Q3 - 2022 VUS Teacher Assistants’ Handbook [1]

About the Handbook

This handbook is designed to provide teacher assistants (TAs), especially new hires, with basic
information about VUS – The English Center. It includes an introduction about VUS, its programs,
important contacts, compensation, benefits, procedures, regulations, and policies.

Each new hire is provided with a copy of this handbook which will be accessible in the VUS
teachers’ portal once they have attended the campus induction. Contact the Training Quality
Manager (TQM) or the Manager/Officers of the Human Resources Teachers (HRT) Department for
any questions regarding the information in this handbook.

Introduction

VUS – The English Center is one of the largest and most respected language institutions in Ho Chi
Minh City (HCMC) and nationwide.

VUS offers a wide range of high-quality English language training programs, designed in
cooperation with the City University of New York (CUNY), the largest urban university in the
United States. All English language programs lead to internationally recognized certificates.
Currently, VUS has over 65,000 students enrolled at various campuses located throughout
Vietnam. Since its inception, VUS has issued a record 100,000 international certificates to
students.

VUS takes great pride in being the first English Language center to be awarded with the 3rd class
Labor Order and a Certificate of Commendation from the President and the Prime Minister of
Vietnam respectively. These recognize VUS achievements in English language training and
contributions to charity work and community service. Additionally, VUS is accredited by NEAS, a
globally recognized body that provides quality assurance services internationally.

Currently, VUS has a teaching staff of more than 1,000 qualified Vietnamese and foreign teachers
together with more than 1,000 TAs. Our recruitment process assures that only the most qualified
applicants are recruited. Training workshops are periodically held, and on-going mentoring is
emphasized – all with the aim of helping TAs develop their teaching skills and maximize their
performance.

At present, VUS has branches in HCMC, Hanoi, Binh Duong, Dong Nai, Vung Tau and Da Nang,
offering a wide choice of locations for students. All the campuses are large-scale buildings with
modern, well-equipped classrooms, a teacher’s room with computers, printers, and photocopiers
as well as a wide variety of teaching resources. All the classrooms also have projectors and
in-class computers with interactive textbooks.

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 TABLE OF CONTENT

I. Human Resources for Teachers (HRT) Department 4

II. Training Quality Management Department 5

III. PROGRAMS & ACADEMIC INFORMATION 8

Programs and scheduling 8
Availability 8
Teaching Schedules 8
Probation 8
Quarterly Performance Evaluation (new) 9
TA professional development 9
TA records & update of information 10

IV. PAYMENT & BENEFITS 10

Payment Procedures 10
Personal Income Tax (PIT) 10
Benefits 11

V. VUS REGULATIONS 11
Dress Code Do’s 11
Dress Code Don’ts 11
Other Do’s 11
Other Don’ts 12
Punctuality 12
Sick Leave 12
Leave of absence 12
Holidays in 2022 13
Transfers 13
Giving notice/termination of employment 13
VI. VUS DISCIPLINARY PROCEDURES 15
Use of English as a mode of lesson delivery 15
Lateness 15
Being intoxicated at work 15
Absence without Prior or Proper Notice 15
Other Violations 16
Violations leading to immediate employment termination 16
Declining to accept written warning letters 16
Classroom cameras 17

VII. COURSES AND CLASS CODES 18

VIII. CHILD PROTECTION POLICY 19

Overview 19
Action Statement 20
Terms and Definitions 21
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 VUS Commitment 22
Raising and Reporting Procedures 24

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I. Human Resources for Teachers (HRT) Department
If you have any questions concerning HR policies, benefits, contracts, campus transfer, resignation,
please contact:

Academic Director

Ms. TRAN THI QUI TRAN

Email: trantranqui@vus-etsc.edu.vn

HRT Managers

Ms. TU TRAN Ms. LUONG NGUYEN

Senior HR Manager (VN Teachers) HR Manager (TAs)
Tel: (028) 7102-9999, Ext.: 1094 Tel: ((028) 7102-9999, Ext.: 1100
Mobile: 0918 798 234 Mobile: 0903 295 081
Email: tutran@vus-etsc.edu.vn Email: luongnguyen@vus-etsc.edu.vn

Recruitment Officers (Teachers) Recruitment Officers (TAs)

Ms. DIEP NGUYEN Ms. UYEN DUONG

Tel: (028) 7102-9999, Ext.: 1105 Tel: (028) 7102-9999, Ext: 1183
Mobile: 0934 085 254 Mobile: 0348 613 595
Email: diep.nln@vus-etsc.edu.vn Email: uyen.duong@vus-etsc.edu.vn

Ms. LINH TRAN Ms. THANH HUYNH

Tel: (028) 7102-9999, Ext.: 1093 Tel: (028) 7102-9999, Ext.: 1096
Mobile: 0372 046 745 Mobile: 0823 430 407
Email: linhtran@vus-etsc.edu.vn Email: thanh.hny@vus-etsc.edu.vn

Ms. LINH NGUYEN

Tel: (028) 7102-9999
Mobile: 033 390 6204
Email: linh.nguyentt@vus-etsc.edu.vn

Ms. YEN VUONG

Tel: (028) 7102-9999
Mobile: 081 521 7567
Email: yenvuong@vus-etsc.edu.vn

Opening Hours

The HRT Department is open from Monday to Friday between 8:30-12:00 and 13:30-18:30.

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II. Training Quality Management Department
1. Ho Chi Minh, Binh Duong, Dong Nai campuses
TAs working at each campus will be under the day-to-day supervision of a campus Training
Quality Manager (TQM). The duties of TQM include but are not limited to:

● Responding to TAs’ questions regarding teaching programs, methodology, teaching hours,

or other academic concerns
● TAs’ evaluation and feedback on performance
● Approval for leave of absence
● Proposal of pay raises/contract renewal/contract termination
● Observance of school regulations and follow ups on disciplinary procedures
● Teacher/TAs’ scheduling

* If the TA contacts an HRT representative for any issues listed above, they will be redirected to their
TQM.

