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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

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Director of Student Affairs 
for Academic Support
OASIS
EAD-254, UNTHSC
Fort Worth, TX76107
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