Tag Archives: ePortfolio

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.

Information for Senior and Personal Tutors

The University’s Framework for Personal Tutoring has been updated following the approval of revised meeting arrangements by University Learning, Teaching and Student Experience Committee in July. With effect from the start of the 2017-18 academic year, tutors should record the first meeting that is offered and those that have taken place for undergraduate students. For taught postgraduate students, tutors should record the offer of meetings in ePortfolio. If tutorial meetings do not take place, reasons why not should also be recorded.

We have clarified what should happen if meetings do not take place. If a tutor offers a meeting within ePortfolio using meeting slots, but a student chooses not to pick a time to meet with the tutor, this should be regarded as sufficient reason why the meeting has not taken place. Only if a meeting slot is not created by the tutor within ePortfolio should a reason be recorded elsewhere why a meeting has not taken place.

We have distributed to Senior Tutors a new version of the briefing slides for Senior Tutors to discuss with Personal Tutors in their School or subject area. The slides provide information which will hopefully be helpful for ensuring that Senior and Personal Tutors are familiar with University expectations. They also provide advice on how to find and signpost further support.

Additional resources for tutors have also been brought up to date and can be found on our website.

The Senior Tutors Discussion Forum will continue to meet on a quarterly basis beginning in October.  A Role of the Senior Tutor Training Workshop will also be held twice this coming academic year.

If you have any questions or can suggest examples of effective practice in personal tutoring, please contact LTDS.

 

Meeting slots are now available for use with any group of students

We are pleased to announce the release of new functionality that will allow you to create meeting slots with any group in the University. Meeting slots are a popular part of the tutoring functionality in ePortfolio that allows tutors to specify particular timeslots they are free, and tutees can then sign up to a slot.
In the version released today, you can use meeting slots with supervision groups, tutees, whole modules, and any other bespoke group of students or staff.
To access the new functionality, navigate to the Meetings section using the drop down menu at the top of the screen (9 dots icon). You will see a new section labelled “Slots”. By selecting this you will be taken through to the page where you set up the slots, but you will notice in the top right hand corner of the page the option to “Add people to Slot Group”.
Meeting slots button

Selecting this will bring up the a search tool that shows your tutees/supervisees on the right hand side, but also allows you to search for anyone in the University.

Search people in ePortfolio

You can search by programme or module code, username, and by first or surname. If you search by module or programme code, there is an “Add All” button at the bottom of your search. This will add all students from the module / programme to your set of slots, allowing you to offer contact to a cohort of students in an organised manner.
If you are a user of supervision groups, you will see a new button on the Supervision Group page. This will allow you to create meeting slots for your supervision group.
Meeting slots for supervision groups
Having selected the students that the slots are to be offered to, you will then pick the length of slot and times you’re available and the students selected will be sent a booking email.
If you would like some extra support with the use of meeting slots, please email ltds@newcastle.ac.uk.

Bootstrap and other developments in ePortfolio

 As ePortoflio is built in-house, it is regularly updated to meet the requirements of the staff and students in the University. The main developments to take part during the rest of the academic year are as follows:

Upgrading Django to version 1.8

EPortfolio is coded using Django programming language. We have been running on version 1.4 but this needs upgraded to ensure we are working with a supported codebase. You could compare this to the upgrading of windows from windows XP to Windows 7 to make sure the software receives security updates.

Continue reading Bootstrap and other developments in ePortfolio

ePortfolio Personal Tutoring Rollout for Academic Year 2015/16

The University ePortfolio system was rolled out for Stage 1 Personal Tutoring during the last academic year. It has been mandatory to record meetings that you are having with your tutees in line with the Personal Tutoring Framework. For Stage 1 students, this is two meetings in the first Semester, one of which should be within the first 4 weeks of the student’s arrival at University.

Please see this video to find out how to meet this University requirement.

The rollout moves on to Stage 2 and PGT students. Again, the use of ePortfolio should be in line with the Personal Tutoring Framework, and it says that the offer of tutorial contact should be made at least once a semester.

Currently, offers of meetings can be made through meeting slots and the record meeting functionality. The development will be working on improving the “offer” functionality and we hope this to be in place before the start of the academic year.