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instructors [2024/03/20 14:53] – [Private Instruction] smartin015instructors [2024/06/06 18:36] (current) – [Class Clearance Process] smartin015
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 ====== Instructor Guide ====== ====== Instructor Guide ======
  
-Thank you for becoming an instructor for Protohaven! Instructors are a critical resource for training and delighting members, which ensures our shop runs safely and effectively.+Instructors are deliver course offerings and work with the board and staff to develop new classes, and are expected to teach all courses for which they've confirmed their availability. All instructors are 1099 contractors and are not considered Protohaven staff or representatives.
  
-Instructors are responsible for delivering course offerings and working with the board and staff to develop new classes, and are expected to teach all courses for which they've confirmed their availability. All instructors are 1099 contractors and are not considered Protohaven staff or representatives.+**New Instructors: Click [[https://protohaven.org/wiki/instructors/onboarding|HERE]] for onboarding steps.**
  
-For a list of responsibilities, qualifications, and benefits - see [[https://www.protohaven.org/opportunities/open-call-for-instructors/|HERE]] +==== Important Links: ====
- +
-===== Important Links =====+
  
   * [[https://api.protohaven.org/instructor/class|Instructor Dashboard]] for confirming classes, checking signups, and submitting instructor logs after class for payroll & student clearances   * [[https://api.protohaven.org/instructor/class|Instructor Dashboard]] for confirming classes, checking signups, and submitting instructor logs after class for payroll & student clearances
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   * [[http://heartlandcheckview.com/|Heartland Payroll]] (login to see your pay stubs)   * [[http://heartlandcheckview.com/|Heartland Payroll]] (login to see your pay stubs)
  
-===== Non-Class Stuff ===== 
  
-==== Onboarding ==== 
- 
-To become an instructor, follow these steps: 
- 
-  - Submit the following information to education@protohaven.org: 
-    - A completed [[https://www.irs.gov/pub/irs-pdf/fw9.pdf|W9 form]]  
-    - A completed [[https://drive.google.com/file/d/1Cohtw_nO8xyGBhwgKJmVetTU-iK8Z7Tc/view?usp=sharing|direct deposit form]] to education@protohaven.org. 
-    - a 2-3 sentence bio 
-    - a photo headshot 
-  - Submit the details of any new classes you want to teach via our [[https://airtable.com/applultHGJxHNg69H/pagZ4T25M8KekiJZw/form|new class template form]]. 
-  - Submit the [[https://airtable.com/applultHGJxHNg69H/shr5VVjEbKd0a1DIa|Instructor capabilities form]]. **It's strongly recommended to use a gmail or Google account** when asked for your email, as our scheduling system relies on Google Calendar for inputting availability. 
-  - Schedule [[https://calendar.google.com/calendar/u/0/appointments/schedules/AcZssZ3f7tHhFrPGLdGS_sokiYSbUYRq3BeMsIyUHo0OBqQw0h5_-4AH13nAPlPvuMudviEjnWEujnER|an Onboarding]] to establish your membership, get access to the #instructors discord channel and [[https://api.protohaven.org/instructor/class|Instructor Dashboard]], and get cleared on the tools you will be teaching. 
-  - We will invite you to our [[https://drive.google.com/drive/u/0/folders/0ABKACOLu3vZ5Uk9PVA|Education Shared Drive]] and to the #instructors Discord channel. Please review all teaching materials for your classes (course outline, bill of materials, handouts etc.) - if changes are needed, reach out to education@protohaven.org or on the Discord. 
-  - Familiarize yourself with the class kit and the materials and tools that will be involved in the classes you agreed to teach when you submitted the capabilities form. 
- 
-Classes will be automatically scheduled monthly - you'll receive an email with followup steps. 
 ==== Payroll ==== ==== Payroll ====
  
-Protohaven pays staff and instructors via direct deposit according to the [payroll schedule](https://drive.google.com/file/d/1g3ZN33HW42JZKBEEGW6yalhdqojZTuUt/view?usp=share_link), on the second payroll of the month (please see pay of month column). It's recommended submit all hours immediately after teaching your class, which can be done via Submit Log button in the [[https://api.protohaven.org/instructor/class|Instructor Dashboard]].+Protohaven pays staff and instructors via direct deposit according to the [[https://drive.google.com/file/d/1g3ZN33HW42JZKBEEGW6yalhdqojZTuUt/view|payroll schedule]], on the second payroll of the month (please see pay of month column). It's recommended submit all hours immediately after teaching your class, which can be done via Submit Log button in the [[https://api.protohaven.org/instructor/class|Instructor Dashboard]]. 
 + 
 +==== Taxes ====
  
