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Contents
RULES AND REGULATIONS 3

REGISTER TYPE AND PRICING POLICY 4

CANCELLING ASSIGNED SCHEDULE REGULATION 6

PRICING TABLE FOR ONLINE ENGLISH TEACHERS 8

TYPE OF OT PACKAGE 9

REGULATIONS WITH THE ADMIN 11

EVALUATION PERIOD REGULATIONS 12

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 RULES AND REGULATIONS
No Rules And Explanation
Regulations

- You will be provided with a gmail account formed ​FirstnameLastname@topica.edu.vn after you officially become our
teacher.
- Teachers must always use TOPICA email as official contact to receive schedule and curriculum, and to submit
TOPICA email availability or any information related to your teaching job at TOPICA NATIVE. DO NOT communicate with us by your
personal email. emails. TOPICA will not take responsibility for the information that a teacher misses delivered because
address
1 he/she does not use Topica email. The information which is not sent through Topica email will not be counted as valid
information.
- You will also use this email address as your username when you log in the class.
- Submit your available slots before 1:00pm every Wednesday.
Submit - If you do not register your available slots for the next week by 1pm Wednesday, you will have no schedule for the next
2 week.
availability
- If you cannot submit your schedule on time due to personal reasons, you have to inform us in advance.

- After we send you the schedule for the next week, you are required to confirm by TOPICA email within the day you
receive it. If you want to cancel the schedule you have received, please inform us via the CANCELLATION FORM before
3 Schedule 12 AM Saturday. Otherwise we will apply that schedule for the next week and you cannot change it any more. The
confirmed schedule is deemed to be final schedule. If you don’t abide by this, penalties will be applied (depending on the
registered types)

- Lesson plans and lesson outlines will be provided for you to prepare one week prior to classes. And you should spend
Review lesson enough time before each class reviewing the materials to ensure that you understand the outline and the activities that
4 plans and will be undertaken.
outlines - The materials we provide include 7 sets of basic class and 7 sets of intermediate class. You should read all of them
because you do not know whether you will teach a basic class or an intermediate one before you log in the class.
- You need to log in TechTest-Teacher Room 15 minutes before the class starts by clicking Enter Class button so that there
is enough time for the moderator to check your technical devices. If you do not show up in the TechTest-Teacher Room
after the class starts without any notification, your class will be cancelled.
5 Time to log in
- If you don't teach your assigned class, penalties will be applied depending on the time you inform your cancellation.
- Provided that your class gets no students, you need to wait for 15 minutes and then log out, you will be paid no student
rate for that class​.
Time to start
6 You need to start your class on time (at 9AM sharp, 10AM sharp,…)
teaching

- If you encounter any technical problems, please contact our technical staff for help.
- Teachers in Hanoi can come to TOPICA's office and use our devices to teach if they don't have personal PC/laptop or
internet connection (teachers who have night classes are preferable).
Internet - You should have backup solutions to maintain internet connection in case unexpected accident happens. We just pay
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preparation when you teach full 45 minutes. In case you lost connection while teaching, you can use an USB 3G/ pocket wifi as a
back-up plan to reconnect through mobile network and continue the class and you can still get full rate.
- You should make sure that your webcam and headset work smoothly before class. You should buy a headset splitter
adapter if your laptop has only one jack for audio device.
Teaching You need to work at a quiet place to avoid background noise. If you work at a too noisy place, you will be asked to leave
8 the class and will be fined because this seriously affects TOPICA Native's image.
location
Clothes, attitude and language:
- Teachers need to dress formally (no sleeveless shirt and tank top). No smoking, no eating or drinking, no lying down, no
kneeing, no squatting, etc during teaching time. Always use polite language when communicating with students and all
Clothes,
9 TOPICA staff, be professional, have a gentle attitude and be enthusiastic. You will be fined for any violations depending on
attitude and ​ s below:
the seriousness of your fault a
language + First time: Receive Warning email
+ Second times: Your contract will be terminated
You should politely refuse to answer irrelevant questions from students and keep TOPICA's information as well as your
personal information confidential.
If someone asks you about TOPICA's information, just ignore them and report the situation to Teacher Management
10 Taboo Department so that we can have a solution.
As you do not have to take care of your students anymore after class, if any of them insists on having your email or phone
number for study purpose, you can politely tell them to ask for help for our advisors in case they have any questions or
concerns.
Our system will record all the time teachers log in and log out system, so we will know exactly whether teachers log in the
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 system on time or late.
Teachers need to teach in full 45 minutes.
Log

All classes will be recorded to make reports, which will be used for teacher appraisal evaluation.

