TUTOR’S - Sites@Duke | sites.duke.edu



TUTOR

GUIDE

[pic]

The Writing Studio

Thompson Writing Program

Duke University

Fall 2013

Quick Reference Sheet

Contact Information

Vicki Russell: vgr@duke.edu

Home Phone: 967-9650, Work Phone: 668-0900, Cell: 919-260-1271

Jim Berkey: james.berkey@duke.edu

Work Phone: 660-4391, Cell: 812-320-1924

Art Building Contact: 660-4368 (goes to Melissa Pascoe, Vanessa Turnier, or Jennie Saia in the TWP)

Lilly Library Contact: Reference Desk at 660-5995

Perkins Library Contact: 684-6796

Writing Studio Website



Tutor’s Assistant Main Manu



Accessing the Writing Studio Sakai Site in a Web Browser

Go to . Login with your Net ID and password. Personal folders and shared files can be found in Resources.

Table of Contents

Quick Reference Sheet 2

Table of Contents 3

Writing Studio Philosophy 7

What You Can Expect at the Writing Studio 7

The Director’s Expectations 8

Writing Studio Locations 8

I. 106 Art Building (Daytime / East Campus) 9

A. Around the 1st floor 9

B. Finding What You Need 9

II. 2nd Floor Lilly Library (Evening / East Campus) 10

III. 112 Perkins Library (Daytime & Evening / West Campus) 10

Writing Studio Procedures 10

I. 106 Art Building 11

A. Opening 11

B. Printer Location 11

C. Checking Email 11

D. Closing 11

E. Emergency Contacts 11

II. 112 Perkins Library 12

A. Opening 12

B. Printer Location 12

C. Checking Email 12

D. Closing 12

E. Emergency Contacts 12

III. 2nd Floor of Lilly Library 12

A. Opening 12

B. Printer Location 13

C. Checking Email 13

D. Closing 13

E. Emergency Contacts 13

IV. Severe Weather Procedures 13

V. Payroll 14

Data Management at the Writing Studio 14

I. The Tutor’s Assistant Main Menu 14

A. Check Your Appointments 16

B. Find Student Records 18

C. Add a No-Show 19

D. Find Conference Summaries 19

E. Add a Conference Summary 19

F. Find Student Questionnaires 19

G. Add a Student Questionnaire 20

H. Find Tutor Notes 20

I. Add a Tutor Note 20

J. View All Students’ Self-Assessments 21

K. View a Shift Log 22

L. View All Tutors’ Appointments, by Month 22

M. View Writing Studio Statistics 24

N. Go to the Writing Studio Web Site 24

O. Go to Director’s Screen 24

P. Go to Tutor Blog 24

Q. Log Out 25

II. Session Protocol 25

A. Getting Started 25

B. Student Information Screen 26

C. Student Goals Screen 28

D. Conference Summaries 30

E. Student Questionnaires 31

F. Tutor Notes 32

III. Using The Tutor’s Assistant To Update Information 33

A. Editing Appointment Information 33

B. Editing Instructor Information 33

C. Editing Tutor Notes 34

D. Undoing a Mistaken No-Show 34

Behind the Scenes: From a Writer’s Perspective 35

A. Making an Appointment 35

B. E-Mail Notices 35

Advice for Tutors 38

I. Managing the Face-to-Face Tutorial Session 38

II. A Tutor’s Short Guide to Face-to-Face Tutoring 40

A. Getting Started: The First Five Minutes 40

B. The Editing Session 42

C. The Brainstorming Session 42

D. The Main Claim/Thesis Session 43

E. The Organization Session 44

III. A Tutor’s Short Guide to E-Tutoring 45

A. Overview 45

B. Writer Use Profile 45

C. The Essential Steps of the E-Tutor System 46

D. Subbing for an E-Tutor Appointment 50

E. Effective E-Tutor Feedback 50

F. Closing Comments 58

IV. Writing Workshops 58

A. Guidelines for Leading Workshops 58

B. Sample Lesson Plans 60

V. Important: Participating in Other Writing Studio Tutor Activities 74

A. Training and Mentoring 74

B. Making Tutor Class Visits 77

C. Attending Staff Meetings and Special Events 77

D. Ongoing Projects and Activities 77

E. Using Sakai 78

F. Enhancing Resources 79

G. Supporting the Undergraduate Writing Tutor (UWT) and Partner (UWP) Programs 79

H. Working on Job Jar Projects 80

Professional Resources for Tutors 81

