DOS

General duties

 Teaching and standby cover as required

 Recording staff attendance on a daily basis
 Daily emails and enquiries including those from students, agents and walk-ins
 Dealing with teacher questions and needs
 Timetabling
 Updating Monday class list after testing changes - Email to ng@ihmalta.com and
rs@ihmalta.com
 Updating the class list for the following week
 Inputting students’ placement test scores into class –
 Periodically check Class to see incoming bookings for weeks ahead – do provisional class list
for following week on the Monday, check later in the week to see if there have been any
further bookings (admin will usually copy you into the confirmed booking so that you know
about it)

Prepare student folders for Monday morning

Scheduling teacher training courses for the coming year

Being familiar with all courses offered and which teachers are best suited to different types of
courses

Collate the results of feedback questionnaire results received at the end of each quarter for analysis

Calculating teaching salaries – around Tuesday of the last pay week of the month

Calculating leave on a regular basis – best done at the end of each month

Selection and purchase of resources – formalised action plan needs to be drafted

Stationery stocktake

Deal with any IT issues, ask Operations to contact IT

Hiring new teachers (including seasonal teachers for the Paradise Bay YL annexe). Ensure all have
done IH Safety and Wellbeing training.

Dismiss teachers if required

Ensure all new teachers have a contract within their first 15 days of employment

Teacher observations

In-house professional development sessions – must hold a minimum of 9 monthly sessions per year

Conducting annual PDIs

Ensure teacher portfolios are up-to-date (ELT Permit still valid?)

Liaise between teachers, operations and management

Follow-up any student issues, sign off on feedback questionnaires. Make a comment of action taken
on any complaint regardless of score given.

Send student feedback questionnaires to agents - https://www.screencast.com/t/j0u3gR59133c

Generally notice if things are running low e.g water, paper and ask the appropriate person to order
it, keep things tidy around the school, remind teachers to keep rooms tidy

Send staff communication emails when required

New course and materials development

Check website and update content as required

Help to create content for promotional materials e.g. the brochure, flyers, as required

Proofread annual price list and Terms and Conditions

Participation in conferences to raise IH Malta’s profile e.g. the ELT Conference, IH online conferences

Participation in agent FAM visits

Opening/closing the school – keys with Mariam

Organisations

Paperwork and liaison required for all of the following:

ELT Council – Annual inspection done in summer.

FELTOM - Annual inspection done in summer, plus full accreditation documentation required every 3
years. Next due = 2020.

IH World – last inspection July 2016, next due 2019.

Eaquals – Mid-term IQA check done by Skype in May 2016, next inspection 2018.

Gatehouse – agreement ends 24.02.2018. Advise at least 3 months in advance to annul agreement.
Check if any students have taken an exam and renegotiate agent commission terms.

NCFHE – still awaiting information on our IQA policy to be able to reapply for our license (end June
2017. IQA was sent before 10th March).

Bildungsurlaub – the majority of these are valid until July 2019 except for Brandenburg which expires
August 2018. Check how many students have come to us under this initiative before deciding to
renew.

Erasmus+ and ECTS points – October 2017. Check to see if ECHE application was successful and if
not, reapply before the 2018 deadline in February. Begin paperwork to accredit courses with ECTS
points (dependent on still pending decision of NFCHE).

NSO – annual National Statistics Organisation to be completed every November/December

EUPA – the local Erasmus organisation who may be able to help you with any enquiries
Other things to know about

MIUR and PON scheme in Italy

Different kinds of exams (e.g. Cambridge main suite and YLs, IELTS, TOEIC, TOEFL, Test of English for
Aviation, GMAT, Trinity, Gatehouse), exam centres in Malta and upcoming dates and costs

Longer-term projects

Class sets of coursebooks.

Have courses (particularly Erasmus) accredited with ECTS points.

Improve the Self-access resources.

Become an IHCYLT tutor

Improve the students’ social programme.

Monday

Placement testing is from 8.00 to 8.45. Students should have done the online test. If they haven’t,
do an oral placement and ask them to complete the written test after their classes. Put all
placement scores under the student’s record in Class.

Student presentation done by operations staff at 8.45 – 9.00.

Update the weekly class list, printing a copy for the Teacher’s Room, Reception, DOS and AdoS.
Email the class list to the owner and CEO.

Make student attendance registers and put in the corresponding teacher’s file. If there are new
students in this class, they should also get a Needs Analysis and Tutorial Record form.

