📘Guidelines for Tutors – VTTS Tutor Working Framework

A Clear, Step-by-Step Guide for Every Tutor

At VTTS, we believe clarity creates confidence. This framework explains what to do, when to do it, and whom to inform, exactly in the order events happen during a tuition assignment.

🟦 Stage 0: Communication Standards (Applies at All Stages)

These rules apply before, during, and after every assignment.

📱 WhatsApp First

  • Communicate with VTTS via WhatsApp for all updates.

  • Call only when necessary.

⏰ Calling Time Discipline

  • Call the client as soon as you receive their details or at the time specified in the SMS.
  • Call clients only between 11:00 AM – 9:00 PM, unless permitted.

🔁 Smart Follow-Up

  • If a call is not answered, send a WhatsApp message.

  • Wait around 2 hours before following up again.

✅ Keep VTTS in the Loop

  • After every interaction, inform VTTS on WhatsApp.

📌 Record-Friendly Communication

  • WhatsApp messages are treated as official records.

🟦 Stage 1: New Client Allotment & First Contact

📩 Trigger: VTTS shares a student lead.

📞 Contact the client as soon as details are received or at the time mentioned in the SMS.

❌ Do not call outside permitted hours.

📲 After first contact, update VTTS on WhatsApp:

  • Whether you spoke to the client

  • How demo timing was fixed

  • If client is unresponsive, mention the reason

🟦 Stage 2: Demo Class Process

📚 Fix and conduct the demo class professionally.

📲 Demo Class Intimation (Mandatory)

  • After fixing the demo class, the tutor must inform VTTS on WhatsApp about:

    • 📅 Demo class date

    • ⏰ Demo class time

📌 This ensures proper tracking and avoids scheduling or billing confusion.

📞 Mandatory Post-Demo Call to VTTS
After the demo, tutor must call VTTS and inform:

  • Demo outcome

  • Student’s academic level

  • Whether the client is interested

  • Proposed number of classes per month

📢 Important Instruction to Client
After the demo, tutor must clearly ask the client to:
👉 Confirm their interest directly with VTTS

🚫 Tutor must not proceed further without VTTS confirmation.

🟦 Stage 3: VTTS Finalisation & Approval (Control Stage)

📞 Once the client contacts VTTS, VTTS will:

  • Finalise monthly fee

  • Finalise number of classes per month

  • Explain VTTS Terms & Conditions

  • Decide fee collection mode (VTTS / Tutor)

✅ Only after VTTS approval, tutor will be asked to start regular classes.

🚫 Any class taken without VTTS approval is unauthorised.

📄 Important Note: Student Terms & Conditions (Awareness Only)

VTTS has separate Student/Parent Terms & Conditions covering:

  • Fees

  • Breaks

  • Cancellations

  • Class adjustments

🔗 Tutors are encouraged to read these terms for awareness:
👉 (Click here to learn Student Terms & Conditions)

📌 Tutors are not responsible for enforcing these rules, but awareness helps avoid misunderstandings.

🟦 Stage 4: Regular Classes & Teaching Conduct

🕒 Pre-Class Confirmation

  • For the first two classes, reconfirm timing 1–2 hours before class.

👔 Professional Behaviour

  • Be punctual and neatly dressed

  • Inform client in advance if delayed

  • Avoid phone calls during class. If necessary, keep calls under 1 minute.

💬 Online Tuition Rule

  • Create a WhatsApp group (Tutor + Student + Parent + VTTS)

  • All communication must remain in the group

  • Avoid private chats with clients

  • If a client contacts you privately, redirect the conversation to the group

🔄 Reschedules & Breaks

  • Any reschedule or pause must be reported immediately to VTTS

🔹 Additional Tuition Requests (Mandatory Intimation)

If a client requests:

  • Another subject or class you can teach, or

  • Tuition for another child in the same family, or

  • Tuition for a neighbour / relative,

👉 The tutor must immediately inform VTTS and allow VTTS to handle and fulfil the requirement.

