Subject: Re: Tracking Tutoring Sessions From: Peg Dansereau <[log in to unmask]> Reply-To: Open Forum for Learning Assistance Professionals <[log in to unmask]> Date: Wed, 22 Nov 2006 16:06:44 -0600 Content-Type: text/plain Parts/Attachments: text/plain (132 lines) Tiffany, We also have a referral system where tutors and tutees schedule their own sessions.But both tutor and tutee have to sign the hard-copy timesheet. I'm intrigued by your system because we also have trouble with hours being turned in late. So your tutors report hours online, but they can't be paid until they complete hard-copy documentation? In our system, our support person would have to be the gate-keeper and make the late documenters complete everything at her desk before receiving their paycheck. Is that how it works at your institution?  <[log in to unmask]> 11/22/06 1:48 PM >>> We do not use TutorTrac, although it is an interesting and promising software package. TutorTrac is useful if you have a group of tutors who are available at specific times during the semester/quarter (i.e. there are regular hours worked by the tutor). We do not have such an outline at Ohio University. Our tutoring program is a referral system allowing students and tutors to receive contact information, which is then used to make arrangements outside of the center. Our current focus is private tutoring, usually self-pay. For this we do not keep any official tutoring session records. We do, however, provide tutors for a number of programs on campus who cover the cost of tutoring for participating students (ex. Disability Services, TRIO, scholarship recipients). These tutors are required to complete both timesheets and attendance reports, which are signed by the student receiving tutoring assistance. I, too, ran into the problem of needing timesheets due on, say, Friday afternoon when, in fact, the pay period ended on Saturday (when students were receiving tutoring). I was able to work an agreement with our department where tutors would hand in timesheets and other supporting documents to me no later than Friday for all tutoring up to that time. Tutors would then submit additional timesheets and supporting documents to me no later than Monday morning if any tutoring occurred on Saturday. I would submit those few on Monday morning. This worked for us because we were able to report the bulk of our tutoring "on time." Of course, we now have an online time reporting system available 24/7 which makes reporting time a lot easier for our students (and me). Although we no longer have the concern for late time reports we do still require our tutors to submit signed attendance forms for any student receiving "free" tutoring. This works fine for us now, although it would be better to not handle so much paper :) oh, one more note: tutors do not receive pay for any time that is not verified by a signed attendance form. This put an end to the late or "I forgot" documents. Tiffany Hedges Tutoring Coordinator Math Center Coordinator Ohio University Academic Advancement Center 101 Alden Library Athens, Ohio 45701 Phone: 740.593.2644 Fax: 740.593.0338 On Nov 21, 2006, at 4:50 PM, Sandra kolkay wrote: I am seeking ideas for tracking individual tutoring sessions for Student Support Services, a TRIO program. I now have in place a system where the tutor prepares a summary sheet that students sign each tutoring session. The tutor also signs the sheet and turns it in every two weeks along with a timesheet. My problem lies in the fact that the college wants timesheets now need to be in before the end of the pay period which means tutors are projecting their hours before some sessions take place. I now have the problem of tracking these summary sheets to ensure that the documentation is all there. The tutors are generally responsible to get this paperwork back to me, but I still have a few who forget or mix the sheets with the documentation for the current pay period. I would like to know what other tutoring centers do to track individual tutoring sessions. Thank you. Sandy Sandy Kolkay Coordinator of Tutoring and Learning Enhancement Specialists Waubonsee Community College COL 159 630-466-7900, Ext. 2576 ~~~~~~~~~~~~~~~ To access the LRNASST-L archives or User Guide, or to change your subscription options (including subscribe/unsubscribe), point your web browser to http://www.lists.ufl.edu/archives/lrnasst-l.html To contact the LRNASST-L owner, email [log in to unmask] ~~~~~~~~~~~~~~~ To access the LRNASST-L archives or User Guide, or to change your subscription options (including subscribe/unsubscribe), point your web browser to http://www.lists.ufl.edu/archives/lrnasst-l.html To contact the LRNASST-L owner, email [log in to unmask] Peg Dansereau Director of Student Affairs for Academic Support OASIS EAD-254, UNTHSC Fort Worth, TX76107 [log in to unmask] 817-735-2409 ** Confidentiality Notice: This e-mail and any files transmitted with it are confidential to the extent permitted by law and intended solely for the use of the individual or entity to whom they are addressed. If you have received this e-mail in error please notify the originator of the message and destroy all copies. ** ~~~~~~~~~~~~~~~ To access the LRNASST-L archives or User Guide, or to change your subscription options (including subscribe/unsubscribe), point your web browser to http://www.lists.ufl.edu/archives/lrnasst-l.html To contact the LRNASST-L owner, email [log in to unmask]

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