 All Protohaven instructors are 1099 contractors and are responsible for reporting and paying any necessary taxes. Protohaven doesn't pay for any costs associated with prep time, homework help, or any class time that extends beyond the (usually 3 hour) duration of the class. All Protohaven instructors are 1099 contractors and are responsible for reporting and paying any necessary taxes. Protohaven doesn't pay for any costs associated with prep time, homework help, or any class time that extends beyond the (usually 3 hour) duration of the class.
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 ==== Scheduling ==== ==== Scheduling ====
  
-Classes are released automatically a month in advance; classes for June are scheduled at the end of April, etc. with the following process:+**Click [[https://www.youtube.com/watch?v=wKtX1DR0Xmw&feature=youtu.be|HERE]] for a video tutorial.**
  
-  - You'll receive a reminder email to update your schedule in the [[https://calendar.google.com/calendar/u/1?cid=Y19hYjA0OGUyMTgwNWEwYjVmN2YwOTRhODFmNmRiZDE5YTNjYmE1NTY1YjQwODk2MjU2NTY3OWNkNDhmZmQwMmQ5QGdyb3VwLmNhbGVuZGFyLmdvb2dsZS5jb20|instructor availability calendar]] around the 20th of the month. If you're unable to edit events, post in #instructors and someone will help get you access. +Instructors are responsible for proposing times for their teachable classes by using the [[https://api.protohaven.org/instructor/class|Instructor Dashboard]].  
-  - A couple days later, you'll receive another email linking to your [[https://api.protohaven.org/instructor/class|Instructor Dashboard]] with proposed new classes. These classes are not yet published - **you must confirm your availability in the dashboard** before they will run. + 
-  - Around the end of the month, all confirmed classes will go live and you'll receive an email with a list of the newly scheduled classes.+Be advised, the scheduler will automatically avoid scheduling classes under the following conditions: 
 + 
 +  * on US holidays 
 +  * before 5pm on a weekday 
 +  * concurrently in the same area (e.g. never two textiles classes) 
 +  * when an instructor is already teaching a class 
 +  * to an instructor that cannot teach them. 
 +  * at a time the instructor has not listed as available 
 +  * too soon after the previous run of the class (usually, a month) 
 + 
 +The scheduler may propose classes that overlap with other unpublished classes. When the automation runs to publish classes, it will publish whichever class was confirmed earliest. 
 + 
 +You'll receive a reminder email to update your schedule in the [[https://calendar.google.com/calendar/u/1?cid=Y19hYjA0OGUyMTgwNWEwYjVmN2YwOTRhODFmNmRiZDE5YTNjYmE1NTY1YjQwODk2MjU2NTY3OWNkNDhmZmQwMmQ5QGdyb3VwLmNhbGVuZGFyLmdvb2dsZS5jb20|instructor availability calendar]] if your scheduled classes are starting to dwindle. If you're unable to edit events, post in #instructors and someone will help get you access. 
 + 
 +If your ability to teach any class changes - whether by expecting to be late for a class, having an emergency, or other obligation - please reach out ASAP on the #instructors channel or to education@protohaven.org so we can make changes. Note that you can cancel classes via the instructor dashboard, as long as no one has signed up for the class yet.
  
-If your ability to teach any class changes - whether by expecting to be late for a class, having an emergency, or other obligation - please reach out ASAP on the #instructors channel or to education@protohaven.org so we can cancel or move the class. 
  
 ==== Class Materials ==== ==== Class Materials ====
  
-Class supply kits are located in the Classes/Events supply room. Only Protohaven staff, instructors, and Shop Techs are permitted in this room. It's your responsibility to check your supply kit well in advance of the class date, and to submit a [[https://form.asana.com/?k=syF2O04JfU-Z82q6NcEJKg&d=1199692158232291|Class Supply Request]] ASAP to ensure the kit is well stocked for your class.+Class supply kits are located in the Classes/Events supply room. Only Protohaven staff, instructors, and Shop Techs are permitted in this room.  
 + 
 +It's your responsibility to check your supply kit well in advance of the class date. Submit a [[https://form.asana.com/?k=syF2O04JfU-Z82q6NcEJKg&d=1199692158232291|Purchase Request]] ASAP to ensure the kit is well stocked for your class.
  
 ==== Insurance ==== ==== Insurance ====
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 Protohaven is not responsible for any property damage or loss - contact your insurance provider to take out a personal articles policy as an add on to homeowners’ or renters’ policy to cover any damage or loss to property that you might have at Protohaven. Protohaven is not responsible for any property damage or loss - contact your insurance provider to take out a personal articles policy as an add on to homeowners’ or renters’ policy to cover any damage or loss to property that you might have at Protohaven.
  