🚫 Tutors must not recommend, suggest, or send any other tutor directly to the client under any circumstances.

🔹 Client Re-Approach After a Gap

  • If a client contacts you again after a break or long gap (for any reason),
    👉 the tutor must inform VTTS immediately before proceeding further.

📌 This ensures proper tracking, terms alignment, and transparency.

🟦 Stage 5: Fee Collection & Monthly Tracking

💳 Fee Collection Modes

  • Fees may be collected:

    • By VTTS (most cases), or

    • By Tutor in cash, only after VTTS confirmation

🚫 Online Tuition – Strict Rule

  • For online tuitions, tutors are NOT authorized to collect fees.

  • All payments for online classes are handled only by VTTS.

🚫 Do Not Collect VTTS-Handled Fees

  • Never collect fees from clients whose payments are managed by VTTS.

  • If a tutor mistakenly collects any amount:

    • The full amount must be transferred to VTTS within 24 hours

    • Tutor must inform VTTS immediately on WhatsApp

📲 Same-Day Fee Intimation (Mandatory)

Whenever any fee is received (by VTTS or tutor), tutor must inform VTTS on the same day via WhatsApp, mentioning:

  • 💵 Amount received

  • 👨‍🎓 Student / tuition name

  • 📅 Fee period covered

  • 📚 Number of classes covered

  • 📆 Previous month end date & new month start date

🧾 Digital Receipts & Records

  • VTTS issues official receipts for every transaction.

  • Tutors must:

    • Keep VTTS informed about all collected fees

    • Share clear details (amount, period, number of classes, mode of collection)

  • Proper records ensure:

    • Accurate commission calculation

    • Smooth monthly settlement

    • Zero disputes

🚫 Fee Negotiation Restriction

  • Tutors must not negotiate or finalise fees with clients.

  • Final fee decisions are made only by VTTS.

🟦 Stage 6: Monthly Report Submission (Tutor Responsibility)

📅 A tutor generally handles 2–8 tuitions per month.

📝 Monthly Handwritten Report (Mandatory)

At the end of each month, the tutor must prepare one handwritten report covering all active tuitions.

For each tuition, mention clearly:

  • Classes fixed by VTTS

  • Classes actually held

  • Classes cancelled/rescheduled by tutor

  • Classes cancelled/rescheduled by student

  • Amount collected by VTTS

  • Amount collected by tutor

  • Reason, if classes held are less than fixed

🧮 Provisional Balance Calculation by Tutor

At the end of the report, the tutor must calculate and mention:

  • 💰 Total fee for the month (VTTS + tutor collected)

  • ➖ Applicable commission

  • 📊 Balance amount

  • 🔁 Who should pay whom (VTTS → Tutor or Tutor → VTTS)

📌 This calculation is provisional, for clarity and transparency only.

📸 Report Submission Timeline

  • Send a clear photo of the handwritten report to VTTS

  • ⏰ Latest by the 3rd of the following month

⛔ Important Payment Rule

  • Tutors will NOT receive any payment during the ongoing month

  • Payment is processed only after:

    • Month completion

    • Report submission

    • VTTS verification and final balance confirmation

📌 Tutor must not transfer or expect any payment before VTTS confirmation.

🟦 Stage 7: Settlement & Payment Process (VTTS Responsibility)

After the tutor submits the monthly report, VTTS handles the complete settlement process.

🔍 Step 1: Verification by VTTS

VTTS verifies:

  • Monthly report details

  • Demo confirmations

  • Class schedules and records

  • Fee collection data (VTTS + tutor)

🧮 Step 2: Commission & Balance Calculation

VTTS calculates:

  • Total fee for each tuition

  • Applicable commission (50% first month / 10% thereafter)

  • Final payable balance

💳 Step 3: Final Payment Adjustment

📌 Settlement is done only after verification. No immediate payment is required.

