Onboarding new faculty and staff in coaching institutes

Agreement and documents before the first lecture

Collect the signed faculty agreement, covering lecture load, pay model, notice period and the rule that study material and recorded lectures belong to the institute. Issue the appointment letter, which the OSH Code makes mandatory for every employee. Collect identity and address proof, PAN, bank details, the PF UAN from any earlier employer, degree certificates and experience letters. For anyone who teaches or supervises minors in school-going batches, ask for police verification before the first lecture.

Batch handover in the first week

A faculty member taking over a batch needs the lecture plan with topics covered and pending, the next four weeks of topics, the study material and practice sheets, recent test results and a list of students who need extra help. If possible, they should sit in on one lecture of a senior faculty member in the same subject. Explain the doubt-clearing schedule, the test and result timeline, and how lectures are recorded or uploaded. Introduce the batch coordinator, who will be the day-to-day contact.

• Lecture plan with topics covered and pending
• Study material and practice sheets
• Recent test results and students needing help
• Doubt schedule and test timeline

Student safety and conduct

Many coaching students are minors, and many are living away from home for the first time. Induction should cover the code of conduct with students, communication only through official groups, how to notice a student who is struggling or showing signs of distress and whom to tell, and the POSH policy, including the Internal Committee that every workplace with 10 or more employees must constitute. Hostels and PG accommodation are outside HR's direct control, but faculty should know how to escalate a concern about a student.

Probation with batch feedback

A faculty probation of three to six months covers one or two test cycles. The academic head reviews lecture punctuality, syllabus progress against the plan, test results of the batches taught and student feedback, and recommends confirmation or extension before the end date. For counsellors, probation looks at how many enquiries turned into admissions and how well parent conversations were handled. Confirm or extend in writing, never by silence.

How to set it up in ZeniaHR

1. Send each joiner the self-onboarding link or QR code to fill personal, bank, education and experience details and upload documents.
2. Set a document checklist by role, with the signed faculty agreement, degrees and police verification for faculty who teach minors.
3. HR reviews each submission and approves it, rejects it or asks for changes; approval creates the employee record with branch, department and reporting manager.
4. In the work terms policy, set probation months by employment type, such as three to six months for faculty, with a manager review required.
5. Post the code of conduct and student safety policy on the Company Wall as an announcement that needs acknowledgement.
6. Use Probation & Confirmation to ask the academic head for a 1 to 5 rating with a comment, then confirm, or extend with a reason.

Read more about onboarding in ZeniaHR.

Roles this applies to

Frequently asked questions