Instructor Procedures Manual

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 Instructor Procedures Manual

Any relationship is based upon the expectations each party has for the other. Managing those expectations is critical to growth. This description is designed to help your instructors clearly understand what to expect from you and what you expect from them. There is also a copy of this in the Downloads>Business Planning area for your use.

Job Description And Duties

1) Open and close studio. 

2) Help to run all tournaments, clinics and demonstrations. 

3) Schedule and teach group and private lessons. 

4) Keep all records and paper work up to date.

5) Keep inventory at proper levels. 

6) Re-order inventory as needed. 

7) Keep studio clean. 

8) Follow up on missed appointments or students who have not been to class, promptly. 

9) Organize demonstrations and other promotional events. 

10) Make bank deposits each day or as needed. 

11) Organize monthly student newsletter. 

12) Conduct rank tests for students. 

13) Be cheerful, courteous and professional at all times.

General rules of conduct


1) Learn the name of every student as soon as possible. 

2) Try to learn the names of their parents if they are children.

3) Say hello to parents at every opportunity. 

There should never be any complaining, arguing or shouting among staff members. 

No instructor should ever consume a1coholic beverages of any kind either during or immediately before working in the studio. 

Telephone: The telephone should always he answered in the following way with a friendly and professional tone:
”Good afternoon thank you for calling The Martial Arts Academy, this is [your name], how may I help you?” 


To become a successful martial arts instructor, you must develop the essential qualities inherent in your profession. 

1) Loyalty. 

2) Punctuality. 

3) Dependability.

4) Personal appearance. 

5) Honesty. 

Your success as an instructor is based on three very important elements. 
You must be able to teach martial arts with proficiency, and motivate your students on a constant basis.

Public And Personal Relationships

You must get along with all the people you meet regardless of age, gender or position with in the community or school.


Your most vital skill, without it, there will be no future for you as a head instructor. You have to sell your students on the value of your leadership, techniques and the value of martial arts first. Then you must learn to sell our memberships and products with the same value base as your classroom teaching.

What You Can Expect From Us.

A. When working for us, we will do everything we can to promote you and build your image as a top class instructor with the students, other martial artists and the general public. 

B. We will treat you fairly and listen to any complaints you may have. We may not agree with you but we will try to keep an open mind. 

C. We will do our best to encourage you to be the kind of person who will rise to the top of his field. We will provide guidance in an effort to train you to run our operation effectively and efficiently so you may reach your potential as a professional.

What We Expect From You

A. Loyalty
If anyone asks you if you are treated fairly by us we expect an immediate…yes answer. If you feel that is not the case, we expect you to tell us first privately and no one else.

B. Punctuality 
Good business operation keeps regular hours! We teach discipline and the first discipline is to start and end classes on time. It is critical that you open, close and teach lessons on time. Poor performance in this area will tarnish our image as a professional martial arts facility. 

C. Professional Attitude 
The instructor will have a professional appearance and manner at all times. Clean pressed uniforms and a consistent mood of friendliness concern for students and professionalism is a must. 

D. Sales 
We expect you to put the same time and effort into your sales presentations as if the business were your own. We expect you to study and listen to improve your sales techniques constantly.

E. Honesty 
As a martial artist you know the value of honesty. We will never mention it again unless we are given cause. 

F. Courtesy to Students 
Try to be courteous and cheerful at all times. People like to associate with “UP” people.

Greet all students on arrival in your studio. Students like to be greeted with enthusiasm and warmth it makes them feel good. This is central to our business. 

Studio Hours of Operation

The studio shall remain open from 11a.m. to 9p.m. each weekday and from 9a.m. until 3p.m. on Saturday.

Vacations and Time Off

1) The first year, instructors will receive one weeks paid vacation plus all national holidays. 

2) The second year of employment, instructors will receive two weeks paid vacation plus all national holidays. 

3) Vacation should be taken during high summer when business is slower. 

4) Please give at least six-weeks notice to allow us to schedule a replacement instructor. 

Sick Leave

1) If you are ill, then call head office at once to notify us. 

2) Should a replacement instructor not be available from head office, help us secure a high-ranking student to run classes for you that day. 

3) Always keep the names and phone numbers of high-ranking students you can rely on. 

4) Have a spare key available in a safe place so the replacement can get access to your studio. 

5) You are allowed five sick days or emergency leave annually. After that, each day will be deducted from regular pay.


