Transcript OxCORT Demonstration

Introduction to OxCORT
Academic Roles
2007
Objectives
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•
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To introduce OxCORT and indicate its benefits.
To explain the range of help available.
To demonstrate what Tutors will need to do.
To demonstrate what Organising Tutors will
need to do.
• To prompt Colleges to agree their local policy in
relation to approval of reports and release of
reports to students.
What is OxCORT in brief?
• OxCORT stands for Oxford Colleges On-line
Reports for Tutorials.
• It is a web application that collects, processes
and stores indefinitely reports written by Tutors
about the students that they have taught.
• It was introduced on a trial basis in Michaelmas
2006 in some Colleges.
• It will be launched fully across Oxford in Trinity
2007.
• It replaces a paper-based system that has been
in existence for many years.
What happens now
Organising
Tutor
Processing
system e.g.
TuIT
7
2
9
1
Tutorial
Office
8
5
3
4
File
6
Tutor
Key
Form 1
Form 2/3
Form 4
Student
What happens with OxCORT
Organising
Tutor
Tutor
Submit
Approve
Payment
Release to
Student
Student
Tutorial
Office
Process
Payment
(export)
TuIT
What OxCORT does not do
• Cover graduate courses other than M Jur and
BCL – other system for graduates due to pilot in
Computing and History.
• Calculate payment due for teaching – TuIT etc.
• Monitor stint fulfilment – TuIT etc.
• Collect claims for SETTING collections (though it
does handle MARKING).
• Room booking.
• Tutorial booking (like Medical Sciences FHS
system)
*Where to find OxCORT
• Website – http://www.oxcort.ox.ac.uk – has
“buttons” linking to both demo and live systems,
as well as much supporting documentation
• Demo – https://www.oxcort.ox.ac.uk/demo
• Live – https://www.oxcort.ox.ac.uk/oxcort
*Help for OxCORT
• OxCORT manual for every role - working drafts
on the OxCORT website.
• By Trinity, manuals will also be interlinked into
OxCORT so that users can click “Help” and be
taken to the right part of the manual.
• Quick guides for Tutors and Organising Tutors.
• FAQ on website.
• Tutorial Offices - expert users in each College.
• Worth practising on the demo version – training
exercises to appear shortly on website.
OxCORT roles
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Govern what you can do/see.
Role names are standard across Oxford.
Possible to hold more than one role.
Academic staff will typically have two roles at
most
– Organising/Personal Tutor (typically Tutorial Fellow)
– Tutor (anyone who teaches an undergraduate)
• Quick guides show the menus of actions
associated with these two roles.
*Accessing OxCORT
• Anyone with an Oxford user name can log using
their web auth password.
• Same log in for WebLearn, WebMail etc.
• Safe to log in from anywhere in the world using
an internet connection with encryption.
• Way forward found for Tutors who presently lack
University Cards to get log in – virtual access.
• Help function already established via OUCS.
• http://www.ict.ox.ac.uk/oxford/username/
Email and OxCORT
• OxCORT stores an email address for everyone
with a role.
• Embedded links enhance communication so
that, for example, a Tutorial Office can easily
email the Tutors and Organising Tutors of a
student who has gone home sick.
• Tutors and Organising Tutors can change the
address to which OxCORT-generated emails are
sent from the Oxford address default to their
address of choice
Authorising Tutors
• All Tutors must first be authorised on OxCORT
by an appropriate authority.
• Tutors would know they were not yet authorised
if no role displayed in OxCORT after logging in.
• They would then need to ask a Tutorial Office or
Organising Tutor to authorise them.
• Colleges will be doing their best to authorise in
advance all known Tutors before
implementation.
*Creating reports
• As soon as they know which students they will be
teaching, Tutors can create reports, rather than waiting
for them to be posted later in term.
• Indeed, it is helpful if Tutors create reports straightaway
since this allows other interested parties to see that
teaching arrangements are in place.
