Onboarding

When a new employee starts working at Shang, on their first day someone should take them through the "Shang General Orientation" PowerPoint presentation and the Org Chart. The person who takes the new employee though this will generally be either the HR manager or the new employees direct manager. The new employee should also review and sign a contract, review and sign the codes of conduct, and be given contact information for any Shang staff he or she will be working with.

Additionally, new employees should go through the Onboarding Checklist on this page and should complete all of these tasks within their first week. Feel free to copy the text into a word document and print one copy for each new employee.

The person running onboarding should check in with the new employee after a few days to make sure that the new employee has completed all of the tasks on the checklist. Our standard expectation is that all of the

4. Shang Codes of Conduct

Onboarding Checklist

When a new educator joins Shang Learning, each new educator should be given a printed copy of this checklist, and either their manager or the HR person should go through it with them in-person. When reviewing this with new hires, be clear with the new hires that this is a checklist and that they are expected to complete tasks and inform you when said tasks are completed. These tasks should all be completed within 48 hours, but we can stretch it out to a week for exceptional circumstances. HR will be following up with the new educators within 48 hours to check that these tasks have been completed.

o Have you signed two copies of a employment contract (one for you, one for Shang Learning?)

o Do you have a Shang email account (https://exmail.qq.com)? The Foreign HR Mannager will send the "Shang eMail Request Form" to Wang Fan (CCing Selina) to request that Wang Fan create a Shang email address for you.

o Do you have a Gokuai account? (desktop program: https://www.gokuai.com/software/, web client: http://passport.gokuai.com/login) Ta-Wei can create a Gokuai account for you, and after training he will give you access to the relevant folders. Please email tawei@shanglearning.com (CCing Joseph@shanglearning.com) from your Shang email address to request that Ta-Wei create a Gokuai account for you.

o Do you have Gokuai to the course materials for courses you will be teaching? (these are only given to you after you complete course training)

o Do you have a CRM account (https://shang.jiaowubao.net)? The Foreign HR manager will ask Wang Fan to create this account for you, so please request it from the Foreign HR Manager if you do not currently have it.

o Have you learned how to update your availability in the CRM?

o Have you learned how to do Session Summaries in the CRM? See PowerPoint, which Joseph has.

o Have you sent a scan or a picture of your passport to Joseph@shanglearning.com?

o Have you sent a picture and a bio to Joseph@shanglearning.com (CCing your lead educator)? Please do this within 24 hours of completing orientation. This is used for two purposes: 1) to share with parents so that they can see what teachers we have, and 2) to put on the website. We will not put the picture and the bio on the website without your permission. You can see examples by clicking on the picture on this page: http://www.shanglearning.com/Index_academy?l=en-us. Be sure to include the following info:

o Educational Background (or relevant background)

o Experience and expertise in the specific courses you have experience mentoring / teaching and/or have vast experience in (i.e. R&W, US History, ESL, etc.)

o Your role at Shang Learning (for example, Part-Time Educator, Interview Coach, etc.)

o Any other relevant experience that shows you are the best at what you do

o Any interests or hobbies you think could be valuable as a coach/mentor

o A professional or semi-professional photo similar to those on the website

o Has your lead educator shared the template for Class Roadmaps with you?

o Do you have the contact information for the people that you will occasionally need to contact? (Lead Educator, Director of Studies, HR Manager)

o Have you entered phone numbers for important contact people into your phone?

o Have you connected on WeChat to important contact people?

o Have you been given a Work Log for tracking your working hours? If not, please email the HR Manager (Joseph@shanglearning.com) to request that he creates a Google Sheets Work Log for you so that you can log your hours each month. It can be as simple as "Hi there, I'm a new educator and part of my onboarding checklist is to email you to ask you to 1) set up a Google Doc work log for me, and 2) give me editing access. My gmail address is ADDRESS Can you please do that?"

o Has the HR manager given you editing permission for the Google Sheets Work Log so that you can log your hours?

o You must have a Google Account in order to access the Work Log. The easiest way to get a Google account is to use a gmail address.

o Have you been added to the Shang Educators (北京) WeChat group? If not, please ask your Lead Educator to add you to this group.

o Has your Lead Educator trained you on how to use the Student Feedback Questionaire? At the end of every class a PC will share the Student Feedback Questionnaire. There is one document for skills, and there is a separate document for young learners.

o For the last 10-15 minutes of the final session of any course you teach, you must provide students with instruction on how to fill out Student Feedback Questionnaire. After students fill it out, you must give these papers to your Lead Educator.

o New staff need to see it and need to know where to access it

o If you are a full-time staff, contact the HR Manager to ask them to start your visa application process.

