Student Caseload & Availability

• Coaches are expected to maintain a student caseload of at least 20 students and commit to a minimum of 15 hours per week for Souled work. Exception: coaches who were hired prior to January 2025 for a smaller case load are not required to make an increase. 
• Coaches can increase their capacity up to a maximum of 30 students, depending on their availability and program needs. In general, coaches can not increase their capacity above 30 students, but exceptions may be made on a case by case basis.
• Meetings with students may be scheduled any day of the week at mutually agreed upon times between the Coach and the student. 
• Coaches have flexibility in choosing and adjusting their time availability, provided they maintain student learning frequency requirements (defined below) with each student. 

Managing / Updating Your Availability

• If a Coach is not at full capacity, they must keep their calendar updated with open slots for new students to book during the program registration process. 

Student Learning Frequency Requirement

• Coaches must meet with each student at least once every 14 days (“1-in-14”) to maintain engagement and continuity of learning. 
• Balancing flexibility with the “1-in-14” requirement: Coaches can adjust their daily work hours but must proactively reschedule missed sessions to meet the 1-in-14-day requirement.
• If a coach or student has a scheduling conflict (e.g., exams, travel, family simcha), the Coach must arrange an alternative meeting within the 14-day window to ensure she meets the requirement. 

Example Scenarios: 

If a Coach usually meets with a student every other week, and the next meeting is scheduled for March 6, but the student is traveling that day, the Coach should adjust the schedule as follows: 

• If the last meeting was on February 21, the next meeting must be held by March 6. → Reschedule for an earlier date, before March 6^.
• If the last meeting was on February 28, the next meeting must be by March 13. → Find an alternative date within the window. 
• Coaches should always coordinate with students in advance to avoid disruptions. 

Chol Hamoed - Sukkos & Pesach: 

Coaches may choose to work on chol hamoed and are compensated for their work time. However, Coaches are not required to work, and we recognize this may impact the 1-in-14-day meeting standard. As such, the following outlines temporary adjustments around the yomim tovim.  

Instead of the standard 1-in-14-day meeting requirement, during Pesach and Sukkos, the learning frequency requirement extends to 1-in-22-days. 

Example: 

If the last student meeting occurs on September 30^th, and Sukkos begins on October 5, the usual next meeting would have been scheduled for no later than October 14^th. Due to Sukkos, the Coach’s learning frequency requirement is extended, and she can schedule the next meeting up to October 22^nd. 

Dashboard Updates: The Coach Performance dashboard will automatically adjust to reflect the extended learning frequency requirement due to Pesach / Sukkos. 

Communication: Coaches must proactively communicate with students before the yomim tovim to maintain contact and prevent prolonged scheduling gaps. 

Consistency is Key: 

If a Coach fails to meet the 1-in-14-day learning frequency requirement or does not accept new students when available, the following steps may be taken: 

• Guidance & support provided by their Coach Manager. 
• Adjustments to their student load if consistency remains an issue. 
• Pause of new student assignments. 
• Position termination if expectations / program needs are not met despite support. 

Commitment to Success

Souled Coaches are given the opportunity to balance personal flexibility with professional accountability towards our students. Collaboration with students and proactive communication with management ensure both personal and student success. For any questions or scheduling concerns, Coaches may contact their Coach Manager or HR. 

Coaches who record more than 40 hours in any week will be contacted by their Manager for a review and clarification. 

First time overages will result in a warning and guidance on time management strategies. 

Repeated overages may result in: 

• Adjustments to caseload to prevent excessive hours 

• Pause of new student assignments 

• A formal corrective action plan, subject to further disciplinary action if not corrected.