Academic Director

Ms. TRAN THI QUI TRAN

Email: trantranqui@vus-etsc.edu.vn

Training Quality Managers (TQM)

(NTMK) Nguyen Thi Minh Khai Campus (CH) Cong Hoa Campus
189 Nguyen Thi Minh Khai, District 1 105 Cong Hoa, Tan Binh District
Ms. QUYNH TRAN Ms. HA NGUYEN
Mobile: 0918 532 218 Mobile: 0962 673 942
Email: quynhtran@vus-etsc.edu.vn Email: ha.nguyen@vus-etsc.edu.vn

(KH) Khanh Hoi Campus (ADV) An Duong Vuong Campus

243-245 Khanh Hoi, District 4 135 An Duong Vuong, District 5
Mr. HIEN LE Ms. VAN MAI
Mobile: 092 9219071 Mobile: 0964646600
Email: hien.ltv@vus-etsc.edu.vn Email: vanmai@vus-etsc.edu.vn

(KDV) Kinh Duong Vuong Campus (TC) Truong Chinh Campus

73 Kinh Duong Vuong, District 6 187 Truong Chinh, District 12
Ms. DIEM NGUYEN Ms. LAN TRAN
Mobile: 0968 409 192 Mobile: 0933 855 427
Email: diemntn@vus-etsc.edu.vn Email: lantran@vus-etsc.edu.vn

(NK) Nguyen Kiem Campus (NCT) Nguyen Chi Thanh Campus

988 Nguyen Kiem, Go Vap District 282 Nguyen Chi Thanh, District 10
Mr. HUY TRAN Ms. HOA PHAM
Mobile: 0972 762 106 Mobile: 0913 668 019
Email: huytranh@vus-etsc.edu.vn Email: hoapham@vus-etsc.edu.vn

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(NVTH) Nguyen Van Thu Campus
209 Nguyen Van Thu, District 1
Mr. HOANG NGUYEN
Mobile: 0933 990 499
Email: hoang.nn@vus-etsc.edu.vn
(NKV) Nguyen Khac Vien Campus
25 Nguyen Khac Vien, District 7
Ms. NGA VU
Mobile: 0938751969
Email: ngavu@vus-etsc.edu.vn
(BM) Binh Minh Campus
706A Ha Noi Highway, District 9
Mr. CUONG TRAN
Mobile: 0923374907
Email: cuongtran@vus-etsc.edu.vn
(HG) Hau Giang Campus
961 Hau Giang, District 6
Ms. TRANG DINH
Mobile: 0906336126
Email: trang.dtt@vus-etsc.edu.vn
(BD-BCM) Becamex Campus
230 Binh Duong Blvd., Thu Dau Mot City
Ms. THUY LE
Mobile: 0984 317 132
Email: thuyle@vus-etsc.edu.vn
(QT) Quang Trung Campus
651-651B Quang Trung, Go Vap District
Ms. KHUYEN NGUYEN
Mobile: 0985 921 330
Email: khuyennguyen@vus-etsc.edu.vn
(NDT) Nguyen Duy Trinh Campus
223-225 Nguyen Duy Trinh, District 2
Ms. THY TRAN
Mobile: 0908448645
Email: thytran@vus-etsc.edu.vn
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(UT) Ut Tich Campus
201/36A Ut Tich, Tan Binh District
Mr. TUNG NGO
Mobile: 0392 643 782
Email: tungngo@vus-etsc.edu.vn
(PXL) Phan Xich Long Campus
422 Phan Xich Long, Phu Nhuan District
Ms. TRANG NGUYEN
Mobile: 0766124938
Email: trang.nnd@vus-etsc.edu.vn
(HB) Hoa Binh Campus
45B Hoa Binh, Tan Phu District
Ms. HANH NGUYEN
Mobile: 0986716392
Email: hanhnguyen@vus-etsc.edu.vn
(MS) Morning Star Campus
57 Route 13, Binh Thanh District
Mr. HOANG NGUYEN
Mobile: 0933990499
Email: hoang.nn@vus-etsc.edu.vn
(DN-VTS) Vo Thi Sau Campus
K20-K21 Vo Thi Sau, Bien Hoa City
Ms. DUNG THAI
Mobile: 0384 828 289
Email: dungtt@vus-etsc.edu.vn
(NAT) Nguyen Anh Thu Campus
1113 Nguyen Anh Thu, District 12
Ms. PHUONG NGUYEN
Mobile: 0933232028
Email: phuong.ntk@vus-etsc.edu.vn
(VT-TCD) Truong Cong Dinh Campus
498 Truong Cong Dinh, Vung Tau city
Ms. DUYEN CAO
Mobile: 0915 575 705
Email: duyen.cnt@vus-etsc.edu.vn
[7]
(TNV) To Ngoc Van Campus (BD-CMT8) CMT8 Campus
485 To Ngoc Van, Thu Duc District 78 Cach Mang Thang Tam, Thu Dau Mot City
Ms. TRAN LE Ms. THUY LE
Mobile: 0909698054 Mobile: 0984 317 132
Email: tranle@vus-etsc.edu.vn Email: thuyle@vus-etsc.edu.vn

(DN-PT) Phan Trung Campus (NAT2) Nguyen Anh Thu 2 Campus

240 Phan Trung, Bien Hoa City 2/1 Nguyen Anh Thu, District 12
Mr. PHONG NGO Ms. PHUONG NGUYEN
Mobile: 0393 170 891 Mobile: 0933 232 028
Email: phongngo@vus-etsc.edu.vn Email: phuong.ntk@vus-etsc.edu.vn

(LTT) Le Trong Tan Campus (DXH) Do Xuan Hop Campus

475D Le Trong Tan, Tan Phu District 167 Do Xuan Hop, District 9
Mr. HUONG NGUYEN Ms. TRAN LE
Mobile: 0903 688 225 Mobile: 0909 698 054
Email: huongnb@vus-etsc.edu.vn Email: tranle@vus-etsc.edu.vn

