Protohaven Wiki

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====== 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 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.

For a list of responsibilities, qualifications, and benefits - see [[https://www.protohaven.org/opportunities/open-call-for-instructors/|HERE]]

===== 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://docs.google.com/forms/u/1/d/e/1FAIpQLScX3HbZJ1-Fm_XPufidvleu6iLWvMCASZ4rc8rPYcwu_G33gg/viewform|Instructor Log Form]] - use this for ad-hoc teaching and unscheduled classes.
  * [[https://form.asana.com/?k=syF2O04JfU-Z82q6NcEJKg&d=1199692158232291|Class Supply Purchase Request]]
  * [[https://reserve.protohaven.org/|Equipment Reservations]]
  * [[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.
  - Follow the steps in the Scheduling section below to list your availability.
  - 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 ====

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]].

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.

==== Scheduling ====

Classes are released automatically a month in advance; classes for June are scheduled at the end of April, etc. with the following process:

  - 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.
  - 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.

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.

==== Profile Status (on Dashboard) ====

When you sign in to the [[https://api.protohaven.org/instructor/class|Instructor Dashboard]], your profile on the left side of the page includes a "Status" section. This will potentially highlight actions you need to take.

  * Membership - when not "OK", there's an issue with the active state of your Neon membership. Reach out to membership@protohaven.org to resolve this.
  * Capabilities - when not "OK", this means that your capabilities haven't been logged. Submit the [[https://airtable.com/applultHGJxHNg69H/shr5VVjEbKd0a1DIa|Instructor capabilities form]] to remedy this.
  * Paperwork - when not "OK", specific documents will be listed as missing. Please send the missing documents to education@protohaven.org so we can record them.
  * Discord - when not "OK", it's likely your discord username isn't linked to your Neon account. Mention this in the #instructors channel of Discord and an admin (probably Scott) will link things up.
  * Availability - when not "OK", this indicates that your availability cannot be found in the [[https://calendar.google.com/calendar/u/1?cid=Y19hYjA0OGUyMTgwNWEwYjVmN2YwOTRhODFmNmRiZDE5YTNjYmE1NTY1YjQwODk2MjU2NTY3OWNkNDhmZmQwMmQ5QGdyb3VwLmNhbGVuZGFyLmdvb2dsZS5jb20|instructor availability calendar]]. Make sure you are using your full name (as listed on the instructor dashboard) when setting your availability, and contact education@protohaven.org if you have access or setup issues.

==== 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.

==== Insurance ====

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 =====

===== Start =====

**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. 

===== During =====

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.

===== 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. 

If supplies are low, please submit a [[https://form.asana.com/?k=syF2O04JfU-Z82q6NcEJKg&d=1199692158232291|class supply request]] so supplies are available before the next run of the class.

If any tools were problematic or other maintenance is needed, submit a [[https://airtable.com/shrluff2WSzy8c3xd|tool report]].

===== Class Development =====

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.

===== Private Instruction =====

**Instructors must undergo an additional process to become private instructors**.

See [[https://docs.google.com/document/d/18zXdsQ1LxuizX0L3EpMgRzU-8MVuucIHcWIGbzVylb0/edit#heading=h.jqp90fhofd5j|this document]] for details. If you want to be part of private instruction, reach out on the #instructors discord channel.

Current private instructors:

  * Nolan Gormley
  * Jason Wright
  * Scott Martin
  * Jon Conley
  * Cord Merrell
  * Lizzee Solomon
  * Lola Brown
  * Brian Rooker
  * Karen Kocher

A few special details:

  * Private instructors must coordinate with their student on a time to meet. If you want an @protohaven.org email address to facilitate this, ask for one in the #instructors Discord channel.
  * Members can make self-service appointments with instructors, but if folks have trouble they can reach out to membership@protohaven.org and Taylor can match requests to instructors. There's also a [[https://form.asana.com/?k=YXgO7epJe3brNGLS6sOw7A&d=1199692158232291|submission form]], also managed by Taylor.
  * Some clearances achieved through private instruction require a full set of tools/equipment (general wood and metal, specifically) to reduce the amount of accountability issues.
  * Pricing is for the session, not per person - if more than one person is in the session, the cost may be split among them. However, the instructor may limit attendees at their discretion. 
  * **It's the responsiblity of the instructor to ensure the member pays at the end of their session.** This is done by picking the appropriate admission cost on the [[https://protohaven.app.neoncrm.com/np/clients/protohaven/event.jsp?event=17631|Private Instruction event]], which can be found by going to http://protohaven.org, clicking Classes, Class & Event Schedule, and scrolling to the bottom of the page.