Transcript No Slide Title

You and Student Support
• The Student Support co-ordinator is your central and
initial contact point
– She will make arrangements for your 1-2-1 meetings with your
Personal Tutor
– She will inform you of the timings and places for Group
meetings
– She will listen to you, assess your situation and direct you to
the best sources of help or advice
– She will administrate your records and monitor your support,
acting in your interest to ensure you are enabled to succeed.
You and Student Support
• The Student Support co-ordinator looks after the
following:
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guidance on degree regulations and requirements
information on submission deadlines and procedures
requests for deferred submission of course work
requests for Special Circumstances for degree course work or
exams
processing of degree programme transfers / interruptions
procedures for applying to study abroad
requests to change Personal Tutor
UK Border Agency or other visa issues, including the School level
census (where applicable)
references to confirm student status (e.g. for flat rental)
advice on support for personal or health issues
advice on support for accommodation problems
Personal Tutor Role
• Each of you will have been allocated a Personal Tutor
• You will need to see your PT as soon as possible this
week. Reading and think about your choices!
• Role is to support students in:
– Reviewing academic progress through a complete
programme of study by providing:
• welcome at the beginning of each academic year
• guidance on course choices, degree path(s)
• advice on study difficulties
• overview of progress
– Reflect on long term development
• based on learning inside and outside the formal
curriculum
– Fostering a sense of belonging to a learning community
Personal Tutor Role
The PT will provide:
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advice on course choices
advice on study skills
advice on feedback and academic progress
guidance on careers related to degree programme
guidance on exam and other assessment techniques
advice on essay and field / laboratory report writing skills
academic advice on changing degree programme
advice on studying abroad (academic matters)
an academic reference, on request from you, where appropriate
The PT will NOT:
• contact your LEA on your behalf re funding and fees matters
• Do your work for you! The PT will support you by assessing how
best to develop your skills and learning strategies.
You and Student Support
• Your Responsibilities in engaging with us:
– Reflect on academic performance
– Understand how learning supports longer-term aspirations
• reflect, engage, take an active approach to your
development, write records
– “Engage as a one of a community of learners”
• ie - not as a passive recipient (or not!) of content
You and Student Support
• Your Responsibilities in a Practical Sense:
– Attend initial interview, armed with all information and
sensible, researched course choices for discussion
– Attend individual meetings, one each semester, as arranged
– Attend and participate in the Group Meetings facilitated by your
PT or their representative.
– Complete any tasks assigned to you by your PT
– Enter notes into EUCLID to maintain and develop an
engagement trail and keep your Support Team informed.
– Respond quickly and clearly to requests for information
– Maintain records and ensure you have supporting documentation
for special circumstances.
– Keep yourself informed regarding your funding
– Keep yourself informed of the times and sites of examinations,
and assessment hand-in dates and times for all courses
Personal Tutor Tasks and Advice
School of Geosciences
The Tasks of a Personal Tutor
• Meetings:
– One individual meeting per semester (and others by
appointment)
– Group meetings
– Brief students on any preparatory and follow-up work
• Respond promptly to student requests for contact:
– Normally within 3 working days
– Liaise with Senior Tutor/Student Support Team if problems
• Share personal (pastoral) responsibilities with Student
Support Team:
– Refer to central services and specialist sources of guidance
as appropriate
• Maintain accurate and appropriate records via EUCLID
• Undertake training and CPD associated with role
Individual Meetings
• Tailored to individual student:
– time of year, year of study, student’s progress
• Focus on core purposes and any student concerns
• Student led preparation and follow up
– http://www.ed.ac.uk/schools-departments/instituteacademic-development/undergraduate
• Guidance, advice and resources for Personal Tutors in
preparing for and running 1:1 meetings
– http://www.ed.ac.uk/schools-departments/instituteacademic-development/learning-teaching/academicpastoral/support/resources/individuals
Group Meetings
• Considerable flexibility in timing, topic and structure
– Opportunity to link to specific elements of the degree
programme (e.g. preparation for placements)
– To deal more effectively and efficiently with specific topics
(e.g. study skills)
– To work with other personal tutors across different year
groups or support particular cohorts (e.g. joint degree
students)
• Guidance, advice and resources for running group meetings
– http://www.ed.ac.uk/schools-departments/instituteacademic-development/learning-teaching/academicpastoral/support/resources/groups
Support for Personal Tutors
Central Support Services
• Student Disability Service
http://www.ed.ac.uk/schools-departments/student-disabilityservice/staff
• Advice on helping distressed students
http://www.ed.ac.uk/schools-departments/student-disabilityservice/staff/supporting-students/help-distressed-students
• Student Counselling Service
http://www.ed.ac.uk/schools-departments/studentcounselling
• Careers Service (employability and careers)
– http://www.ed.ac.uk/schools-departments/careers/staff
• A to Z of Student Support Services
– http://www.ed.ac.uk/staff-students/students/studentservices
Support for Personal Tutors
• IAD web resources and guidance for personal tutors
http://bit.ly/QIg7hK
– Links to academic advice and procedures
– Links to advice on personal support for students
– Resources for personal tutors
– Information on Central briefing events and CPD:
• Personal Tutor IT tools
• Personal Tutors: students mental health workshop
• Personal Tutors: running lively and useful group
meetings
• School documentation and contacts
• Coming shortly – briefings on specific needs
– “etiquette” and confidentiality in note-taking
– students with disabilities?
