While you are on coverage you should place a priority on the following tasks (in this order):
If all these tasks are completed, you may study, read, etc. Remember: the priorities during coverage hours are tutoring and coverage duties - not your own studying.
Session Logs
Composing Session Logs:
When you fill out session logs for the time you spend at the desk during coverage hours, you will need to account for how you spent your time with a brief description of what you accomplished in the "Summary of Session" area of the session log. We know that there are times when there are few appointments or walk-in tutoring requests, and we are interested in knowing when those times are. Therefore, if you have a quiet shift in which you take care of all the responsibilities listed above and then have time to study, talk to friends, etc., please indicate that too. We are trying to track our slow and busy times in order to better staff the coverage area.
The new session log is located on the desktop as “Tutoring Session Log.xls.” or online at the CTL website at: http://www.lawrence.edu/dept/student_acad/ctl/session_logs.shtml.
After you have completed the log, click “Save As…” and name it with the kind of tutoring, the date, and your initials as follows:
Coverage: cv_10-19-06_jah
Writing: wt_09-19-06_sak
Communications: cm_12-03-06_eay
Content: ct_03-28-06_cam
Quantitative: qt_06-15-06_slp
If you tutored multiple people on a single day, label each log with numbers:
wt_09-19-06_sak1
wt_09-19-06_sak2
wt_09-19-06_sak3
Then send the file(s) to the CTL, at ctl@lawrence.edu, as an attachment.
The subject heading should include: the type of tutoring, your initials, and the date, for example:
writing – sept 19 – sak
or simply copy the name of the log (e.g. wt_9-19-06_sak) in the subject line
Saving Session Logs:
To Proofread Writing
To Be Proofread Communication
To Be Proofread Content
To Be Proofread Quantitative
If the session log is for coverage, training, a meeting with a class or professor, or head tutor duties, save it in the appropriate COVERAGE, TRAINING, or PROFESSOR and CLASS MEETING LOGS folder.
Sending Session Logs:
After CTL supervisors (Julie, Geoff, the Q coordinator, and Dawn) have proofread the reports in the “To Be Proofread” folders, they will move them to the To Be Sent folder. This folder should be checked regularly and the reports in it should be sent to the appropriate professor.
1. Open the To Be Sent folder on the desktop and look in all four folders:
To Be Sent Writing
To Be Sent Communication
To Be Sent Content
To Be Sent Quantitative
2. Open the session log to see who the professor(s) is/are. Before you close the log to attach it to your e-mail, be sure you hit “Ctrl+Home” to move the cursor back to the beginning of the document so it will open with the whole log visible when the professor opens it on his/her computer.
3. Open WebMail (Login Name=ctl and Password =sunnyday) and select the “Compose” button to open a new message. To use the WebMail addressbook, click on the icon of the person next to the “to” field and search for the correct e-mail address. You should put the following information in the subject line of the e-mail: "CTL Session Log for STUDENT LAST NAME from DATE OF TUTORING SESSION." Obviously, you should fill in the information in all caps with the last name of the student(s) who is the subject of the log (NOT the tutor!!) and the date of the tutoring session (NOT the date you are sending the log). We use this subject line system at the request of faculty; putting this information in the subject line of the e-mail enables professors to quickly find logs pertaining to particular students or dates just by scanning the subject lines in their e-mail inbox.
4. If the log involves an ESL student, you MUST send it to Cecile Despres-Berry at cecile.c.despres-berry@lawrence.edu as well as the professor(s) named in the log. If the ESL box is checked in the log, Cecile’s name should automatically appear along with the professor’s name in the session log.
6. Attach the file to the e-mail and send the log to the professor’s email address. To attach the session log file, click on the paperclip icon on the upper right of the compose window. A new “Attachments” window will open which will allow you to browse to the appropriate “To Be Sent” folder. Double click the file name of the log you want to attach and it will appear in the first field of the “Attachments” window. Click the “done” button when you see the appropriate file name in the window. If you want to double-check whether a log is attached to the e-mail before you send it, click on the paperclip icon again to open the “Attachments” window. You should see the name of the log listed there.
7. After a log has been sent, you must remove it from the To Be Sent folder and move it to the Sent folder. The easiest way to do this is to have both folders open on the desktop and then to drag and drop items from one to the other.
Tutor Requests
When students walk in, call, or email the CTL requesting a tutor, the tutors on coverage will take the request.
