personal Tutors - Welcome To Co-tutor · Personal Tutors Getting Started. This document is intended as a quick start guide for tutors who are just starting off with the Co-Tutor system.

© Loughborough University, 2015

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Personal Tutors

Getting Started

This document is intended as a quick start guide for tutors who are just starting off with the Co-Tutor system. It will provide an overview of the main features of navigation as well as some basic tasks such as; browsing for students; allocating tutees; viewing a student’s record; adding comments and sending messages.


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Home Page

After you log in to Co-Tutor you will immediately be on the homepage screen. Take a quick glance at the main navigation features.

Quick links

Quick links will provide you access to your own profile page, your watchlist, your notifications, local support links and sign out of the system.

• Your profile, accessible by clicking your name, has five tabs.


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The Overview tab will allow you to;

o Check your details on the system are correct. o View your system wide roles. o View a condensed summary list of all your allocated students. o Allocate yourself tutees.

The Preferences tab will allow you to;

o Alter which page you land on after logging in. o Alter how your list of tutees will be displayed.

The Notifications tab will allow you to;

o Keep track of any comments made by tutees/colleagues. o See any ‘flagged’ items, i.e. poor attendance. o See any general messages to co-tutor users.

The Modules tab will allow you to;

o See all modules you are associated with. o By clicking on a module, you can view both the attendance and the students

registered on that module.

The Comment Timeline tab allows you to;

o View a list of all the comments you have made in chronological order.

• Watchlist is personal to you and will give you a quick link to those students you have added to your own watchlist.

• Notifcations gives you a quick indication of the number of comments and messages that other staff have chosen to notify you of. This is particular relevant for staff in a monitoring role in the system.

• Support is the place where you can learn more about Co-Tutor. See who your department and system contacts are and provides you with a form to fill in for technical queries. It also gives an overview of the permissions in the system.


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Main menu

• My Students is the place where you can: o Access your allocated lists of tutees o Access your own personal groups o Browse the students in the Department you are in. o View your recently accessed student records.

• My Teaching is personal to you and will give you links to the teaching modules you are associated with and the students enrolled on those modules.

• My Department gives you access to the department specific functionality such as a list of current staff and students, search the archive, department roles, department settings, placement management functions and monitoring reports.

• Find is a keyword search box for any staff and student within the system.

Gaining the role of personal tutor in Co-Tutor

If you are member of staff within a particular department, your Co-Tutor system administrator will automatically add you to the system. However, you are not a personal tutor in the system until you have some personal tutees allocated to you.

Allocating yourself some tutees

Select Overview from the MY STUDENTS main menu.


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Select Edit my tutee allocations. This will take you to your profile page.

When you start typing in a student’s name, a list of potential matches will automatically show. Once a recognised student name has been entered, click on select role to choose personal tutor from the list of possible associated roles. You can repeat this to keep allocating yourself to more students.

Go back to the Overview section and click on Personal Tutees.

Browsing your Allocated Tutees

Once you have some allocated personal tutees you can view them as a list in the Personal Tutees section. This screen is split into the Tutee groups menu on the left, a list of your associated tutees, each displayed in a student summary box with a filter, sort and group actions area at the top of the list.


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Tutee groups menu

All of your associated tutees (Personal, Dissertation, Placement and Research) are grouped by type and can be accessed from the menu on the left. Your own personal Watchlist can also be accessed from here. You can also create your own ad hoc collections of groups in the My Groups section.

Student summary box

The students are displayed in a default summary strip list view. This shows you the student’s name, course, year, id, photo and associated personal tutor information. The Action dropdown in this view will allow you to quickly add a comment or send a message.

Click on the students name to access their full record in Co-Tutor.

Use the select button under the student’s name to select multiple students at once to then perform a group action on.


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Filter, sort and actions area

Anywhere you see a list of students in Co-Tutor, you will see this filter, sort and actions area above it with the number of student’s currently showing in the list.

• View: You can select the type of view you would like to see the list of students in (strip, card or gallery).

• Sort by: You can also sort the list by a number of elements ascending or descending order [surname; department; programme; year; date of last comment].

• Filter: You can start to type a name of one of the student’s in the list to immediately jump to their summary box.

• Select all: Click this to select all the students in the list. • With selected students: a drop down list of group actions can be performed once

you have selected one or more students in the list. o Add a comment o Send a message o Give feedback o Invite to a meeting o Record attendance at a meeting o Record a missed meeting o Add to your watchlist o Add to one of your ad hoc groups o Download as a CSV file


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The STUDENT RECORD

Once you have click on a student’s name you will come to dashboard page of their student record. The area is divided into three main sections. The tab menu divides the student’s record into several sections. The action menu area provides general actions you can perform such as add a comment. Each separate section in a student’s record will have its own actions associated with it. The middle section is the main page content for that section in a student’s record.

