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Tutoring

Policy, Procedure, and Resources for the UW - River Falls Tutoring Program
by

Linnea Ramberg

on 20 June 2014

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Transcript of Tutoring

Tutor Training
Fall 2014

Your Role as a Tutor
and
Their Role as a Student
Policies and Procedures
Tutoring
Promote independence in learning
The focus is on how to do it more than on getting it done. You help students learn so they will not need your help.
Provide encouragement - Self efficacy is key to motivation
Personalize instruction
Help students tailor learning strategies to their specific needs.
Respect individual differences
Facilitate student insights into learning and learning processes
Offer additional resources and tools to assist their work
Provide a student perspective on learning and school success

The Limits to Your Role
You are not ultimately responsible for whether the student succeeds. That is the student’s responsibility.
Make sure you are not being asked to do the impossible. - you can say no!
You are not counselors. Refer them to Career and Counseling Services if they want to share intimate details of their lives that are getting in the way of their academics.
If a student is struggling with a (potential) learning disability, refer them to Ability Services.
You are also not advisers - If a student is asking you questions about whether or not they should drop a class, they should speak their their adviser or the professor of the class.
Never give the students answers for their homework.

For your reference
go.uwrf.edu/tutoring
Tutoring Position Descriptions and updated hiring information
Policies and Procedures
Events and study skill resources

Tutoring Sessions

Individual and group tutoring sessions cannot exceed two hours.
A single individual or group tutor may only work with a student for a maximum of two hours each day.
Tutors may not work more than three consecutive hours.
Tutors may not work more than five hours in a day.
Tutors may not work more than twenty hours in a week.
Tutoring groups should not exceed five students, unless permission is granted from the Tutoring Coordinator in advance.

Attendance
Tutors must be on time for all appointments.
Students are required to arrive prepared for their tutoring sessions. Prepared is defined as the following:
Having read class material
Attempted to do homework assignment
Prepared questions
After the initial meeting, it is the students’ responsibility to stay in contact with the tutor and to confirm appointments each week. It is strongly recommended that the student establish a weekly appointment with their tutor.

Attendance Cont.
Location.
Students and appointment-based tutors will meet for their first session in the Tutoring Center, located in room 104 of the Chalmer Davee Library.
Students and appointment-based tutors may meet in other on-campus locations for their subsequent sessions.
Assumption.
Individual and group tutors must wait fifteen minutes from the session’s scheduled start time before assuming a student is not attending a session. If this happens the tutor can record and be compensated for 30 minutes.
Assignment Relief.
If a student misses two appointments without prior contact, the tutor may email tutoring.uwrf.edu or talk to the coordinator
Ethics
Conflict of Interest.
Appointment based tutors may not tutor their relatives, roommates, significant other, or anyone else in which the student-tutor relationship is deemed, by the Academic Success Center staff, as a conflict of interest.
Electronic Mode.
Tutors must either use their -work@uwrf.edu accounts, or have their email to those accounts forwarded to another they check on a regular basis
All emails requiring a response to the tutoring coordinator should be addressed in a timely fashion
All Individual/Study group tutors must use TutorTrac for all Appointments
At the beginning of the first tutoring session, appointment based tutors must communicate with students to complete the First Session Conversation form.

Scheduling Availability
3. TutorTrac Verification
After or during the appointment with the student, select the appointment in your TutorTrac schedule, and indicate whether the student attended.
TutorTrac Verification: We run reports of tutoring usage every semester which supports our funding. If appointments are not verified, the report does not count them.

Paper Time-sheet signatures: We are audited every year to justify the amount we are paid. The student's

We will be comparing your time sheets to the appointments that appear in your TutorTrac schedule. We hope this will cut down on the discrepancies between our tutoring and pay records
Cancellation
If it is necessary to cancel an appointment, students can cancel via tutoring.uwrf.edu 24 hours in advance.
You may also receive emails. This can be tricky, do not encourage students to email in order to cancel.
Staff reserves the right to cancel tutoring sessions a cases of frequent cancellation or tardiness, by request of the tutor or the student, or other extenuating circumstances.
More than two consecutive missed-sessions of tutoring for reasons other than illness, family emergency, or university sponsored event, I will forfeit my privilege to receive tutoring for the remainder of the semester.
All tutoring sessions will stop on the last day of classes as determined by the university’s academic calendar.

