Resignation & Transfers

Resignation Protocols

Transitioning Out of Your Role: Notice & Handover Guidelines
At A Team Tuition, we understand that many of our Academic Personal Trainers (APTs) are university students, graduates, or professionals who may eventually move on to new opportunities. When that time comes, it’s essential that we maintain our high standard of care for students and families during the transition. The following steps outline the expectations and best practices for resigning or concluding your role as an APT:

Notice Period
If you are planning to step away from your role, it’s important to give as much advance notice as possible to ensure minimal disruption for students and families. We ask that you:

Provide written notice to your Program Delivery Coordinator (PDC) at least two weeks in advance, or sooner if possible. This allows our team to:
- Arrange a replacement APT
- Communicate with families in a timely and professional manner
- Ensure continuity of care for your students
Do not speak to families or students about your resignation or transfer until you have received approval from your PDC.
Sharing this information prematurely can cause confusion, anxiety, or disappointment for families, especially if a suitable handover has not yet been arranged. This policy helps us maintain trust, consistency, and confidence throughout the transition process.

Finalising Responsibilities
Before your final day, you will be expected to complete all remaining tasks, including:

Submitting any outstanding session notes
Finalising student progress reports
Returning any ATTA property or materials (if applicable)

Your commitment to completing these responsibilities ensures a smooth handover to the incoming APT and supports ongoing student success. It's also part of our professional standards and respect for the families we serve.

Exit Interview
All departing APTs will participate in a short exit interview with their PDC. This is a chance to:

Reflect on your experience
Share any feedback on systems, training, or support
Offer insights that can help improve the APT experience for future team members

We value your voice and perspective, it helps us make A Team Tuition an even better place to work and grow.

Handover Process
You will work with your PDC to ensure your students transition smoothly to their next APT. This includes:

Providing written notes on each student’s:
- Learning style and strengths
- Behavioural tendencies and motivational triggers
- Current progress across our academic metrics
- Challenges, special needs, or sensitive information
Highlighting any strategies that worked well or tips that helped you build rapport

This level of detail is crucial for setting the new APT up for success and ensuring a seamless continuation of the student’s academic journey.

Special Note: Year 12 Clients
Term 4 is a critical time for Year 12 students as they complete their final exams and schooling experience.

If you are working with any Year 12 students in Term 3, you are expected to remain with them through Term 4 wherever possible.
This provides the student with consistency and support during a highly stressful time and ensures they finish their schooling on a strong, positive note.

If your circumstances change and you believe you may need to step back earlier, please notify your PDC as early as possible so we can plan proactively.

Final Words
We appreciate everything our APTs bring to the role, the dedication, care, and passion for helping students transform. If and when your journey with us concludes, we want it to be a positive and professional experience, both for you and the families you’ve impacted.
Thank you for being part of the A Team.

Transfers

Transfers Between APTs – Guidelines & Expectations
At A Team Tuition, we are committed to delivering consistent, high-quality support to every student. Occasionally, a change in APT or “transfer” may be necessary. Whether due to scheduling conflicts, resignations, or a mismatch in learning style, our goal is always to manage these transitions smoothly and respectfully for both students and APTs.

Valid Reasons for requesting a Transfer
Transfers can be requested by either APTs or families. Below are the most common and acceptable reasons:

Resignation – If you’re leaving A Team Tuition, your current students will be reassigned to another APT.
Schedule Changes – If your availability changes and no longer aligns with the family’s needs.
APT-Initiated Transfer – If there is a clear mismatch in teaching style, a breakdown in communication, or a personal situation that affects your ability to continue with a particular student.
Family-Initiated Transfer – If a family expresses a preference or concern that warrants a change in APT.
Program Requirements – Occasionally, a student may need a different APT to better align with specific program goals (e.g. subject matter expertise, availability, or behavioural fit).

All transfer requests must be based on valid and professional reasoning, and we encourage open communication with your PDC if you’re ever unsure.
The Approval Process
All transfer requests must go through your Program Delivery Coordinator (PDC) for evaluation and approval.

