Hello Justin,


Based on reporting our clients utilize from our products at this time of year, I would recommend you show traffic reports and show the cost per student for each time they were served (meaning taking the entire budget and dividing it by the number of student visits). This would help to eliminate the sticker shock and also show the vast numbers of students served. You would want the duplicated headcount for this (every visit) and then have the unique unduplicated headcount for the semester on hand. The data question that follows this is the average number of times a student visits/received tutoring during the semester. I also recommend you show the traffic patterns with the busiest days and times of the day with the number of staff needed during peak and low times. You would also want to report which courses/subject areas you served and how many tutors are needed per subject area to cover this. These data points might be where you can either justify your budget or show where you’ll be able to save money as you move forward now that you know the traffic and can schedule tutors appropriately.


I hope this is helpful.




Jenelle Conner
Office Manager and Product Specialist 


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From: Open Forum for Learning Assistance Professionals [mailto:[log in to unmask]] On Behalf Of Justin A Bowles
Sent: Tuesday, December 18, 2018 3:01 PM
To: [log in to unmask]
Subject: End of semester reporting for Tutoring


Dear All,

Happy Holidays! I know this is a busy time for us all, as we finish up the semester and prepare for spring! I am writing to ask if anyone who has a comparable size school to mine (we have about 1200 undergrads) would be willing to share any kind of data/budget information with me for their tutoring program. I need some framework from someone on how you present a break-down of what you’ve paid out to tutors and how many students you served.


We were given a small space this semester for the first time and were able to offer drop-in tutoring in the evenings. This increased our budget with staffing the drop-in hours, but also the visibility of tutoring in general. So not only did we have students dropping in, we had more appointments made outside of the drop-in hours. This resulted in exceeding our yearly budget already this fall, but we helped more students than in semesters past. I need to present this in a way that doesn’t just have the “sticker-shock” of what we spent, but breaks down what that money is actually doing.


If anyone is willing to share a formula or a template for an end of semester report, I would be so grateful!


Thank you for your consideration. I hope you have a great winter break!



cid:<a href=[log in to unmask]">

Justin Bowles

Assistant Director for Student Support

Academic Services

Christian Brothers University

650 East Parkway South

Memphis, TN  38104

(901) 321- 3024

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