Disciplinary Action
The first infraction of a policy will result in a written warning to the tutor regarding the infraction
The second infraction of a policy will result in a second written warning, and a meeting with the tutoring coordinator.
The third and final infraction of a policy will result in dismissal from tutoring services.
You must use TutorTrac to schedule all tutoring appointments unless given special permission
Students do not know you exist if you do not schedule availability
It makes the verification process after the appointment much quicker/easier
TutorTrac
Payroll
1. Paper Time Sheets
2. Online Time Sheet
What to Do if..
I tutor on Saturday/I forgot to turn it in on Friday before 4pm!
Email Molly.McLagan@uwrf.edu
Bring it in ASAP!
I am missing a signature!
Email Molly.McLagan@uwrf.edu
Go get it before the Tuesday following the due date
Forfeit the time
uwrf.edu > Students > My UW System > choose school
> login > work record > time and absence
Time sheets and TutorTrac
Same log in info as OWA
Press CTRL+ALT+DEL to change your S account password to something more secure
Your password will expire once a year, so you will have to change it at some point anyway
If you do not change it before it expires, you will need to contact DoTS to reset it
How to Forward Emails
tutoring.uwrf.edu> Login> Consultant View> Schedule
Which status is correct?
Attended: The student and tutor showed
Create Visit - paid
Missed: the appointment was not canceled via TutorTrac or email, but the student did not attend
Create Visit- paid
Canceled/Deleted: The appointment was canceled either by the tutor or the student prior to the appointment time - unpaid

Schedule Options
We recommend establishing a routine availability for most of the semester
Payroll Policies
1. Time-sheets are due every-other Friday at 4pm

2. Recording your hours on the paper and HRS (My UW System) time-sheets is your responsibility

3. If you receive notification that there is a discrepancy on your timesheets, please contact Molly. McLagan@uwrf.edu immediately.

4. If your time-sheet discrepancies are not rectified by the following pay period due date, those hours will be forfeited.
Logging into computer/Changing Passwords
Rather than having 2 separate email accounts you need to check, you can set up your -work account to forward all its emails to your uwrf student email address automatically
Why do I have another email address?
When you are hired as a university student employee, HR automatically creates another email address for you.
HR will email you if there are time sheet discrepancies in the system they need you to correct quickly
If you don't want to go out of your way to check it, you will need to set up email forwarding to make sure you don't miss important notices
Activating your S Account/Student employee email

Forwarding/redirecting your mail
*Subject:
if you select a subject, you will limit the visibility of that appointment time to only students in one section of said subject
Tutoring Guides and Study Skills Resources


Center Tutoring and Payroll
Appointment Tutoring
and Payroll


Tutoring Policies
and Resources

There are 3 parts to completing your time-sheets each week
Paper, My UW System, TutorTrac
all 3 parts are due every other Friday by 4pm
When you drop them off at the ASC a student employee will check to make sure MY UW System and your paper time-sheets match
The tutoring coordinator will send email reminders to verify appointments not recorded in TutorTrac
Appointments Policy
Time-sheets
As mentioned in the payroll section, time-sheets are your responsibility. If you do not contact us less than 2 weeks after it was due, you will forfeit the time.

If you fail to verify your appointments in TutorTrac or do not hand in a paper time-sheet with your UW System records each pay period, you will be subject to disciplinary action.
Payroll
Payroll Policies
1. Submit your My UW System time-sheet every other Friday by 4pm

2. The total hours you record working in the UW System, must match the total number of hours you were scheduled in When to Work

3. If you receive notification that there is a discrepancy on your time-sheets, please contact Molly. McLagan@uwrf.edu immediately.

