Unit 1010-12 10th Floor Robinsons Summit Center

6783 Ayala Avenue Makati City 1226

(02) 843 4556 / 0917 850 2775

Tutors Management Department

Procedures for Tutors

Request for Change of Permanent Schedule (updated)

Request to Open Extra Lessons (Office-Based Tutors Only)
Pay Inquiries
Resignation (updated)
Notice of Absence
Certificate of Service Provider
2307 Forms (updated)
No Call No Show (NCNS) Status (updated)
Information Update

REQUEST FOR CHANGE OF PERMANENT SCHEDULE

1. Send an email to Tutors Management Leader (TML) My at my@unhoop.com.
Put in the SUBJECT LINE: <hanaso teaching name> Change of Schedule Request for
<effective month & year>
e.g. If you want to change your schedule starting September 2012, send an email with a
subject line: Jolens Change of Schedule Request for September 2012
2. Recreate the table below in your email body to express your intent to request for a different
permanent schedule:
Full Name
Teaching Nickname
(Confirmation Code)
Effective Month
Reason for Change
*please make this
simple

Proposed Schedule

Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday

3. Schedule guidelines:
a. Commit a minimum of 3 hours a day (6 lessons) and a maximum of 5 hours a day (10
lessons) for tutors with Guarantee Pay. Maximum for tutors without Guarantee Pay
is 12 hours (24 lessons).
b. Commit a minimum of 2 days (only for weekend tutors) or 4 days and a maximum of
5 days a week including at least one weekend
c. If you are opening more than 10 lessons in a day, you could only have 7 consecutive
lessons so put in breaks to cut the number of consecutive lessons.
d. If you are committing lessons earlier than 2pm, you need to start only from either
9am or 11am. If you are committing lessons earlier than 9am, you are free to start
whichever timeslot you want from 5am-8:30am.
e. Take note of the conditions for the morning and early morning lessons. Make sure
you are willing to accept and follow them:
i. For Guaratnee Pay Tutors: Lessons earlier than 12nn are not covered by the
guarantee pay, unless otherwise specified. Committing during nonguarantee pay timeslots mean waiving the guarantee pay for those lessons
ii. Tutors need to commit a minimum of 3 mornings/early afternoon, including
at least one weekend, or both weekends
iii. Tutors need to commit a minimum of 3 hours (6 lessons) of morning/early
afternoon timeslot, apart from the evening lessons (if any)

iv. Tutors need to be online at least 30 minutes before the lesson. Inability to
do so may result to the cancellation of some/all lessons for the day
4. IMMEDIATE CHANGES OF SCHEDULE IS NOT RECOGNIZED BY THE SYSTEM. Contact TMD in
the event that you could no longer adhere to your permanent schedule so you could be
advised accordingly.
5. When you enter the time, make sure to indicate the exact lesson schedule:
e.g.
7PM 11:55PM
NOT
7PM 12MN
2PM 4:55PM
NOT
2PM 5PM
6. Send this no later than 5 days before the effective month starts. Bear in mind that we could
not guarantee that we will still be able to entertain requests sent in after the deadline.
7. Wait for your request to be processed. Your requested schedule shall be plotted down and
deliberated on.
8. You will receive a reply before the effective month starts if your request has been approved
or not. If your schedule has been approved, you may begin following it on the first day of
the effective month even if your tutors site hasnt been updated yet.
9. Once your request is approved and you decide to change your schedule again for the same
effective month, we will only allow you to change it for the SECOND time. You must also be
able to send it before the deadline. This means that before you proceed requesting to
change your schedule again, you have to make sure that it is your final request. Otherwise,
your THIRD change of schedule for the same effective month is automatically rejected.
10. Please continue the email in a threadlike manner. Dont create a new email whenever
youre going to send a reply to Tutors Management. Just click on the REPLY button in your
email so that previous conversations will be included.
11. If you are still going to receive the guarantee pay for that month, please be advised that the
guarantee pay depends on the existing protocol when your request was considered

Note to Office-Based tutors: You will not be able to request to teach from 4:30pm to
5:55pm for any day. These will serve as rest time and maintenance period for the PCs so
make sure to omit them from your request.

