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Interviews management
How to schedule a meeting with a teacher
Author: Ishi
Audience: Welcome Center, Bookings staff and Samma Karuna teacher offering interviews.
Version 1.3 – January 2024
Abstract: The following KB article details the procedure how to schedule an interview with a teacher depending on the type of interview, so to connect effectively students with teachers.
What type of interviews are there?
There are 4 types of interviews:
1) In person scheduled interviews for Awakening & Healing students by Welcome Center
- Only students in a week or monthly pass or students staying at the campus taking Awakening & Healing program are entitled to schedule an interview of this type.
- This type of interviews should be scheduled at the time of check-in of the student staying inside the campus and at the time of payment for student booking weekly or monthly pass at the Welcome Center.
- Schedule each interview using the name of the student and welcomecenter@sammakaruna.org as email address.
- This type of interviews should be scheduled at the time of check-in of the student staying inside the campus and at the time of payment for student booking weekly or monthly pass at the Welcome Center.
You may follow the table below to understand how many interviews and when they should be scheduled depending on the type of booking:
| Type of booking | 1st Interview Day 0 to 1 | 2nd Interview Day 5 to 7 | 3rd Interview Day 10 to 14 | 4rd Interview Day 15 to 21 | 5th Interview Day 26 or 27 |
| Weekly pass | Yes | No | No | No | No |
| Monthly pass | Yes | Yes | Yes | Yes | Yes |
| 6 Days | Yes | Yes | No | No | No |
| 11 Days | Yes | Yes | Yes | No | No |
| 22 Days | Yes | Yes | Yes | Yes | No |
| 28 Days | Yes | Yes | Yes | Yes | Yes |
- Teachers should follow the interview guidelines of the school to interview students.
- The last meeting on every booking is the “check-out interview” and it should follow the check-out procedure for interviews.
This type of interviews is scheduled through this link:
When scheduleing to Brady:
https://tidycal.com/sammainterviews/face-to-face-brady
When scheduling to Joris:
https://tidycal.com/sammainterviews/face-to-face-joris
** In person interviews need to be scheduled at least 12hr in advance. For last minute interviews you should call the teacher (no texting) to confim his availability.
2) Online meetings for students’ approval to take a course
- Sometimes a student application needs review from a teacher in order to be decide whether the student is fit to take the course or not.
- This type of interviews should be scheduled by bookings staff only. The teacher after the interview with the student is completed will inform bookings about his decision to approve or reject the student to the course.
- This type of interviews should be scheduled by bookings staff only. The teacher after the interview with the student is completed will inform bookings about his decision to approve or reject the student to the course.
This type of interviews is scheduled through this link:
https://tidycal.com/sammainterviews/course-application-review
3) Online meetings with student’s inquiries through our website
- Student interested in our courses can book a free interview with a Samma Karuna senior teacher in order to ask questions about the different courses and retreats we offer at the school.
- This type of interviews is automatically scheduled through our website by Tidycal.com
- Senior teachers will agree by Slack channel on which times of the day are assigned to one when which to the other in order to avoid miscommunications.
- This type of interviews is automatically scheduled through our website by Tidycal.com
4) Urgent interviews – Student feeling unwell or stuck in the practice
- Additionally, ANY student taking Awakening & Healing program stating feeling unwell after a class should be put in contact with a senior teacher immediately.
- Any student already taking interviews with a teacher can request an additional meeting with the teacher when feeling stuck or requiring further support. In this case the interview with the teacher should be schedule within the next 24hr.
This type of interviews is scheduled by calling the teacher directly to his mobile phone (no sending messages).
How do I know if the interview is for me or another teacher?
Face to face interviews will have the name of the teacher in the title of the event.
For online type of interviews, you need to agree with your colleague before hand which interview slots (times and day of the week) will be assigned to each of you using the Slack app.
What to do when a student needs to reschedule an interview?
In the case a student cancels an interview, you may cancel the booking using the same way you used to book it. For cancelations with less than 12hr before the interview please call the teacher to let him know about it.
What to do when a teacher is missing an interview?
- Contact the student to let him know and reschedule the appointment within the next 24hr.
- Send an email to managment@sammakaruna.org stating the name of the teacher and when this happened.
How to I block a particular spot from being booked?
As an assigned teacher to interviews you are expected to be available during all interviews slot.
If exceptionally you cannot be available during a slot, you need to inform this to your direct supervisor and create a task in the interviews calendar during the unavailable time and date so to prevent a student book that slot.
What do I need to start taking interviews as a teacher?
- Make sure you have access the Google Account sammainterviews@gmail.com in order to receive online interviews. No needed for teachers taking in person interviews only.
- Import the Google Calendar for Samma Karuna interviews to your account:
- On your computer, open Google Calendar.
- On the left, next to “Other calendars,” click Add. From URL.
- Enter the calendar’s address: https://calendar.google.com/calendar/embed?src=sammainterviews%40gmail.com&ctz=Asia%2FBangkok
- Click Add calendar. The calendar appears on the left, under “Other calendars.”
What do I need to start scheduling interviews to a teacher?
Just Import the interviews calendar to your account by following the procedure below and use the follow the instructions related to the type of interview you wish to schedule.
- Import the Google Calendar for Samma Karuna interviews to your account:
- On your computer, open Google Calendar.
- On the left, next to “Other calendars,” click Add. From URL.
- Enter the calendar’s address: https://calendar.google.com/calendar/embed?src=sammainterviews%40gmail.com&ctz=Asia%2FBangkok
- Click Add calendar. The calendar appears on the left, under “Other calendars.”