4. If your time-sheet discrepancies are not rectified by the following pay period due date, those hours will be forfeited.
WhentoWork.com
Your shift schedule will always be posted here
Your center manager will activate an account for you
You can utilize the trade board to switch shifts with coworkers and indicate the need to drop a shift
on the right, notes (specifically time-sheet due dates will be posted)
When to Work Cont.
In Firefox: CTRL + F and select "highlight all"
When you are filling out your UW System time-sheet, this can be very useful to ensure you do not miss a shift
PLEASE have your W2W schedule open using this feature while filling out your UW System time-sheet
My UW System Time-sheet
uwrf.edu > Students > My UW System > choose school > login > work record > time and absence
If you are both a study center tutor and an appointment-based tutor, or if you work in multiple study centers, please make sure you have a separate time-sheet for each position
Everyone, take a minute to log into the My UW System and make sure that you have access to all the time-sheets you need.
Also make sure you are able to login to whentowork.com
Raise your hand if you are missing anything or unable to log in.
1. Recording your hours in HRS (My UW System) time-sheet is your responsibility

2. If you submit a time-sheet that does not match the When to Work schedule submitted by your manager, you will have 2 weeks after the original due date of the time-sheet to contact molly.mclagan@uwrf.edu to fix the problem

3. If your correct time-sheet for a pay period is over 2 weeks late, your hours will be forfeited.
The first infraction of a policy will result in a written warning to the tutor regarding the infraction
The second infraction of a policy will result in a second written warning, and a meeting with the your manager or the tutoring coordinator
The third and final infraction of a policy will result in dismissal from tutoring services.
Disciplinary Action
Policies
Responsibilities
Keep your manager up to date with schedule changes!
They need to know that you switched shifts with someone if you did not utilize the Tradeboard feature in when to work - email them!
Every pay-period, they print off a sheet from When to Work that lists the total number of hours you worked each week.
Your manager will work with the coordinator to check to see if you have entered your hours by their due date. They will contact you if we find you are missing anything.
How do I make sure my time was approved for the last pay-period?
uwrf.edu > Students > My UW System > choose school > login
Ethics
Resources
Academic Success Strategies presentations
procrastination, time management, communication, taking notes, test prep and reading textbooks
Learning strategy activities and videos
A link to this presentation so you may reference it later if need be
Drop-In tutoring centers
Click on the link to each center to find which tutors can assist with what courses and when
Maybe they need more help than you can give, please direct students to use the centers
go.uwrf.edu/tutoring
Links to Reference
If you are both a study center tutor and an appointment-based tutor, or if you work in multiple study centers, please make sure you have a separate time-sheet for each position
Center Environment
1. Always greet students with a smile when they enter the center - ask how you can help them
2. Direct them to sign-in using the computer, or paper if necessary
3. Utilize textbooks and syllabi from their courses
4. If you cannot help them, connect them with a resource
- TutorTrac: Actually show them how to set up an appointment
- Study Skills websites/tutorials (see resources)

Daily Activity
How Students use TutorTrac
Student TutorTrac Cont.
Student TutorTrac Cont.
Student Tutoring Contract - Required!
These are stored with the paper time-sheets in the ASC
The first time you meet with a new student, go over the expectations of the tutoring relationship and have them sign it.
Return the contract to the tutoring office. If a question comes up later, we will keep them here on file for you.
First Appointments
Why do we do all of this?

Behavior
While significant others are not unwelcome to utilize the center, please do not let it distract you or anyone else. Be respectful, sometimes there are just too many people in one space.
When there is down time, work on homework or research tutoring strategies.
Be mindful of the conversations you have with those you are close to, to avoid making less familiar individuals uncomfortable.

Tips
Phrase it as a question
Use their textbook and lecture notes to guide them to find their own answers
Ask if there is additional information on D2L
Google searches are great, just make sure you are not just "finding the answer" but also figuring out how that answer came to be
Find visual representations of concepts as applicable
Collaboration
If you feel a tutor is using ineffective techniques, is acting inappropriately, or making others uncomfortable, please speak with your center manager.
Exceptions
There are certain times that the general deadlines are NOT flexible.
Holidays like Thanksgiving, Christmas, Spring break, end of the semester, etc.
We will notify you if these "Early due dates" are coming up, be aware that we will not accept anything that is submitted late during these exception periods.
Exceptions
There are certain times that the general deadlines are NOT flexible.
Holidays like Thanksgiving, Christmas, Spring break, end of the semester, etc.
We will notify you if these "Early due dates" are coming up, be aware that we will not accept anything that is submitted late during these exception periods.
Full transcript