Sample Change of Schedule Request:

Full Name

Jolina T. Magdangal

Teaching Nickname
(Confirmation Code)
Effective Month

Jolens (10)

Reason for Change

Have another job

September 2012

*please make this

simple

Proposed Schedule

Monday

7PM 11:55PM

Tuesday

7PM 11:55PM

Wednesday

7PM 11:55PM

Thursday

7PM 11:55PM

Friday

REST DAY

Saturday

REST DAY

Sunday

7PM 11:55PM

REQUEST TO OPEN EXTRA LESSONS (OFFICE-BASED TUTORS

ONLY)
1. Send an email to Tutors Management Leader My at my@unhoop.com at least 5 days before
the extra lessons you intend to open. Put in the SUBJECT LINE: <hanaso teaching name>
Request for extra lessons
e.g. Bimby Request for extra lessons
2. Recreate the table below to express your intent to teach extra lessons outside of your
permanent schedule:
Full Name
Teaching Nickname
(Confirmation Code)
The earliest timeslot
I could open in my
teaching account is
Extra lesson slot/s I <Date>
wish to open is/are <Date>
<Date>
<Date>
<Date>
<Date>
<Date>
3. Read and understant the following extra lessons guidelines:

You will not be allowed to open lessons from 4:30pm until 5:55pm and
11:30pm onwards
You will need an approval prior to opening the extra lessons slots to make
sure that there will be enough stations for all the tutors
Extra lessons cannot be treated as substitutions to your committed yet
unopened lesson slots, although they are most welcome
You will not receive guarantee pay for any extra lesson you open

4. Await for a reply if your request has been approved or not. You will also be advised via email
which station you will be using for those extra lessons.

Sample Request for extra lessons:

Full Name

James Carlo Aquino-Yap Jr.

Teaching Nickname
(Confirmation Code)
The earliest timeslot
I could open in my
teaching account is
Extra lesson slot/s I
wish to open is/are

Bimby (1936)
5pm

March 25

2pm-4:55pm

March 28

11am-3pm

March 30

11am-3pm

PAY INQUIRIES
5. Send an email to Tutors Management Leader My at my@unhoop.com. Put in the SUBJECT
LINE: <hanaso teaching name> Pay Inquiry for <month of pay in question>
e.g. You have an inquiry regarding your July 2012 salary, send an email with a subject line:
Jolens Pay Inquiry for July 2012
6. Write your concern in a comprehensible manner. Please try your best to make this simple
and straight to the point. DONT include unnecessary information. If your question is
regarding a certain pay detail, make sure to mention the month and year of the pay detail
you are inquiring about.
Sample Simple Pay Inquiry Letter:
Dear Ms. My,
I have a question regarding my July 2012 pay detail. I would like to ask why it shows that I have 50
absences at the bottom part of my pay detail. Im looking forward to your clarification.
Thank you
Jolens (10)

7. Remember to always include your hanaso teaching name and Confirmation Code in your
emails. In the signature part of your email, please put your teaching name and enclose in
parenthesis your Confirmation Code (as shown in the sample above) so you could be easily
identified by the staff.
8. Please continue the email in a threadlike manner. Dont create a new email whenever
youre going to send a reply to Tutors Management. Just click on the REPLY button in your
email so that previous conversations will be included. Refrain from adding another inquiry
regarding another topic in the same email (e.g. your salary). Your subject line serves as your
reference information regarding your inquiry. Adding another inquiry irrelevant to the
topic creates confusion in the documentation of your concerns.
9. Please give the Tutors Management Department (TMD) at most 3 days to reply to you.

RESIGNATION
Your Service Provider Agreement states that you are supposed to give a 30-day notice if you wish to
terminate the said agreement already. Once you are certain to resign, please email your resignation
letter to Tutors Management Staff (TMS) My at my@unhoop.com.
Put in the SUBJECT LINE: <hanaso teaching name> resignation letter <effective date of resignation>
e.g. Lloydie resignation letter 081512
You may address your resignation letter to:
Myra Evan C. Ocampo
Tutors Management Leader (TML)
UNHoop Philippines, Inc.
Units 1010-12, 10th Floor Robinsons Summit Center
6783 Ayala Avenue, Makati City 1226
Please remember to include the following in your resignation email:
effective date of resignation
reason for resignation
date when youll return the books
your full name plus your hanaso teaching name and ID in the signature part
e.g. John Lloyd Cruz (Lloydie/2232)
your signature
We shall NOT honor unsigned resignation letters.
Once your effective date of resignation has passed, well reclaim your Skype account, hanaso tutor
site and Side by Side or one:one books. If you still have remaining salary to claim, it will be paid in
cash if you are not able to surrender your books and Skype account by the 5th of the payable
month.
If you paid the rental fee for the books, you need to return the books personally or via an emissary
since the rental fee will be paid back by cash. Allow 7 days lead-time to ensure that we will have the
money at hand by the time of your visit.
e.g. You resigned on 08/15/12, but worked from August 1-14, 2012. Your August 2012 salary will be
paid in cash if you dont surrender your books and Skype account by the 5th of September 2012.