(TL) Ten Lua Campus (NTT) Nguyen Thi Thap Campus

104 Ten Lua, Binh Tan District 77 Nguyen Thi Thap, District 7
Ms. LOAN NGUYEN Ms. HA LE
Mobile: 0357 200 288 Mobile: 0918 040 711
Email: loannguyenthu@vus-etsc.edu.vn Email: ha.ltt@vus-etsc.edu.vn

(DNA-NVL) Da Nang Campus (BL) Binh Long Campus

143 – 145 Nguyen Van Linh, Hai Chau District 285 Binh Long, Binh Tan District
Ms. DUYEN CAO Ms. TRANG DINH
Mobile: 0915 575 705 Mobile: 0906 336 126
Email: duyen.cnt@vus-etsc.edu.vn Email: trang.dtt@vus-etsc.edu.vn

(TK1) TO KY 1 Campus (TK2) TO KY 2 Campus

55 To Ky, Tan Chanh Hiep, District 12 30/13 To Ky, Hoc Mon District
Mr. YEN NGUYEN Mr. YEN NGUYEN
Mobile: 0834 452 091 Mobile: 0834 452 091
Email: yen.nguyen@vus-etsc.edu.vn Email: yen.nguyen@vus-etsc.edu.vn

(NVT) Nguyen Van Tang Campus (BD-DA) Di An Campus

55A Nguyen Van Tang, District 9 22 Street M, Di An City, Binh Duong
Mr. CUONG TRAN Ms. THUY LE
Mobile: 0923374907 Mobile: 0984 317 132
Email: cuongtran@vus-etsc.edu.vn Email: thuyle@vus-etsc.edu.vn

(GR) Green River Campus (VVV) Vo Van Van Campus

2273 Pham The Hien, District 8 D20/26G Hamlet 4A, Binh Chanh
Ms. LOAN NGUYEN Mr. HUONG NGUYEN
Mobile: 0357 200 288 Mobile: 0903 688 225
Email: loannguyenthu@vus-etsc.edu.vn Email: huongnb@vus-etsc.edu.vn

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 2. OTHER CAMPUSES
● The duties of Training Quality Manager (TQM) include but are not limited to:
- Academic matters and concerns such as conducting teacher inductions and training
sessions
- Responding to teachers’ questions regarding teaching programs and teaching
methodology
- Class observations and feedback, etc.
● The duties of Campus Manager (CM) include but are not limited to:
- Teacher scheduling and teaching hours
- Proposal of full time teaching contracts/contract renewal/contract termination
- Approval for leave of absence; salary advances
- Observance of school regulations and follow-ups on teacher disciplinary procedures
- Ongoing teacher support before and after class, etc.

Campus Training Quality Manager (TQM) Campus Manager (CM)

(CT-NK) Can Tho Ms. DUYEN CAO Mr. QUOC KHUU

2, 30/4 street, Ninh Kieu, Mobile: 0915 575 705 Mobile: 0812 678 882
Can Tho Email: duyen.cnt@vus-etsc.edu.vn Email: quockhuu@vus-etsc.edu.vn

(BMT) Buon Me Thuot Ms. DUYEN CAO Ms. HUONG LE

6 Phan Boi Chau, Thang Loi Mobile: 0915 575 705 Mobile: 0915 575 705
Email: duyen.cnt@vus-etsc.edu.vn Email: huongle@vus-etsc.edu.vn

(VL-PTB) Vinh Long Ms. LOAN NGUYEN

56/2, Pham Thai Buong, Mobile: 0357200288
Vinh Long Email: loannguyenthu@vus-etsc.edu.vn

(TN-BMTT) Tay Ninh Ms. LOAN NGUYEN Ms. NHU HUYNH

410, 30/4 Street, Tay Ninh Mobile: 0357200288 Mobile: 0968 697 646
Email: loannguyenthu@vus-etsc.edu.vn Email: nhuhuynh@vus-etsc.edu.vn

(DNA) Da Nang Ms. DUYEN CAO Ms. THUYEN VO

143–145 Nguyen Van Linh Mobile: 0915 575 705 Mobile: 0909 945 656
Street, Da Nang Email: duyen.cnt@vus-etsc.edu.vn Email: thuyenvo@vus-etsc.edu.vn

(VT-TCD) Truong Cong Ms. DUYEN CAO Ms. NGOC NGUYEN

Dinh Mobile: 0915 575 705 Mobile: 090 981 6667
498 Truong Cong Dinh Email: duyen.cnt@vus-etsc.edu.vn Email: baongoc@vus-etsc.edu.vn
Street, Vung Tau

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III. PROGRAMS & ACADEMIC INFORMATION
Programs and scheduling

VUS has classes running in various programs 7 days a week, with different shifts from 7:40am to
9:30pm each day. The average class size at VUS is around 16 students. The following programs
are offered at VUS:

1. Smartkids: for children aged 4-6

2. Superkids: for children aged 6-11
3. Young Leaders: for teens aged 11-16
4. Interactive English & iTalk: for adult learners
5. International Exam Preparation Program: IELTS, TOEFL iBT
6. Smartkids Plus, Superkids Plus, Young Leaders Plus with 100% foreign teachers
7. Corporate English Language Training: designed upon client needs and preferences

There are set textbooks and a curriculum for each class at every level, which provides a framework
for all teachers to follow. They are outlined in a class diary. However, teachers are encouraged to
use additional supplementary materials to make their classes fun while following the lesson aims
and objectives.

As most classes are co-taught, with native English and Vietnamese teachers teaching on
alternating days, it is very important to follow the course outline. Each teacher is responsible for
different material in each unit of the textbooks.

