Tag Archives: tutees

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. Dates and arrangements for the meetings are available here. A Role of the Senior Tutor Training Workshop will also be held twice this coming academic year: view and book available sessions here.

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

 

ePortfolio updates to support the “offer” of a meeting

There have been some further developments in ePortfolio to support the next stage of the rollout for Personal Tutoring. From the start of the academic year, tutor / tutees interactions with Stage 1 & 2, and PGT students should be recorded. The minimum frequency of meetings should be in line with the personal tutoring framework which states, ‘Tutors will meet with their students at least twice during their first semester in the University and offer students at least one tutor meeting per semester after Semester 1. ‘
ePortfolio has been developed to allow for this ‘offer of tutorial contact’ to occur from the system. These changes are outlined below.
Record Meeting / Offer Meeting
On the tutee information pages, you now have the option to Record Meeting / Offer Meeting. This will take you through to a very similar form to the one previously existing in the system. The change will depend on the date you choose.
Retrospective recordings
If our have already had the meeting and are recording this, you can now set the status of the meeting from the initial setup form (took place in person, at a distance, or did not take place at all).
Offer of a meeting
By choosing a date in the future, you are making an offer of a meeting to the student. They will receive an email outlining the date, time, venue, etc, that will also include the option to decline the meeting. If they do not decline, they are automatically assumed to have accepted.
Meeting slots
One of the best ways to ensure you are meeting your requirement of the ‘offering of meeting’ is to use meeting slots. Meeting slots are the online equivalent of the sign-up sheet  tutors use that specify when the tutor is free. Find out more about meeting slots here.
There is a series of webinars and workshops to support you with your use of ePortfolio. Find out more about these here.

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.

 

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: