Welcome to Record Keeping

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Welcome to Record Keeping Beyond!

• Charting the Adventure

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Why is record keeping training required?

• During the past few months LCC has changed to
  Banner
• So an update is in order
• Create consistency in record keeping
• To reduce maintenance of multiple versions of
  similar forms
• To unify tracking for all types of tutoring
• Simplify the processes for everyone
• Reduce errors
• We hope the end result is
• Increased satisfaction with the processes
  students, tutors, staff
• Save some money by reducing copying costs, and
  eliminating inconsistencies and confusion
• To improve communication and data reporting to
  the powers that be

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Why Do We Keep Records?

• Keep us on track
• Justify our program
• Verify students use of services
• Determine future direction
• Communicate with each other
• To get paid

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What Happens to the Data I Collect?
For All Types of Tutoring Student Completes
Tutoring Services Request Form
Completed forms turned in to Front Desk Staff
by Students, Tutor/SI Leaders
Forms processed, alphabetized placed in Big
Books

• Summary Reports
• Group Data Only
• No Names
• No Personal Data

Tutoring Services' Data Base
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How is this Connected to My Pay?
Soheils Magic
Students complete Tutoring Services Request Form
and information is entered into Tutoring Services
Data Base by our Front Desk Staff
The Powers that Be

• Summary Reports
• Group Data
• G.P.A.
• Participation
• Comparisons

Tutoring Services Employees complete Work Logs,
attendance logs, progress reports and time
sheets. Front Desk Staff enters data into
Tutoring Services Data Base.
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Forms Processes We Will Cover

• Tutor In/Out Board
• Cancellation Slips
• Absence Letters
• Tutor Absence Notification Form
• Students Request for Schedule Change Process
• SI Leader Instructor Contact Form
• Tutor Certification Form
• Student Surveys
• Support Staff Work Request Form

• Banner Time Sheet
• Electronic Time Sheet
• Time Sheet Reminder Card
• Work Log
• Work Assignments
• Tutoring Services Request Form
• 11 Student Attendance
• 11 Student Progress Report
• 11 Student Walk-In Log
• Group Students Attendance Log

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What Records do I Keep?
Where
When is this Due?
Who
What
Everyone
Online Copy at Front Desk
Thursdays by noon unless informed otherwise
Time Sheet
Printed copy turned in at Front Desk
Printed copy at the end of your work week
--record actual work
11 Tutors SI Leaders
Work Log
Reverse side of Tutoring Request form in Big Books
Daily after working with student
11 Tutors
11 Attendance
Reverse side of Tutoring Request form in Big Books
Daily after working with student
11 Tutors
11 Progress Report
 Front Desk

• Complete during session with students daily
• Turn in copy with Work Log

11 Tutors
11 Walk-In Log
Front Desk

• Complete during session with students daily
• Turn in copy with Work Log

 SI Study Group Leaders
Group Attendance Log
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Time Sheets The Banner Way

• Directions for Entering Grant Hours on Time Sheet
• Directions for Time Sheet Tutoring Services
• Ask Renée if you do not know which to use

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Time Sheet -- New Process

• Time sheets with errors will be Returned for
  Correction by Friday morning (hopefully)
• After it is returned, please make revisions and
  resubmit them by 800 a.m. Monday of pay week
• Tammy Ann are the time sheet gurus consult
  them after you have tried to enter your time, but
  before you click Submit
• This is subject to change at little or no notice
• Its a work in progress feed back is welcome!

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Time Sheets Help Card

• Dates for submitting time sheets are posted in
  the Tutor Workroom conveniently close to the
  computers.
• Psst.Doing your Timesheet? Did You
  Remember To
• Enter REGULAR HOURS for each day worked?
• Enter the same number of hours in GRANT HOURS
  OVERRIDE? (some exceptions)
• Allocate funds into the proper account using
  ACCOUNT DISTRIBUTION?
• PREVIEW your Timesheet to be sure it is
  correct?
• PRINT a copy of your Timesheet each week?
• SUBMIT by noon on Wednesday of Timesheet week?

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When do I work?

• Work hours are assigned at the beginning of a
  semester
• 11, Walk-in, Small Group tutoring hours
• See Ginny
• Tracked on Scheduling Board in Ginnys office
• SI
• See Ruth H.
• Tracked on SI Handout
• Professional Development opportunities are paid,
  but need to be pre-approved by Renée
• Exceptions Inservice, 1 Exploration, 1 Group
  Leaders meeting, LCC Tutoring Services
  mandatory training
• All part-time employees must not exceed 30 hours
  per week total on their timecards

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Work Log Form Highlights

• Keep in mind The Work Log is to be used to
  record what you actually do, not just what you
  are scheduled to do
• Dramatically reduced the number of columns
• Checks Balances
• Clearer Labels Definitions
• You can choose to complete your Work Log either
  on a paper copy or electronically (print hard
  copy to turn in)

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Work Log Pointers

• Turn in weekly as close to the last hour you
  actually work
• Columns in Timekeeping section correspond with
  Rows in Summary section
• The column labeled Completed Recordkeeping? ?
  Yes is optional if you find it helpful to keep
  track of what youve done, use it
• Round time to quarter hour - .25, .5, .75

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Work Log Specifics
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1. What you did attendance
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2. Time Keeping
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3. Weekly Summary
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ColumnsHours with Student Contact

• Use whenever you have contact with a student
  take this literally
• Examples 11 tutoring, SI sessions, SI class,
  workshops, presentations, walk-in tutoring, etc.