Availability

The TA’s availability must be at least 18 hours across weekday evenings and weekends
(with at least 2 weeknights and 4 weekend time slots). TAs are required to teach 16 hours
per week minimum and to be in charge of the assigned courses to the end.

Please make sure that the initial Availability Form, filled in at head office, is accurate. The TQM
will accept new TAs at the campus based on the initial availability provided. If the availability
provided is reduced within the contract period, then the TQM will have the right to terminate the
TA’s employment. In certain circumstances, HRT may propose a campus transfer as an alternative
to employment termination, but only if your new availability is suitable for the new campus.

Teaching Schedules

Teaching schedules are prepared on a weekly basis and are available on the Teachers’ Portal from
12pm every Saturday. The schedule shows all ongoing classes as well as any substitute or new
classes for the week starting Monday.

TAs’ schedules are based on their availability. Classes are assigned based on the most recent
Availability Form that is sent to the TQM. Availability can be updated by filling out a new
Availability Form and handing it in to the TQM.

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Probation
● New TAs have to pass a 2-month probationary period. Whether TAs pass probation or
not is dependent on the academic assessment from observations by the TQM, feedback
from teachers, disciplinary issues and availability.

Quarterly Performance Evaluation

● TAs’ performance will be periodically reviewed every quarter in order to provide extra
support and prompt feedback to TAs, based on the academic evaluation from observations
by the TQM and feedback from teachers. This will add to the overall annual assessment of
TA’s performance and pay review.

TA professional development

● TQM induction
Details about specific daily tasks shown through a training video, weekly schedules,
scheduling officers, etc. are fully briefed on at the assigned campus by the campus TQM
before new TAs’ first classes.
● Monthly entrance workshops
Compulsory for new TAs, to help them review important topics of teaching methodologies,
classroom management and service mindset. These workshops are usually held on two
weekday mornings/afternoons on a monthly basis. The TQM will inform new hires as to
when the next workshops will be held via email/Teacher Portal.
● Monthly meetings
Monthly meetings are held on campus basis for TAs to share work experience, to review
activities/performance and to discuss student-related issues with each other, aiming to
help TAs improve their work skills.
● Training workshop on Children’s Psychology
Organized twice a year, this workshop, which is conducted by TQMs, will cover important
topics related to children’s psychology and preferred teaching methodologies. Information
is provided through the online Teacher Portal.
● Mini TA's sharing sessions
Organized every two months at the respective campus, campus-based sharing sessions on
various TA’s work-related topics will be delivered by TAs (voluntary) to their peers with the
guidance of their TQM. Workshop presenters will receive mentoring on public speaking
from the TQM and be awarded with a Certificate of Appreciation.
● Pop-In observations
In order to provide extra support and feedback to teachers and TAs, your TQM and/or
Senior Teacher will conduct pop-in visits to teacher’s classrooms throughout the year.
These visits will be short and do not serve the purpose of assessment.
● Peer observation
It is compulsory for new hires to observe at least 2 classes before teaching their first class.
TAs can speak to their TQM to request additional peer observations.
● VUS TESOL Conference
Featuring presentations by well-known lecturers, educators, and book authors from around
the world, this free conference is organized annually in late July, to create opportunities for
teachers of English from different cities and countries to meet and share their experiences
and to update themselves on the latest developments in the ELT profession. Information is
provided through the online Teachers’ Portal.

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TA records & update of information

The HRT Department, along with input from TAs and their campus, keeps and maintains complete
records of all VUS TAs regarding:

● Address, phone number, e-mail and other personal contact details

● Identity card number

It is the responsibility of the TA to ensure that the HRT Department is updated on any changes
pertaining to the above. In particular, please ensure that the HRT Department is updated in a
timely manner for any change/renewal of Identity Card. Otherwise, this can have consequences
in regards to the annual Personal Income Tax finalization procedure.

Note that you are able to update both your emergency contact and your address directly
through the teacher’s portal via the “Teacher’s Menu” tab followed by “Teacher’s
Information” option. Please make sure this address is updated whenever necessary as
failure to do so may mean you risk forfeiting additional potential benefits.

IV. PAYMENT & BENEFITS

Payment Procedures

TAs’ payment is paid in Vietnam Dong (VND) using the hourly rate quoted in their service
contracts. In addition, an administration allowance of 15% is added to the monthly pay. VUS pays
all applicable Vietnamese income taxes on behalf of their TAs and all salaries are net of taxes. This
means that TAs will not be subject to a higher tax rate, regardless of how many hours are
taught in any given month.

If required to declare taxes, TAs may request a proof of income letter, which must be collected in
person from the HRT Department.

Payment is paid by direct deposit into the TA’s Vietcombank account on the last day of each month
for all hours taught from the 24th of the previous month to the 23rd of the following month. If the
last day falls on a weekend or a holiday, then pay is usually deposited the day before.

New TAs must email their VCB account details to a HRT Officer by the 20th of the month in order to
be paid at the end of that month. If they miss this date, then they will not be paid until the next
month’s pay day.

Pay raise will be considered based on annual teaching performance reviews and feedback from
teachers as well as TQM/campus staff.

Personal Income Tax (PIT)

If TAs only income in the calendar year is from VUS then VUS will take care of their annual PIT
finalization. If not, then TAs will need to complete their own annual finalization. TQMs will
communicate to TAs when the necessary “certificate of PIT withholding” is available for request.
These certificates will usually be ready for collection in the final half of February in order to meet
the end of March PIT finalization deadline in Vietnam.

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If required, TAs may also request a verification of income letter (see HRT contacts page above),
which must be collected in person from the HRT Department. This is usually necessary for any
annual declaration of taxes in your home country.

You can find your own PIT number through this website:
http://tracuunnt.gdt.gov.vn/tcnnt/mstcn.jsp

1. Enter your passport number in the box marked “Số chứng minh thư/Thẻ căn cước”
2. Enter the “CAPTCHA” code (“Mã xác nhận”)
3. Click the button marked “Tra Cứu” for your PIT code

Benefits

The following benefits apply to all VUS teacher assistants.