NOTICE OF ABSENCES
Should you foresee any situation which will prevent you from opening/teaching lessons on
any day that you have committed to teach, you dont have to ask for permission to have a
leave of absence. You just need to inform us about the day/s which you will not be opening
lessons. Also, dont open lessons for that day.
If you already have reservations, send us a text message to ask for a cancellation.
You may inform us via e-mail if you are informing at least a day in advance. Inform us via
mobile phone or mobile message if you are informing for the same day.
Should you choose to tell us by e-mail, please send your notice of absence to
my@unhoop.com, using the following format:
SUBJECT: Jolens Notice of Absence

Full Name

Jolina T. Magdangal

Teaching Nickname
(Confirmation Code)

Lloydie (2232)

Date of Absence/s

October 10-13, 2012

Reason

I will be out of the country

CERTIFICATE OF SERVICE PROVIDER

The company does not issue Certificate of Employment, but we do issue Certificate of
Service Provider.
Send your request for a Certificate of Service Provider to maria@unhoop.com following this
sample:
SUBJECT: Lloydie Certificate of Service Provider Request
Full Name

John Lloyd Cruz

Teaching Nickname
(Confirmation Code)

Lloydie (2232)

Include Rate

Yes

Date of pick-up from office

October 10, 2012 at 7pm

2307 FORMS
2307 forms are BIR forms used for Withheld Tax. For a more detailed explanation, please
visit the site http://www.bir.gov.ph/lumangweb/form_cer.html
Send your request for your 2307 Forms to my@unhoop.com, following this sample:

SUBJECT: Jolens 2307 Form Request

Full Name

Jolina P. Magdangal

Teaching Nickname
(Confirmation Code)

Jolens (10)

Requested Quarters

2nd and 3rd

Date of pick-up from office

November 12, 2012; 7pm

NO CALL NO SHOW (NCNS) STATUS

As stipulated in your contract, its a no-no to miss lessons. In the event that you do miss
lessons without contacting us prior to your schedule, you are expected to contact us via call
or mobile message and explain what happened. It is also imperative you e-mail an Incident
Report to my@unhoop.com to formally explain what happened and what you plan to do to
avoid missing lessons again in the future within 3 days of the incident.
For your guidance, here is a flowchart of what happens if and when you get tagged NCNS:

Received a message via Skype/ Mobile phone stating:

We were trying to contact you. You were supposed to have a class at [time1]
but since you werent responding this has now been cancelled along with your
[time2] class. All your open lessons have also been closed. Contact us as soon as
possible.

Tutor has incurred the No Call No Show (NCNS) status

How many times has the tutor

received a NCNS status?

More than
once

Once

Did tutor reply/call the Tutors

Management Department to apologize
and explain what happened?

Yes
Tutor would be allowed to teach remaining lessons for the
day/week but all open lessons will be closed for the week

No

Tutor would be receiving a Warning for

Termination via e-mail

Tutor needs to reply acknowledging the receipt of the

Warning for Termination letter within 3 days, details
of the events that led to the missed class, and a
resolution on how to avoid missing lessons again

Tutor needs to send an Incident Report to my@unhoop.com

detailing the events that led to the missed class and a resolution on
how to avoid missing lessons again in the future within 3 days of the
incident

Await futher instructions if and when you would be allowed to open

lessons again.

Note: In the event that the tutor continues the habit of missing lessons without informing us or deliber ately ignores any communication pertaining to
the said missed lesson/s, the company reserves the right to terminate the Service Provider Agreement even without the Warnin g for Termination

Incident reports need to contain the following in order to be treated as complete and
concise:
1. Events that led to the missed class.
2. Your resolution on how to avoid missing lessons again in the future.
3. Your Tutor Nickname and Tutor ID.
Following-up regarding your NCNS standing is welcome. However, do allow ample time for
the deliberation of the management.

INFORMATION UPDATE
In the event that you change any pertinent personal information for any reason, kindly let
us know so we could duly update our files and update the website as necessary. Please fill
out only the fields for your full name, teaching nickname with Confirmation Code, and the
new information to which you would like to update us with. You would also have to supply
us with the necessary proof/supporting documents, as applicable.

SUBJECT: Jolens Information Update

Full Name

Jolina Perez Magdangal

New BIR Full Name

Jolina Magdangal Escueta

Teaching Nickname
(Confirmation Code)

Jolens (10)

New Civil Status

Married

New Address

75 Mabuhay road, Makati City

New Mobile Number

--

New Landline Number

--

New E-mail Address

--

New Degree attained

--

New Certifications/
Examinations Taken

--

New Seminar/s Attended

--

New Language Skill Acquired

Beginner Japanese