eTutor - IT tools
• Minimise administrative overhead and ensure easy access to
information
• Create an enriched, personalised and dynamic supplement to
the student record
• Enable Tutee / PT / Staff to create notes related to their
discussions
• Ability to add a file and link to other digital material and
resources
• Provide appropriate information to relevant staff in support of
our students
• Enables students to request a meeting
IT tools - Phase 1
• IT
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tools fairly simple in Phase 1
Take record of meetings
Take record of notes/discussions
Ensure students are not forgotten (e.g. failed/ignored
emails)
• Student records/notes accessible by all with EUCLID account
• But notes can be marked confidential
– to Dean of Students/ST/PT/SST/Student/Originator
• Route in – login to EUCLID and on left-hand-side you
will see a tab “Personal Tutor”
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EUCLID is your Friend !?
• Login to EUCLID
• Click on
“Personal
Tutor”
Personal Tutor ‘My Tutees’
Up comes the list
of “My Tutees”
This may take
some time to
arrive, but we are
promised more
speed..
Note “Full record”
and
“Notes/Meetings”
Personal Tutor ‘My Tutees’
If you click “Full
record” you’ll get to
normal EUCLID
“Courses” screen
Note new tab
“Meetings/Notes”
that takes you back
to the meetings and
notes page
Personal Tutor - Meetings
If you click
“Notes/ Meetings”
you get to this
screen
Here you set up
meetings
Unfortunately no
dummy students
to play with
Take them in
order ...
Personal Tutor - Future Meetings
“Record a future
meeting” tells the
student that you
want a future
meeting and
“opens” it
“Meeting type” is
important
Note “Confidential”
flag
Note that nothing
can be deleted or
edited once saved
Personal Tutor Recording Meetings
“Record recent
meeting” is
probably the
most useful, and
records a
meeting that has
already taken
place
This must be
completed to
“close” an
individual
meeting
Schedule
a meeting
Notes of Meetings
Working with Notes
“Add a note”
allows you to
record any
“random”
individual
meeting
Working with Notes
Notes are arranged in order
of date, latest at the bottom
Comments on notes (children)
go under the initial note
(parent)
A parent can have unlimited
children
Confidentiality propagates
down
There is no way to “close” a
discussion
The requirement for an S1 or
S2 individual meeting is met
by the first comment on a
future meeting, or by the
record of a past meeting
What goes in notes?
• Comments on meeting outcomes
– From PT: brief comment
– From student: expanded comments
– From PT: feedback on student comments
• Any other communications from anyone that should
be on the record (all staff can add notes)
– Praise is good!
– Feedback like “Progress on project not good
enough”
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What goes in notes?
• SCC stuff (but be careful)
– Can be marked confidential
• … but confidentiality not that great: Dean of Students,
ST, PT, SST
– Confidentiality should improve in Phase 2
– If the student tells you something very confidential you
may wish to keep notes somewhere else
• The “somewhere” else should be accessible if the bus
gets you
• Note that un-disclosable information may not be used in
SCC
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– May have to “cover yourself” with a note here. “student has told
me something I may not disclose further. I have told him that if I
can’t disclose it I can’t take it to the SCC or make allowances. He
has accepted this.”
‘Personal Tutors’ email notification matrix
Ref
Action
Action by
Notification to
Create 1:1 meeting
SSO
Create 1:1 meeting
PT
Create 1:1 meeting
ST
Create 1:1 meeting
Other staff
Create SSO meeting
SSO
Create SSO meeting
PT
Y
Y
Create SSO meeting
ST
Y
Y
Create SSO meeting
Other staff
Y
Y
Request Meeting
Student
Y
Add meeting comment
Student
Y
Add meeting comment
SSO
Y
Add meeting comment
PT
Add meeting comment
ST
Y
Y
Add meeting comment
Other staff
Y
Y
Add note
Student
Y
Add note
SSO
Y
Y
Add note
PT
Y
Y
Add note
ST
Y
Y
Add note
Other staff
Y
Y
Add note comment
Student
Y
Add note comment
SSO
Y
Add note comment
PT
Add note comment
ST
Y
Y
Add note comment
Other staff
Y
Y
Assign Personal Tutor
Any
PT
SST
Y
ST
Comment
PTE
Y
All types of 1:1
Y
All types of 1:1
Y
Y
All types of 1:1
Y
Y
All types of 1:1. (However, other staff won’t do this).
