The faculty agreement and its revisions
Keep the signed agreement and every revision on the faculty member's file: changes to lecture load, per-lecture rate, batches or branches, and any retention bonus letter. Each revision should be dated and signed, because pay disputes usually turn on which version applied in which month. The agreement should also cover confidentiality of question banks and test papers, and state that study material, practice sheets and recorded lectures produced for the institute belong to it.
What else each file should hold
Every file starts with the appointment letter, proof of identity and address, PAN, bank account and PF UAN details, and nominees. For faculty: degree certificates, plus proof of any credential you advertise, such as an IIT or AIIMS degree, because parents do ask. For staff who teach or supervise minors, and for hostel or transport coordinators: police verification. For counsellors: the incentive policy they signed for the season, so the payout can be checked against it.
- Faculty: agreement, revisions, degrees and credentials
- Staff working with minors: police verification
- Counsellors: signed incentive policy for the season
- All staff: appointment letter, identity proof, PAN, bank and UAN details
Verification, renewals and access
Verify original degrees at joining, especially credentials you use in marketing, and record who verified them. Renew police verification on a cycle set in your policy, such as every two years. Agreement revisions cluster at session start, so review files in April and May. Limit access: branch managers need contact details and document status for their own staff, but not the per-lecture rates of senior faculty at other branches. Share documents with lawyers or auditors through time-limited links.
How to set it up in ZeniaHR
- In Onboarding, set a document checklist by role, with the signed agreement, degrees and police verification for faculty who teach minors.
- HR checks each upload in Employee Documents, verifying it or rejecting it with a reason, and sets expiry dates on police verification and fixed-term agreements.
- Save agreement revisions and retention bonus letters to the faculty member's documents, grouped under the HR letter library categories.
- In Access Control, give branch managers branch data scope and mask salary and bank fields, so per-lecture rates stay with HR and finance.
- Share documents with lawyers, auditors or inspectors through time-limited download links from secure file storage.
- Each April, use the document reports in Reports to find missing agreements and revisions, and check verification expiry dates before the new session.
Read more about employee documents in ZeniaHR.
Roles this applies to
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What should a coaching faculty agreement include?
The batches and lecture load, the pay model and rates, how missed and rescheduled lectures are counted, the notice period, confidentiality of question banks and test papers, ownership of study material and recorded lectures, and any retention bonus conditions. Keep every signed revision on file with its date, because disputes turn on which version applied.
Who owns lectures recorded by coaching faculty?
Whatever the agreement says, so settle it in writing before recording starts. Most institutes state that study material, practice sheets and recorded lectures produced for the institute belong to it and may not be reused elsewhere. Take legal advice on the wording, and keep the signed agreement on the faculty member's file.
Do coaching institutes need police verification for faculty?
Many institutes ask for police verification of faculty and staff who teach or supervise minors, and of hostel and transport coordinators. Check what your state and city expect, start verification before joining, record the certificate with a renewal date, and renew it on the cycle your policy sets.