Tab menu

Each student record is divided into several sections accessed by the tabs on the left in the tab menu. This menu will vary depending on the elements you have enabled in your institution’s own set up. The student record section will always contain: And may contain:

• Dashboard • Attendance • Timeline • Assignments • Comments • Grades • Meetings • Schedules • Feedback • Engagement • Placements • Student information • Files • Tutors


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STUDENT RECORD – Dashboard

The Dashboard page shows a summary of the student information, the allocated tutors, the last comment made, the last meeting attended, placement summary information (if this student is on placement) and may contain grade and attendance information.

From here you can to a student’s record and .

Add a flag

Flags can be added and removed from a student’s record as a transient (not permanent) label. The flag icon will appear in both the summary listings view and also on every page of their record and can be seen by any member of staff.

Add to watchlist

If you choose to add a student to your watchlist, an alert appears at the top of every page of their record. They are also added to your own personal ‘watchlist’ group. This cannot be seen by any other Co-Tutor user and is personal to you.


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STUDENT RECORD – Timeline

The Timeline section of a student’s record shows a chronological list of interactions and information that has happened to that student within Co-Tutor. It amalgamates information from several sections in one place [comments, messages, meetings, files, placements etc].

Types of information on the timeline

Comment made by staff to one student

Comment made by staff to a group

Comment deleted

Email sent to one student from Co-Tutor

Email received (automatically cc’d to Co-Tutor – if enabled)

Email sent to a group from Co-Tutor

Student invited to meeting

Record of a face to face meeting

Record that a student failed to turn up to a meeting

Feedback comment added

Placement comment added

Placement report added

File uploaded to a student’s record


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STUDENT RECORD – Comments

The Comments section of a student’s record contains all of the free text comments that have been added to the record. Each comment shows who made it, when it was made, the content and the category. ANY STAFF can add a comment to ANY STUDENT’S record.

Add a comment

Click on the Add a comment link at the top of the page content area. You will then have a comment form to fill in.


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Pick a suitable subject line to describe the comment being made. Add some comment text either straight into the box or choosing from the list of predefined statements. You can choose for your comment to be dated with an alternative date. You can attach files to the comment (maximum of three per comment). Every comment needs to have a minimum of one comment category to describe it. By default Co-Tutor selects what it thinks is the most appropriate type, for example, if you are the personal tutor making the comment, it will choose Pastoral Care by default.


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What do the categories mean?

The comment and message categories are an important feature in Co-Tutor. The category you select will determine who has access to view that particular comment. For example, if you categorise a comment as ‘placement’ then the student’s associated placement tutor will also be able to view the comment. However, the rule in Co-Tutor is that the associated Personal Tutor can SEE EVERYTHING in their personal tutee’s record. With other associated tutors have less access. Those staff with no formal association will see even less.

For more detailed information about whom can see what in Co-Tutor, please refer to the Permissions section at the end of this guide.

What does the notify checkboxes do?

The Notification section of the comment form gives you the opportunity to alert other members of staff in your department about the comment you are making. The Notification will appear in the other person’s Notifications section and they will also receive an email copy of the message. You can also choose to notify the student of the message and they will receive an email with the comment in and any attached files.

Edit a comment

Once a comment has been made, the author has a 10-minute window to edit the contents of it. After that time, only the category and date can be edited.

STUDENT RECORD – Meetings

The Meetings section of a student’s record shows the number of invites, meetings attended and meetings missed in a student’s record.


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Invite to a meeting

You can send an Invite to a meeting to any student, whether they are associated with you or not. The invite to meeting form will send an email with a calendar attachment with the date and time you selected. It will also send you an email with this calendar attachment in, so you can add it to your own calendar (e.g. Outlook). You can also select to include any other staff member in your department too in the invite. A record of this invite will be kept on the student’s record.

Add a meeting attended

You can record that the meeting happened in the Record a meeting form. This acts much like adding a comment with categories and notifications available. However, it is important to use the Record a meeting option rather than comment as this information is collated to help reporting for Co-Tutor monitors.

Add a missed meeting

You can record that the student did not show up for a meeting and in fact Missed a meeting. This too is then added to the student’s timeline. You can choose to categorise the meeting type and also to attach files and notify other staff, as well as notifying the student.


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Use Co-Tutor on any device

You can use Co-Tutor on any device thanks to its responsive design.


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An overview of Co-Tutor permissions linked to staff roles

If you are a member of staff associated with a student as a placement supervisor in Co-Tutor, the following list shows you the specific permissions associated with that role.

