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					     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:
   –   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:
•   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/institute-
     academic-development/undergraduate
• Guidance, advice and resources for Personal Tutors in
  preparing for and running 1:1 meetings
   – http://www.ed.ac.uk/schools-departments/institute-
     academic-development/learning-teaching/academic-
     pastoral/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/institute-
     academic-development/learning-teaching/academic-
     pastoral/support/resources/groups
 Support for Personal Tutors
  Central Support Services
• Student Disability Service
  http://www.ed.ac.uk/schools-departments/student-disability-
  service/staff
• Advice on helping distressed students
  http://www.ed.ac.uk/schools-departments/student-disability-
  service/staff/supporting-students/help-distressed-students
• Student Counselling Service
  http://www.ed.ac.uk/schools-departments/student-
  counselling
• 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/student-
      services
  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 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”




14
       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”



25
            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
     – 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
26     has accepted this.”
‘Personal Tutors’ email notification matrix
Ref   Action                  Action by                Notification to          Comment
                                            PT   SST        ST       PTE
      Create 1:1 meeting      SSO           Y                            Y      All types of 1:1
      Create 1:1 meeting      PT                                         Y      All types of 1:1
      Create 1:1 meeting      ST            Y                            Y      All types of 1:1
      Create 1:1 meeting      Other staff   Y                            Y      All types of 1:1. (However, other staff won’t do this).


      Create SSO meeting      SSO                                        Y
      Create SSO meeting      PT                 Y                       Y
      Create SSO meeting      ST                 Y                       Y
      Create SSO meeting      Other staff        Y                       Y
      Request Meeting         Student            Y                              Applies to all types of meeting
      Add meeting comment     Student       Y
      Add meeting comment     SSO           Y                            Y
      Add meeting comment
      Add meeting comment
                              PT
                              ST            Y
                                                                         Y
                                                                         Y
                                                                             Here we see who gets an email
      Add meeting comment     Other staff   Y                            Y   under what circumstances
      Add note                Student       Y
      Add note
      Add note
                              SSO
                              PT
                                            Y
                                            Y
                                                                         Y
                                                                         Y
                                                                             Note that emails contain no
      Add note                ST            Y                            Y   information except a link to
      Add note
      Add note comment
                              Other staff
                              Student
                                            Y
                                            Y
                                                                         Y
                                                                             the notes
      Add note comment        SSO           Y                            Y
      Add note comment        PT                                         Y   The ST has a different system
                                                                             that fires an alert if requests
      Add note comment        ST            Y                            Y
      Add note comment        Other staff   Y                            Y

                                                                             are not dealt with, or meetings
                                                                               Work\SSG001\ and closed
                                                                             not heldESS - PT Phase 1 Change Tutor Notifications.doc
      Assign Personal Tutor   Any                                              Covered in separate note - see K:\Euclid\IS_Shared\Project
 Assign
 Myself
   to
Students
               IT - New stuff
• Software does not (yet?) arrange meetings
   –   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

•   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
•   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

• 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:
   –   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)
                                                                     40
    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


                                                             41

				
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