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• Policies & Procedures for ESL Students (printable)
• Procedimientos y Politicas del Departamento de ESL para los Estudiantes (printable)

Policies & Procedures for ESL Instructors                  

ESL STAFF CONTACT INFO

TN Foreign Language Institute

Metro Center, Heritage Place Building

227 French Landing Drive, Suite 100

main line:  (615) 741-7579  fax: (615) 741-7331

www.eslnashville.com or www.tfli.org

Angela Harris

ESL/TESL Director

angie@tfli.org

(615) 741-7579, ext. 112

Room # 6

Thuy Nguyen

ESL Assistant Director, ext. 110

thuy@tfli.org

(615) 741-7579

Room # 3

Jane Bentz

ESL Administrative Assistant/TESL Coordinator

jane@tfli.org

(615) 741-7579, ext. 106

Room # 6

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TEACHER’S BOXES AT TFLI

Please check your teacher’s box BEFORE starting your classes each day. Your teacher’s box will have your contracts, new student info, letters of completion, registration forms, books (or copies) for new students or notices from the ESL Dept. Often, this information will be needed before your class begins. Make it a habit to check your box before teaching your class.

ROSTERS (GROUP CLASSES) FOR TFLI ON-SITE

Most likely, you will NOT have a (complete) roster on the first day of your class. Make a copy of your old roster and use it until the new one is in your box. Why? Because students usually pay on the first day of class, it is impossible to have a roster as the student’s class information is not actually entered until the payment has been made.You should have a roster by your second class. Keep this roster up-to-date with students’ attendance and contact information. Other than your contract, this is the most important paper that you have to keep up with. Keep it with you at all times in case of an emergency class cancellation.

You will get an attendance sheet in your mailbox for each class. Please follow the directions attached to the attendance sheet and place it in Jane's inbox immediately after class.

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TEXTBOOKS

Your students should come to class with their textbooks. If they do not have their textbooks, send them to the front desk or ask someone in the ESL Department to assist them. Please do not take textbooks from the staff’s office, TESL Room or the storage cabinet to give to your students.

REGISTRATION FORMS FOR TFLI ON-SITE

You should receive a registration form together with a letter of completion for each student on or before your last day of class. If you do not have registration forms in your inbox, please ask for one from the front desk. It is important that students submit their registration form with their payment. The registration forms include student’s tuition, fees and discount amounts. You should be familiar with these amounts and the policies regarding discounts.

If you have a new student, you will usually have a copy of their registration form in your box. This registration form copy gives you their name, address and telephone numbers. Transfer this info to your "roster". This is for your information.

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BORROWING BOOKS

ESL Instructors may borrow books.  They are located in the TESL Room (annex).  You will need to ask the front desk for a key to the room.  Resources are on the bookshelves in order of SUBJECT.  Teachers must sign out books every time they are removed from this bookshelf, regardless of the amount of time they are being used.   If you are only making copies at the copy machine in the front of the office, please sign the book out.  When you return the book, sign the book in and return it to its proper place on the shelf.  Do not leave it on Angie’s or Thuy’s desk.  The sign-out box contains index cards filed by the teacher’s first name.  Use one card per teacher.  See other cards for examples.

STUDENT PAYMENTS FOR TFLI GROUP CLASSES

Students MUST pay before attending class. 

Minimum enrollment: 4-5 students for group classes

$15.00              Placement test

$150.00             NEW student

$125.00             RETURNING student

Required text for Intro-Advanced:

$40.00  Interchange 3^rd Edition (includes textbook, workbook and CDs)

Required text for Superior 1-5:                                                                                                  

$40.00  Passages 1

Required text for American Pronunciation Skills:

$40.00 Realistically Speaking

$10.00 (Optional) Realistically Speaking DVD

Business Communication:

$60.00 Communicating in Business & Business Correspondence

Suggested texts:

$35.00 Grammar Express BASIC (Beginning – Intermediate)

$35.00 Grammar Express (Advanced-Superior) (recommended)

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TUITION AND FEES

The tuition for new students is $150.00 per level.  Returning students pay $125.00 per level.  There are no exceptions to this, unless the class is pro-rated.  Classes are only prorated for new students enrolling after a class has started, or for special cases determined by the director.  It is the responsibility of the student and teacher to keep up with the start and end dates of class schedules.