I. Methodology and Tutoring Resources 81

II. Information on the Field 81

III. Newsletters, Journals, Publications 82

IV. Conferences and Professional Organizations 84

Writing Studio Policies 84

I. Community Use Policy 84

II. Suspected Plagiarism Policy 85

III. Help with Take-Home Exams Policy 85

IV. Student Access Policy 85

V. Private Tutoring Policy 86

VI. Severe Weather and Other Emergency Policies 86

VII. Hours Bank 87

Writing Studio Use Statistics 88

2013-2014 Staff Contact Information 88

Beyond the Writing Studio: Resources for Duke Students 90

Writing Studio Calendar for 2013-14 91

Appendix: Technology Guide 93

I. Account Information 93

A. Obtaining a Net ID 93

B. Obtaining a Sakai Account 93

C. Obtaining Access to the Shared Mailbox 93

D. Obtaining a DukeCard (Duke ID Card) 93

II. Logon Procedures 94

III. Accessing Writing Studio files 94

IV. Flip Video Camera 94

A. Using the Camera for Recording and Playback 94

B. Transferring Recordings from the Camera to a Computer 95

V. Loaner Laptops and iPads 95

VI. Using Google Docs 96

A. Getting Access 96

B. Sharing Documents with Others 96

C. Editing and Presenting with Others in Real-Time 97

D. Tracking changes 98

VII. Social Networking 98

A. WordPress Blog () 98

B. Twitter () 99

C. Facebook () 99

D. Tutor Musings Blog () 99

Troubleshooting 100

Who Counts as an International Graduate Student? 100

How to Add a New Student to the System in the Case of a Drop-in Appointment by a First-Time Student 100

E-Tutor Situations 100

Writing Studio Philosophy

The passage below is the mission statement we share through our website, posters, and information cards.

"The Writing Studio promotes excellence in writing by providing tutoring services for Duke undergraduates and international graduate students. Other members of the Duke community are welcome to use our services under our Community Use Policy. We help with all types of writing—including academic essays, memos, reports, honors theses, and personal statements. We assist with all stages of writing—from brainstorming and researching to drafting, revising, and polishing a final draft.

The Writing Studio features an on-line appointment calendar, E-Tutor and face-to-face appointments, East and West campus locations, daytime and evening hours, 50-minute individual sessions, writing workshops and writing groups, a non-circulating library, and extensive on-line resources."

What You Can Expect at the Writing Studio

This document describes our philosophy and practices so that students, faculty, and administrators will have a realistic idea of what our services entail. This statement is found on our website and appears on students' computer screens when they log in to schedule their first tutoring session.

"We promote excellence in writing. Our goal is to improve writers, not just individual pieces of writing:

We don’t tell you how or what to write. We do suggest strategies, offer encouragement, and provide information to help you move forward with your work. We expect writers to take responsibility for their choices with regard to their own writing.

We don’t know all the answers. We do try to show you how to explore possibilities and will refer you to reference tools for specific issues.

We don’t have the time in a 50-minute session to address every issue in a piece of writing.

We do help you set priorities based on your current needs, identifying points of revision that are possible within a particular time frame.

We don’t write for you. We do encourage writers to write and take notes during their conference.

We don’t promote a particular style of writing. We do help students analyze assignments from different disciplines and cope with a variety of academic writing conventions.