● Annual awards for recognition of outstanding teaching performance
● VUS gifts for special occasions

V. VUS REGULATIONS
VUS is a professional and well respected organization and we wish our customers to continue to
view us as such. In light of this, TAs are expected to appear formal and have exemplary manners.
The following are the Do's and Don'ts that TAs need to observe in order to live up to students and
parents' expectations.

Dress Code Do’s

● Male TAs are asked to wear white collared shirts and dark pants.
● Female TAs are asked to wear white shirts/blouses and dark skirts/pants.
● TAs should wear formal shoes, sandals or sneakers.

Dress Code Don’ts

TAs are not allowed to wear the following:

● Sleeveless shirt/blouse, colored shirt/blouse, T-shirt;
● Jeans, denim skirt;
● Jacket, hoodie;
● Flip-flops, slippers.
* Please avoid wearing overly revealing clothes, and conceal tattoos and body piercings as much as
possible. Hair must be clean, neat, and if colored, maintained in a natural tone. Extreme styles such as
shaving or sculpting a design in the hair or allowing hair to fall into your eyes are not acceptable.
Failure to comply may affect teachers' ability to be assigned classes.

Other Do’s

● Ensure fairness towards all students.

● Use appropriate language in front of students and parents.
● TAs must ensure that their students go to see the student care department before the
student leaves the VUS building if the student leaves class early.
● When required by VUS, take photos of students during class time using their personal
device only for the purposes of updating the students’ progress through VUS portal.
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Other Don’ts

● Do not use mobile phones during class times for any other purposes rather than updating
the students’ progress through VUS portal.
● Do not leave classes-in-charge earlier without campus TQM’s approval.
● Do not take students of any age off the campus at any time.
● Teachers/TAs are prohibited from entering into a romantic or sexual relationship with any
VUS student. See Child Protection Policy for more guidelines on teacher-student
interaction.

Punctuality

● TAs must be in the classroom 15 minutes before the class starts to get ready for class.
● TAs must be punctual in commencing and resuming class after break times.
● Salary reduction is applied for punctuality violations.

Classroom cameras

All VUS campuses have classroom cameras installed. Please note that the main purpose of these
cameras is to ensure safety for both teachers and students should any incidents occur during class.
TQMs may also check the cameras at any time in order to provide teachers with academic
feedback or to monitor for potential disciplinary issues.

Sick Leave

In case of sickness, TAs have to contact the TQM and inform them of the circumstances of their
sickness and expected length of absence as soon as possible, preferably at least twenty-four (24)
hours in advance. TAs may need to bring in a doctor's note if they are going to be absent for 3 full
days or more OR if they repeatedly call in sick with short notice over an extended period of time. If
a TA fails to do so then the 'Lateness/Absence without Prior/Proper Notification' disciplinary
procedures will apply.

Except for the common cold, if their health issue is contagious in any way (e.g. Chicken Pox) then
teachers/TAs will not be permitted to enter any VUS premises until they can provide their
TQM/HRT department with an official medical certificate stating that they are no longer
contagious.

Leave of absence

To avoid scheduling problems, please observe the following:

● Requests for absence from 1 to 2 days have to be made directly to the TQM one week prior
to absence. If the leave is from 3 to 7 days, the request should be made 2 weeks prior to the
absence.
● For a longer period of absence, requests in writing have to be submitted to the TQM at least
one month prior to absence.
● At certain times of the year, particularly times close to public holidays, requests for leave
will be considered in accordance with scheduling needs and on a “first-come, first-served
basis” and may be subject to modification or rejection. In cases where the TA refuses to
accommodate the school's requirements regarding changes to requested leave, the school
cannot guarantee that the TA will retain the same teaching schedule and hours upon their
return.

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 ● The longest leave for TAs from work is 3 months. Those who take longer leave than
permitted will be finalized as resigned and have to go through the recruitment procedure
again when returning to work for VUS.

* Please note that holidays are not paid.

Holidays in 2023

There are 13 days when the school is closed due to national holidays in 2023.

Holiday School is closed School reopens

New Year’s Day 01st January 2023 2nd January 2023

Lunar New Year Festival

20th to 26th January 2023 27th January 2023
(Tet)

The Hung Kings

Commemoration Day 29th April to 1st May 2023 2nd May 2023
Victory Day & Labor Day

National Day 1st and 2nd September 2023 3rd September 2023

Transfers

TAs can request a transfer after 6 months of employment with VUS. TAs must also state clear
reasons for the transfer if their requests are to be considered. Transfer requests should be sent to
either their TQM or an HRT representative. Transfers will be approved by the HRT Department
based on, but not limited to, the following criteria:

● Feedback on TAs’ performance

● TAs’ disciplinary record
● Recruitment needs of VUS (i.e. current vacancies, TAs’ availability and/or location, etc.)
● First-come, first-served basis

Giving notice/termination of employment

TAs wanting to end their employment and leave VUS must give 30 days’ written notice to their
campus TQM. TAs will also have to:

● finalize all paperwork related to the TA leaving VUS,

● return all teaching materials, and equipment provided by VUS to the campus
● complete the ‘Exit Survey’.

VUS will not provide requested documentation if the TA gives less than 30 days’ written notice,
including:

● Contract Termination Agreement/ Termination of Employment Letter, which are necessary

for future employment
● Employment Verification Letter/ Income Verification Letter, etc.

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VUS has the right to withhold the TA's final pay if they give less than 30 days’ written notice or fail
to complete the correct exit procedures as mentioned above. Additionally, for any unreturned
materials, the cost will be deducted from the TAs’ final pay.

Please note that it is the responsibility of the TA to remember to pick up any documents
they have submitted to the HRT Department or may require from the HRT Department in
the future before leaving the company (i.e. Proof of Income Letter, Proof of Employment
Letter, etc.).