Y
Applies to all types of meeting
Y
Y
Y
Y
Here we see who gets an email
under what circumstances
Note that emails contain no
information except a link to
the notes
The ST has a different system
that fires an alert if requests
are not dealt with, or meetings
Covered in separate note - see K:\Euclid\IS_Shared\Project
not
heldESSand
closed
Work\SSG001\
- PT Phase
1 Change Tutor Notifications.doc
Assign
Myself
to
Students
IT - New stuff
• Software does not (yet?) arrange meetings
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It must be used to record attendance at individual meetings
It can be used to notify student of future meetings
A meeting can only be “closed” by inserting a note
it will not record attendance at group meetings
(this must be done manually at this stage)
• Note taking
– All PT-type feedback to students via these notes
– Anything needed to “cover yourself” via these notes
– Long-term indelible record
IT - New stuff
• If a meeting is requested by a PT (student) the student (PT)
will get an email with a link to the notes
• If a PT gets a meeting request or receives a note from a
student it must be responded to within three working days - if
not it’s flagged to ST (then Dean of Students)
• Student contribution expected
• FAQs at http://www.euclid.ed.ac.uk/staff/User_Guides
Personal_Tutors/PT_FAQ.htm#General
Frequent issues
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Mental health/depression/stress
Medical/Special Circumstances
Lack of motivation (in tutees)
Relationships
Transferring Course/School/College
Infrequent issues
• Chronic illness/condition (e.g. Dyslexia =
special arrangements)
• Family
• Financial
• Legal – (e.g. been arrested!)
• Drug/alcohol abuse
Positives to Discuss
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Personal development
Career development
Choosing courses
CV writing
Study skills
Time management
Presentation skills (verbal/written)
Praise and encouragement
What not to Discuss!
• Visas etc → Advice Place
• Community charge etc → Advice Place
• Funding → Advice place
PT Attributes and Conduct
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Patience
Listening skills
“Appropriateness” (eg keeping oneself safe!)
Managing the PT/student relationship
(distance vs chumminess)
• Compartmentalising PTs’ problems (more
distance)
• Note and record-keeping
• Confidentiality
Progression rules
• Full-time students are expected to take and pass courses
worth 120 credits each year
• PTs are permitted to deal with students without referral
to the Senior Director if they:
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have passed 100 or more credits last year
have not failed any course that appear in the relevant DPT
have not failed any course 4 times
and have not been referred to the Senior Director before
Progression rules
• Normally, these students will be allowed to proceed to
the next year of their programme, re-taking the failed
course(s) “assessment only”.
– In some cases, the student may wish to retake the course
“in full attendance” - this is allowed.
– If an “outside course” (i.e. a course not named in the DPT)
has been failed, then a new course can be substituted (in
full attendance)
• A Progression Form should be submitted to the SSC (not
Simon!), but the student will not normally be
interviewed by the Senior Director or the Head of
Deggree
Progression rules
• All other students must be referred to the Senior
Director, using a Progression Form (sent to the SSC, not
to Simon directly)
• Interviews will not take place before Freshers’ Week
– Get tutees to book an interview ASAP!
– Students who have any chance of continuing should be
encouraged to take the appropriate classes but should
not be signed up for them in EUCLID
• If a student is not progressing to the next year of the
programme, they should be referred to the Senior
Director (this is particularly important where
international students are concerned)
Finally
• Keep in contact with the SSC
• Maintain records and contact through EUCLID
• Use the ‘notes’ section for your reports of
meetings
• Contact your SSC or the Senior Tutor for
advice on unusual or difficult cases
• Look out for material on Individual and
groups sessions, both from the ST and IAD
New policies for 2012-13 (1)
• Student Withdrawal and Exclusion (revised)
– Form
– Template communication to student
• Assessment Regulations
– minimal changes to Taught Assessment Regulations
– significant changes to Postgraduate Research Assessment
Regulations (to align with Taught)
• Degree Regulations
– revised and restructured to make them easier to use (see link for
UG changes)
• Part-time / Full-time study
– clarification from Registry on what constitutes FT/PT (EASE
authentication needed)
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New policies for 2012-13 (2)
• Academic Standards and Guiding Principles (revised)
• Feedback Standards and Guiding Principles (revised)
• Collaborative activity
– new forms, clarification on authority to approve, new
Global Partnerships Protocol for international
collaborations
• Online distance education
• External Examiners
– new Code of Practice and Report Forms
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