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America’s No. 1 Mental Math Education Company

Student Success Coordinator Training

Student Success Team
On boarding

This improves the educational experience for all students.


The Sapience is not a large and disconnected franchise; but rather a family value-based learning center with the goal of inspiring and training the community’s youth. 

  • The Sapience has been in the business for over three and a half years, and we have been blessed to have accomplished a great deal in this time.: 
  • We have trained over 30,000 students 
  • We manage the academic success and after school programs for many of the schools we work with.  
  • Many of our students and teachers have been featured on T.V. for their academic accomplishments 
  • We have hosted the largest math competition in the state of Nevada.  
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Our Learning Center

We are open from:

3pm to 8pm Monday through Friday on school days

6am to 6pm Monday through Friday on non-school days

 9am to 2pm on Saturdays

closed Sundays

Our center features a huge workshop area, a waiting area, multiple classrooms, multiple offices, and restrooms.

  • Parents are only allowed in the waiting area

Restrooms are available to both employees and students

Offices are only available to employees

Classrooms are available to both employees and to students with permission In the back room there is a fridge, microwave, Kehrig, and supplies available to employees only

Water fountains are available to both employees and students


We provide a free assessment for all students, with a scheduled appointment

  • We assess based on the reading and math level of the student 
  • No obligation necessaryOur teachers will perform a comprehensive assessment of your child’s academic abilities, including their strengths and weaknesses. We will also be able to identify why the weaknesses are present and how they can be addressed. 
  • There is one assessment for Reading, one for Math, and one for Math Advancement 

Looks for:

How well the student reads

Fluency in reading

How many errors they make while reading

Comprehension which are questions based on the reading

If testing in the beginning of the year, test based on previous grade

If testing in the second half of the year, test based on current grade

Looks for:

How students solve problems

What their thought process is

Correct answers

How long it takes for them to solve problems

What concept they understand

What concepts they need assistance in

If testing in the beginning of the year, test based on previous grade

If testing in the second half of the year, test based on current grade

  • Tests to see what level the student is one
  • What concept the student understands
  • What concept the student does not understand
  • Where to start the Advancement process for the student
  • If testing in the beginning of the year, test based on previous grade
  • If testing in the second half of the year, test based on current grade

Offered Programs

Create a lesson for individual students depending on what concept they need more work on

Provide undivided attention for the student

Tutor for all subjects


Available at the Center

Customers must be committed for 16 weeks minimum

If they do not commit, they will have to pay hourly with a minimum of four hours

We offer homework help

We help with the students’ individual homework assignments

When parents sign their student up for this program, they expect their child’s homework to be completed and corrected.

No need to tutor the student on the concept, just assist them with the problems in front of them

Make sure it is completed and correct

Available at the Center as well as the Academic Success Program

All students can sign up for homework help, if they are not a behavioral issue

Customers must be committed for 16 weeks minimum

If they do not commit, they will have to pay hourly with a minimum of four hours

This program is meant to push students past their limits in math and reading

Starts on what concepts they understand and moves up from there

We provide packets that repeat concepts till the students master it


Available at the Center and the Academic Success Program

Customers must be committed for 24 weeks minimum

This program trains the student’s brain to become a human calculator

Teaches students to perform mental math at a quick pace

Has different levels


Available at the Center and the Academic Success Program

One level takes 16 weeks to complete

HR, Communication, and Leadership

If you have a planned vacation or leave, you must email HR representative Andrea at and CC Vishal at as soon as you are aware of the days you need off.

If there is an emergency that requires leave, please text Vishal at 702-540-6710 and email Andrea in HR.

If you have a concern or complaint involving leadership, coworkers, or student parents, contact Vishal via email, to schedule a meeting in person to discuss possible solutions.

If a situation occurs involving coworkers outside of working hours and away from the Sapience Center, Sapience leadership is not responsible for said situations or interactions.

If a situation occurs involving coworkers or leadership on site and during working hours, email Vishal and CC Sapience VP at or text Mike at 323-202-6533.

If a situation occurs involving a student’s parent, email Vishal and CC VP Mike. If a parent becomes disrespectful in person, call Vishal immediately for assistance.