If teachers violate any rules regarding dress code, speaking manner, or behavior, they will be required to stop teaching to
12 Fine correct their behavior. Otherwise, the class will be cancelled and teachers will be fined FULL RATE for that class. If
teachers break rule for 2nd time, they should be fired on the request of TOPICA NATIVE

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 REGISTER TYPE AND PRICING POLICY
There are two types of registration including available and backup slots which teachers can choose. With each type of registration, there are
different payment policies. Please find more detailed information in the following table:

Register Requirements for

Payment Note
Type teachers
*If a teacher has taught full 45 minutes: he/she will be paid Full rate *- Commit to follow *In case teacher is directed
*If a teacher has a class without students: he/she will be paid No student rate strictly assigned to class late (due to
*If a teacher cannot finish his/her class in full 45 minutes, the rate will be classes. TOPICA's problem),
calculated as following: *- Prepare qualified teacher is required to
*Due to teacher's technical problem: equipment. teach at least 40 minutes
*+ 0 - 35 mins: No rate *- Show up on time (at if he/she has another
*+ 36 - 45 mins: Full rate least 15 mins before 1st class.
Available
*Due to teacher's personal problem: No rate class; 5 mins before *If not, teacher should
*Due to TOPICA's problem (students log out, server's issue): Full rate following classes) finish his/her class in full
* 45 minutes.
** Penalties applied if the teacher does not show up
*Without informing: Fine Full rate
*Informing < 6 hours before the class: Fine 50% pay rate
*Informing >=6 hours before the class: Fine 20% pay rate
- Commit to follow - In case teacher is directed to
- If a teacher shows up on time in the techtestteacher room (15 minutes before
strictly assigned class late (due to TOPICA's
the class starts) and gets our call or skype to teach: he/she will be paid 150%
classes. problem), teacher is required
pay rate with students and full rate with no students
- Prepare qualified to teach at least 40 minutes
- If a teacher shows up on time in the techtestteacher room(15 minutes
Backup equipment. if he/she has another class.
before the class starts) and stays there until 15 minutes after the class starts
- Show up on time (at - If not, teacher should
(even he/she is not called or skyped): he/she will be paid 20% pay rate
least 15 mins before 1st finish his/her class in full
- Penalties applied if the teacher agreed to take the class but does not
class; 5 mins before 45 minutes.
show up or cancel with informing or not: he/she will be fined full rate
following classes)
N/A Teachers are not available for teaching

Besides the two types of registration above, we may need teachers to support us in some emergency cases. If a teacher is not assigned
classes in advance but is called to cover a class, he/she will be considered a cover teacher. Please find more detailed information in the
following table:
Type
Requirements for
of Payment Note
teachers
class
*If a cover teacher has taught enough 45 minutes: he/she will be paid Full rate *Commit to strictly *In case teacher is directed
*If a cover teacher does not have student for that class: he/she will be paid follow classes. to class late (due to
No student rate *Prepare TOPICA's problem),
*If a teacher cannot finish his/her class in full 45 minutes, the rate will be qualified teacher is required to
calculated as following: equipment. teach at least 40 minutes if
*Due to teacher's technical problem: *Show up on time (at he/she has another class.
*+ 0 - 35 mins: No rate least 5 mins before *If not, teacher should finish
*+ 36 - 45 mins: Full rate following classes) his/her class in full 45
Cover
*Due to teacher's personal problem: No rate minutes.
*Due to TOPICA's problem (students log out, server's issue): Full rate
** Penalties applied if the teacher does not show up:
*Without informing: Fine Full rate
*Informing < 6 hours before the class: Fine 50% pay rate
*Informing >=6 hours before the class: Fine 20% pay rate
**Once a teacher agrees to take a cover class, he/she will get 1 point to
receive bonus in evaluation period.