* Due to our privacy and confidentiality policy, VUS staff are prohibited to send confidential
information via email or postal service. Any confidential information or document must be collected
in person from the head office.

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VI. VUS DISCIPLINARY PROCEDURES
Use of English as a mode of lesson delivery
At VUS, 100% English is required during class. There are frequent workshops on how to use
English in class effectively. Campus TQMs are entitled to observe classes either in person or via
classroom cameras to monitor this compliance. Frequent violations can lead to the reduction of
teaching hours or contract termination as outlined in the Other Violations section below.

Lateness
If, within the term of a contract, a TA is late to class by 15 minutes or more, or is repeatedly late for
class (3 times or more) by less than 15 minutes, the following discipline procedures will apply:

1st Violation: Verbal reminder, confirmed via email, issued to the TA and recorded by the
TQM.
2nd Violation: Official first warning letter issued to the TA and recorded by the HRT
Department. The letter outlines further steps that will be taken if lateness occurs again,
including reduction of teaching hours.
3rd Violation: Official final warning letter issued to the TA and recorded by the HRT
Department. The letter outlines the termination of employment that will occur if there is
another incident.
4th Violation: Official contract termination agreement with VUS issued to the TA and
recorded by the HRT Department.

* The TQM will inform the TA prior to any official request to the HRT Department.

Absence without Prior or Proper Notice

If, within the term of a contract, a TA misses a class without prior or proper notification the
following discipline procedures will apply:
1st Violation: Official first warning letter issued to the TA and recorded by the HRT
Department. The letter outlines further steps that will be taken if absence occurs again,
including reduction of teaching hours.
2nd Violation: Official final warning letter issued to the TA and recorded by the HRT
Department. The letter outlines the termination of employment that will occur if there is
another incident.
3rd Violation: Official contract termination agreement with VUS issued to the TA and
recorded by the HRT Department.

* The TQM will inform the TA prior to any official request to the HRT Department.

Being intoxicated at work

If, within the term of a contract, a TA is at work and suspected to be under the influence of alcohol
or drugs, the following disciplinary procedures may apply:

1st Violation: Official warning letter is issued to the TA and recorded by the HRT
Department. The letter outlines the termination of employment that will occur if there is
another incident including a possible immediate reduction of teaching hours.
2nd Violation: Official contract termination agreement with VUS is issued to the TA and
recorded by the HRT Department.

* The TQM will inform the TA prior to any official request to the HRT Department.

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Other Violations
● Ignoring TA’s regulations (including, but not limited to, dress code, behavior, safety issues
and use of school property and facilities, etc.)
● Ignoring academic requirements and guidelines imposed by the school (including, but not
limited to, not using the assigned textbook, not teaching the correct material, using
inappropriate and/or offensive material in class, etc.)
● Repeatedly using Vietnamese during class.
● Engaging in activities that result in negative feedback from students and/or staff (including,
but not limited to, inappropriate behavior, inappropriate use of phones in the classroom,
offensive language, poor performance and lack of good student’s care, etc.)
● Using and sharing photos and/or personal information of students on any media platform
(including, but not limited to, email, print media, websites, social media, communication
apps. etc.) except for the purposes of uploading to the VUS portal.

will result in the following actions being taken:

1st Violation: Official first warning letter issued to the TA and recorded by the HRT
Department. The letter outlines further steps that will be taken if the offense occurs again,
including reduction of teaching hours.
2nd Violation: Official final warning letter issued to the TA and recorded by the HRT
Department. The letter outlines the termination of employment that will occur if there is
another incident.
3rd Violation: Official contract termination agreement with VUS issued to the TA and
recorded by the HRT Department.
* The TQM will inform the TA prior to any official request to the HRT Department

Violations leading to immediate employment termination

VUS reserves the right to terminate employment either with prior warning or with an immediate
effect without prior warning depending on the seriousness of the violation in cases which include
but are not limited to:
● Violating any of the school’s regulations during the probationary period
● Taking actions that seriously damage the school's image and/or reputation, including
posting or circulating confidential information related to contracts and benefits, negative
comments in public places such as online social media, traditional media, etc.
● Collecting and using, posting or circulating illegally the school's information related to
training programs, test questions, teachers’ and students’ profiles and/or management
systems
● Engaging in any kind of sexual harassment with students and/or staff
● Holding a managerial position in any competitive teaching institutions while employed at
VUS
● Making and/or distributing unacceptable material and/or illegal political propaganda at
the school or to the students
● Breaking any Vietnamese laws
* The TQM will inform the TA prior to any official request to the HRT Department.

Declining to accept written warning letters

If a TA declines to accept and sign the official first written warning letter, then an official final
written warning letter will be issued at that time. If a TA declines to accept and sign the official
final written warning letter, then an official contract termination agreement will be issued,
recorded by the HR Department and a confirmation of the TA's resignation will be emailed to the
TA.
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Q3 - 2022 VUS Teacher Assistants’ Handbook [19]
VII. COURSES AND CLASS CODES

PROGRAM LEVEL NAME LEVEL COURSE TEXTBOOK TEACHING

CODE LENGTH ASSISTANTS

Pre-Smartkids 1, 2 PSM1, PSM2 48h/12w Playtime Starter 2 TAs

SMARTKIDS Smartkids 1, 2 SM1*, SM2* 48h/12w Super Safari 1 2 TAs

4-6 yrs
Smartkids 3, 4 SM3*, SM4* 48h/12w Super Safari 2 2 TAs

Smartkids 5, 6 SM5*, SM6* 48h/12w Super Safari 3 2 TAs

SK Exploring 1, 2 SKE1, SKE2 44h/12w Look Starter 2 TAs

SK Exploring 3-5 SKE 3-5 44h/12w Look 1 1 TA

SUPERKIDS
6-11 yrs SK Exploring 6-8 SKE 6-8 44h/12w Look 2 1 TA

SK Growing 1-4 SKG 1-4 44h/12w Look 3 1 TA

SK Growing 5-8 SKG 5-8 44h/12w Look 4 1 TA

Time Zones
Pre Young Leaders 1 PYL1 48h/12w 1 TA
Starter

Pre Young Leaders 2, 3 PYL2, PYL3 48h/12w Time Zones 1 1 TA

YL Connecting 1-3 YLC 1-3 48h/12w Time Zones 2 1 TA

YOUNG
LEADERS YL Connecting 4-6 YLC 4-6 48h/12w Time Zones 3 n/a
11-16 yrs
YL Connecting 7-9 YLC 7-9 48h/12w Time Zones 4 n/a