Sapience offers both part-time and full-time positions

Employees are paid biweekly

Direct deposit only

Employees are responsible to clock in and out for every shift

Personal items are to be put into classroom 1

Sapience shirts are to be worn during work hours, both on and off location

  • Will be provided

Acceptable pants:

  • Jean pants
  • Dress pants
  • Color does not matter

Nonacceptable pants:

  • Khakis
  • Capris
  • Shorts
  • Pants with holes


Should be comfortable to stand for entirety of shift

Accordion Content

Processing (Logs, Binders, Content)

Upon entry every student’s temperature will be checked and they will be asked to sanitize their hands.

They must be logged into the front desk log before entry.  Students are not allowed to open the door; a Sapience employee must open and close the door.

If a student is not scheduled on the calendar for today’s session, go to the Front Desk Logbook and search for their name

You must know what they are coming in for and what to work with them on

Log all students that enter, what program they are here for, and what time they came in and the time they left.


Students are allowed to grab one snack to go and may not eat them in the center.

The students are not allowed to open the door themselves; an instructor must walk them out and confirm they are picked up by their parents as the safety of our students is very important to us.

These logs are 16-week program logs for each student that list the info for each student- the programs that they are enrolled in, the number of days per week they come in, and their personal information such as their school and grade.

The logs also contain a calendar for each of the programs they enroll in and how many classes they will attend for that program in the 16-week time period.

The calendar will be filled with logs of the student’s activity during that class so that it can be viewed at one glance how many classes the student has completed, and how many are left. ((Insert picture of student log)).

Outside food is not allowed in the center as it is a distraction to other students, but outside drink is allowed.

If a student or parent complains about not allowing food inside, they are allowed to finish their food in the lobby, or in an available classroom.

The water bottles bought by Sapience are for Sapience employees only.

Students have access to water fountains where they can drink from or fill their bottles from.

The table island is meant for students that are working on Math Advancement, Reading Advancement, and/or Homework Help.

The other tables are to be used for individual tutoring and mental math.

Once a student is assigned to a table, have the student go and grab their personal binder, a pencil and eraser. If doing Math Advancement, they must always grab a timer.

Students must maintain silence while attending the Center, and Sapience employees are responsible for keeping the noise level to a minimum.

Students must sit up straight in their chairs

No conversation is permitted between students

Students need to keep to their work and not worry about everything else around them

If they need to get up, have a question, or need anything, they must raise their hands. (RR use)

Snacks are given to students every day, unless they are not cooperating, then they will lose it for that day.

All doors within the center must remain closed during session hours, to notify the employees students have gone through them or not.

If a student becomes ill or needs medical assistance at a school, contact the front desk at your school immediately and make note of the situation in your daily planner.

If a student becomes ill or needs medical assistance at the center, the first aid kit is in the back room to the right of the women’s restroom.

Jobs Within Sapience

Job Expectations:

  • Handle Parent Concerns
  • Know how to Run Front Desk
  • Keep the Center clean and orderly
  • Put student safety first


Job Expectations

  • Must be Knowledgeable about:
    • Sapience
    • Available programs
    • Prices
    • How to sign students up
    • Able to handle complaints and concerns
    • Answer incoming phone calls inquiring about Sapience
    • Answer incoming emails inquiring about Sapience

Job Expectations

    • Check students in and out
    • Follow entry and exit procedures
    • Alert teachers and assistance of parent arrival to pick up their champion(s)
    • Handle parent concerns appropriately and direct them to the correct person 

Job Expectations

    • Cleaning the Center
    • Assisting students with their homework, Math Advancement, and Reading Advancement
    • Making sure students behave correctly
    • Organizing materials
    • Keeping the Center clean
    • Hole punching
    • Restocking material folders
    • Checking students in and out of the Center
    • Sharpening Pencils
    • Grabbing materials for students’ lessons
    • Restocking the snack cabinet
    • Operate the Front Desk
  • Daily Responsibilities:
    • Make sure the center is vacuumed
    • Air freshener is sprayed throughout the workshop
    • Tables cleaned and wiped down
    • Front desk cleaned and wiped down
    • Put the front desk shade up right before students arrive
    • Upkeep with cleaning in the center including bathrooms, back rooms, front desk, and work areas
  • Weekly Responsibilities
    • Clean the fish tank
    • Check First Aid to see what needs to be refilled
  • Cleaning Priority
    • 1. Front Desk Area
    • Workshop Area
    • Back Room
    • Classrooms and Offices