Writing Tutor Requests:
If students request a writing tutor during the CTL’s open hours, you should ask the student what course the tutoring is for. If it involves a Freshman Studies course, you should ask whether the student has contacted the tutor(s) assigned to his /her section of FRST. If this is not feasible or if the writing assignment is for a course other than FRST, an appointment should be scheduled in the red binder. The binder is divided into one hour slots that correspond exactly to the number of tutors available in any given shift. When you book an appointment, please write (legibly!) the student's name and phone number in the appropriate space in the binder. In addition, you need to put your initials next to that reservation in the space provided so we know who booked each appointment (in case there are questions).
Of course, if you intend to tutor someone from the section of FRST you are assigned to during your coverage shift, you still MUST call the CTL to add that appointment to the appropriate schedule page in the red binder.
If a student asks for an appointment and the calendar is full, try to schedule that student for a different time/day. If that is not possible, attempt to find a tutor using the tutor list and the tutor request procedure.
Content and Oral Communication Tutor Requests:
When you take a content or oral communication tutoring request, whether in person, from a form filled out by a student, via e-mail, or over the phone, please fill in the electronic version of the tutor request form (located in U:\student\wlab\Term I 2006 Tutor Requests under the file name: 111TUTOR REQUEST FORM.doc). Click “Save as…” and name the request with the student's last name and the date of the request, and save it in the Tutor Request folder on the desktop. It is very important that we have a record of EVERY tutor request we receive in this folder, so please fill out the form accurately and completely before you save it in the Tutor Request Folder. When you send the request form (as an attachment) to the tutor, you need to copy both Julie and Dawn on that e-mail. You should also copy it to ctl@lawrence.edu and then move the CTL copy from the inbox (once it is received and processed) to the CTL e-mail folder marked "Tutor Requests."
The coverage tutors will then select a tutor for the student from the Tutor List on the coverage desk, choosing a tutor from the course/discipline requested, and filling in the circle next to his/her name on the list. Try to use tutors who have not been requested often to distribute requests equitably (you can this tell by the number of circles filled in).
The coverage tutors will fill out and send the Tutor Request Form as an attachment to the chosen tutor as well as sending a blind copy (BCC) to ctl@lawrence.edu (this way a copy will be sent to the CTL, which should be moved into the Tutor Request Folder in the CTL email account).
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Because advisors, deans, etc. are asking us to keep better track of the requests we receive and which requests for tutors have been filled by specific deadlines, etc. we are adding a new level of recordkeeping to our standard tutor request procedure.
Example:
Request taken by: Coverage Tutor Name
Tutor contacted: Ima Student Tutor E-mail: ima.student@lawrence.edu
Date, time request sent to tutor: 1-23-04, 10pm
Sent to Ima Student on 1-23-04 at 10pm by Coverage Tutor
Request declined by Ima Student on Tue, 24 Jan 2006 08:44am
Sent to Supertutor on 1-24-05 at 2:20pm by Julie Haurykiewicz
Request declined by Supertutor on 1-24-06 at 7:30pm via phone
Sent to Last Chance Tutor by Coverage Tutor B on 1-24-05 at 3:30pm
Last Chance did not receive the request, according to an e-mail she sent. Request re-sent by Julie at 6:35pm on 1-25-06.
Last Chance accepted the request and e-mailed the student on 1-26-06 at 10:35am.
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When sending a request via e-mail to a tutor, please fill in the subject line with:
URGENT TUTOR REQUEST: Please Address Within 24 Hours
In the email, please remind tutor(s) that if he/she cannot fulfill the request, he/she should respond to the CTL as soon as possible, making sure to reattach the Tutor Request Form. This e-mail this should also be BCC’d to ctl@lawrence.edu and saved in the Tutor Request Folder.
You must ALSO send an email to the student requesting the tutor, informing him/her that the request has been sent to a tutor, and that he/she should contact the CTL again if a tutor has not made contact within 24 hours. This e-mail this should also be BCC’d to ctl@lawrence.edu and saved in the Tutor Request Folder.
Three exceptions to this process:
IF A TUTOR DECLINES A REQUEST:
PLEASE REMEMBER TO LEAVE THE PAPER COPY OF ANY TUTOR REQUEST FORMS IN JULIE’S MAILBOX NEXT TO HER OFFICE DOOR.
Answering the Phone
Answer the phone: “Hello, The Center for Teaching and Learning, this is _______.”