o Have you shared your back account information with Mary@shanglearning.com, CCing Joseph@shanglearning.com? You should include something along the lines of “Hello Mary. My name is NAME. I am a new employee at Shang. My role is ROLE. My manager has asked me to share this information with you” in your email. (Note that the pay cycle is from the 26th of one month to the 25th of the following month)

o The name of the bank

o Your name exactly as it appears on your bank account (be sure that it matches exactly. For example, Joseph Ryan, JOSEPH RYAN, and JOSEPHRYAN are not treated as the same name)

o The account number

Shang General Orientation v7

Tools you need to work at Shang

There are several different tools we use at Shang, and you should get familiar with them as soon as you can. The more familiar you can get with these tools during your first few weeks of employment at Shang, the easier work will be for you in the coming months. Please do spend the time to become comfortable with these tools.

Gokuai - This is a service that functions similarly to Dropbox. You can access it via a web browser here, or you can download the desktop program here to have constantly up-to-date files synchronized to a folder on your computer. The later option is strongly recommended. The Director of Education will give you access to the files that you need within the Gokuai system.

Please do not add, alter, or remove files from Gokuai unless you receive clear and explicit instructions to do so from Ta-Wei. You may copy the files to your computer and use them in your classes, but please do not share these files outside of Shang Learning.

CRM - Our CRM system, commonly referred to as 'the CRM', is accessible at https://shang.jiaowubao.net. As soon as you have access to it, you should spend some time exploring. You can inquire with your manager to get more information. At a minimum, you will use the CRM to set your available time and to check your scheduled session.

Trello - Trello is a Kanban system for project management that we use here at Shang. When used properly, each board should be a project, effort, or goal, with each card representing smaller tasks that need to be done. While each board may function slightly differently, the simplest implementation of a Kanban board is simply to clearly differentiate tasks into categories representing the current status, as shown in the images to the right.

Health care

For full details and information on the health insurance that Shang provides (including how to get signed up for the plan and what local hospitals it can be used at) please look at the Health Insurance page on the wiki.

UFH Corporate Membership.pdf

In addition to the PingAn health insurance, staff at Shang are able to join Shang's Corporate Membership with United Family Healthcare. Details of this membership are in the PDF files to the left.

If you would like to join, please send the following information to Joseph@shanglearning.com, letting him know that you would like to join, and he will get you on the plan:

First name
Middle name
Last name
Gender
Date of Birth
Citizenship
Phone number

Intro email

When a new person joins the team, the HR manager (as of November 2018 this was Joseph) should send an email to the whole company to introduce the person. Below is an example of what this email might be. It would be great to include a picture as well.

Dear Team,

I would like to introduce Samuel Leavitt to the Beijing Team!

Sam earned a degree in Politics with a minor in Public Policy from the Saint Anselm College in Manchester, New Hampshire.

Being brought up in a family of educators, it was natural to become a teacher upon graduating from college. He has taught Early and Modern World History, English Literature and Composition, and International Business at Washington Academy. He later moved to Turkey where he gained experience teaching and developing ESL programs from kindergarten to eighth grade. Sam’s latest post was as the Academic Dean for The Barstow School in Shanghai. In addition to working with a team of international teachers, he has also taught courses to include History, Economics, English and Current Events at the Traditional, Honors and AP Levels.

Sam is also a four-year member of the Division II NCAA McConnell Division Alpine Ski Team and was a high school skiing coach. He loves travelling, learning about cultural heritage and scuba diving.

Sam will join Shang Academy at the end of July as a Lead Educator. Please show him a warm welcome!

Shang eMail

Every employee will get a Shang Learning email address. This email is hosted through ExMail (QQ’s enterprise email), and you can access your email by doing to https://exmail.qq.com. If you don’t yet have an email, please contact Ta-Wei Wang (CCing your Lead Consultant and ask him to give you an email address.

Class Roadmaps

For any classes that don’t follow our standard lesson plans, such as IEP courses and most 1-1 courses, the educator should prepare a Class Roadmap before the first session. A Class Roadmap a description of the goals for the class, with these goals being an overview of what the class will cover. You should ask your Lead Consultant for the format, as well as some examples of good class reports so that you know the level of detail that is expected.

Punctuality

Educators are expected to be present at Shang Learning's campus 15 minutes before their scheduled session begins, and they should be in the classroom 5 minutes in advance. What this means for you as an educator is that you should be communicating with the assigned PC for that session. You can touch base with the PC in-person, or you can send them a WeChat message along the lines of “I am in the classroom and ready to teach,” but one way or another you must give them confirmation that you are on-site and ready to teach. If the PC does not hear from you 15 minutes before the session’s scheduled start time, they will attempt to contact you to figure out what is wrong. If they cannot contact you by the session’s scheduled start time, the session will be cancelled. This is very bad for our company's reputation, so please help us to avoid this situation.