Job Expectations:

  • Operate the Front Desk
  • Assisting students with their work
  • Make sure students behave correctly
  • Writing notes about students’ progress
  • Assessing potential and current students
  • Assisting multiple students at a time
  • Utilize all material
  • Understanding how to
    • Assess students’ skill level
    • Provide work for students
    • Pull correct work from shelves
    • Use the printer

Job Expectations:

  • Operate the Front Desk
  • Prepare for Academic Success Program
  • Driving to school locations
  • Tutoring students based on their needs
  • Assessing potential and current students
  • Assisting multiple students at a time
  • Helping students in all programs
  • Assisting around the Center
  • Make sure part time teachers are prepared for the Academic Success Program

Graphic Designer
Motion Graphic Designer
Video Editor

Assessing Students

Reading Skill Level and Reading Advancement (RA)

  • Know which grade the student is in
  • Go to Row 1 Column E to select the grade level
  • Grab the necessary materials
    • Benchmark passage
    • Benchmark Passage running record
    • Benchmark passage quick check
    • Benchmark passage quick check answer sheet
    • Timer
  • Give the benchmark passage to the student
  • Keep the benchmark passage running record in front of you
  • Once you start the timer, have the student read
  • Mark all errors, self-corrections, added words, substituted words etc.
  • If you assist the student with a word, that is considered an error
  • Once the student has completed the reading, stop the time
  • Give the student the Benchmark Passage quick check
  • Count all the errors in their passage reading
    • WCPM – Word Count Per Minute
  • Write your name in the “assessed by”
  • Once they complete the Quick Check, correct their answers using the Answer Sheet

If the student has many errors, you will set them to the prior grade level

If the student has a small number of errors, set them to that grade level

If the student has no errors, set them to the next grade level

If they do not do well on the Benchmark Passage Quick Check, they have a difficult time comprehending, and they should be placed in the prior grade level

If they do well on comprehension, they can be set at that grade level, or the next grade level, depending on how they did in comprehension

Before setting their grade level for reading, make sure to consider how they read and if they understand what they read

  • Both go hand in hand and need to be assigned as such

Math Assessment

Used to assess students for the one-on-one tutoring program

Checks to see what grade level math they are at

  • Go to Row 1 Column F
  • Grab the necessary materials 
    • Math packet according to grade level 

If the student does well answering all questions correctly, they are ready to be tutored on the next grade level material

If the student struggles tremendously, start them on the previous grade level

If the student does fairly well, but seems to still need more practice, then you will tutor them based on the tested grade level

Math Advancement Placement Test

Used to assess concepts that a student may have difficulty on

Must have an idea of what concepts the student has a difficult time on

  • Go to Row 1 Columns G and H 
  • Grab the necessary material 
    •  You will need to look for the correct packet to give based on the concept they say they have a difficult time with 

If the student completes the packet, try the next MAPT to give

If the student gets stuck on a specific page and cannot continue:

  • Look at the top or bottom of the page
  • Top of the page will say “T# – C#, C#, etc”
  • T = Track
  • C = Concept
  • Bottom of the page will also have “MAPT/C#-#”
  • Based on the number MAPT you are giving
  • C = Concept
  • Then go to Row 2 Columns E, F, G, H, I or Row 3 Columns E, F, G to grab the correct concept packet to give the student to work on (Ex: T3-C7 for Track 3 Concept 7)

From that concept, they will continue completing all concepts within that track and then onto the next track

Addressing Parent Concerns

Make sure to always be professional and polite when interacting with parents

If a parent wants to discuss issues about their student’s academic development, offer to listen to what they want and let them know you will pass the issue onto the correct person

Give them the correct email address for future academic concerns (

– You will email the issue to with all student and parent information

If a parent wants to reschedule a session 24 hours in advance, ask for when and let them know you would be happy to do so

  • You will email all schedule requests to

If a parent wants to reschedule a session with less than 24 hours notice, let them know it is possible, but there is a $20 rescheduling fee

If the parent becomes upset, let them know you will look into rescheduling for them

  • Email the concern to

Always provide the correct email for parents to email scheduling concerns in the future at whether you send the email for them or if they want to email themselves

If a parent has a concern about billing or payments, provide the email address for them and let them know that you cannot personally handle those type of issues, but you can provide the email address for them to address it with the correct person

The email is

Academic Success Program

Each logbook has an information page that includes the student’s name, parent’s name, program they are in, their grade, and any parent notes that the teacher needs to be aware of.