We don’t speculate about the grade a piece of writing might receive. We do act as an audience and give feedback about how a reader might interpret what is presented.

We don’t ensure whether or not student writing violates the Duke Community Standard. We do guide and train writers in proper scholarly procedures."

The Director’s Expectations

A short guide:

Act professionally at all times.

Work on WS projects and NOT personal work during assigned shifts. If you don’t have a project, check the Job Jar in the Writing Studio Sakai site.

Arrive 15 minutes before your shift begins.

Greet writers and answer the phone as needed.

Check your appointment schedule online. Refresh often as the schedule can change in a second.

Read the conference notes of each writer before she/he arrives.

Greet the writer by name.

Tidy up the work space when you leave.

Writing Studio Locations

The Writing Studio has three locations: 112 Perkins Library, 2nd floor Lilly Library, and 106 Art Building. We share some of these spaces with the Undergraduate Writing Tutors (UWTs). The Director’s main office is in 107 Art Building.

I. 106 Art Building

(Daytime / East Campus)

The Art Building houses the administrative staff and the faculty for the Thompson Writing Program. The two classrooms on the first floor are used for Writing 101 classes. The front door of the building is open from 7:30 AM to 5 PM Monday – Friday, with card access around the right side of the building after hours. The Writing Studio in the Art Building has three tutoring spaces, one small group space, and a work-study space in the back left corner. Each tutoring space has a computer and whiteboard, desk, and two chairs. The room has a communal library and a wall file with a laminated copy of all the main WS handouts.

A. Around the 1st floor

It is useful to know what other offices are near our space, both to help lost students find their way and to be neighborly with the people with whom we share space and amenities.

In the First Floor Offices

TWP Administrators and Staff: Kristen Neuschel, Director of the TWP; Denise Comer, Director of First Year Writing; Cary Moskovitz, Director of Writing in the Disciplines; Vicki Russell, Director of the Writing Studio; Marcia Rego, Director of Faculty Development and Assessment; Vanessa Turnier, Assistant to the Director of First-Year Writing and Payroll Clerk; Jennie Saia, Program Coordinator; and Melissa Pascoe, Business/Program Manager.

In the Second Floor Offices

Most TWP Fellows’ offices are on the second floor.

B. Finding What You Need

1st Floor

Coffee and Office Supplies: Down the hall in Art 114, the small room on the right with the copier and printer

Water Cooler and E-Print Station: In the front reception area

Bathrooms: Gender-specific bathrooms down the hall on the right Recycling Bins: Located by the department mailboxes. Recycling bins are also outside the building, next to nearby Bivins Hall

2nd Floor

Food/Drink: Coffee and tea maker in the 2nd-floor lounge

Kitchen: Microwave, toaster, and refrigerator; water cooler; napkins, plates, and so on.

Recycling Bin: In the 2nd-floor lounge. Recycling bins are also outside the building.

II. 2nd Floor Lilly Library

(Evening / East Campus)

There are two Writing Studio stations set up at Lilly Library, both on the second floor. One is located on one side of the stacks next to the bathrooms; the other is on the opposite side of the stacks next to the elevator. There is a computer at each station, white board, table space, and two chairs. The space by the elevator has a rolling chair. If it has rolled away, please retrieve it and roll it back. Both Writing Studio tutoring spaces have signs indicating that they are reserved for the Writing Studio during our evening sessions (Sunday through Thursday, from 7 to 10 PM). Be assertive about asking students to move from our reserved tables, as no other space on the second floor has our workstation computers or is acoustically conducive for tutoring sessions.

III. 112 Perkins Library

(Daytime & Evening / West Campus)

Our West campus space is on the first floor of Perkins. We have three tutoring stations, an area for workshops, and a small library. There is also a printer, small library, recycling bins, and a coffee and tea maker. Office supplies are stored in a cabinet.

Writing Studio Procedures

This section details various non-conference-related procedures you will need to follow when you come to your sessions. It is divided by location (Art Building, Perkins, and Lilly).

