Teaching · For Tutors

Start every family
with the same good questions.

Fill it in during the first call. It keeps the goals in the family’s words, the student’s supports, the schedule and the paperwork in one record, and lists what still has to happen before the first session.

Start an intakeWhat you get
$12one-time · every device you sign in on
Buy · $12

Included with Caveat Classroom and Whole-school licenses. Or get it in the Tutoring business kit, $69 for 64 items.

Client intake

The worked example holds two made-up families. Each intake saves as you type and stays in this browser.

Loading the intake form. If nothing appears, turn on JavaScript.

What you get

Teaching · For Tutors$12 · included with Classroom and Whole-school licenses

What you finish with
One intake per family with contact preferences, the student’s grade and subjects, why they called, goals in the family’s and the student’s words, any IEP or 504 plan and its accommodations, what helps and what gets in the way, the schedule, and a paperwork checklist; a list of families; printouts, a blank form for a paper meeting, a spreadsheet and an export file.
Who it is for
Independent tutors and small tutoring practices taking on new students.
Format
Browser form with any number of saved intakes. Prints one intake, all intakes in a table or a blank form; downloads a spreadsheet (.csv); exports and imports a file.
Access
$12 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the Tutoring business kit ($69) and the Teaching Suite pass ($199), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The For Tutors space in Caveat Teaching.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Open a new intake at the start of the first call or meeting.
  2. Work down the sections in order; the side list and the ring show what is still open.
  3. Record goals in the family’s words, and ask the student for their own goal when they are there.
  4. Ask whether the student has an IEP or 504 plan and which accommodations they use; record only what the family chooses to share.
  5. Tick the paperwork as it comes in; anything not yet done appears under Before the first session.

Start an intake

What a good intake does

From the first call to the first sessionFirst callcontact, why now, goalsSupportsIEP or 504, what helpsScheduledays, place, lengthPaperworkpolicies, consentFirst sessionplan from the intakeFrom the first call to the first sessionFirst callcontact, why now, goalsSupportsIEP or 504, what helpsScheduledays, place, lengthPaperworkpolicies, consentFirst sessionplan from the intake
Each section of the form is one of these steps. The ring fills as the intake moves toward the first session.

Goals you can check

“Do better in math” is hard to plan from. Asking where things stand now and what the end of the semester should look like turns it into a goal you can report against, and the student’s own goal tells you what they care about.

Supports and permissions

An IEP comes from the Individuals with Disabilities Education Act; a 504 plan from Section 504 of the Rehabilitation Act. Both belong to the school; a family decides what to share with a private tutor. Under FERPA, a school generally needs a parent’s written consent before it shares a student’s records with you, so get permission in writing before you contact a teacher.

Sources

  1. U.S. Department of Education. A Guide to the Individualized Education Program (ed.gov).
  2. U.S. Department of Education, Office for Civil Rights. Protecting Students with Disabilities: Frequently Asked Questions About Section 504 (ed.gov).
  3. U.S. Department of Education, Student Privacy Policy Office. FERPA general guidance for parents (studentprivacy.ed.gov): consent before disclosure of education records.
  4. Nickow, A., Oreopoulos, P., & Quan, V. (2020). The Impressive Effects of Tutoring on PreK-12 Learning. NBER Working Paper 27476.

The worked example is made up. Laws on records and consent are described in general federal terms; your own agreements and any state rules govern your practice. Intakes stay in this browser until you print or export them. Support: team@caveatacademic.com.