Here’s what will happen:

You’ll discuss your request with your PDC and explain the reasoning behind it.
Your PDC will assess the situation, consider the student's needs, and review whether a transfer is the best solution.
If approved, your PDC will manage the entire communication and transition process from there.

Please do not speak directly with the family about any potential transfer unless directed to do so by your PDC.
This is to ensure we manage the situation professionally, protect student and APT relationships, and prevent miscommunication or emotional stress for the family.

Completing the Transfer Form
Once a transfer has been approved, you’ll be asked to complete a Transfer Form, which includes:

A summary of the student’s progress so far
Key teaching insights (learning style, motivators, challenges)
Notes on their confidence, behaviour, and academic development
Any relevant context the new APT should know

The goal is to set the next APT up for success and ensure that the student experiences continuity, care, and a seamless transition.

Supporting a Seamless Transition
You play a vital role in ensuring that your students continue to feel supported, even if you’re stepping away. To help:

Be professional and empathetic in your handover notes
Be responsive to your PDC during the transition process
Trust the team to find the right new fit for the student

By handling transfers with professionalism and integrity, you help uphold the high standard that A Team Tuition is known for, and you contribute to the long-term success of both your student and your colleagues.

Need Support?
If you're ever unsure whether a transfer is the right step, or you’re facing a challenge with a client, don’t wait, talk to your PDC early. We're here to support you and find the best outcome for all involved.

Impact on Clients – Why Professional Transitions Matter

At A Team Tuition, we work with families who place enormous trust in us to support their child’s academic and personal development. Many of these families are high-performing professionals, business leaders, and educators from across Australia. As an Academic Personal Trainer (APT), you are not only representing A Team Tuition, you’re also representing your own personal brand.

Handled professionally, a transition can strengthen relationships and build long-term career credibility. Managed poorly, it can erode trust, impact a child’s learning journey, and damage both the company’s and your own reputation.

Professionalism Reflects On You

When you manage a resignation or transfer with care, empathy, and attention to detail, it leaves a lasting impression, not just with us, but with the families you’ve worked with. APTs who fail to follow proper resignation or transfer processes (e.g. ghosting families, poor communication, or missing handover steps) will be ineligible to request a professional reference from A Team Tuition and may harm their standing within our wider community.

Our clients are deeply networked, and many have connections across industries. A poor exit experience could affect your future employment opportunities. On the flip side, a well-handled departure often leads to glowing references, referrals, and career connections you wouldn’t expect.

Seamless Communication is Key

Once a resignation or transfer is approved, your Program Delivery Coordinator (PDC) will manage all communication with the family to ensure:
- The messaging is clear and coordinated
- Emotions are managed professionally
- The transition is perceived as a structured part of the process — not a disruption

Please do not initiate any conversations about your departure or transfer with families unless directed to by your PDC. We manage messaging carefully to protect both you and the client relationship.

Minimising Disruption for Families

Our top priority during transitions is continuity of care. That means:

Avoiding gaps or missed sessions during the handover
Ensuring the new APT is set up with all relevant student data, notes, and strategies
Creating confidence for the family that their child’s progress will not be compromised

Families who experience a smooth, professional transition are significantly more likely to remain enrolled, speak highly of our team, and renew their programs.

Stay Open to Feedback

Families may express disappointment, questions, or concerns when a change occurs and that’s natural. The most powerful way to maintain their trust is to:

Acknowledge their concerns with empathy and professionalism
Be open to constructive feedback
Ensure that any critical student information is passed on fully

This shows that even in transition, we put students first.

Supported Transitions Start With You

Your PDC will guide the transition, but your contribution is essential:

Share your insights about the student’s progress, learning style, motivators, and needs
Respond promptly and cooperatively during the handover period
Help the incoming APT feel confident and prepared

Think of this as your final act of service for the student, ensuring their momentum isn’t lost.

Final Thought: Leave on a High Note

Your time with a student may come to an end, but your reputation lives on. Every conversation, handover note, and interaction adds to your professional identity.

Handled well, transitions become:

A badge of maturity
A way to honour the student journey
And a powerful statement of who you are as an educator and professional

If you’re ever unsure how to approach a transition, reach out to your PDC. We’re here to help you exit with pride, respect, and lasting impact.