Both interviewers (from Interview 1 and Interview 2) should discuss and deliberate as to whether the applicant should be hired or not. Any doubts or reservations from either party should result in the applicant not being hired. 

Not hiring the applicant

If the interviewers agree that the applicant should not be hired, the following email (or a variation) should be sent to the applicant:

Thank you very much for applying for a teaching position with The English Farm. We really appreciate your interest in joining our company and we want to thank you for the time and energy you have invested in the application process. Though your qualifications are impressive, we are sorry to inform you that you have not been selected for the teaching position. We wish you personal and professional success in all your future endeavors. Thank you again for your interest in working with us. 

Hiring the applicant

If the interviewers agree that the applicant should be hired, the following steps should be taken:

1. The interviewers should next agree on the applicant's pay (pay is outlined here). Note that the applicant's experience and education (certificates, etc.) should be taken into account when deciding pay.

2. Once the rate of pay is decided, an email offering a teaching position to the applicant should be sent out. The email should include the pay (gross). Here is an example email: 

We have been very impressed by you. We would love to have you be part of our team and so we are offering you a teaching position at The English Farm. As for pay, you will be starting at [number] JPY (gross) per lesson. If you accept, I will send through a contract and we can get started with training as soon as you would like. Keep in mind that training is paid. Let me know if you have any questions at all. 

3. If the applicant accepts, an employment agreement (contract) along with the job description should be sent to him/her via email. Please make sure you send a PDF version of each document! Also CC payroll@theenglishfarm.com. This will go to the person responsible for payroll. They will follow up with a form to collect the payment details from the applicant. This document also explains the payment process. The person in charge of payroll will also field any questions about the mechanics of payment.

For the employment agreement, make sure:

• To add the applicant's name on pages 1 and 14.
• The remuneration is correct on page 3. Just double the rate of pay for the second line, as it's per hour.
• The date at the bottom of every page is correct. You will also have to manually change the date on page 14.
• Let the applicant know that it is not mandatory to sign the social media consent form (page 15). This is optional.

An example email for sending the employment agreement and job description:

I have attached your contract to this email along with your job description. Please read through them carefully and let me know if you have any questions. If all looks OK, then you can send back a signed copy. Please note that the last page of the contract is our social media consent/release form. You do not have to agree to it if you do not want to. It is whatever you feel comfortable with!

4. Schedule training. There are three sections to training as outlined here. Training is a paid task. All training sessions should be put in TEF's Google Calendar's HR so staff is aware of when they are happening. Here is a good training description to send to the new teacher via email: 

There are three sections to training as follows:

1. Systems training - here you will learn how to use TEF website. This can take from a couple to several hours. This is led by [Nadim/Kara].

2. Teaching training - here you will learn about our curriculum. This can take from a couple to several hours. This is led by [Jeremy/Ben].

3. Cultural training - here you will learn about how to teach Japanese students. This is led by the founder, Matthew. 

Keep in mind that training is paid. It is all done over Skype. 

5. Once training is scheduled to commence, ask Matthew to change the new teacher's role to "teacher trainee." This will give the trainee full access to site, but limited permissions to mess with stuff. This has to be done manually by Matthew. You can read more about new teacher roles and permissions in the training documents. 

6. Check that the new teacher's profile, Skype account, etc. are completed and polished. Everything that needs to be done is on this checklist. Work through it and make sure that every box is ticked. Everything should be checked before the teacher is added to the Calendar. To create a checklist, first click this link and then click "make a copy" under "file." Don't forget to save it in our Google Drive HR folder!

Then, add the new teacher's name.

7. Once everything is in order and the new teacher is ready to start teaching, ask Matthew to change the teacher's role to "teacher." This will give the new teacher full access and permissions. This is assigned manually by Matthew at the completion of training. Before this role is assigned, the new teacher needs to be scheduled for a long holiday on his/her profile to prevent ninja bookings before he/she is ready to start. Read more about teacher roles and permissions here. 

8. Provide guidance to the new teacher as he/she gets settled in at TEF. This means doing things like encouraging him/her to reach out with any questions or queries and checking his/her first few lesson records. Also, the new teacher should be assigned to a mentor. (More on mentorship at TEF coming...)