor’s pay at the end of the month. To avoid this, make sure you maintain a healthy working relationship with clients.
Remember, if tutors seem to cancel on clients too often, or they fail to maintain a regular schedule, clients may request a replacement tutor. If the agency feels that a tutor is missing too many sessions due to cancellations, we may replace the tutor with someone else. We may further cease to provide future work to the tutor.
If a clients cancel on you
If the client cancels on you, they must give at least a 48 hour notice. If a 48 hour notice is given, clients are entitled to receive a refund for that session (if they have paid us in advance). However, if a tutor receives notice that is less than 48 hours, the tutor has the right to reschedule that session for a later date.
Should the tutor be already on route to the client, perhaps on the bus to the client’s house, and receives a message informing of a cancellation, the tutor will get paid for that session in full for the duration of the tuition. The tutor must make sure the timesheet is completed for that session, along with signatures.
Tutors do not accept cash payments
Remind clients that tutors do not accept cash payments. All payments must be made to Deen Tutors according to our payment policy.
How client pay for tuition
All clients are invoiced at the start of each month, for the tuition received in the previous month. Clients do not need pay until they receive an invoice from us via email. Clients can visit our How to Pay page to learn more.
Timesheets needed for invoicing
We cannot invoice clients until tutors’ timesheets are received. We use timesheets to calculate the exact amount a client owes the agency.
Useful tips for tutors
Revise topics beforehand
- We can all forget, even the most easiest of topics which you may have learned about for years back needs refreshing from time to time. So research the topic you intend to teach before leaving for tuition.
- Students will always pick up when you struggle to remember, and parents will likely ask us to replace you as a tutor should your lack of preparedness show during sessions.
Follow exam boards specifications
- Search the internet for the exam board the student in enrolled in and download it. This will help direct your teaching.
Utilise past exam papers
- There are ample past papers available within each exam board online.
- These are best for consolidating the student’s knowledge and for setting tests.
Get the worksheets
- Arguably the best place to access resources is from TES. Search for “TES” online and register for free to access brilliant worksheets created by school teachers.
- Create your own pool of resources. The more familiar you are with the questions, the more fluent you become at teaching it.
Rely on official textbooks
- The client may ask you to offer advice on which textbook to purchase. Search for the best textbook online, read their reviews and decide on the best one. Usually an exam board will publish their own textbook, if so, then these tend to be the best one. They include lots of questions for the student and are already structured towards their own specification. But do not solely rely on them.
Use tablets and laptops
- Sometimes it is best to already have the best resources on your USB, so it may be a good idea to ask the client that they have their laptop present during the session.
- You can take your iPad or table to enhance your tuition experience and save the links to the worksheets. Make sure you polity request for the Wi-Fi settings.
- You are to not to show students YouTube videos as a substitute for your own tuition. Clients will complain if you do so and will likely request that you be replaced by another tutor.
- Make sessions interactive by building a conversation with the student about the subject.
- Ask the student to recall steps, processes or method from memory. If they struggle, give them little clues to help them. Try to not give the answers, but get the student to think independently.
- Once a student has attempted to answer, or had discussed around a topic, you should repeat what had been said in your own words so the student can reaffirm the thoughts they expressed.
Always set homework at the end
- A few questions from the textbook or a worksheet to complete is enough to satisfy the student’s parents.
- Spend the first 5 minutes of the session marking the homework set previously.
Give a 1-5 mins feedback to parents
- Give parents or guardians a very general overview of what took place in the session.
- Remind them that homework has been set, and advise them of anything that the students may need to do for it
- If the student did well in the session, praise the student in front of the parent(s)
- If they need to improve, then suggest that the student sit with their books at least 30 minutes to an hour a week outside of their tuition time. Your instructions will help parents to disciple the student in to studying.
- Make sure an adult is present in the home: Never tutor a student who has been left alone in the house without an adult presence. If so, then speak to the parent over the phone and say you are not permitted by Deen Tutors to tutor in such situation.
- Excluding formal handshakes, adopt a strict no touching policy: This includes brushes with the elbow or forearms with the student, slight touch of the knees with that of the student. Keep your distance to avoid accidental touches.
- Limit casual / social talk: Try to steer away from too much talk that is of a casual nature. Sometimes it is important to talk about what is happening in the student’s social life, but remember to bring the student back to the work. Saying things like “hmm.. that’s very interesting – how did you answer this question?” or “let me see what you’ve done so far” are good ways to bring students back to the work at hand.
- Make parents aware of outside communication: Sometimes a student may call you for help, which is fine. If they do, always confirm that a parent is aware of the phone conversation by asking the student to hand the phone over so you can check. If the student sends you an email, reply back by CC-ing a parent.
- You are wholly responsible for yourself and Deen Tutors will not be liable for anything that may take place that is beyond the industry standard professionalism that is expected of you.