-===== Running Classes =====+==== Running Classes ====
  
-===== Start ===== +**Everyone must sign in** on the laptop at the front desk before class begins - this includes instructors. Please arrive early enough to be well set up for your class.
- +
-**Everyone must sign in** on the laptop at the front desk - this includes instructors. Please arrive early enough to be well set up for your class.+
  
 Ensure all non-member students receive a day pass (located in the class supplies room to the right of the door) so they can come in and reinforce what they've learned. The pass should have the date of the class and the student's name written on it - day passes are non-transferable and expire after 7 days.  Ensure all non-member students receive a day pass (located in the class supplies room to the right of the door) so they can come in and reinforce what they've learned. The pass should have the date of the class and the student's name written on it - day passes are non-transferable and expire after 7 days. 
  
-===== During =====+During the class, ask students if they're OK with photo and video being taken. Try to collect a few photos and videos for marketing material for future classes.
  
-Ask students if they're OK with photo and video being taken. Try to collect a few photos and videos for marketing material for future classes. +After class, clean up your area and returning the class kit to the Classes & Events supply room. 
- +
-===== End ===== +
- +
-Cean up your area and returning the class kit to the Classes & Events supply room. +
  
 You'll receive an email reminder to submit an instructor log via the [[https://api.protohaven.org/instructor/class|Instructor Dashboard]] to mark any clearances received by students and to receive payment for hours worked.  You'll receive an email reminder to submit an instructor log via the [[https://api.protohaven.org/instructor/class|Instructor Dashboard]] to mark any clearances received by students and to receive payment for hours worked. 
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 If any tools were problematic or other maintenance is needed, submit a [[https://airtable.com/shrluff2WSzy8c3xd|tool report]]. If any tools were problematic or other maintenance is needed, submit a [[https://airtable.com/shrluff2WSzy8c3xd|tool report]].
  
-===== Class Development =====+==== Creating new Classes ==== 
 + 
 +Submit a [[https://airtable.com/applultHGJxHNg69H/pagZ4T25M8KekiJZw|New Class Proposal]] with as much detail as you can, and notify an education lead (e.g. via the #instructors channel in Discord). 
 + 
 +An education lead will be in touch with next steps on development, leading up to the class clearance process. 
 + 
 +==== Class Clearance Process ==== 
 + 
 +**You must be cleared on a class before you are permitted to teach it** - this applies to all classes, brand new or otherwise. This is the process: 
 + 
 +  - Instructor inspects the area(s) where the class is to be taught 
 +  - Instructor submits purchase requests for any missing supplies or tools. 
 +  - Instructor picks a time to trial the class, at least 7 days in the future. 
 +  - An education lead recruits Shop Techs to attend the trial class (takes a couple days). 
 +  - The techs attend the class and the instructor teaches, taking notes on any gaps in process or tooling. 
 +  - Attendees submit feedback to the education leads, who meet with the instructor to discuss improvements to the class. 
 +  - If the feedback is generally positive, the class is approved for teaching to members and the general public. 
 + 
 +Note: You may log billable hours for the trial session, or volunteer hours if you like. 
 +==== Modifying existing classes ==== 
 + 
 +Sometimes, classes are modified after clearances have been given. 
  
-See [[https://docs.google.com/document/d/1GYLld6SRp1A6bixF1xkq2fJpZkKTcZNsvhF2VS7Ts8M/edit|this document]] for a description of how courses are structured and how to create a new class. Compensation is based on available funding and isn't guaranteed - but we gladly accept volunteer effort to create new classes.+  * Simple changes (e.g. a change of technique that may take a couple extra minutes to explain) must be communicated to all instructors that teach the class. 
 +  * Complex changes (e.g. using a different kit for assmebly, or offering substantially different design files) invalidate existing instructor clearances and require re-training.
  
-===== Private Instruction =====+Education leads decide whether a change is simple or complex; seek confirmation from one or more leads before making your change.  
 +==== Private Instruction ====
  
 **Instructors must undergo an additional process to become private instructors**. **Instructors must undergo an additional process to become private instructors**.
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   * Lizzee Solomon   * Lizzee Solomon
   * Lola Brown   * Lola Brown
 +  * Brian Rooker
 +  * Karen Kocher
  
 A few special details: A few special details:
instructors.1710946417.txt.gz · Last modified: 2024/03/20 14:53 by smartin015