General comments first: We might have work-study students, the Director, or the Associate Director at any of the three daytime locations during the week, Monday – Thursday. If they are working while you are there, they will need access to the back space in 106 Art Building or the back left computer in Perkins. Please use one of the other computers to check e-mail and writer histories and enter conference notes.

I. 106 Art Building

A. Opening

Replenish needed supplies (pens and legal pads, etc.) from the supply cabinets in the small room down the hall on the right (Art 114). Fifth-appointment pens are in the box on top of the filing cabinet.

Log on to the computer by pressing the Ctrl/Alt/Delete buttons, then by entering your Net ID and password.

The work station in the very back is reserved for the TWP/WS work-study students. UWT students also use the tutoring carrels for tutoring appointments.

B. Printer Location

Our printer is located down the hall on the right side in the supplies/copier space. Use your Duke unique id number to log in, without the first zero. Also, you can print to the E-Print station located in the front reception area on the first floor.

C. Checking Email

Please feel free to check e-mail during your shift but do not spend more than 5-10 minutes doing so during the time you are scheduled to be working on WS projects.

D. Closing

Log off computer.

Discard any trash you or the writers might have brought in and tidy up the space.

Close door.

E. Emergency Contacts

In the event of an emergency that will cause you to be late or need to cancel your shift, call the Thompson Writing Program (660-4368, which will go to Melissa Pascoe, Vanessa Turnier, or Jennie Saia) and Vicki (Home: 967-9650, Work: 668-0900; Cell: 919-260-1271) to let them know the situation.

II. 112 Perkins Library

A. Opening

Log on to the computer.

B. Printer Location

Our printer is located in the left tutoring station.

C. Checking Email

Please feel free to check e-mail during your shift but do not spend more than 5-10 minutes doing so during the time you are scheduled to be working on WS projects.

D. Closing

Log off the computer.

Discard any trash you or the writers might have brought in and tidy up the space. There are recycling bins near the bookshelves.

E. Emergency Contacts

In the event of an emergency that will cause you to be late or need to cancel your shift, call the 112 Perkins phone (684-6796) and Vicki (Home: 967-9650, Work: 668-0900; Cell: 919-260-1271) to let them know the situation.

III. 2nd Floor of Lilly Library

A. Opening

Make sure ethernet cables are present and plugged in properly.

If you need to replace a light bulb in one of the lamps, check for a replacement bulb in one of the supply boxes. If you don’t find one, ask for assistance from a Lilly librarian, either Lauren Crowell or Kelley Lawton.

Log on to the computer.

A box of reference tools and supplies is stored underneath the table in the space next to the bathroom.

B. Printer Location

Our Lilly printer is located in the right side WS location. If you have difficulty printing, check to make sure the cables are plugged in, and if they are, try turning the printer off and then on again. You can also print to the E-Print stations on the first floor.

C. Checking Email

Feel free to check e-mail during your shift but do not spend more than 5-10 minutes doing so during the time you are scheduled to be working in the Writing Studio.

D. Closing

Log off from the computer.

Turn off lamp.

Discard any trash that you, writers, or other tutors have left behind.

E. Emergency Contacts

In the event of an emergency that will cause you to be late or need to cancel your shift, call the Reference Desk librarian (Lilly: 660-5995) and Vicki (Home: 967-9650; Work: 668-0900; Cell: 919-260-1271) to let them know the situation. The Lilly spaces do not have their own phones.

IV. Severe Weather Procedures

The Duke number to call for info on campus closures is 684-4636. If Trinity College cancels classes due to severe weather, the Writing Studio automatically closes, too. If, however, the weather is severe and classes are not canceled, the decision to try to make it to campus is up to you.

