Exit management for coaching institutes

Notice periods and timing

Coaching agreements often set one to three months' notice for faculty and one month for counsellors and support staff, with a preference for exits at session end. Rely on notice and a good handover, rather than restrictive clauses, to keep batches running, and take legal advice before relying on any clause that limits where a faculty member may work after leaving. When a senior faculty member resigns in October, agree a last working day that covers the handover of each batch, instead of bargaining only over the number of days.

Batch handover and student communication

For each batch, the outgoing faculty member hands over the lecture plan with topics covered, notes and practice sheets, pending doubts, test results so far and a list of students who need attention. Where possible, the replacement sits in on the last few lectures, so students see a planned change. The academic head, not the departing faculty member, tells the batch about the change, with the new faculty member present. Parents of students in key batches may need a call from the branch manager.

• Lecture plan and topics covered for each batch
• Notes, practice sheets and pending doubts
• Test results and students needing attention
• Replacement introduced by the academic head

Access, material and clearance

On the last working day, remove the faculty member from official class groups, the test platform, the learning platform and any shared drive of question banks, and collect any laptop, writing tablet or studio equipment. Confirm that study material, test papers and recordings produced for the institute stay with it, as the agreement states. Accounts settles any salary advance and, if the agreement provides for it, recovery for notice not served.

Worked example: a faculty member's final settlement

Amit, a maths faculty member on a fixed salary of ₹78,000, resigns with 12 December as his last working day, and the institute uses a 30-day basis, so his day rate is ₹2,600. He is paid 12 days, or ₹31,200, plus 18 extra lectures in December at ₹800 each, or ₹14,400, and encashment of 6 earned leave days at the day rate, or ₹15,600. That totals ₹61,200. An unrecovered advance of ₹20,000 comes off, leaving ₹41,200 before statutory deductions, and wages due must be paid within two working days of leaving.

How to set it up in ZeniaHR

1. When a resignation comes in, record it on the employee record, so the last working day is set and the status moves to on notice.
2. In the work terms policy, set notice days in probation and after confirmation, with per-grade overrides for senior faculty.
3. Run offboarding with the right one of the 20 structured exit reasons, and complete the 8-item exit checklist, including access removal and equipment return.
4. Add the final month's extra lectures as an incentive input, leave encashment as an encashment input, and the advance as an advance recovery deduction.
5. Pay the final settlement in an off-cycle run within two working days, and check it against the gratuity and settlement reports.
6. Keep the record in the previous employees list, so faculty who left on good terms can be approached for crash courses later.

Read more about employee records and exits in ZeniaHR.

Roles this applies to

Frequently asked questions