Category Archives: FAQ

Why is my list of tutees displayed incorrectly at the start of the academic year?

At the start of the academic year, some staff members have reported that students are appearing in the wrong year, or across two years. Some images are set as graphics rather than the student photograph.

Previous tutees show in ePortfolio because of a ‘grace period’ for students from the previous academic year which we apply so that returning students don’t ‘disappear’ as they come to the end of their registration period. This is to support students if there is a delay in them registering (as is frequently the case) and also it enables returning students continuing access to various systems over the summer prior to the formal start of the academic year – especially important for the numerous programmes which start before the main start of the academic year.

Our practice has been developed over the years to address the short period where registration data is so fluid that it cannot be the sole basis for identifying current tutees.

This problem is compounded because it is common practice by Schools to assign tutees to tutors on SAP for an indefinite time, so we cannot reliably use the recorded end date. We have also include admissions data so that tutors can see new tutees prior to registration.

From the 2nd of October, the ePortfolio system will revert back to registration data as the vast majority of students will have had time to register.

Why is my list of tutees displayed incorrectly at the start of the academic year?

At the start of the academic year, some staff members have reported that students are appearing in the wrong year, or across two years. Some images are set as graphics rather than the student photograph.

Previous tutees show in ePortfolio because of a ‘grace period’ for students from the previous academic year which we apply so that returning students don’t ‘disappear’ as they come to the end of their registration period. This is to support students if there is a delay in them registering (as is frequently the case) and also it enables returning students continuing access to various systems over the summer prior to the formal start of the academic year – especially important for the numerous programmes which start before the main start of the academic year.

Our practice has been developed over the years to address the short period where registration data is so fluid that it cannot be the sole basis for identifying current tutees. This problem is compounded because it is common practice by Schools to assign tutees to tutors on SAP SLcM for an indefinite time, so we cannot reliably use the recorded end date. This year we have also included admissions data so that tutors can see new tutees prior to registration.

From today(1st October 2014), the ePortfolio system reverted back to registration data as the vast majority of students have had time to register.

 

How can I mark non-attendance at a group tutor meeting?

Once the date of the meeting has passed, and the meeting marked as either ‘took place in person’ or ‘took place at a distance’ students can be marked as non-attendees. In the attendee list, icons will appear next to the student name. Selecting this icon will allow students to be marked as non-attendees.

This does not appear as the offer of a meeting in the Senior Tutor report currently but this development is being explored.

How long do past tutees stay in the system?

Any meeting records you have entered into ePortfolio will remain for many years. We cannot guarantee that these will be kept indefinitely but we are yet to have any need to delete them due to space issues.

Accessing the tutee information screens does not last as long as the link between tutor / tutee is lost when the student account becomes inactive. This may be a development priority for the future.

How does a student cancel a meeting slot?

There are two ways that students can cancel the slot they have previously booked on. The cancellation has to be outside the ‘no amendment” time set when creating the meeting slots.

The two methods are:
1) In the “My Calendar” link on the homepage, any booked meetings show up in a purple colour. Students can click on their booking to cancel (they are asked for a reason for this cancellation).

2) They can click on their tutor’s image to view a tab that has the meeting slots the tutor had offered.

 

How do I create / share a meeting record with someone who is not my tutee?

Its very easy to set up a meeting with anyone in the University, not just tutees.

To do this, you need to click on My Meetings

 

Then select ‘Record a Meeting’ from the panel on the left hand side of the screen.

Record a meeting

A form will appear where you can enter the meeting information such as time, venue, and subject. You can upload documents and add any notes as well. Any documents / notes will be visible by all the meeting attendees.

Meeting record form

Once you have saved this, there will be a meeting record created, but note that there are no other attendees to this meeting as yet.

Meeting Record with one attendee

To add attendees, choose the Add button in the panel on the left.

Add Attendee

A box will appear that has three tabs. The first tab shows people that you have recently recorded meetings with, the second is any tutees you have, and the third is a search box that will allow you to search for anyone in the University.

Add attendee search box

Search for the person you wish to add to the meeting, then click the green cross next to their name to add them. It will ask if you are sure, as they will have an email sent to them to inform them of the meeting.

Add attendee

Any attendee can add notes to the meeting before and afterwards. These notes will be visible by all meeting attendees, please think carefully about the language and tone that you use, to make sure you express your thoughts clearly but without causing offense or distress.

Ordering your tutees by stage or programme

Can I re-order my tutees on the ePortfolio front page?

You can order your tutees in three different ways:

  • In one list
  • By Stage
  • By Programme

As standard, your tutees will be order in one list, as shown in the image below.

[click on any image to enlarge]

To change to a different view, in the top right hand corner of the ePortfolio system, choose Settings > Staff Preferences.

 

 

 

Change the drop down labelled Tutee format to your preferred view.

 

 

Your front page should now reflect this view:

 

What is reflective practice?

There are substantial benefits in being a reflective student. Research shows that students who are reflective when learning will have a deeper understanding of their subject.

What does being reflective mean?

There is a lot of research around reflective learning.

David Kolb – Experiential Learning

David Kolb is an American educationalist whose work focuses on experiential learning. Experiential learning is learning that takes place from experiences. He developed a learning cycle that shows learning taking place initially from experiencing a situation, then reflecting on that situation, forming generalisations and concepts, and then applying the knowledge learned. (click the image to enlarge)

Kolb experiential learning cycle

 

Donald Schön – Reflection-in-action/Reflection-on-action

Reflection does not just take place after an event. Schon explained that reflection, albeit quick and less considered reflection, can take place during an event as well.

Graham Gibbs – Reflective Cycle

Gibbs expanded on Kolb’s experiental learning cycle. He described a structured debriefing process to enable reflection. (click the image to enlarge)

Graeme Gibbs Reflective Learning Cycle

 

Further reading:

Schön, D. (1983) The Reflective Practitioner, How Professionals Think In Action, Basic Books.

Kolb. D. A. and Fry, R. (1975) Toward an applied theory of experiential learning. in C. Cooper (ed.), Theories of Group Process, London: John Wiley.

Gibbs, G. (1988) Learning by doing: A guide to teaching and learning methods, Oxford Centre for Staff and Learning Development, . London: Further Education Unit.