Allocated Tutor Roles

Capabilities

Department staff

on Co-Tutor

Personal Tutor

Dissertation Supervisor

Placement

Supervisor

Research Supervisor

Pastoral Helper

A student's record

View your own entries Y Y Y Y Y Y View "Pastoral" category (Comments, meetings, files etc categorised as pastoral)

Y Y* Y

View "Academic" category Y Y* Y View "Dissertation" category Y Y Y* Y View "Placement" category Y Y Y* View "Research" category Y Y View Attendance Y Y Y Y Y Y View CASPA Assignments Y Y Y Y Y Y View Feedback Y Y* View Module grades Y Y Y Y Y Y View Placement information Y Y Y* Y Edit placement profile Add a new placement Edit the placement checklist View tutor associations Y Y Y Y Y Y View online engagement Y

Y Y

View Schedules Y Y

Y View Flags Y Y Y Y Y Y Add / edit Flags Y Y LUSI Information Y Y Y Y Y

Messaging and commenting

Message any student Y Y Y Y Y Y Message a groups of students Y Y Y Y Y Y Invite any student to a meeting Y Y Y Y Y Y Add to student's Co-Tutor record Y Y Y Y Y Y Contact the Personal Tutor of a student Y Y Y Y Y Y


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Allocated Tutor Roles

Capabilities

Department staff

on Co-Tutor

Personal Tutor

Dissertation Supervisor

Placement

Supervisor

Research Supervisor

Pastoral Helper

My Students and My Teaching

Allocate myself tutees If department settings allow, any department staff can allocate students

within their own department to themselves.

Add to my watchlist Y Y Y Y Y Y Add to my bookmark group Y Y Y Y Y Y Browse programmes and modules Y Y Y Y Y Y

My Department

View 'Overview' Y Y Y Y Y Y Browse current and archived students Y Y Y Y Y Y View Co-Tutor staff list Y Y Y Y Y Y View Dept Co-Tutor roles Y Y Y Y Y Y Edit department allocations These actions are available to Co-Tutor monitors and the Co-Tutor admin

roles. Run monitoring reports

* some items in this list will be specific to certain institutions only, depending on the level of connections with other systems.


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An overview of Co-Tutor monitoring role permissions

There are monitoring roles within Co-Tutor that are given out to staff within your department by the Co-Tutor Administrator in your department. These staff members have greater access to certain information in the system. This table highlights what each of the monitoring roles and see and do in Co-Tutor.

Department Monitoring Roles

Capabilities

Co-Tutor adm

inistrator

Pastoral M

onitor

Dissertation M

onitor

Placement

Monitor

Research M

onitor

Attendance M

onitor

Messaging and commenting Message any student Y Y Y Y Y Y Message a groups of students Y Y Y Y Y Y Invite any student to a meeting Y Y Y Y Y Y Add to student's Co-Tutor record Y Y Y Y Y Y Contact the Personal Tutor of a student Y Y Y Y Y Y

Any student's record in your department View your own entries Y Y Y Y Y Y View "Pastoral" category Y Y View "Academic" category Y Y Y Y View "Dissertation" category Y Y Y Y Y View "Placement" category Y Y Y Y View "Research" category Y Y Y View Attendance Y Y Y Y Y Y View CASPA Assignments Y Y Y Y Y Y View Feedback Y Y Y View Module grades Y Y Y Y Y Y View Placement information Y Y Y Y Y Edit placement profile Y Y Add a new placement Y Y Edit the placement checklist Y Y View tutor associations Y Y Y Y Y Y View online engagement Y Y Y View Schedules Y Y Y View Flags Y Y Y Y Y Y Add / edit Flags Y Y Y

Allocating and Roles Set up Pastoral Monitors Y Allocate Personal Tutors Y Y Allocate Pastoral Helpers Y Y Set up Dissertation Monitors Y Allocate Dissertation Supervisors Y Y Set up Placement Monitors Y Allocate Placement Supervisors Y Y Set up Research Monitors Y Allocate Research Supervisors Y Y


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Department Monitoring Roles

Capabilities

Co-Tutor adm

inistrator

Pastoral M

onitor

Dissertation M

onitor

Placement

Monitor

Research M

onitor

Attendance M

onitor

My Department View 'Overview' Y Y Y Y Y Y Browse current and archived students Y Y Y Y Y Y View / Edit Co-Tutor staff list Y Edit Department Settings Y Edit Placement Companies Y Y View Placement department overview Y Y View Department activety Y Monitor Personal Tutor activety Y Y Monitor Dissertation Tutor activety Y Y Monitor Placement Tutor activety Y Y Monitor Research Supervisor Activety Y Y Monitor Attendance* Y Y

• Subject to your institution providing a suitable data feed to Co-Tutor

personal Tutors - Welcome To Co-tutor · Personal Tutors Getting Started. This document is intended as a quick start guide for tutors who are just starting off with the Co-Tutor system.

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