A student who refers another student to a TFLI class will receive a $15.00 discount for the referral.  The discount may be applied to tuition for the next class.  The referred student must pay all stated tuition and fees.

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LEVELS AND COURSES FOR TFLI GROUP CLASSES

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STUDENT TRANSFER POLICIES

Students wishing to transfer to another class must contact Thuy, Jane or Angie.  Transfers must be approved by Thuy, Jane or Angie. Appropriate fees will also be determined before the transfer.

STUDENT OF THE MONTH

Throughout the year, the ESL Department highlights a student who for a two-month period will appear on the ESL brochure and on our website.  Every 2 months, you will be asked to nominate one of your students for this honor.  If there is a student in your class who you feel deserves extra recognition, please let us know about him or her.  Please do not take this responsibility lightly.  Most of our students are very hard workers and react positively to this acknowledgment of their effort.  They enjoy talking about themselves and seeing their “story” in print.  Student of the Month

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WHAT TO COVER IN A LEVEL

You should cover 3.5 - 4 units per level, including the workbook in a 16-hour group class.

For example:

Intro 1   Units 1-4

Intro 2   Units 4-7

Intro 3   Units 7-10

Intro 4   Units 10-13

Intro 5   Units 13-16

Since the students purchase the materials, we want them to make adequate use of them.  However, you do not and should not have to use every activity in the textbook.  Hopefully, teachers will create their own activities and supplements-- we hope that teachers use the textbook and workbook as guides. 

If you did not cover all units at the end of the level, contact Thuy.  She will add another section on the schedule.

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END OF A LEVEL

At the end of each level, students should receive a letter of completion.  After they have completed the last class in a course, they will receive a certificate.  Both the certificate and the letter indicate the number of hours, dates and levels that the student has completed.  If students need or request a different letter for a special purpose, please let Thuy, Jane or Angie know.

LESSON SUMMARY

You are required to turn in a Lesson Summary form at the end of each level of regular group classes at TFLI.  You will receive a blank form at the beginning of the level.  Please fill out the form briefly by explaining what was covered in your classes.  This will help the next teacher to know where to start if you cannot continue the class or need a sub.  Please return the form to Jane.

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CUSTOM CLASSES: WHAT WE DO, WHAT YOU DO...

Step 1) Initial Contact: Student Requests Information on Custom Classes

We: Send out pricing sheet and general information on “how it works”, along with an application/ questionnaire asking for their contact information, goals for the class and schedule. Student is made aware that a minimum of 10 hours of instruction is required to make a custom class worthwhile.

Step 2) Student Returns Questionnaire

We: Try to find a teacher who is a good match, based on schedule, locale and personality of teacher and student. Then,

We: Contact our first choice instructor, forward you the student’s pertinent information and see if you’re interested in teaching that person/small group.

You: Decide whether or not you can teach.

Step 3) Teacher is Found

We: Tell the student that a teacher has been found, give them your name and tell them about you. We say that he/she can expect to be contacted by you in the coming days to set up the first class. Student is told that payment is expected prior to the start of class. S/he also receives a list of “rules”, which follows:

-Textbook and other course materials can be arranged with TFLI.

-There may be a nominal charge per mile if your instructor drives over 12 miles to teach you at your home or desired meeting place.

-TFLI requests that each class last 1.5 to 2 hours so that the meeting is worthwhile for both student and teacher.

-Please give your teacher at least 24-hours notice if canceling a session or you may be charged for that session.

Step 4) Student Is Contacted by Teacher

You: Contact the student by email or phone to introduce yourself and discuss the class: What s/he’d like to cover and why, where s/he’d would like to meet, meeting time and day.  Remember that you are not required to meet in the student’s home or any place that makes you feel uncomfortable 

You: Discuss goals and possible materials. If he already has books/materials in mind, prepare to take a look at them, even if it’s not something you care for. If not, you can make some suggestions.

You: Set up your first meeting and let Angie know so she knows to collect payment from the student and prepare your contract.

Step 5) Class Begins

You: Arrange the meeting day/time/place for your first class and gather whatever books/handouts/audio you’d like to use for the first class.  You can bring in books borrowed from TFLI or suggest materials that you think would be good for them to purchase. Try to have something in mind in case the student asks for suggestions.