Start the class list for the next week and work out class size and teacher logistics.

Tuesday

Send online placement test requests for the students arriving in 2 weeks’ time i.e. if you are in week
28, do this for week 30.

Print the student feedback forms for students arriving in the next 2 weeks. This may be one-week,
first week or last week, with the addition of mid-course for longer-term students (8 weeks and over).

Wednesday

Give student feedback forms for the week to reception to distribute.

Thursday

Ensure student folders are ready for Monday

Ensure student certificates are signed, printed and given to reception

Check the feedback questionnaire box. Scan and save all, send feedback to agents via mail.

Friday

Check the feedback questionnaire box. Scan and save all, send feedback to agents via mail.

Check level files to see that test results are completed and attendance up to date. Remove students
who have left and change students files for those moving levels.

Before leaving, put student folders and your copy of the class list in the teaching room.

Useful information:

Ministry of Education Employment license number = 242/MB09

Courses accredited with the ELT Council as recognised CPD:

Language Awareness Course – CPD 242/01

Young Learner sessions 242/02 (see pricelist/catalogue for more information).

242/03

242/04

242/05

To run the IHA and the IHCYLT, tutors will need to be approved by IH World.

Logins required:

IH World Affiliates’ Area – ask Ray to get in touch with IH World to create your account

EU login – This contains the Legal Representative for Erasmus programmes, etc and will need to be
updated with your new details ASAP

https://ecas.ec.europa.eu/cas/login?loginRequestId=ECAS_LR-1001149-
x2IStj5W5J2pKPzp88Kp4zK09w5PTuOwJtPQfP1vCG4MoK486lS4IQsUrb6X3lN2X81RXtBEzTG6LIHoHO
yky5G-Jj71zxYb8yrkGzsT2rjtBV-i3wnq4E5npFuDtxInEQY6ch0wMoXZq4OZ1KDicGDgmm

User: lisa.phillips@ihmalta.com
Password: ERASmus2018

This will allow you to log into the Erasmus portal:

http://ec.europa.eu/research/participants/portal/desktop/en/home.html

Facebook – ask Pavel to make you an administrator of the school sites

EAQUALS

User name: rayspiteri

Password: it’syourberdej

Job sites

https://www.europelanguagejobs.com

https://jobs.justlanded.com

http://www.maltajobs.com.mt/

login Ihmalta (pp@ihmalta.com)

pass: International2017

Basic things you need to be able to do on Class (Raffaella, Mariam or Victoria to explain if no video
exists or is unclear)

 Run arrivals list to create weekly class list

 Check individual student bookings e.g. to find the email to send placement test requests,
agent feedback, etc
 Print labels for folders
 Run the annual report for the NSO survey

Setting staff photocopier limits

Open Google, type 192.168.2.106

Login – User: admin

Password: 1111

Go to Properties – accounting and user limits

Change number and apply. This is also where you can set the copier for new staff.

Admin rights on computers (or just ask Raffaella to call Bernard:

Admin or Administration

Password: Ext3rnMa1ta

Alarm

If alarm goes on, the alarm needs to be reset. After switching it off with your code, enter the
engineer’s code (3199) reset.

To set the alarm, push the clock and get out quickly. I always wait and listen to ensure that the
beeping stops before I leave, which means it is set properly.

Bits and pieces

Students on reduced hrs i.e. if there is only one student in the class, have 2 hours of GE20 instead of
3 until there are 2 students in the class.

Photocopier – Image Systems

IWBs – Jos Vicente

Books – Audio Visual Centre or Miller

NCFHE – Angelique Grech - 2381 0000 Ext 117 – angelique.grech.gov.mt

Seniority of teachers

When allocating classes, preference is given to those who have been with us the longest. As it
stands at the start of August 2017, this is as follows:

Suzy

Rashella

Victoria

Vicky

Susana
David/Antonio (started same time, Antonio was at Paradise Bay)

Notes –

Please write to janina.l.gustafsson@hotmail.com if planning to run an International House Award

later in 2017.

Tasks requiring immediate attention:

 Update of Teacher Handbook (see FELTOM report) – organigram, staff list

 Update Teacher Portfolios
 Feedback on the back of all student complaint forms with comments, regardless of the score
given e.g. accommodation was cold but scored a 3 requires action.
 More formalised resource plan