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 CANCELLING ASSIGNED SCHEDULE REGULATION
For Online English Teachers
This regulation will be applied in the period of three months (a quarter)

Level of
Number of cancelled classes Penalty
Violation
P1 1–5 Fine + Warning email
Fine + 2 weeks off (current week +
P2 6 – 10
following week)
Fine + 2 weeks off (current week +
P3 > 10 following week) + withholding salary of the
nearest month
If a teacher violates more than twice/period of 3 months Contract Termination + withholding salary
P4 (also known as evaluation period) from P2 to P3, he/she of the nearest month & refunding within 1
would be applied penalty at P4 immediately. week

If a teacher violates more than twice/period of 3 months (also known as evaluation period) from P2 to P3, he/she would be applied penalty
at P4 immediately.
NOTES:
- This penalty is NOT applied for "No fine" classes.
- If a teacher cancels ​at least two classes​ above ​without informing​ and does not provide any proper reason within ​48 hours​ after his cancelled class
time, he will get penalty of level 4.
- If a teacher cancels ​at least one class​ above ​without informing​ and does not respond to any of his/her Teacher Manager’s or phone
call to provide proper reason within ​48 hours​ after the cancellation time, the rest of his/her classes in the week will be cancelled.

EXAMPLE:

1st month of a quarter

Number of cancelled classes in the 1st month 1 - 5 6 - 10 > 10
Level of Violation P1 P2 P3
From 26th Jan - 25th Feb, you cancelled 7 classes
Level of violation: Level 2, which is:
- You will get penalty as normal (for 7 cancelled classes)
- 2 weeks off (You will have no classes from 26th Feb to 8th Mar, allowed to continue teaching from 9th of Mar)
2nd month of a quarter
From 26th Feb - 25 Mar, you cancelled 2 classes Level
of violation: P1, which is:
- You will get penalty as normal (for 2 cancelled classes)
- We will send you a warning email of class cancellation
3rd month of a quarter
From 26th Mar - 25 Apr, you cancelled 9 classes Level
of violation: P4, which is:
- You will get penalty as normal (for 9 cancelled classes)
- We will keep your salary from 26th Mar - 25th Apr and refund in the middle of May
- Contract termination

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 NO FINE CASES:

Able to check Unable to check

Be stolen the
Accidents/Serious devices (laptop,
sickness/Funeral Giving birth Sick headset, No power No Internet
cellphones...)

Fine x x x
No Fine
without x x (*)
proof
No fine with
x x
proof
Note
(*) No fine for the 2 nearest class of the teacher as from the time of power loss. From the 3rd class, penalties will be applied as usual
depends on time of informing from the teacher to TOPICA

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 PRICING TABLE FOR ONLINE ENGLISH
TEACHERS

Cancellation of registered classes (T-0) (H)

Attendance

Teacher’s faults (-) Objective errors (+)

Types of Class with
Definition Stand Class with Class run
Classes students Students log
by no student Teachers within 0- 35 TOPICA’s
(C) run 35- out class
online showing up cancels min due to server’s
45 min within 0- 35
class (L) technical erro
min (V)
problems
No student
Available Peak hours N/A Full rate Table 100 0P Full rate Full rate
rate
150 %
150% pay Full rate
Stand pay rate 150 % pay
rate (teacher’s
Stand-by shifts by rate (teacher’s rate (teacher’s
(teacher’s not
registered by teachers = 20% Table 100 0P transferre transferred
Back-up transferred transferred
and assigned by pay d into into virtual
into virtual into virtual
TOPICA rate virtual class)
class) class)
class)
+ 1 score (*) - 1 score + 1 score + 1 score + 1 score

Shifts which teacher’s No student

N/A Full rate Table 100 0P Full rate Full rate
Cover asked to cover without rate
registration in advanced
+ 1 score (*) + 1 score + 1 score +1 score
(*)Once a teacher agrees to take a cover class, he/she will get 1 point to receive bonus in evaluation period.