Important: Be sure to keep a log of the following for each meeting: time, day, place, duration of session. This will help in case of a dispute -- if the student should claim that he is owed more hours of instruction while you know you completed all the hours in your contract.

We: Are willing to research and order anything you think might make your class a success and pay for your copy (returnable to TFLI when your custom class ends) while the student pays for hers/his.

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{Problems that Sometimes Arise and What to Do!}

Situation 1)

Student: Cancels class without giving 24-hour notice.

You: Let TFLI know and …

We: Contact the student to let them know that that class will be deducted from the total number of hours purchased. We do not expect you to discuss money with your student as it may prove detrimental to your student-teacher relationship.

Situation 2)

Student:  Fails to pay altogether.

We: Contact the student and give him a deadline for payment, after which class ends abruptly if no payment is made and tell you of the situation. There is no expectation that you will ask student for payment.

We:  Let you know that class is over until further notice.

Situation 3) 

Student: Is unhappy with instruction/teaching style and tells us so.

We: Ask if s/he’d like to try another teacher, continue and try to work it out with the current teacher or get a refund.

We: Would then discuss the situation with you, the teacher, and try to come up with a solution that makes everyone happy.

Situation 4)

You: Find that your student is impossible to teach for whatever reason.

You: Tell us what the problem is.

We: Offer suggestions for a solution and/or offer to give the class to another teacher who may be better suited to work with the student. 

We: Depending on teacher’s recommendation, either find another teacher or let the student know that TFLI finds it necessary to cancel his class and give a refund, minus hours of instruction already taught. If another teacher is found, we would ask you to pay that teacher for the balance of remaining hours, because you will have been paid in advance for all hours initially purchased by the student.  

We: Will communicate directly with the student so you don’t have to.

Situation 6)

Student: Originally agreed that each class should last 2 hours but, when you meet with him, you discover he only has time for a 45-minute (or shorter) lesson, meaning you’ve wasted time and gasoline. Also, very short class sessions meant that your 10 hours of class will take months to be completed – not ideal!

You:  Tell TFLI of the situation, if you are unhappy with it.

We: Contact the student to remind him/her of “the rules” – that each class last at least 1.5 – 2 hours.

Student: May say, “I find I can’t learn anything after about an hour!!”.

You: Decide! It’s up to you if you want to shorten the session, at least for the first block of hours.  If they want to continue beyond that, it’s with the understanding that each session will last no less than 1.5 hours.

Situation 7)

Student: Fails to appear for class

You: Call TFLI to see if student has left a message here, wait 30 minutes and then go. 

We: Tell the student that he has lost that session as it will be subtracted from the total number of instruction hours purchased.

Situation 8)

You: Fill in the blank!! Let us know if you have any issues or problems not mentioned here.

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SCHEDULE ONLINE 

You can easily check your schedule on-line:  www.eslnashville.com OR http://tfli.org/esl_schedule.aspx .

It is up-to-date and will tell you the holidays and dates that your classes start and end.

Please be sure to remind students of classes beginning and ending and of holidays in advance.

If you have any conflicts with your schedule, please let the ESL Director or Assistant(s) know in advance.

OBSERVATIONS

Observations by TESL students

As part of the TESL course (only) teachers will be paid $10 for each observation, regardless of the number of TESL students who are observing.

Observations by ESL Director or Assistant Director

The ESL Director or Assistant Director will occasionally make unannounced visits to ESL classes.  The purpose of these visits is to observe and assess various aspects of the class including the interaction between the teacher and the group, the progress that the class is making in the materials, and if there are any problems that she needs to address. 

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Observations by other ESL teachers

Although not a requirement, it is strongly suggested and encouraged that teachers visit other classes.  This is an important and useful method of professional development in that it offers you the opportunity to share ideas, network with fellow teachers regarding resources, and to appreciate the differences and similarities in the levels.

KEYS

If you have a key to the Institute or the TESL annex, please inform Angie Harris.  Please return it to her if you are not using it.