Oxford Discover
YL Shining 1-3 YLS 1-3 48h/12w n/a
Futures 2

Oxford Discover
YL Shining 4-6 YLS 4-6 48h/12w n/a
Futures 3

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VIII. CHILD PROTECTION POLICY

Overview

Introduction
There is a growing awareness that sex offenders are targeting and infiltrating organizations in
order to access children. Children in schools are a particularly vulnerable group. Therefore, VUS
will seek to create and maintain an organizational environment that is free from harassment,
exploitation, and any other form of inappropriate behavior towards staff, customers, and students.
Each member of the community with whom VUS works, or provides a service to, must have VUS’s
assurance that they will not be subject to any form of harassment, exploitation or any other form
of conduct that can be considered inappropriate.

Definition
For the purposes of this policy document, ‘child’ is defined as any person below the age of 18
years.

The policy applies to:

● All VUS employees
● All consultants
● All contractors
● All visitors to VUS premises

Statement of Responsibility
VUS will show zero tolerance towards child abuse, child exploitation, violence against children or
any other form of behavior towards children that is not considered appropriate. VUS will take all
appropriate steps to prevent abuse from occurring in the first place and ensure none of our
activities impact on children negatively. VUS’s expectation is that responsibility for the welfare of
children and protection from abuse and exploitation is shared by all staff.

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Action Statement

VUS will meet its commitment to safeguard children through the following means:

Awareness: Ensuring that all staff and others are aware of the problem of child abuse and the
risks to children.
Prevention: Ensuring that, through awareness, personal and professional conduct, all staff
minimize the risk to children.
Reporting: Ensuring that all staff and others are clear of what steps to take where concerns arise
regarding the safety of children.
Responding: Ensuring that action is taken to support and protect children where concerns arise
regarding possible abuse or inappropriate behavior.
In order that the above standards of reporting and responding are met, VUS will ensure that it:
● complies with all relevant Vietnamese legislation, including labor laws in relation to child
labor;
● takes seriously and acts appropriately on any concerns raised;
● takes positive steps to ensure the protection of children who are the subject of any
concerns;
● supports children, staff or other adults who raise concerns, or who are the subject of
concerns;
● acts appropriately and effectively in instigating or co-operating with any subsequent
process of investigation;
● demonstrates responsibility to and respect for children by being sensitive in all
communications that involve them;
● is supported by stringent recruitment and selection measures that have been designed to
minimize the possibility of recruiting persons who may pose a risk to children.

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Terms and Definitions

The following table outlines the definition and terms used within this policy.

Child abuse Child abuse can be physical abuse, emotional abuse, neglect, injury,
maltreatment or exploitation or sexual abuse.

Physical Physical abuse occurs when a person purposefully injures or threatens

abuse to injure a child or young person. This may take the form of slapping,
punching, shaking, kicking, burning, shoving or grabbing. The injury
may take the form of bruises, cuts, burns or fractures.

Emotional Emotional abuse is a chronic attack on a child or young person's

abuse self-esteem. It can take the form of name calling, threatening,
ridiculing, intimidating or isolating the child or young person.

Sexual abuse Sexual abuse is when a child or young person is used by an older or
bigger child, adolescent or adult for his or her own sexual stimulation
or gratification or economic gain.

Commercial Sexual abuse or exploitation of a child in return for cash or for kind.
sexual Common examples include children in prostitution, children used in
exploitation the production of pornography and child sex tourism.

Child Any representation, by whatever means, of a child engaging in real or

Pornography simulated explicit sexual activities or any representation of the sexual
parts of a child primarily for sexual purposes.

Working with Those working in a position that involves regular contact with children,
children either under the job description or due to the nature of the work
environment.

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VUS Commitment

VUS commits itself to a number of processes in adopting a child safe culture. These are:

A. Vigilance in Recruitment and Selection

VUS’s recruitment guidelines will be reviewed and updated regularly to ensure that they
accurately reflect child safe recruiting and screening standards. This will include:
● adopting ‘best practice’ recruitment and selection techniques
● targeted interview questions for those working directly or indirectly with children
● conducting reference checks
● requiring potential staff to immediately disclose all charges, convictions and other
outcomes of an offence which occurred before or occurs during any association with VUS
that relate to child exploitation and abuse
● a Child Safe statement included in all employment agreements
● signature by all staff of VUS’s Child Protection Code of Conduct

B. Orientation

All new personnel will receive a copy of VUS’s Child Protection Policy and Code of Conduct as part
of their HR induction into VUS. They will be expected to read and sign two copies; one for
themselves and the other for HR’s own records. This will ensure that all personnel coming into
VUS, regardless of their employment type or the nature of their role will be aware of VUS’s policy,
including expected behavior and reporting procedures.

C. Professional Boundaries

All teachers are responsible for applying and maintaining professional boundaries in their work.

⮚ Becoming friends
VUS teachers must never overstep the professional boundaries and become a friend of a
student under the age of 18.
⮚ Respect
Respect is the foundation of the relationship between VUS staff and students at VUS under
the age of 18. As part of this, VUS staff:
o should challenge patronizing behavior or demeaning remarks that consciously or
unwittingly demean other people
o should not label or stereotype children
o should be careful not to present themselves to children as superior in any way,
economically, position in society, relationship to powerful people, morally, nationally,
etc.
o should be willing to admit error or lack of knowledge
o should challenge racist or discriminatory remarks or behavior;
o should use any computers, mobile phones, video cameras, cameras, websites or social
media appropriately and never to exploit or harass children or access child exploitation
material through any medium.