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ColumnsApproved Activities with No Student
Contact (from Approved List)

• During Approved Work Schedule
• SI worksheet preparation
• Blog on Tutoring Services blog
• Paper work up to date and turned in (Work Logs,
  Black Books, Group Logs, Walk-In Logs, etc.)
• Read the announcements from any in-services you
  couldnt attend
• Checked your Tutoring Services/LCC e-mail
  messages
• Search for your content area related web
  resources
• Create solution manuals when none exist
• Study ahead in your students books, make
  contacts with their instructors, or other actions
  to better meet their needs
• Informally mentor other tutors
• Plan a(n) in-service(s), Exploration, or workshop
  for next semester
• Ask the support staff if you can assist by
• Copying needed forms
• Tidying and stocking tutoring carrels or the
  Group Room
• Alphabetizing forms in the black books
• Organizing or stocking common work areas
• Helping staff the front desk to assist multiple
  student needs

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Columns Assigned Professional Development
Hours (not included above)

• All New Employee Required Training completed in
  LCC Learning Management System and face to face
• Wellness Activities
• Conferences
• Tutoring Services Mentoring Program
• Inservices
• Explorations
• Group Leader Meetings

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Columns Bench Time Hours, if Eligible (i.e.,
holiday, vacation, sick)

• Applies to non-student employees
• Tutor Techs SI Leaders
• MAHE Faculty Labor Agreement
• Contact Cindy Storie, MAHE President
• 483-1891, CB Room 108
• Part-time Clerical Support
• CTU Part-time Clerical Labor Agreement
• Contact Zach Hansen, CTU President
• 483-1072, AS Room 253A
• ESP Full-time Clerical-Professional Labor
  Agreement
• LCCAA Administrators Labor Agreement

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Where do I start? The In Board

• Use when you tutor in AS 103
• Exception Traditional SI Groups
• In Board
• Dots
• X

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In-Out Board Specifics

• When youre In place a dot in the in column
  next to your name
• When you leave move the dot to Out

• Dots are used for hours not yet scheduled or for
  cancellations
• You or support staff put in place

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X indicates that a walk in student was scheduled
for that time
Write the number of your carrel here
Special situations here, ex. Room change,
illness, etc.
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What if a student cancels or drops his/her
appointment?

• Cancellation Slips for 11 Tutoring
• Cancellations support staff will place a
  Cancellation Slip in your mail file if student
  cancels for the day or drops.
• Put dot on board for open hour
• Call student to remind them of appointment prior
  to next scheduled
• To Drop or Not to Drop?
• Tutor discretion (mostly) - consider students
  commitment (regardless of call-ins) in light of
  the needs of students who are waiting.
• If student only stays a short time, consider
  scheduling another student for ½ hour or referral
  to walk-in

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What paperwork is there when a student does not
show for appointment?

• If no cancellation slip, wait for 10 minutes to
  see if student arrives
• Put dot on board to show you are available
• Call student to remind them of appointment
• If you cannot reach the student, send first
  letter find address on front of tutor request,
  place in mail tray on front desk
• Send 2nd absence send second letter form A,
  survey, and return envelope, or first letter
  again. If dropped, complete drop slip, and put
  in top basket Ginnys office.
• Send 2nd absence second letter Form B if student
  initiates the drop personal note, survey,
  return envelope
• Again, dropping the student is mostly the tutors
  discretion - consider students commitment
  (regardless of call-ins,) needs of students who
  are waiting. Do a little research regarding
  their attendance.

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Recording Student Attendance

• 11 Tutoring ? The Black Books
• New Improved Attendance Progress Report
• Do daily
• Walk-in Tutoring Logs
• Step 1 Tutoring Request Form
• Have each student fill out Tutoring Request form
  with at least the information in BOLD
• Step 2 Walk-in Log
• Be sure to have student fill in
• Date
• Print Name
• Signature
• Course Code
• His/her person (student) number
• Tutor fills in
• What was accomplished
• Time

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Group Logs

• SI Study Groups
• Step 1 Tutoring Request Form
• Have each student fill out Tutoring Request form
  with at least the information in BOLD
• Step 2 Group Log Form
• Tutor Fills in
• Course code, your (tutors) name
• Fill in student info as provided on Tutoring
  Request form
• Dates of each session ? check mark if in
  attendance
• On back of form, write in what was covered in
  each session

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What do I do if I need to be absent?

• Students count on us to be there for them. If at
  all possible, please avoid scheduling
  appointments, workshops, etc. during your
  scheduled time with students.
• Anticipated Absence
• Use lime green ABSENCE NOTIFICATION form
• Fill out completely whenever you have an
  anticipated absence
• Call or talk to students and re-schedule (with
  yourself or another tutor) when possible, cancel
  if they prefer or not possible
• Turn in form to front desk
• Follow up with your students after you return to
  confirm your next appointment
• Unanticipated Absence
• Call in (483-1206) and talk to person voice
  mail is unreliable
• Ginny support staff will re-schedule students
  or call students to cancel appointments, and post
  notices
• Follow up with your students after you return to
  confirm your next appointment

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Miscellaneous Forms

• Students Request for Schedule Change (Ginny)
• SI Leader Instructor Contact Form (Ruth H.)
• Tutor Certification Form (Ruth H. Amy)
• Student Surveys (Paperwork Files Halsey)
• 1) Tutor mails to students no longer receiving
  tutoring, on-going
• 2) 12th week All Tutors SI Leaders to be
  completed by Week 14
• Support Staff Work Request Form
• 24 hrs. lead time is asked for copies
• 2- 3 days for typing up new material
• Return to Halsey
• Textbook Calculator Check Out (Halsey, Huy
  Veronica)

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Any thing else?

• Questions?
• Now for the Final Exam its a 3 Parter!
• Given the Tutoring Services Work Log Activity
  Data sheet and a blank Tutoring Services Work Log
  form, complete the work log using the data.
• Turn in your Final Exam, Work Log Activity and
  submit your Time Sheet.

Thank you!