F17 Beginning of the Semester Training
- 1. Compliance • Ask before you act! • Integrity, honesty, and staying compliant is critical for a tutor’s role within athletics. • Do not assume that academic assistance that is questionable is allowed. • Do not complete the work of the student-athletes. • Tutors cannot assist with recruiting efforts. • Sports wagering is not allowed as an athletic employee. • Compliance is a group effort!
- 2. Compliance • Examples of Recent Institutional Academic Misconduct/ Tutoring Violations: • Florida State • University of North Carolina • Notre Dame University • University of Missouri • Syracuse University • If you see something, say something. • There is anonymous reporting options on gocards.com for compliance concerns.
- 3. Beginning of the Semester Tutor Training Fall 2017
- 4. Learning Challenges • There are two Learning Specialists: Stacey Boomershine (football) and Kara Talley (all other sports). There is also a part-time Learning Specialist at football (Caroline Crafton). She is also one of their academic counselors. • These specialists assist academically at-risk student- athletes and those with learning disabilities with specific learning strategies and are liaisons between Athletics and the Disability Resource Center.
- 5. What Learning Challenges Are NOT… • Emotional disturbances • Intellectual disabilities (formerly termed mental retardation) • Sensory impairments • Are not caused by inadequate parenting or a lack of educational opportunity.
- 6. Learning Challenges– During Tutoring • A student may or may not inform you he/she has a learning disability. They are not required to inform you of their learning disability. You can not ask them to self-disclose this information. • If they do self-disclose, we may be able to provide you with strategies to best help the students. • If information is not getting through to a student regardless of presentation style, please let a Learning Specialist or the Tutor Coordinator know.
- 7. NCAA Regulations • Important information to remember: • Do not give the student-athletes anything • Do not provide rides • No typing for student-athletes • Cannot provide extra benefits for the student-athletes • You may not gamble on any sports that the NCAA sponsors at the collegiate or pro level, regardless if that sport is sponsored here at UofL.
- 9. Job Description • The job description will be used for end of semester evaluations. Each part of the job description is a factor for the evaluation process. • You will have access to the job description at all times in both of the Blackboard organizations (the one through athletics and through REACH). • This is the same one you saw during your interview.
- 10. Access and Parking • Building Access • Everyone must have a fingerprint scan to access the building. The call button should be used as a last resort. • You may have to try more than once to get it to work. Do not lift your finger from the scanner until it makes a noise and a color changes. • If you haven’t already done so, you’ll need to email Jason Bond Jason@gocards.com to schedule a time to be scanned. • Parking at Thorntons • Be sure to read the policies • If you quit or are fired for any reason, you must return your parking pass to the front desk in a sealed envelope within 3 business days.
- 11. Food and Drink • At this time, the dining hall space is only for student-athletes. We are only able to utilize the water fountain and the water fill station attached to the water fountain. • If food or other beverages are offered to you from the cafeteria staff, please politely decline it. • We are only able to accept food for special events if there are leftovers. • You may bring in outside food/drink, but please do not eat during tutoring sessions/study halls. • No food or drink is permitted in the computer lab.
- 12. Weather and Dishonesty • Severe Weather • If campus is closed, no tutoring will occur. • The tutor coordinator will let you know if any appointments get rescheduled. • Academic Dishonesty • We follow the UofL Academic Dishonesty Policy (Section 5 of the Code of Student Rights & Responsibilities) • We also adhere to the NCAAAcademic Misconduct policy.
- 13. Tutoring Code of Ethics • Best Interest • Don’t make fun or be overly critical. • Realize baggage students might be carrying from high school experiences. • Responsibility • Take responsibility of your own behavior. • Be proactive in trying to resolve conflict • Integrity • Practice and promote accuracy, honesty, and truthfulness. • Fairness • Exercise reasonable judgment • Take precautions to ensure potential biases, boundaries, and limitations of knowledge do not lead to or condone unjust practices. • Commitment • Fulfill the commitments in the tutoring contract and to your students.
- 14. Tutoring Code of Ethics • Respect for Others Rights and Dignity • Respect the dignity and worth of all people • Rights of individuals to privacy, confidentiality, and self- determination. • Excellence • Continuing to improve tutoring skills • Engage in applicable professional development activities. • Respect for Individual Differences • Professionalism • Do not engage in inappropriate relations with students. • Confidentiality • Maintain the highest privacy standards in terms of protecting personal information. • Follow FERPA
- 15. Appointment Locations • Where can they occur? • Thorntons Academic Center of Excellence (south end zone of football) • Football academic area (PJCS north end zone of football) • YUM Center on Floyd Street (a.k.a. - Little Yum) • OPSAC (in the SAC 2nd floor) • Session locations will be pre- assigned. • Unacceptable places to tutor • Any other location on campus • Student-athletes’ place of residence • Tutors’ homes • Anywhere off campus Do NOT give student- athletes rides
- 16. Assigning Appointments • Tutor requests are submitted by academic counselors and graduate assistants for students or the student will submit a request to the tutor coordinator. • Tutor requests are then matched to the tutor’s schedule based on the student’s and tutor’s availability. This pairing is done through GradesFirst by the tutor coordinator. • GradesFirst will send tutors an e-mail with the dates, times, and location of each appointment. It is the responsibility of the tutor to keep up with his/her GradesFirst calendar and to check emails frequently. • Tutors and student-athletes may NOT exchange contact information.
- 17. Checking in for Sessions • When coming for a tutoring appointment in Thorntons Academic Center of Excellence, check in at the front desk with a list of the appointments and location. You should also be signing into the appointment book prior to each session. You will meet your student at the front desk for your appointment then go to the designated location. • When coming for appointments at YUM or football academics, check in with the counselor/graduate assistant on duty.