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 ⮚ Favoritism
There should be no favoritism, or appearance of favoritism shown towards different
children.

⮚ Avoidance
No child should be singled out for avoidance, or lack of attention.

⮚ Relationships and contact outside of the work environment

o All communications outside of VUS between VUS staff and VUS students under the age
of 18 should be minimized, and only entered into for educational purposes
o Teachers must not allow or invite students under the age of 18 to visit their homes
unaccompanied
o Teachers must not give their personal contact details, e.g. email, social networking sites,
telephone number to VUS students
o Teachers must never arrange to meet VUS students under the age of 18 alone or outside
the context of professional educational activities.
o There should be no physical contact between a teacher and students

D. Online Communications

VUS respects the fact that students and VUS employees may have communication online, in the
form of emails, class blogs or forums. However, employees represent VUS while communicating
with students. A VUS employee’s relationship with a student may be friendly, but only as student
and teacher, for example, and not as friends. As a result, VUS expects employees not to “friend”
students on Facebook or any other social networking site. In addition, VUS expects its employees
to respect the privacy of students and to not look up or comment on students’ personal sites or
relevant pages in social media. Any severe or repeated deviations from this policy may result in
termination of employment at VUS.

VUS employees are allowed to set up or join social media groups that are specifically for the
purpose of learning, for example, such as a Facebook class group, as these require neither
‘friending’ nor following.

Any communication with students that is done via email must be done using an VUS email address
and not a personal email account, as stated above. The exchanging of personal phone numbers
between teachers and students must not be done.

E. Physical contact

VUS recognizes that a clear ‘no-touching’ policy would be impractical. However, VUS students
under the age of 18 may misinterpret physical contact as an expression of favoritism. You should
therefore be aware that physical contact risks being misunderstood and it may result in staff being
vulnerable to allegations of inappropriate professional behavior, therefore physical touching of
VUS students under the age of 18 should be avoided.

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Teachers should ensure that they are visible to others in all engagements with children under the
age of 18, such as leaving classroom doors open when they are alone with a child and wherever
possible ensure that another adult is present when working in the proximity of a single individual
child.

F. Use of Child Photos and Information

Pictures, images, or other likenesses of children and/or information related to children that could
compromise their care and protection will not be made available through any form of
communication media without proper protection and understanding of their use. Moreover, any
images of children should not be accompanied by detailed information relating to their place of
residence. It should be ensured that file labels, meta data or text descriptions do not reveal
identifying information about a child when sending images electronically. Images with
corresponding text which may identify a child should be removed.

G. Planning of Activities

All planning of activities must consider the impact on children of these activities. Identifying
during the planning stage activities which may have the potential to negatively impact children
will minimize the risk for child abuse. Where there is some potential to negatively impact children,
depending on the level of risk, VUS will seek alternative activities to mitigate the situation.

H. Revision of Policy

VUS will review the Child Protection Policy along with associated mechanisms on an on-going
basis annually.

Raising and Reporting Procedures

A. Incident Reporting

If a child reports an incident to you, the child must be taken seriously and listened to carefully and
the report must be treated confidentially. It is mandatory that the reported incident be forwarded
to management within no more than 24 hours. Once a report or an allegation is made to
management, an HR Director must be informed immediately. After consulting with the HR
Director, VUS management will administer the next course of action of the reported incident
immediately but no later than 24 hours after the incident, where possible. It may be necessary for
VUS management to respond immediately to protect the child from further potential abuse or
victimization. The family of the child will be consulted and be included in the investigation, where
appropriate.

Any allegation, belief or suspicion of sexual or physical abuse (past or present) by VUS personnel,
visitors to VUS premises or any other partner must be reported, and the HR Director may instigate
an internal investigation of the incident. Alternatively, child abuse reports may be referred to the
Vietnamese authorities if appropriate.

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B. Distancing the Alleged Perpetrator

Where there is a report made against any VUS employee, the best interests of the child may
warrant either immediate dismissal or the temporary suspension of that person pending an
investigation. If the latter, then the alleged perpetrator will be advised of the reported incident.
The allegations must not be discussed or communicated to other people until they have been
considered and a decision made by management to pursue the matter further and/or dismiss the
VUS employee.

C. Investigation of Complaints

Physical and / or sexual abuse of a child is a crime. Organizations may be required to notify
authorities when there are reasonable grounds for reporting abuse. Internal investigations will
take the form of a confidential, thorough, impartial and prompt process. The investigation may
consist of interviews with witnesses and others if appropriate, the collection of information about
the alleged conduct, gathering of documentation or other procedures, again if appropriate. The
individual alleged to have violated this policy would have the opportunity to present his or her
view of the events in question. VUS will withhold a decision until the investigation is completed.
Allegations made against VUS employees will follow VUS internal procedures. In addition, the
accused may face national legislation and legislation from their country of origin.

D. Confidentiality

Confidentiality is crucial to a fair and effective reporting and investigation procedure. It is

unacceptable and potentially defamatory for concerns of child abuse (and abusers) to be spread
within the organization rather than being directed through a formal complaints process. All
participants must understand the importance of following the set reporting lines when concerns
arise. Confidentiality protects the child, the person who made the report, the respondent and the
organization, and ensures a fair and proper process.

E. False Accusations

VUS will not tolerate any false accusations raised in bad faith.

F. Revenge

VUS will not tolerate any form of coercion, intimidation, revenge or retaliation against any
employee who reports any form of abuse or exploitation, provides any information or other
assistance in an investigation.

G. Counselling Support

VUS will assist all parties involved to identify available counselling services and / or make
referrals to counselling providers if this is required.

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