If you decide you cannot get to campus safely, first notify Vicki and Jim. If another scheduled tutor cannot fill in for you, you will need to e-mail the writers who have signed up or phone them and cancel the appointment slots on the calendar to make sure no one else signs up. In your e-mail and phone message, offer the writers the option of 1) canceling and rescheduling on-line for another time or 2) sending their drafts via e-mail to you. If they choose the latter, you need to send them the E-Tutor submission form questions to answer to guide your response. E-mail Vicki and Jim to let them know if you decide to cancel any appointments.

Cancel the appointments in the Tutor’s Assistant by going to “View and Update Appointments” for yourself and deleting the name and e-mail of the student by hitting the backspace key. Then click the “delete” box and then the “submit” button at the bottom of the page. Be sure to do this correctly or the system becomes fouled up. Writing Studio administrators will freeze appointment slots in the case of weather closings or other emergencies.

V. Payroll

Pay for each semester is distributed in four equal amounts, on the 25th of each month, spanning Sept.-Dec. for the Fall, and Jan.-April for the Spring. New tutors receive their $400 stipend for attending the August training session in two equal parts: $200 in Sept. and Dec. for Fall tutors, and $200 in Sept. and April for Spring tutors. If you would like to sign up for direct deposit, the direct deposit request form is available at . Any additional questions about Writing Studio payroll should be directed to Melissa Pascoe (668-2689, 109 Art Building).

Data Management at the Writing Studio

The “Paperless” Writing Studio: At the Writing Studio, all information about appointments, writers, and conferences is managed online. Writers make and cancel both face-to-face and E-Tutor appointments online, and we send writers email reminders of their appointments. We also input, manage, and track all appointment and conference data online.

Tutors use one main online source to input and access information about appointments and sessions: The Tutor’s Assistant Main Menu. This is what tutors use to manage their individual appointments, individual writer records, day or monthly schedule at all locations, and other data. In this section of the Tutor Guide, all screens are in bold and italics. We have bolded and placed carats (< >) around all Tutor’s Assistant Main Menu buttons. All buttons on lower layers are .

I. The Tutor’s Assistant Main Menu

The Tutor’s Assistant (TA) is designed to make web pages in the program easily accessible from one main menu. Links back to the Tutor’s Assistant Main Menu, as well as many other pages described in this Tutor Guide, can also be found on the bottom of most screens in the Tutor’s Assistant. The goal of this section is to help you become familiar with the screen names and get a sense of how to navigate the system.

To log in to the system with your Duke Net ID and password, go to . Your Net ID is usually a combination of letters and numbers, not your alias. This URL is also bookmarked as “The Tutor’s Assistant” on all Writing Studio computers. If you plan to check your schedule and/or fill out your tutoring conference notes from home, you will want to bookmark the TA web page on your home computer. The Tutor’s Assistant is also available from the Writing Studio Sakai site.

[pic]

A. Check Your Appointments

Click on Check Your Appointments to access the list of all your scheduled appointments for the month. Once you click on that button, you’ll notice that on the left side of the screen, the “View and Update Appointments” button is highlighted; this is actual name of this screen, which is set for each tutor by name. The template is called the Administrative Calendar and is used by a number of different units at Duke for similar purposes. We do not use the and buttons but they are part of the Duke template.

[pic]

This is the basic navigation screen for most sessions, since it lists only your appointments and lists them in order. Clicking on the for an appointment will send you to a list of all appointments for that writer. Note the “ET” designation for all E-Tutor appointments on the far right side of each row.

Viewing Your Appointments

The View and Update Appointments page generates a list of all your appointments for a given month, with the date and time of each appointment, as well as the names and email addresses of the writers.

Always check your appointments at the beginning of your shift. Appointments are subject to change before the start (or even during the middle!) of your shift: writers may sign up for empty slots or cancel even right before the appointment time.

You can use the Administrative Calendar to maneuver through quite a bit of information. For instance, when you’re on the View and Update Appointments page, you can select any individual writer from the resulting screen. You can see all the appointments that writer has scheduled in the past and the future, as well as all the associated goals, summaries, and conference notes. This is a handy way to familiarize yourself with someone’s writing history, preparing you for possible issues that may come up.