- 18. Checking in for Sessions • If a tutor is running late, they should contact the Tutor Coordinator or the front desk. • If a student has not arrived within the first 10 minutes, please have a staff member attempt to contact the student. • Tutors should not leave for at least 30 minutes to give the student the opportunity to arrive.
- 20. GradesFirst • Everyone should be able to log on to GradesFirst. You will use the same username and password that you use to log on to Blackboard and Ulink. • If you change your password, it is automatically updated for GradesFirst. • The website for GradesFirst is: louisville.campus.eab.com • Do not alter information in the following tabs: tutor settings or payroll. Do NOT use the conversations/email feature or payroll feature in GradesFirst
- 21. Tutor Reports • Tutor Reports must be completed in GradesFirst within 24 hours of each tutoring appointment. These reports are MANDATORY. • There should NEVER be an instance of a report not being filed. • To be paid for a no show report, you must stay 30 minutes of the session and complete the no show report immediately (during that hour of the appointment). Please provide as much detail as possible. • If there is something urgent, document in the Summary text box of the tutor report, but ALSO notify the tutor coordinator and/or appropriate academic counselor immediately.
- 22. Tutor Reports - Bad
- 24. No Shows • No Shows – Students • Excused – If a student-athlete cancels a tutoring appointment at least 2 hours before the appointment. Tutors will not be paid for excused absences. • Late cancellations – If a student-athlete cancels an appointment less than 2 hours before the scheduled appointment. Tutor will be paid for 30 minutes of their time & should record it on their timesheet. • No show – if a student fails to come to an appointment. Complete a no show report immediately. Tutors will be paid for 30 minutes of their time & should record it on their timesheet. • **students are suspended from all tutoring after 2 late cancels/no shows until they have a meeting & pay a fine.
- 25. Communication • Academic information can NEVER be shared via text, email, phone, any other device, or social media. All tutoring MUST take place within the designated tutoring sessions. • Students may not cancel tutoring appointments directly with the tutor. They must contact the tutor coordinator or their academic counselor. If they ask to cancel, please tell them you cannot cancel and who they must contact. • Tutors may not cancel appointments directly with students. If you need off, please follow guidelines for asking off. Please never assume your session will just be cancelled. The tutor coordinator may have another tutor be a substitute for you.
- 26. Requesting Off • If you would like to request off, an email should be sent at least 24 hours in advance (more time the better) to tutoring@louisville.edu. The subject should be something like, “Time Off Request.” • Even if you have not been scheduled yet for a tutoring appointment, you should request off if you have included that time as available. • Emergencies do happen! We understand this, but please provide as much time as possible. Emergencies are considered things outside of your control (car accidents, car breaking down, illness), and do not include meetings you forgot about, completing homework, etc.
- 27. Personal Conduct • Personal conduct • Act professionally, including dress • Socializing with students is strongly discouraged. • Dating and fraternizing with students is prohibited. • All tutors are required to complete a prior relationship form each semester to detail any relationship they have pre-existing with student- athletes. • Do NOT use cell phones during tutoring appointments. • Appropriate Dress • No dress code but appropriate dress is required • Should not be inappropriate • Social Media Guidelines • Be civil and respectful • Not fans; you are professionals
- 28. Payroll • The type you use depends on how you are paid… • If you are paid bi-weekly by another department or have no other job on campus, you will complete the online timesheet. • If you are paid monthly or via stipend by another department, you will do a paper timesheet. I will not accept a picture or PDF. It must be the original. • Paper timesheets are found at the front desk in Thorntons only. • There is also a blank PDF version on Blackboard.
- 29. Payroll • Timesheets MUST be submitted by the indicated due date. These will be included in weekly emails. • All corresponding reports must be submitted via GradesFirst before your timesheets can be processed. • See handout in folder for specific due dates
- 30. Termination of Employment • Unsatisfactory end of semester evaluation • Failure to uphold job duties and policies • Failure to follow rules, regulations, and procedures of the Thorntons Academic Center of Excellence • Deficient academic record • Failure to keep tutoring appointments • Violations of FERPA • Violations of University policies, including academic honesty • Failure to arrive on time • Violation of NCAA rules and regulations • Failure to complete all necessary training requirements
- 31. Tutorial Coordinator • Contact Information: • Tutoring@Louisville.edu • Cell Phone: (502) 276-6472 • Email or text are the best methods of communication. If between 9 pm and 7 am, please send email instead of text. • If on the weekend, please adhere to these same times and maybe wait until 9 or 10 am to text.
- 32. Don’t be afraid to speak up if you have questions or if you see something! • You should NEVER feel pressure from a staff member to do something that is against the rules, unethical, or you don’t feel comfortable doing. • Staff should never pressure you to complete the work of a student or make you feel as if their grade/eligibility is dependent on something you do. • You will not be held responsible for a student’s grade in a class. The work needs to be that of a student.
- 33. Don’t be afraid to speak up if you have questions or if you see something! • Please come to me with any questions or concerns. If I’m unavailable when you drop by, you can always set up an appointment. • If you don’t feel comfortable coming to me, please go to Marvin or Compliance with concerns.
Editor's Notes
- #2: Refer to job description handout
- #3: Refer to job description handout
- #8: Refer to job description handout
- #9: Refer to job description handout
- #10: Refer to job description handout
- #14: This will also be covered to an extent, but please keep these in mind!
- #16: Any other location must be approved by the tutor coordinator (i.e. library & SAC lobby)
- #20: Will be covered more in-depth during your next breakout session with Maureen.
- #31: Family Education Rights and Privacy Act (FERPA)