TUTORING


TUTOR HANDBOOK

2017-2018

Tutor Coordinator –
Administrative Assistant – Leeann Smith
Director of Student Support Services – David Smith
Greeneville Campus:
(423) 798-1635 Ext. 5211

Download as a Word document: Tutor Handbook 2017-2018

INTRODUCTION

As an employee of the Tutoring Center, there are two things about our program that will help you understand our operating procedures and policies:

1. Activity in the Tutoring Center varies throughout the year. Therefore, there are no set work schedules that are consistent throughout the entire year. We respond to tutoring demands, and tutoring demands vary. Work for the Tutoring Center is issued on a contract basis and scheduling preference is given to Tutors who meet and exceed the expectations outlined in this handbook.

2. The Tutoring Center employs a staff of 45 or more 70-80% of the year. During that time, we meet the needs of 60 to 100+ students per week. In other words, there is a lot going on and a lot to keep up with administratively. In order for the Tutoring Center to maintain its effectiveness, it is imperative that standards are set and strictly followed.

CONTRACTS

You must have a contract to work. As a Tutor, you are not guaranteed any set number of hours or work. We respond to Tutoring needs and request as they arise. And although we can roughly anticipate what to expect, student requests for Tutoring fluctuate throughout the year.

When a tutoring need arises, the Tutor Coordinator matches the need to a qualified Tutor and notifies the Tutor and student either in person, on the phone, or through email.

You should expect to be contacted about individual appointments outside of your normal schedule. We understand that you may not always be available for these sessions, but every effort should be made to accommodate the request.

When you do complete a session outside of your regular schedule, you will need to report the session immediately following its completion. An email with the name of the student, subject tutored, location, date, and time will be sufficient to report additional hours.

NOTE: Tutors will only be paid for work that is completed within the parameters of the contract.  When additional hours are completed, pay will be subject to final approval by the Tutor Coordinator.

TUTOR PAY

Tutoring is paid by the hour for each session in which tutoring is taking place. The maximum pay that a peer tutor is eligible to earn is $10 per hour ($13 per hour for LEAD Tutors/ professional tutors).

NOTE: Peer tutors are eligible for a pay increase 6 months after hire. Pay increases are determined after an employee evaluation is performed by the Tutor Coordinator at the tutors’ request.

FACULTY RECOMMENDATIONS

We require a faculty recommendation for every subject you wish to tutor. Basically, if you wish to tutor in Psychology, you must have a faculty recommendation from a Psychology professor. You will not be permitted to tutor outside of your recommended subject(s). The recommendation forms must be filled out electronically and can be found on our website under the “Faculty Recourses” tab. Simply send the link to the recommendation page to the faculty member who has agreed to provide a recommendation for you. Their recommendation will automatically be emailed to the Tutor Coordinator.

You can find the faculty recommendation form here.

MEETINGS

Tutor meetings will be held at the beginning of each block, typically on the first day of the block from 3:45pm until 5pm in room 206 of the Garland Library.

Tutors are required to attend these meetings, as they will be used to communicate any information or concerns about tutoring assignments, scheduled workshops or any changes to scheduled tutoring.

WORKSHOPS/TRAININGS

NTA CERTIFICATION TRAINING

As of summer 2016, the Tusculum Tutoring Center will be undergoing a process of national certification through the National Tutoring Association (NTA).  The NTA was formed in 1992 for the purpose of establishing a membership organization for tutoring professionals. Over the past years, the purpose has expanded to promote education, specialization, and scientific research. The NTA is now the oldest and largest professional association dedicated exclusively to tutoring, and represents the interests of thousands of tutors in the U.S. and thirteen other countries, practicing in all phases of tutoring, program administration, and supplemental student services. Members represent colleges, universities, high schools, middle schools, elementary schools, school districts, literacy programs, community programs, grant supported programs, and NCLB/SES providers.
The NTA Code of Ethics provides members with opportunities to achieve and maintain high professional standards for tutors and administrators of tutoring programs and services.

NTA Code of Ethics*

The National Tutoring Association is dedicated to providing its members with opportunities to achieve and maintain high professional standards for tutors and administrators of tutoring programs and services.

  • I understand my role as a tutor is to guide students’ to do their own work using the best learning approach possible.
  • I will provide honest feedback in the form of positive praise and/or constructive suggestions to students I serve in a manner beneficial to their overall learning.
  • I will demonstrate faith in each student’s learning abilities understanding my primary goal is helping them discover and develop skills needed to reach their desired educational outcomes.
  • I understand my relationship to each student I tutor is professional and not personal.
  • I will respect and be sensitive to students’ cultural background and personal value system; keeping in mind their personal dignity.
  • I recognize I will not have answers to every question asked. Therefore, I will seek assistance in finding answers to the student’s questions and/or directing the student to “how” and “where” appropriate resources are for the information needed.
  • I will maintain accurate records of tutoring sessions to fulfill expectations & requirements which exemplify excellence in tutoring.
  • I will respect each student’s personal dignity at all times.
  • I will be on time for tutoring all appointments understanding excellence does not compromise time nor make excuses.
  • I will keep information about all students I work with confidential.
  • I understand the ultimate goal is to assist students in discovering how he/she best learns. I will accomplish this by helping each student develop the skills needed to achieve their best educational outcome.
  • I will share any concerns I have with my supervisor.
  • I recognize the win-win relationship tutoring fosters. I expect to learn along with each student I assist.
  • I will keep current in both my subject area(s) and learning methodologies.
  • I will remain flexible to my approach to student learning, respectful of the various learning styles and preferences.
  • I will share techniques for improving study skills with students; respecting their differing learning styles and preferences while exhibiting excellence in my approach to the content being tutored.