• Reports are created by connecting an undergraduate’s
Oxford user name with the appropriate Programme of
Study (from a drop down box).
• User names can be found with “Search for People” or
may be e-mailed by Organising Tutor.
• Created reports will show in the status bar.
*Payment details (i)
• Before first submitting reports, a Tutor
needs to enter payment details using the
“Change payment details” action.
• These details will be available to any
College to which the Tutor makes a claim.
• If personal details change, Tutors update
OxCORT’s record.
Payment details (ii)
• Four payment method options
– Pay my College (stint) – will generally be used by
Tutorial Fellows and Stipendiary Lecturers.
– Pay me directly – will generally be used for NonStipendiary Lecturers and ad hoc Tutors. Bank and
NI information required.
– Pay by ULNTF (then flag for old regulations if
applicable).
– I do not require payment (unlikely to be used often).
• No longer necessary to indicate that teaching is
being done under an exchange arrangement.
*Writing reports (i)
• Tutors have to open the reports which they
have created to add content.
• They can click the status bar or select
“Edit or view existing reports”.
• Content is confidential to the Tutor till it is
submitted.
• Working notes can be finalised into a
report near the end of term.
*Writing reports (ii)
• Report format conflates two previous
paper forms.
• Top box is all that others can see presubmission. Note embedded e-mail links.
• Student performance section has free text
box (with spell check and generous word
limit), plus drop down boxes.
• Default payment method can be overridden.
*Writing reports (iii)
• Need to save changes before navigating away from the
page to avoid losing material.
• When report is complete, Tutors check the box to
indicate it is ready for submission.
• Thereafter the report can no longer be edited by them,
unless it is returned by the College.
• The only exception is the box for collection marks.
• Tutors can see whether reports have been approved and
processed in the status bar.
• OxCORT stores all the reports a Tutor has ever written.
• Reports can be printed using the “Display pdf” action
button in “Edit or view existing tutorial reports”
*Organising Tutors
• In OxCORT an Organising Tutor (Director of
Studies) is responsible for arranging teaching, a
Personal Tutor (Moral Tutor) has a primarily
welfare role.
• Both roles can view submitted reports on their
students.
• Both are set up by Tutorial Offices which
associate particular students with them.
• These students can be seen in a list by clicking
“View Tutorial Arrangements”.
• A student can have multiple Organising Tutors.
*Arranging Teaching
• In many subjects, the Organising Tutor arranges
teaching.
• It may be necessary to authorise a Tutor.
• “Email tutorial arrangements” allows the user
names of students to be sent to the appropriate
Tutor to facilitate report creation.
• In subjects where students sign on with Tutors
directly, Organising Tutors can check teaching
arrangements are in place by looking at “View
tutorial arrangements” – Tutors’ names appear
here when they have created reports
*Organising Tutors and reports
• Can read all submitted reports on their students
by clicking status bar or going into “View or
process tutorial reports”.
• Can add comments for students to the reports.
• Can elect to have automatic email notifications
that reports on their students have been
submitted by going to “Set personal
preferences”.
• Can access the archive of reports on any of their
students since all reports are stored indefinitely
on OxCORT.
*College preferences (i)
• Colleges need to decide whether all reports are
approved and processed by Tutorial Office or
whether Organising Tutors have a role in
approving reports and their hours.
• In the latter case, Organising Tutors are able to
return reports to the Tutors if there are any
aspects they wish to query and they can check
that the teaching delivered is in line with
expectations.
• Tutorial Offices would still be able to approve
and process reports i.e. they would not get
blocked if Organising Tutors were behind.
*College preferences (ii)
• Colleges need to decide whether they wish
students to be able to access reports on line as
soon as Tutors have submitted them OR after
release by any one of Organising Tutor,
Personal Tutor, Senior Tutor or Tutorial Office.
• All those who hold these roles refrain from
releasing reports if Colleges do not wish to
enable student access.
• Students do not view payment information but
can see all other elements of the report.