If students are added throughout the week, manually add them and any information to the logbook, and it will be updated the following week.

The logbook will be the way to check if a student is attending the Program that day, and to document what time they left.

A picture of the attendance is to be sent to the group message in WhatsApp every day.

We offer an After School Academic Success Program where our teachers travel to a school and provide homework help, Mental Math, Math Advancement, and/or Reading Advancement.

Parents are paying to have their students continue their education with us. We should not be “having fun” or interrupting their learning with non-learning time.

Parents expect us to help their children with their studies, not play with them after school.

Teachers should not have any contact with parents. If parents do have questions or concerns, refer them to Vishal or to the weekly updates that they will receive about their child.

As a teacher running an After School Academic Success Program, you are required to utilize Center materials for each student.

You should prepare all the material for your students for the week. To do that, you need to know what level your students are on, what they struggle with, and how quickly they complete assignments.

It is your responsibility to gather all the material you need for each student to last for the week.

Material that needs to be prepared includes books, math and reading packets, pencils, erasers, crayons, student folders, the school logbook, and snacks.

To determine a student’s level, you will first have to give the student a Reading Assessment (Row 1, Column E) based off grade, and a Math Assessment Placement Test (MAPT) (Row 1, Column G/H) based off grade.

Once you know their reading and math level, you will grab a reading book from the filing cabinet “schools”, based on the student’s level, and a worksheet that coincides with that book from the level binder which is on the right of the reading filing cabinets.

Only grab books from the “Schools” filing cabinet to take you with you.

Depending on where the student stopped on the math assessment, you will grab that track packet for the student to work on.

Every school has a different protocol to pick up the students and send the students to go home.

Some schools will require you to pick up the students in the Multipurpose Room, others may require you to pick them up at the playground or another location on the school’s grounds.

When it is time for a student to go home, some schools may have you walk the students to the parent pick up location, and some may have you stay in the classroom till the front desk calls for you to send them down.

Make sure you are aware of the protocol for the school that you are going to, and what is required to make sure the students are safe.

As the students are working, you will be required to take notes on how the students are doing with their work, what level they are in for both Math and Reading Advancement, any behavioral issues, and any notes that you feel are important.

To document notes individual students throughout the week, you will use Microsoft OneNote.

  • Use the link to go to OneNote
  • Go to your school’s folder
  • Each student that attends has an individual folder
  • Every week is listed with a box under the date to fill in your personal notes for that student for that day
  • These notes are for your own use and will not be seen by the parents/students
  • Make sure to keep up with the notes every day
  • Make sure to include RA and MA levels for each student in your notes every week
  • This is just in case you need a substitute to know where the students stand

The “Weekly Summary” is where you will professionally write the weekly update for that student

That update will be directly emailed to the parents

How to write the Weekly Summary

  • Be professional in your wording
  • First appreciate the student, mention any positive behavior or notes on their work
  • Second address any struggle that you notice
  • Third, provide the solution for the struggle and what is going to happen to help

Ex: Debra did very well on her math sheets this week and is adding her double digits at a faster pace. It does seem that she is having a difficult time with her sight words when reading, so we will be focusing on writing and reading her individual site words next week.

  • Never mention having the student attend the Center
  • Talk to Vishal first before making that decision

The notes will be updated weekly with the new week’s dates for each student

Andrea in HR will be updating the notes weekly

A student refuses to do their work no matter how much encouragement is given

A student is disruptive or intolerable

A student falls asleep during the session and refuses to wake up

A student throws objects

A student defames Sapience property

Continuously asks to leave the classroom

A student is continuously rude to others no matter the redirection

If you are unsure if a situation should be noted, make a note and ask {another Sapience employee} about it.

Snacks are given to students that attend the sessions and are given out every day, at the beginning of the session.

All students get a break depending on how long their session is.