*The National Tutoring Association Tutor Code of Ethics is copyrighted by the National Tutoring Association, all rights reserved 2016. The National Tutoring Association Code of Ethics may be reprinted with acknowledgment to The National Tutoring Association who owns all rights.

NOTE:  NTA workshops will be provided throughout the year to certify all Tusculum tutors.  These workshops are mandatory and must be complete before any student contact is made by the tutors.

LOCATION OF TUTORING

On the Greeneville campus, tutoring will take place in the Tutoring Center-Rooms 317-318 (8:00am to 5:00pm Monday-Friday) or 2nd floor of the Library (7pm to 9pm Sunday-Thursday); In some circumstances, written approval to meet in other locations can be obtained from the Tutor Coordinator.

NOTE: Tutors will not be paid for any tutoring that takes place outside of the scheduled hours/locations.

ATTENDING EXAM CRAM

Exam Cram takes place the evening before the last day of each block in the Garland Library. If you are contracted to tutor for the residential college, you are expected to attend Exam Cram that block.

That said, be sensitive to your students’ needs regarding their final exams and tutoring. If you have a regular tutee who requires an alternative exam study session, please contact the Tutor Coordinator to organize an alternative session.

GRADE POINT AVERAGE

The peer tutor must remain within good standing academically to continue providing assistance to students for the Tutoring Center. Therefore, peer tutor’s overall Grade Point Average must remain at 3.0 or above.

If the peer tutor’s Grade Point Average drops below 3.0, then an individual meeting will be held with the Tutor Coordinator, Administrative Assistant, and Tutor. This meeting will look at obstacles the tutor is facing impeding academic progress. Also, individual goals and objectives the peer tutor suggests as a means of increasing his/her GPA will be discussed collaboratively, noted, and placed in the tutor’s file. The Tutor Coordinator, Administrative Assistant, and Tutor will sign this form and will receive final approval from the Director of Student Support Services. The tutor will have 1 block to diligently work on increasing his/her GPA.

If the tutor does not succeed in raising his/her GPA within the 1 block time frame, then the tutor will not be provided tutoring assignments from the Tutoring Center. If the tutor raises his/her GPA afterwards, then it is his/her responsibility to contact the Tutoring Center, arrange a meeting, and complete the interview process.

SESSION CANCELLATIONS/ABSENCES

Any tutor session cancellation/absence must be approved by the Tutor Coordinator. It is the tutor’s responsibility to make the Tutor Coordinator or Administrative Assistant aware either by email or phone of the absence. Please do not wait until the last minute to report your absence.

Do not come to work sick!

NOTE: Repeated unexcused session cancellations will have an effect on tutor pay raises.

WARNINGS AND SANCTIONS

Tutorial staff may be terminated for failure to meet the expectations and obligations of the Tutoring Center. The following is the method used to address such violations:

  • Warning—Minor infraction, typically first time offenses or offenses that do not disrupt the operation of the Tutoring Center or the tutoring process in a major way.
  • Sanction—Major disruptions to the tutoring process or operation of the Tutoring Center or repeated infraction.
    (Three sanctions = Termination of employment)

Warnings and Sanctions will be determined and documented by Tutoring Center staff members. You will be notified of any infractions and given a chance to discuss the matter with a member of the Tutoring Center staff. Documentation of the occurrence(s) will be placed in your employment folder. Some serious offenses, like falsifying a time sheet, do not require the accumulation of three sanctions and are grounds for immediate termination.

EVALUATIONS

STUDENT FEEDBACK

Encourage the students that you work with to complete a tutor evaluation when they log out of TutorTrac. The form pops up when the student logs out, so it is imperative that all tutees log out of the system. In addition, the Tutoring Center selects students periodically to interview regarding their experience with the tutoring process.

STAFF FEEDBACK

PERFORMANCE REPORTS

Outside the performance evaluation provided by the Tutor Coordinator, performance reports will be provided at the peer tutor’s request. The report will provide specifics to areas in which the tutor has mastered as a peer tutor and also disclose those areas that are somewhat deficient.

AREAS OF MEASUREMENT INCLUDE:
1) Contract submission
2) Instructor contact
3) Student Evaluations
4) Session Attendance
5) Consistent log-in/out for appointments
6) Willingness to accept individual/one-on-one assignments

PERFORMANCE EVALUATIONS

1) Performance evaluations will be conducted when a student request a pay raise for their position.

2) Performance evaluation will also be conducted if a tutoring performance problem is suspected or detected.

SESSION EVALUATIONS

Periodically, the Tutor Coordinator, Head Tutor, and/or a Lead Tutor will sit in on/observe tutoring sessions and evaluate the process.

This student and staff feedback will be the basis for future employment, pay raises, and promotions and will be kept in your employee file.

PAY CHECKS

Pay will be calculated and distributed bi-weekly. Pay check processing times can vary, especially if the end of the pay period falls near a holiday. You will be informed about any disruptions in the normal distribution of checks. In order to be paid, you must consistently log in and out of TutorTrac.

NOTE: Pay will be calculated from the online payroll report. Thus, failure to accurately log in an out of TutorTrac will result in loss of pay.

FORMS

The following forms are linked as sample documents:

– Documenting your work

– Sample Letter of Employment

– Sample Contract

Sample Recommendation Form*

Sample Time Sheet*

Student Evaluations*

*NOTE:   These documents will soon be housed in an online system.  Therefore, these are just an example of the information required from these documents.