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CLASS CANCELLATION PROCEDURES

If at all possible it is not advisable to cancel your classes.  It disrupts the students’ routines and creates additional administrative work for the staff at TFLI.  If classes are cancelled frequently, students start to lose interest and do not want to continue.  But sometimes there are emergencies, so this is what you do:

For Group classes:

1. Call a substitute on the “sub list” as far in advance as you can. 

2. If you cannot get a substitute, you need to call your students at least 24 hours IN ADVANCE to let them know.

3. Make sure you have an updated telephone roster of your students at your home or with you.  Please do not call TFLI or Angie for this information.

4. Notify Angie or Thuy when you cancel class and to approve plans for a make-up day.  Make-up days must be arranged based on available classroom space.

5. Make sure you speak to students in person or that you have confirmation from them.  Leaving a message on an answering machine or e-mailing does not mean that the students receive your message on time.

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For one-on-one classes:

Instructors, it is your responsibility to convey the following information to your students.

If the instructor cancels a class, s/he should give the student at least 24 hours notice of the cancellation.  The instructor is expected to make up the class as soon as it is convenient for both the instructor and the student. If the student (or parent of the student) cancels the class, s/he should give the instructor at least 24 hours notice of the cancellation.  The instructor is expected to make up the class as soon as it is convenient for both the instructor and the student.  If the student fails to give the instructor at least 24 hours notice, the instructor is not expected to make up the class and the student is still charged for the class.  The teacher and student must communicate directly with each other when a class is cancelled.

If a student in a 1 on 1 custom arranged class cancels a class session more than 1 time during a 20 hour contract period, the class cannot be made up and the student will be charged for the missed hours.

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Paying the substitute teacher:

Try to find subs as soon as you know you might need one.  If you have to get a substitute, it is your responsibility to pay the sub from your contract.  It is your decision on how much and when you will pay the sub, but it should be reasonable.  Keep in consideration that you will have to pay taxes on this amount.  However, you need to let the sub know the amount and when you expect to pay before the agreement is made.  Please pay your subs as soon as you can. Send a personal check to your sub by mail.

You will need to make sure the sub knows the students’ names, level, book, unit, homework assignments, and room number—everything the sub would need to make the transition as seamless as possible.

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LATE/TARDINESS POLICY

If students are 30 minutes late for class, the teacher may leave.  This does not count as a make-up class.  If teachers are late for class, the time may be deducted from the teacher’s contract.  Please come early if you know you need to make copies or prepare your classroom.

INCLEMENT WEATHER PROCEDURES

When there is a chance of inclement weather, the state government determines whether or not TFLI closes.

Watch Channel 2, 4 and/or 5 to see if state government offices will be closed. 

Go to TFLI’s homepage.  Updates are posted there: www.tfli.org

Call TFLI and listen to the message.  If we are closed, the message will represent this.(615) 741-7579.

If you feel that is unsafe for you and/or your students to come in, please call your students and inform them as soon in advance as possible. It is your responsibility to inform your students if you cancel any of your classes.  Keep an updated list of all of your students’ phone numbers and e-mail addresses. 

If any classes are cancelled, you must inform the appropriate language department TESL, ESL or FL) by phone or e-mail.

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CONTRACTS

Please disable your pop-up blocker to download these documents:

Download W-4 (PDF)

Download I-9 (PDF)

Download Employment App (Word)

Download Teaching Hours (Excel)

Download Cities Mileage Sheet (PDF)

Travel Reimbursement Form (Excel) 

W-9 Form, ACH (Direct Deposit, PDF)

In 2009, contract language instructors working for TFLI will be reclassified as part-time temporary employees.  As a result of this reclassification, TFLI will be responsible for the following:  

• Employee Withholding. Employers are responsible for the withholding and timely remittance of federal income taxes, state and local income taxes, and FICA taxes from wages paid to their employees.

• Employer Payroll Taxes. Employers owe, and must remit, their own share of payroll taxes, such as FICA and federal and state unemployment insurance, on employee wages.

• Labor Laws. Worker's compensation, working condition, and minimum wage laws.

• Reporting. Wages paid to employees (along with the amounts of the various taxes withheld) are reported on Form W-2.  (Amounts paid to contractors are reported on Form 1099.)

