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We moved from a paper system to TutorTrack (a Red Rock product) in Fall 2013. From the start, we had a front desk area in our Warhawk Academic Success Center (WASC) in the library's reference floor. This desk is manned during our center's hours of operation. Students call or visit the center to make appointments. They sign in at a kiosk located at the front desk though we have no swipe card system yet. (We're a campus of the Auburn University system, and we're located in Montgomery, AL. We have about 5000 students.) Students do sometimes have trouble discerning whether they are here for counseling/advising or for tutoring, but this is easily sorted out by the front desk workers. Like UC, Riverside, we have our tutors go out into the WASC area to find their students. 

I do not know the cost of TutorTrac, but the university utilizes its advising components and early alert system so that the faculty and staff are united in their retention efforts. Faculty can alert us to students whom they've referred to us.

I love the system, but that may be because back in the day I counted student visits recorded in paper folders and tracked their grades by looking up each and every visitor's I.D. number and then grade in the subject tutored in the university's database. Those were NOT the good ole days.

Susan Barganier
Director, Learning Center/Instructional Support Lab
225 Library Tower 
Auburn University at Montgomery
334-244-3788



-----Original Message-----
From: Open Forum for Learning Assistance Professionals [mailto:[log in to unmask]] On Behalf Of Sara Lederer Weertz
Sent: Friday, January 23, 2015 2:11 PM
To: [log in to unmask]
Subject: Re: Increasing Sign-Ins

Using AccuTrack, the ARC used to have self-service sign-in. We had 4 computers at our Front Desk sign-in station. While the students liked the independence associated with this format, our AccuTrack records continually showed that once signed-in, students would invariably pick the wrong activity--workshops, peer mentors, tutoring.... (At any given point in the year, we offer 12-15 different services, not to mention a variety of tutoring by subject/discipline.) We, too, weren't confident that every student was in fact signing-in because the Front Desk/Lobby gets extremely busy at certain points during the day.

The only way to solve this problem was to redesign our Front Desk/Lobby and assign all the scheduling to the Front Desk staff. Now students can call or visit the center to make appointments and, more importantly, they can't simply walk into the tutor center without signing-in. When students arrive for their appointment, we swipe their CID card, which automatically tells AccuTrack that the student is here for the appointment/activity.* Our tutors and mentors come up to the Front Desk and into the Lobby to greet students, thus building rapport from the get-go. (No need to ask if the student has signed in or to post reminders in the tutor center.) Easy peasy.

 sal
* AccuTrack tracks the no-shows and allows us to "freeze" a student account.


Sara Weertz
Director, Academic Resource Center (ARC) University of California, Riverside
121 Surge Building
900 University Avenue
Riverside, CA  92521
951-827-3283 (phone)
951-827-4543 (fax)
[log in to unmask]

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-----Original Message-----
From: Open Forum for Learning Assistance Professionals [mailto:[log in to unmask]] On Behalf Of Michele Doney
Sent: Friday, January 23, 2015 11:03 AM
To: [log in to unmask]
Subject: Re: Increasing Sign-Ins

Why not issue a clipboard with a sign-in sheet (or better yet, Google Docs and a tablet) to every tutor.  When they sit down with a student to assist them, the first question should be, "Have you signed the sheet?"  If a student can't begin working with a tutor until a record has been created, your compliance rate will soar!

Michele Costabile Doney, MSEd
Director, Math & Science Resource Center Adjunct Instructor, Department of Mathematics & Computer Science Recording Secretary, Higher Education Officers Council Secretary, Association for the Tutoring Profession NCLCA Certified Learning Center Professional - Level One John Jay College of Criminal Justice

Room 01.94 NB
524 W 59 ST
New York, NY 10019
T.646-557-4595

"Helping Under-prepared Students Prepare, Prepared Students Advance, and Advanced Students Excel" - The NADE Motto


-----Original Message-----
From: Open Forum for Learning Assistance Professionals [mailto:[log in to unmask]] On Behalf Of Samuel W Raskin
Sent: Friday, January 23, 2015 1:29 PM
To: [log in to unmask]
Subject: Increasing Sign-Ins

Hello Everyone,

I would love to get some suggestions on how to ensure that everyone who uses our tutoring services signs in.  Here is the context:


*         We have 'drop-in' tutoring rooms at various locations around campus.   These discipline-specific rooms are staffed by peer tutors and, sometimes, degreed professional learning specialists.  Any student may come to these rooms during open hours to ask for help.

*         We have sign-in clipboards that sit on a table near the entry way to the rooms.

*         The tutors know that we expect them to have every user sign in.

*         Tutors generally agree that many users do not sign in.

*         These rooms get very busy, sometimes with a 10:1, or greater, student: tutor ratio, so it is understandable that tutors sometimes fail to have users sign in during peak times.

*         There is not funding to have someone whose sole job is to make sure that users sign in.

*         We have asked the university for a swipe system, but that is still at least a couple years out.

*         We have been advised that putting some kind of a stand in the hallway outside of the room, or posting anything on the hallway walls, is a fire hazard.

Usage data is extremely important at our university so we would benefit greatly from capturing as many sign ins as possible.

All input will be appreciated!

Sam

--
Samuel Raskin, M.S.
Tutoring Coordinator
Student Academic Success Center
2264 Dutton Hall
UC Davis
1 Shields Ave.
Davis, CA 95616
(530) 754-8385


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