Luqman Institute Policy for Teachers

Communication

1. Teachers must use System Chat to communicate with students. It is not permitted to share personal contact details such as phone numbers, personal email addresses, or social media accounts. The only approved communication channel is the System Chat, which helps protect your rights in cases where students repeatedly cancel or miss classes.

2. Teachers must not discuss financial issues with students. If a student has a financial inquiry, please direct them to contact the administration.

3. If you face any problems with a student (e.g., they are not responding to messages or repeatedly missing classes), please contact the support team.

4. If a student informs you that they wish to leave the institute or take a holiday, please ask them to notify support directly. The teacher should also inform support of this communication.

Classes

1. Students may be assigned 4, 8, 12, 16, or 20 classes per month. Management decides the monthly number of classes. Teaching may only begin once you receive an introduction message from support confirming the student’s start date and required monthly hours.

2. If a student wishes to increase or reduce the number of classes, direct them to contact support. Do not give extra classes without official notification from support.

3. Teachers must not change the agreed class day or time. These are fixed at the beginning.

4. Class durations may be 30, 45, 60, or 90 minutes. Teachers must deliver the full time.

5. Use the institute’s email account and provided password to log in to Zoom. Do not change the password. If you face any issues, contact support.

6. Both teachers and students should keep webcams on to ensure effective communication.

7. Teachers must be online at the scheduled class time. Please log in and prepare 5 minutes in advance.

8. If the student does not join, wait on Zoom for 5 minutes, then inform support.

9. Teachers are responsible for completing the required monthly classes. Any missed classes must be made up within the same month. If not possible, they should be made up in the following month.

Class Cancellation & Make-Up

1. If a student misses a class without informing support at least 4 hours before, you are not obliged to make up the class unless a valid reason exists (e.g., sudden illness or family emergency). You may mark the class as absent in your timesheet, but only after messaging the student in System Chat to confirm they did not attend.

2. If a student cancels on short notice via Zoom, please inform support immediately.

3. If a teacher needs to cancel or reschedule, at least 6 hours’ notice must be given via support (except in emergencies such as illness or bereavement). The class must be made up as soon as possible.

4. Teachers must have a reliable internet connection, and an alternative (mobile data or backup plan) in case of outages.

5. Power cuts are not an acceptable reason for delaying or cancelling lessons.

6. Teachers must never miss a class without giving both the student (via System Chat) and administration (via support) at least 6 hours’ notice.

7. Trial classes must not be cancelled.

8. Teachers may cancel 1 class per month if the student takes 4 or 8 classes, or 2 classes per month if the student takes 12 or more classes.

9. If technical issues disrupt a lesson, lost time must be made up.

10. If the full class time was not delivered for any reason, it must be made up in the next class.

Wudu & Prayer Timings

1. Encourage students to perform Wudu before class and to pray on time if a prayer falls during the class. The teacher should pause for prayer (not exceeding 10 minutes).

2. If your own prayer time falls within class, pause and ask the student to revise during that time.

3. Teachers must make up any class time lost due to prayer.

4. Male teachers should plan their schedule to pray in the masjid.

Quality Control & Examinations

1. Teachers must submit quarterly (every 3 months) reports to parents for students under 16.

2. Reports should be carefully filled in and summarize the student’s progress over the last 3 months.

3. Teachers must fill in the Class Summary Report after every class. This is sent to the student’s family.

Salaries

1. Teachers are paid within the first 4 days of each month.

2. Trial classes are free for students and are not paid.

Holidays & Resignation

1. If a teacher plans to travel or has exams, most classes should be made up beforehand. Inform support at least two weeks in advance and state the reason.

2. Classes continue as normal during Ramadan, but timings can be adjusted with students around Iftar and Salah times.

Time Change (March & October)

1. In countries where daylight saving applies (UK, USA, Canada, Australia, etc.), class times remain fixed according to the student’s local time zone.

   • Example: If a student’s class is at 6:00 PM UK time, it will always remain 6:00 PM UK time, regardless of clock changes.

When You Receive a New Student

1. Administration will send you a message offering a new class. Please confirm if the schedule is suitable, as changes are not allowed unless unexpected issues arise later.

2. Support will send a confirmation with the start date and full class details. Be ready and punctual.

3. Prepare the syllabus in advance. Review the Methodology of Teaching and Common Mistakes documents.

4. Complete the Class Summary Report after every class.