As an employee, we will need the following forms completed and turned in before you may begin to work:

1. Form I-9.  Verification of employment eligibility. (attached)

2. Form W-4.  Employee's Federal Tax withholding (2008 version attached.  2009 not yet available.)

3. A copy of your resume or the attached application completed.

4. (Completed Direct Deposit form- which you should have already completed, if you have worked for us in the past.)

5. Signed assignment agreement (see below). 

When class assignments are being made for January 2009 and beyond, you will be sent an assignment agreement letter, indicating the classes that we would like for you to teach during the term.  It will contain much of the same language you have seen in the contracts that you have signed when working with us in the past.  It will also indicate either an hourly rate and/or total amount paid for each teaching assignment (to be determined by the TN Board of Regents).  You would sign this agreement and return it to TFLI.

With regard to payment, you will still receive your payment via direct deposit.  What will change when you become an employee is the frequency of your pay,  along with the deductions made for taxes.  You will be paid the last day of every month during your work assignment covering a month's pay period (the pay periods may run, for example, from the 15th of one month to the 14th of the next, OR may be based on the calendar month). (The pay period is to be determined by the Tennessee Board of Regents, and has not yet been decided.)  The amount paid will either be

1. the actual number of hours worked during the pay period, or 

2. the total amount to be paid over the course of the assignment, divided into approximately even amounts. 

Example 1:  You are to be paid $500 for a class running from January 12th until March 16th.  Under the actual hours formula, with a pay period running from the 15th to the 14th, you would be paid on January 31st for one class taught on the 12th of January (less taxes withheld).  On February 29th, you would be paid for all classes taught from January 15th to February 14th, and so on.

Example 2:  You are to be paid $500 for a class running from January 12th until March 16th.  On January 31st you will be paid $166.67 (less taxes withheld); on February 29th, you will be paid $166.67 (less taxes withheld); on March 31st, you will be paid $166.66 (less taxes withheld).

At the end of the 2009 calendar year, you will be sent a Form w-2, which you will use to file your income taxes.

We will inform you as soon as we know more about how the payment will be made and any time reporting requirements we will have for you.

Being added to the payroll system, first time.

Each instructor will have an hourly rate of pay.  I will submit a letter to TBR and to the instructor indicating the rate of pay for each instructor.

Before an instructor receives any paycheck, he/she must turn in:

1.     a completed IRS Form W-4,

2.     a completed I-9, and

3.     a completed direct deposit (if the instructor has received checks from TBR via direct deposit, completion of a new form is NOT required.)

Pay periods will run from the 16th of each month to the 15th of next month.  The paycheck for the period is then direct-deposited the LAST BUSINESS DAY of the month.  Instructors will be paid for actual teaching hours during this period. 

Instructors will submit to designated department person (Angie)  a report of hours taught during the pay period.  Instructors need to list class, dates and hours.  Use this format as an example (spreadsheet also attached):

If you do not begin teaching until the middle of  January, please note:   Since there will only be one week of teaching that would be included in the January payment, we can wait and add it into February's check.  NOTE:  IF AN INSTRUCTOR DOES WANT TO BE PAID AT THE END OF JANUARY FOR THOSE FEW HOURS between January 1 and 15th (or if the instructor began teaching a class for us since January 1), THE INSTRUCTOR MUST TURN IN HIS OR HER W-4 FORM and I-9 to APRYL in the business office BY THIS FRIDAY JANUARY 9th, and then must report hours taught between January 1 and January 15th to the designated department person by JANUARY 16th. Otherwise, you will be paid for all hours taught on the February deposit.

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OTHER BENEFITS

Vouchers for foreign language classes.  Please note the following important information about class vouchers:

1.     ESL instructors who want to take Foreign Language classes must request a class voucher and authorization from the ESL Director and be approved by the FL Director.

2.     ESL instructors must complete 50 hours of instruction for TFLI to qualify for a Foreign Language class voucher.

3.     ESL instructors can only use the class voucher for one Foreign Language class per term.

4.     ESL teachers must request vouchers while they are under contract, not before or after the contract is issued.

5.     The voucher covers tuition only.

6.     Vouchers will expire within twelve months of issue date.

7.     Vouchers are NON TRANSFERRABLE.  Only the instructor can use the voucher.

8.     Vouchers can only be used for scheduled group classes with sufficient enrollment.

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