Determining The Necessary Documents for Your Tutoring Business, Microschool, and Homeschool Hybrid, and How They Will Help Run Your Business Smoothly
Posted on September 14, 2023 by Makenzie Oliver
Determining what documents you need in a microschool or tutoring business depends on various factors, including legal requirements, operational needs, and your specific business model!
Here's a step-by-step guide to help you identify and create the necessary documents, and how I did this for our microschool now going into Year 4.
1. I researched the legal requirements.
I began the journey by researching the legal requirements for operating our microschool. This gave me clarity for the Introductory Packet, website and Handbook/Contract.
2. I created a Business Plan and have continued to edit and revise it each trimester.
I created a Business Plan and have continued to edit and revise it each trimester.
At first it may be difficult to develop a comprehensive business plan outlining your microschool's or tutoring business's goals, objectives, and operational strategies, but at least give yourself time to dream and plan. This doesn't have to be perfect will be ever changing. We go over our business plan 3 times a year! This plan will guide the creation of essential documents. It has helped us create the introductory packet, handbook/contract and enrollment form.
Need help creating your business plan? Book a coaching session for one on one help!
3. Save your basic business documents. Start with foundational business documents.
Business Entity Documents: If you have a legal business entity (e.g., LLC, sole proprietorship), ensure you have all the required formation documents.
Business License: Obtain the necessary licenses and permits to operate legally.
Tax Identification Number: Apply for an Employer Identification Number (EIN) or equivalent tax identification number.
Having these documents will help you gain clarity as you explain your business set up to parents, determine your location and set up bank accounts for your business to collect tuition payments.
4. We created enrollment and registration Documents to streamline information.
Develop documents related to student enrollment, such as:
Student Application Form: Gather essential information from students and parents. Check out our enrollment form:
Enrollment Agreement: Outline terms and conditions of enrollment, including tuition fees, payment schedules, and refund policies. Check out our enrollment form and handbook/contract.
Emergency Contact Information: Collect emergency contact details for each student.
5. We created curriculum and instructional documents.
Parents want to know all about what their child is learning, so it will be important for you to create materials related to your teaching methods and curriculum, such as:
Curriculum Outline: Detail the subjects, topics, and educational approach.
Lesson Plans: Create lesson plans for each class or tutoring session.
Educational Materials: Develop or select textbooks, teaching materials, and resources.
This can also included assessment and grading policies and procedures.
We included all of this information in our introductory packet and handbook/contract.
6. One of the greatest pillars that will serve your business will be focused on parent/guardian communication.
Establish clear communication channels with parents or guardians:
Parent Handbook: Provide information about your microschool's policies, procedures, and expectations.
Parent-Teacher Communication Guidelines: Explain how parents can communicate with teachers and stay informed about their child's progress.
Want our ready-made template? Check out our Handbook with Contract in our shop!
7. We also need to protect our personal lives and business.
Privacy and Consent Forms: Ensure you have the necessary forms related to privacy and consent:
Parental Consent Forms: Obtain consent for various activities, including field trips or the use of student images for promotional materials.
Privacy Policy: Clearly explain how you collect, use, and protect personal information in compliance with privacy laws.
Emergency Procedures: Prepare documents detailing emergency procedures, including fire drills, medical emergencies, and lockdown protocols.
Contracts and Agreements: Develop contracts or agreements for any third-party services you may use, such as curriculum providers or online learning platforms.
8. We know things always change!
Regular Review and Update: Regularly review and update your documents to reflect changes in laws, regulations, or your business operations.
Remember that the specific documents you need may vary based on the nature and scale of your microschool or tutoring business, so it's important to consult with legal professionals and education experts to ensure compliance and effectiveness.
Now through September 15th, save 30% on all the items in our shop, including the Business Bundle!
We have cultivated high-quality, user-friendly, truly remarkable marketing materials so you can advertise, organize, and monetize your micro-school, homeschooling business, or learning pod!
These step-by-step instructions will help you write powerful marketing brochures, enrollment forms, introductory packets, and so much more! You’ll also find easy-to-use templates made to simplify your creation process, as well as beautiful real-life examples used by my real-life micro-school, Lighthouse Learning, to give you creative inspiration when designing your very own forms.