1) Base pay will be $300 per week plus commission.

2) Commissions will be paid at the rate of 10% of gross sales for the week. 

3) Bonuses will be paid for exceptional performance. 

4) Pay checks will be delivered on Monday at the staff meeting for the previous week. 

Lesson Fees 
Our lesson fee schedule is as follows.

1) Registration fee $150.

2) Monthly tuition $99.

Cash Programs

1) Four months of groups $349.

One-year in advance, $999.

Three-year black belt club/program $2,999.

Payment Options

1) Paid in full
2) EFT monthly

3) PayPal monthly

4) Four month program is paid in full in advance

5) BBC 20% down, balance in 10-equal payments

6) One-year program $150 down balance in 8-equal 


1) The studio shall be vacuumed each day, either before the first class or after the last. 

2) Trashcans emptied; windows and mirrors should be checked each day. All need to he cleaned at least once a week. 

3) Check bathroom each day! People, especially women, will be very critical of your studio if the bathroom is not spotless. Make sure it always is clean and use an air freshener. 

4) Use baking soda or other dry odor remover on your carpet once or twice a month. 


1) Displays, both in the display case and in the windows, should be changed at least once a month.

2) Try to come up with different themes to attract the student’s attention, and that of prospects. 


1) Check office supplies once per week to make sure you have enough business cards, brochures, contracts, etc.

2) Remember to order in enough time to get them printed without running out of items. 


1) All categories of merchandise should he checked at the end of the week and re-order reports called in to our suppliers. 

2) You should never run out of staple items like uniforms. 


When a student asks for an item that is not in stock, write it down in the order book, or have special order pages set aside in your daily planner. Be sure to include the following information. 

1) The students name and number so you can call as soon as the item arrives. 

2) A name of the item along with item #, and size.

3) The color he wants along with a substitute color in case the first is not available and brand name. 
Follow this procedure for all orders. It is easy to forget even simple orders while other things distract you. Write it down! 

Special Orders

Orders made on custom items or those that we do not usually carry must be paid for in advance. Following the same procedure as above.

Receiving Orders

As soon as an order comes in from our suppliers: 

1) Check and see if our order agrees with the packing slip. 

2) Check to make sure none of the goods are damaged or defective. 

3) If there are any discrepancies, call the supplier immediately and inform them of such. Ask for immediate replacement or to issue a credit to our account.

4) If the order checks out OK, sign your name to it.

5) All items received must be entered into computer as inventory.


1) Credit card sales must include an authorization number and the person’s signature.

2) Cash and checks must be deposited each night.

3) Bank deposits be recorded immediately.

Returned Merchandise

1) Returned merchandise can be exchanged for credit or other merchandise provided it is in good condition. 

2) No merchandise can be exchanged after more than 14-days.

3) You do, however, have the authority to refund for merchandise if you feel the refund is warranted. Please report all refunds to us when they occur.

Tuition Refunds

1) We have a no refund policy on all lessons paid for. 

2) The only exception is for injury or if the person has yet to lake any lessons. In unusual circumstance, check with chief instructor and use discretion. 

3) You do, however, have the authority to refund for tuition if you feel the refund is warranted. Please report all refunds to us when they occur.

Gift Certificates

When a gift certificate is sold it should be recorded in your sales book by: 

1) Name of person

2) Certificate amount 

3) Certificate number 

4) When it is redeemed, check it against your records and make a note that it has been used. 

5) No cash refunds will be given against any unused balance of any gift certificate.

Reports of the previous weeks sales and student activities are due at the main studio by 9a.m. each Monday.

Reports must include:

1) A weekly profit and loss statement.

2) Number of phone calls for information. 

3) Number of appointments set. 

4) Number of trials lessons set. 
5) Number of enrollments. 

6) Nature of calls and walk-ins referral, web, flyers, etc.

7) Number of renewals. 

8) Re-order report of office supplies and merchandise. 

9) Amount and types of merchandise sold. 

10) Marketing and promotion plans for the week.

11) Attendance, dropouts, etc., and what has been done to contact these students. 

12) A general account of events from the week. 
Keeping accurate notes on these items is vital in us helping you become a better instructor.

Performance Evaluations

Performance evaluations will be scheduled every six-months to check and comment on your progress. At that time, new goals will be established for you for the following six-months. 

I have read and understand the conditions and requirements of this job.