FAILING TO BE PHYSICALLY PRESENT AND TO CONTACT THE PC COUNTS AS A VIOLATION OF THE “24 HOUR RULE” AS DESCRIBED IN YOUR CONTRACT, AND TWO (2) VIOLATIONS MAY BE CONSIDERED GROUNDS FOR DISMISSAL.

Work Log

The Work Log is how hourly staff log their hours. If you are salaried then you don’t need to bother with setting up a work log. If you are paid hourly, then please follow these steps:

1. This process uses Google Sheets, so please turn on a VPN

2. Click on this link to create a copy of our Work Log Template.

3. Click on “Work Log Template” title in the top left corner and change it to "WORK LOG – John Doe", filling in your name.

4. Select “share” in the top right corner, and share this link with Ta-Wei’s Gmail (taweiwang@gmail.com) and Joseph's Gmail (Joseph.Lemien@gmail.com). Be sure to give them both editing permissions.

5. Now your work log is set up. Whenever you do work for Shang Learning please be sure to log it in this sheet. Shang will send out a reminder near the end of each month. If you don't log your work before the 26th of the month, then you won't get paid for those hours. You can log the hours after the 26th, but they will be put into the pay cycle of the following month.

Self-Introduction

All educators must write a self-introduction before they teach any classes. This information is made available to parents as they select courses and educators. Please email this self-introduction to your Lead Educator. You can see examples by clicking on the photos of staff on this webpage. The self-introduction is to be written in the third person and should highlight your educational/coaching/management experiences. More specifically, it should include:

- Educational Background (or relevant background)

- Experience and expertise in the specific courses you have experience mentoring / teaching and/or have vast experience in (i.e. R&W, US History, ESL, etc.)

- Your role at Shang Learning

- Any other relevant experience that shows you are the best at what you do

- Any interests or hobbies you think could be valuable as a coach/mentor

Furthermore, we will need a professional (or semi-professional) photo similar to those on the website.

Bank Account info

In order to be paid directly into your bank account, you must share your bank account information with Shang Learning. This information must be exact; otherwise, the payment will not go through. Specifically, the information that Shang Learning needs is:

· The name of the bank

· The branch of the bank where your account was opened (this normally ends with 支行)

· Your name exactly as it appears on your bank account (be sure that it matches exactly. Joseph Ryan, JOSEPH RYAN, and JOSEPHRYAN are not treated as the same name)

· The account number

Note that the pay cycle is from the 26th of one month to the 25th of the following month.

Please email these bank details to Mary Ma (马春峰) at mary@shanglearning.com. You should include something along the lines of “Hello Mary. My name is NAME. I am a new employee at Shang. My role is ROLE. My manager has asked me to share this information with you” in your email. Please CC Ta-Wei and your Lead Consultant so that they both you have taken care of this.

Sharing Lesson plans for IEPs

For classes you teach that do not follow the standard lesson plan, you should share the lesson plan with your Lead Consultant before you teach the session. This makes it easier for the Lead Consultant to know what is happening in the session, and it also makes it easier for another educator to substitute for you if you are unable to make it to a session.

Setting Schedule in the CRM

Your lead consultant will send you a reminder on a regular basis to keep this schedule/availability information up-to-date. Shang Learning will not be able to give you any classes to teach if you don’t share your availability. Please update your availability in the CRM system, and please keep it updated.

How to set availability in CRM.PDF

Class Reports

Class Reports are a standard method we have for the educator to communicate to other staff how a session was. Class reports are excel files that you will email to the Progress Consultant (CCing your Lead Consultant) on a regular basis, and they explain what occurred in the session and how the student performed. The Progress Consultant will translate this into Chinese and share the information with the parents.

These are excel files, and each session has a different sheet within the excel file. Each sheet and each file should be named properly, according to the Course Coding PDF visible to the right.

You can ask your Lead Consultant to send you the format for Class Reports, and also to send you some examples of good class reports so that you know the level of detail that is expected.

Class Report for 1-1 classes

For 1-1 classes a Class Report should be filled out and sent within 24 hours of a session occurring. However, if you are able to send it within 2 hours that is greatly preferred; this will give the Progress Consultant more time to do their work. Consistently sending it immediately after the session helps to cultivate a good relationship with the Progress Consultant.

Class Reports for group classes

For group classes a Class Report should be sent once per week. Which specific day of the week you send it out on will depend on which days the sessions occur, so you should ask the Progress Consultant his/her preferences. Generally, it will be near the end of the week, after all the sessions for a given week have been completed.

Shang Course Coding.pdf

Google Sites

Report abuse