New writers will show up with their future appointment dates and no information.

Canceling or Creating Appointments

While you can assist a writer with making or canceling appointments from the main “Writing Studio” web page (the writer will need to provide his or her Net ID), the View and Update Appointments page also allows you to make such changes without the need of a writer’s password. The best scenario is for writers to add or cancel appointments themselves, as their individual records will then reflect these changes. From the View and Update Appointments screen, you can make the following changes:

To cancel an appointment, go in and erase the writer’s name and email address by hitting the backspace button, not the function. Hitting will erase the entire appointment slot. Click on and then go to the bottom of the page and click .

To cancel an appointment slot if no writer has signed up, check “Delete” and then go to the bottom of the page and click .

To create an appointment for a writer, access this screen and type in the writer’s name and email address, check , and then click on . Do this in special cases only, as writers will only receive reminder emails if they use their own Net ID to schedule appointments.

Email Addresses and Net IDs

Note that writers’ email addresses are not always their Net IDs, because some writers use alternate email addresses, both inside and outside of the Duke email system. If you need a writer’s Net ID—say, to fill out a “no-show” form or to find out more about the writer’s prior appointments at the Writing Studio—you can find their Net ID in the Net ID column on the View and Update Appointments page.

B. Find Student Records

You can access any writer’s records by using this button. The Student Search Screen allows you to either enter the writer’s Net ID or partial or complete name in a text box. Enter the information you wish to use for the search and hit return, or click on the button at the bottom of the search screen. If the record comes up blank, that writer has not been to the Writing Studio before. Once you find the writer, click on the name and this will take you to the Student Information Screen.

C. Add a No-Show

This button on the Administrative Calendar is out-of-date and should not be used because it will create a duplicate meeting in the system. Instead, to indicate a no-show, choose “No-Show” from the drop-down menu on the Student Goals Screen for the scheduled appointment.

NOTE: For a face-to-face appointment, wait until half past the hour, just in case the writer shows up late. For an E-Tutor appointment, the system will not allow late submissions after 5 minutes past the top of the hour. If you accidentally enter a “No Show” and need to delete it, see “Updating Information / Undoing a Mistaken No Show.”

D. Find Conference Summaries

Click this button if you want to review past conference summaries. From the Student Search Screen, you will get a list of past summaries. Click on the appropriate appointment, and you will be shown the letter as it appears to the instructor. These are the summaries that are emailed to professors, most of the time for face-to-face appointments (writers can choose) and always for E-Tutor. The exceptions are when the writing is not for a course but rather, for example, a personal statement for graduate school. The summaries will give you an idea of the specific areas each session covered.

E. Add a Conference Summary

Click this button to create a new conference summary at the end of an appointment. Most often, you will be able to access the Conference Summary screen from the Student Goals Screen, but this button can be a useful shortcut if you left that screen or closed your browser during the appointment.

F. Find Student Questionnaires

Click this button if you want to view the evaluations of your sessions. Evaluations are listed under your name, and are listed by date with the most recent ones listed first. We ask all E-Tutor writers to fill out a questionnaire each time, although we can’t control the response rate.

There are four fields on the questionnaire that can only be used by administrators or tutors:

1. TUTOR READ: Check this if you have read the questionnaire.

2. TUTOR SAVE: Check if you want to save this particular questionnaire for future reference or affirmation.

3. ADMIN READ: The administrator may check the questionnaire as read.

4. ADMIN COMMENTS: Here, an administrator can add a comment on the questionnaire.

From this screen, you can update your evaluations or return to the Questionnaire Screen upstream listing all of your student questionnaires.

G. Add a Student Questionnaire

This button allows you to set up a new questionnaire for a writer to complete. This screen can also be accessed from the Conference Summary Screen. See the section on this screen (under Session Protocol) for instructions.