Frequently needed numbers:
Julie: 7022 (CTL office); 738-0266 (home)
Geoff: 6530 (SAS office)
Cecile: 7130 (CTL office); 6780 (International House office)
Content Tutoring Coordinator: 6536
Quantitative Tutoring Coordinator: 6536 (CTL office)
To transfer a call, notify the caller that you will be transferring the call, click the receiver down once and release, dial the extension you are transferring the caller to, and then hang up the phone.
Schedule appointments as described under “Tutor Requests” above.
Check voicemail at the beginning of every shift and throughout the shift if the red message indicator light is blinking . To check the CTL voicemail, dial x6900 and use the passcode 6767.
Return phone calls, write down messages accurately and completely, and process tutor requests.
Other
Faculty Requests Directed to the CTL:
All faculty requests of any type should be passed on to Julie.
E-mail:
Please check e-mail via WebMail regularly (Username = ctl Password=sunnyday) for session logs, tutor requests, etc.
Reply to e-mails promptly, or forward important messages to Julie.
When professors respond to session logs, forward these responses to the appropriate tutor, cc Julie, then save them to the Tutor Feedback folder in email.
CTL Book Check-Out:
Copies of various style manuals (MLA, APA, Chicago, Hacker, etc.) are kept at the coverage desk and checked out with student IDs. These books may NOT be taken out of the CTL. Please keep the student ID in a secure location while the borrower is using the book in question. Return the ID when the book is returned to the coverage desk.
If someone would like to check out a book from the CTL resource shelves, please write the date, their name and extension, the title of the book, and your initials in the Book Checkout Binder. Books may be checked out for three weeks.
If someone returns a book to the desk, please note in the binder that it has been returned. Re-shelve the material in the appropriate bookcase.
During your shift, check the binder to see if there are overdue books and contact those students with a reminder to return the materials to the CTL.
Recording Equipment Checkout:
If students wish to check out tape recorders, please fill out the appropriate information in the book checkout binder. Tape recorders are kept in the equipment closet across from the bookshelves. The key is in the top left coverage desk drawer.
The CTL no longer checks out video cameras. If people wish to use a camera, have the students contact a communication tutor to set up an appointment—or contact Tom Sykes in the Media Lab (x6757) to borrow a camera from him.
CTL Room Reservations:
The Speaking Studio (Room 137) and the Quantitative Lab (Room 127) may be reserved by faculty and students. If someone requests a reservation, please write it down on the appropriate calendar in the gray Room Reservation Binder. If a person wants to reserve either room once a week or more during a term, please ask them to contact Julie with their request before it can be written on the calendar. Pam Kalinosky (the SAS administrative assistant in Briggs 117) maintains the room reservations for the SAS Conference Room (Briggs 123). All reservations for this room should go through Pam.
Other Duties:
Check the Job Orders: To be Completed box on the coverage desk to see what needs to be done. These tasks are not optional! Please do them promptly and thoroughly. Make sure that if you cannot complete a task you leave sufficient instructions for the next person.
Keep the CTL tidy by getting rid of scrap paper, outdated advertisements on the wall, etc.
If all these tasks are completed, you may study, read, etc. Remember: the priorities during coverage hours are tutoring and coverage duties. Studying is not a paid position.
Closing Shift Duties (11pm Mon-Thurs and Sun; 5pm Friday):
Before you leave, take a moment to straighten up the CTL: get rid of scrap paper, throw away trash on floor, push in chairs, clean up coverage desk, make sure there are adequate copies of the CTL Tutor Request Form on the desk; refill the printer/photocopier paper trays. IMPORTANT: Be sure to log off the computer at the coverage desk. Not only is this a security issue, there are times when the computer may miss out on crucial updates if it is left logged into the network. Finally, please make sure all of the CTL lights are turned off before you leave.
Lateness and Absences:
It is important to arrive on time for your shift, since there are often students who have scheduled appointments waiting to work with you upon your arrival. If you will be late or if you must miss a shift in the case of an emergency, please call Julie at x7022 to let her know. If it is after 5pm or on a Sunday, please call the CTL coverage desk at x6767 to inform the tutor there that you will be late/absent. If you are working an evening shift (after Julie has left for the day) and someone calls to say that he/she will be significantly late or absent, try to find someone else to cover that shift. There is a list of writing tutor e-mail addresses and phone numbers listed on the bulletin board next to the printer.