  • If they are attending for one hour, they will receive a 5-minute brain break.
  • If they attend for two hours, they will receive a 10-minute brain break.
  • Take five minutes before your one-hour session students need to leave, to have all students go with you to give the students to their parents and to take a brain break.
  • If students stay with you for two hours, you will give them an extra 5 minutes after parents pick up the one-hour session students.
  • Do not refer to these as breaks from working
    • say we are going to draw now, or lay our heads down now 

After your sessions, send a picture of the attendance on WhatsApp with the times that all the present student’s left

When it comes to working at the school, priority is making sure homework is completed and correct. Then providing material for Math Advancement and Reading Advancement for those students that are signed up for the program or have extra time after their homework.

Make sure to have Math Advancement and Reading Advancement packets prepared for all students that attend your sessions.

If students are attending the success program only for Homework Help, we will still provide Reading Advancement and Math Advancement material for the student to work on after they have completed their homework

If a student needs extra assistance or has a difficult time with their schoolwork, we offer a free session on a Saturday for that student to come work with us at the Center to further assist them.

If a student’s skill level is lower than their grade level, we work with them starting at their skill level. We are responsible to assist, and advance based on skill level, not grade level.

For every student within the Academic Success program at the schools, you will have two folders for each student:

  • one that has current work and goes to the schools with you
  • one that has completed work which stays at the Sapience Center on the bookshelf left to the Admin Office.

Once a student completes a packet, you will transfer it from their daily folder to the Sapience folder.

The shelves for the folders are labeled by the schools’ names.


Depending on what location you are at, you will go to that folder to type the notes.


For each location, each student has a folder made specifically for them, with separate sections for each day.


This is an example of the layout for those attending the schools. ((insert picture of onenote for school teachers)) Each day of the week is listed, with the date under it, and an empty box under the date for your notes. There you will put your personal notes about the student for that day. (These notes will not be seen by parents)

You must write what level the student is in for MA, MM, and RA

  • MA = Math Advancement
  • MM = Mental Math
  • RA = Reading Advancement

Substitutes need to know where the student is based on your notes so that they do not miss a beat

The weekly summary is where you will write out the summary of the students’ notes for the week. This WILL be sent to the parents and needs to be professionally written. The outline for the weekly summary is as follows:


1. Mention positive behavior, notes, or appreciation for the student that occurred throughout the week

2. Address any struggle that you may notice that the student may have had throughout the week

3. Provide a solution for the struggle, stating what you will be working with the student on next week to assist the struggle

*Do not mention adding or lessening sessions, or having the student attend sessions at the center

((insert picture of example fill out of notes))

Weekly Summary:

Jasmin did well this week. She completed her homework, allowing her to work on her Math Advancement. While working on her Math Advancement, she did seem to have a difficult time performing her division problems. Next week, she and I will focus on practicing division problems, so that her understanding improves.


From this, Andrea in HR will send the Weekly Summary to the parents so that they are in the loop on how their child is doing. Please make sure it is professionally written and does not cause alarm to the parents.

In the case above, if you wanted to mention how the student missed two days and how you missed working with her, that would be fine as well.

For the students that attend the Center, the teachers that work with them will be responsible to add notes into their folders.

((insert picture of notes))

This is an example of what it looks like for the students attending the center.


Teachers will add their notes into the box dating and initialing their notes.


((insert picture of example fill out notes for student at the center))


If you are the last teacher of that week to work with that student, you will write the weekly summary based on the notes from the teachers that week. Again, make sure it is written professionally and follows the three steps in writing the weekly summary.

Day Camps

We hold day camps at the Center throughout the year

  • Non-School days/ School Holidays
  • Summer Break
  • Spring Break
  • Thanksgiving Break
  • Winter Break

The hours of all Day Camps are from 6am to 6pm

Each Day camp is held differently:

  • Summer Camp is fully educational
  • Non-School Days/School Holiday Camp are a mix of educational and fun activities
  • Spring Break Camp is a mix of educational and fun activities
  • Thanksgiving Break Camp is a mix of educational and fun activities
  • Winter Break Camp is full of fun activities

Students are allowed to bring lunch and snacks for Day Camp days

  • They can eat in the workshop area
  • If students do not have food brought from home, we can provide them snacks

Students are still expected to behave properly


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