Only ONE of the following will apply:

✅ Case 1 (Most Common): VTTS Pays Tutor

  • VTTS has already collected more than the tutor’s payable share

  • After commission deduction:

    • VTTS transfers the balance amount to the tutor

🔁 Case 2 (Occasional): Tutor Pays VTTS

  • Tutor has collected more than his/her payable share

  • After commission adjustment:

    • Tutor transfers the balance amount to VTTS

📢 VTTS will clearly inform the tutor:

  • Final verified amount

  • Who has to pay

  • How much

  • By when

⚖️ VTTS-confirmed figures are final and binding.

🟦 Stage 8: Compliance & Mandatory Rules

🔐 Student Safety & Professional Conduct Clause

(CRITICAL – Mandatory for All Tutors)

👉 Tutors must maintain safe, respectful, and professional behaviour at all times with students and family members.

This includes:

  • No abusive, threatening, or inappropriate language

  • No physical, verbal, or emotional misconduct

  • Respect for the student’s home environment, privacy, and boundaries

📌 Any complaint related to student safety or misconduct may lead to immediate suspension while VTTS reviews the matter.

⚖️ VTTS reserves the right to take strict action, including removal from the tutor panel, if the complaint is found valid.

🔐 No Direct Setting / No Bypass Rule

(Lead Protection & Transparency)

👉 Tutors must not continue, restart, or shift tuition privately with any VTTS student without VTTS knowledge and approval, even after a break or gap.

❌ Tutors must not bypass VTTS for:

  • Fees

  • Continuation of classes

  • New arrangements with the same student/family

📌 “Direct setting” (private arrangement after VTTS introduction) is strictly prohibited, as explained here:
👉 https://vthometutor.com/direct-setting-why-parents-tutors-should-avoid-it/

⚖️ Any violation may result in immediate termination and forfeiture of pending payments.

🔐 Tutor Exit, Unavailability & Advance Notice Clause

(Continuity & Professional Responsibility)

👉 If a tutor becomes temporarily or permanently unavailable due to:

  • Exams

  • Health issues

  • Job change

  • Relocation

  • Personal reasons

the tutor must inform VTTS in advance at the earliest possible time.

📌 This allows VTTS to:

  • Inform the student/parent

  • Arrange a replacement if required

  • Ensure continuity without disruption

❌ Sudden discontinuation without prior intimation is considered unprofessional conduct and may affect future assignments.

🔐 Additional Mandatory Rules

  • ❌ Direct tutor referrals without VTTS involvement are prohibited

  • ❌ Re-approached clients must always be reported to VTTS

  • ❌ No classes without VTTS approval

  • 📲 Same-day fee reporting is compulsory

  • 📸 Monthly report by 3rd is mandatory, even if payment is pending

  • 🚫 No hiding of fees, classes, or student status

  • ⏸️ Student breaks must be reported immediately

  • ⚖️ VTTS records and WhatsApp logs are final

🔁 Repeated violations may lead to:

  • Prime Tutor downgrade

  • Hold on new tuitions

  • Suspension or removal

📅 VTTS Tutor – Month-End Checklist

Follow this every month without fail

✅ Before Month Ends

☐ Ensure all classes (fixed / held / cancelled) are properly tracked
☐ Confirm all fee collections (by VTTS / by you) are updated on WhatsApp
☐ Ensure student breaks or pauses are already informed to VTTS

📝 Prepare Monthly Handwritten Report

☐ Prepare ONE handwritten report covering all tuitions.

☐ For each tuition, write:

  • Classes fixed & held

  • Classes cancelled (by tutor / student)

  • Amount collected by VTTS

  • Amount collected by you

  • Reason if classes held < classes fixed

🧮 Calculate Balance

☐ Mention who pays whom (VTTS ↔ Tutor)

📸 Submit on Time

☐ Send clear photo of report
☐ Latest by 3rd of next month

⛔ Payment Reminder

☐ No payment during ongoing month
☐ Wait for VTTS confirmation before paying or receiving money

✔️ Report sent on time = smooth settlement

🌟 Final Note

This framework exists to protect tutors, students, and VTTS.
Following it ensures clarity, timely settlements, and long-term trust.

We value your association and look forward to growing together. 🙌