P100_Punishment scheme_ver.1.1
Available Cover Backup-registered
Cancellation without notification Full rate Full rate Full rate
Notify less than 6 hours prior to
50% pay rate 50% pay rate Full rate
the class
Notify more than 6 hours prior to
20% pay rate 20% pay rate Full rate
the class

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 TYPE​ OF OT PACKAGE

Commitment of actual
Your current OT Types Register Types State
classes

20
OT100 - Available (20 classes) In use
classes/month

30 - Available (20 classes)

OT400 In use
classes/month - Backup (10 classes)

Commitment of assigned classes:

- With registered slots from 19:00 to 24:00 every day: Teachers will be assigned from 30% to 70% of his/her
registered
classes.
- With other registered slots of the day: Teachers will be assigned 10%-30% of his/her registered classes. For
example:
If you register 40 classes in daytime, we'll assign you 4-12 classes.

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 TECHNICAL REGULATIONS FOR TEACHERS

✓ Teacher’s computers are required to have FastStone Capture and Teamviewer installed.

✓ To all technical issues or other issues regarding real time classes (ex. Micro/ Webcam/ Audio/
Connection,all students want to listen only etc.) before and during your class need to inform
TOPICA Native via our hotline number or Skype address to get our 16/7 support.

● ​ 84971055022
Hotline number: +
● Skype:
Topica Native Philippines​: ​topica.phi.support
Note:
✓ If teachers have technical issues or other issues which result in class cancellation but do not notify
us in advance, teachers will hold the responsibility and the class will be cancelled due to teacher’s
fault.

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 REGULATIONS WITH THE ADMIN

No Regulations Detail

- Daily Salary and Fine confirmation will be sent to teachers on each next day (only
Salary and Fine confirmation for Friday, Saturday and Sunday will be sent to teachers
1 on Monday)
Daily Salary and
- Teachers have 48 hours to confirm since they receive the confirmation. Any question
Fine
sent after the deadline will not be handled.
confirmation
- If teachers find any fault in their salary and fine confirmation, please send us the
evidence so that we can have a check again and make correction (if the evidence is
valid).
- After the deadline of salary confirmation, if teachers have no response for their
confirmation, no change will be made.
- Monthly salary confirmation is sent to teachers on the 26th of each month.
- Teachers have 2 days to confirm their information and the salary since they receive
2 Monthly salary
the confirmation.
confirmation.
- Monthly salary confirmation is the combination of daily salary confirmation. Thus, if
teachers’ questions for their daily salary confirmation are over the deadline, they will
not be handled in the monthly salary confirmation.
- Teachers need to check all their information and send the confirmation email to the
admin. If there is any mistake in the teacher’s information but do not inform us before
the deadline, teachers may receive their salary later than usual.

- Salary payment will be processed from 2nd to 5th each month by Topica.
- Your salary will be transferred within 1 week after we receive all your signed
3 Salary payment documents. The time that you receive your payment also depends on your bank
procedure.
- If teachers do not receive their salary since they are sent the salary confirmation,
teachers need to inform the admin about their situation.

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 EVALUATION PERIOD REGULATIONS

1. Objectives:
The Teacher Evaluation system aims to categorize teachers based on their teaching quality and to provide
teachers with benefits and policies as a staff of TOPICA.
2. Duration​:
The second evaluation period of 2016 lasts from ​April, 1​ 2016 to September, 30​ ​2016
st​ th​

3. Condition to be evaluated:
Teachers who meet 150 actual classes will be involved in the evaluation period.
4. Logic of evaluation:
Teachers are evaluated based on RE (result), RES (responsibility), DEV (development), and SKI (skill). In
which, RE – RES – DEV will affect your scale.
5.​ ​Actions of TOPICA and teacher:

Ste
Describe Action of TOPICA Action of Teacher
p
Read the email carefully
Send question (if any) and receive the answer
Send weekly evaluation result to
Evaluate weekly Notice: Questions should be sent before the
1 teachers
recorded classes deadline (which is clearly stated in the
Answer questions of teachers
announcing email). After the deadline, we will
not answer any question.
2 Announce final Receive the email about whether they are
evaluation result based Announce whether teachers are qualified or not
on the qualified (only qualified teacher will Send question (if any)
RE-RES-DEV-SKI logic be subject to change in the scale Notice: Questions should be sent before the
and pay rate) deadline (which is clearly stated in the
Answer questions of teachers announcing email). After the deadline, ​we will
not answer any question.
Receive the result
Announce the total evaluation score Send question (if any)
(which is used to determine new Notice: Questions should be sent before the
scale) deadline (which is clearly stated in the
Answer questions of teachers announcing email). After the deadline, ​we will
not answer any question.
Make adjustment according to
Confirm after the adjustment
evidence from teacher (if any)
Confirm if agree

Request the private meeting if not agree

Announce new scale Notice: Questions should be sent before the
deadline (which is clearly stated in the
announcing email). After the deadline, ​we will
not answer any question.
Organize private meeting Attend the private meeting on time

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 6.​ ​RE-RES-DEV-SKI explanation

RE (Result) RES (Responsibility) DEV (Development) SKI

(Skill)

Quantity Quality Accomplishment N/A

Number of Time management skill Teach more than Show up on time (for Do activities which are
registered classes 44 minutes teaching/ backup not related to teaching
classes) (late class (PR/ events, interviews,
recorded) outline checking)

Number of actual Provide examples Teach all slides Prepare qualified Contribute to the
classes related to the topic devices before development of other
which are not included teaching departments in TOPICA
in the slides

Number of Give detailed Provide all Proper behavior, Refer applicants for
canceled classes compliment and required dressing, speaking teaching job in TOPICA
+ No inform criticism → give knowledge in
+ Inform more solutions to improve lesson plan
than 6 hours student’s skill and
+ Inform less than motivate them
6 hours
+ No fine class is
excluded

Number of cover/ Create ebullient Intra-office Recommendation on

assigned atmosphere in class communication TEACHING quality
backup-registered (inside Teacher improvement (detecting
classes Management mistakes in the outlines
Department) and staff’s operation
activities…)

Skills to deal with Intra-office

unexpected incidents communication (outside
Teacher Management
Department)

Intercultural skills

Technical skills

Correct students'
mistakes

Standard pronunciation/
grammar (No local
accent nor variations)

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 Feedback from students
related to teaching
quality

7.​ ​How to choose clip:

Two randomly selected classes will be evaluated per week
8.​ ​Evaluation form:
Please find the evaluation form attached.
9.​ ​“8 scales” system:
Teachers are ranked into “8 scales” system based on comparing their total points. Each scale corresponds with
a certain pay rate.

Teacher's scale may increase, decrease or remain the same in comparison with your current one, so
please be aware of those changes in your salary at the end of the evaluation and try your best to increase
your teaching performance based on our criteria from now to get the highest score.

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 STAGE PROCESS OF SUPPORTING TEACHER
In order to give you the best support and create a professional working condition, TOPICA is pleased to announce
“The Stage Process of Supporting Teacher”:

1. We would like to provide an introduction about members and contact centres in Teacher Management
Department (POHC):
Head of ​Teacher Management Department: Ms. Jenny - Email:​ ​haont2@topica.edu.vn
Vice of Teacher Management Department: Ms. Rose - Email: ​nhungph2@topcia.edu.vn
And Your Teacher Manager (TM)

Note: Any request that relate to salary and contract, please inform our admin team via email:
adminplp.pohc@topica.edu.vn

2. Deadline for responses from TM Representative:

Day Monday – Friday Saturday, Sunday

Working
8h30-18h30 Off
hours
Deadline Within 8h 10 a.m. next Monday
responses
to
email/Skyp Record from the moment emails are received
e

*For urgent situation, in case you do not get any response from your TM, please contact
this Skype account: TOPICA NATIVE (topmito.teacher.support) or hotline: +84971055022

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