H. Find Tutor Notes

Reviewing and writing tutor notes are essential and required components of each session. Before meeting with a writer face-to-face or in an E-Tutor appointment, you should read about previous sessions with that writer. Clicking this button will bring you to a Student Search Screen. The search will bring up the list of the writer’s previous appointments. Click on each appointment you wish to review.

You can also view tutor notes for a particular writer from the View and Update Appointments screen by clicking on Tutor Link in the right-hand column, next to the name of the writer whose records you want to see The screen that pops up will include all past tutor notes (both comments from face-to-face sessions and E-Tutor detailed comments), conference summaries, appointment dates, and the names of the tutors with whom the writer has previously met.

I. Add a Tutor Note

It’s far easier to add a Tutor Note in the Student Goals page right after the session; however, you can also use this button to add a Tutor Note after an appointment. It will take you to a Student Search Screen, where you can enter the writer’s Net ID or name to access a list of all the writer’s tutor notes and appointments. Choose the “Add or Update” link on the left of the appropriate appointment to go to the Student Goals Screen for that appointment.

J. View All Students’ Self-Assessments

When students schedule their fifth appointment on-line, they will be unable to continue and select a tutoring slot until they complete the fifth appointment assessment form. This button displays a summary of all self-assessments organized by Net ID. You can click on the Net ID to see the complete form, including questions. If you have an appointment with a writer who has just completed a 5th, 10th, 15th, or 20th appointment assessment, be sure to spend a few minutes discussing their reflections.

“No shows” do not count toward the writer’s total number of appointments for purposes of self-assessment. For example, if a writer has scheduled seven appointments with the Writing Studio but has been entered as a “No Show” for two of them, the computer will not ask him/her to fill out a self-assessment until Appointment #7.

Typical questions to ask about the self-assessments are listed below:

1. What are you learning about yourself as a writer? What comes more easily to you and what is still difficult?

2. What have you learned about your writing process?

3. What would you like to work on in future Writing Studio appointments?

[pic]

K. View a Shift Log

Click this button to review the shift log at the end of your shift. Make sure that any information you entered during your shift appears where and as it should. This is the only screen that gives an actual representation of all appointments that actually took place. It accounts for no-shows and drop-ins, something the View and Update Appointments and This Month’s Appointments screens do not do. It also catches mistakes you might have inadvertently made; for example, selecting the location for a drop-in appointment.

L. View All Tutors’ Appointments, by Month

This button will take you to the This Month’s Appointments screen of the Administrative Calendar. From this screen, you can find out when and where other tutors are working and if there are any open slots in their schedules, in case you’re full and get a drop-in. All locations are listed on this screen. This screen does not indicate whether or not a slot is an E-Tutor appointment. To find this out, you need to click on a specific date.

Once you have accessed the Administrative Calendar, you are presented with a number of options (see below).

[pic]

Tutors will frequently use and .

The “Event” buttons are for special Writing Studio activities, such as a social gathering with UNC tutors or end-of-semester parties, and is for Vicki to enter tutor names and shift schedules into the system.

Accessing Up-to-Date Information

If you click on any date in the calendar, you will see a more detailed list of that day’s appointments, indicating the tutor, date, time, place, name of writer, and writer’s email address. Note that you will need to click “Refresh” on the browser toolbar in order to get the most up-to-date information, as information can change.

One way to tell if the list of the day’s appointments needs refreshing: Does the number of appointments on the particular day under the “Monthly Calendar” match the number you have on the list when you click on that date? Still, this is not a foolproof method; writers will often cancel their appointments and others will take the empty slots, and the list will not reflect those changes unless you refresh the view.

Why This Is a Useful Page to Check

The calendar lets you see at a glance the time and tutor for each scheduled appointment. Knowing where tutors will be at what times can be useful if you want to know who will be working at a particular place just before or after your shift. In addition, if a writer shows up for an appointment at the right time but the wrong location, or vice versa, you can look here to quickly direct him or her to the right spot and contact the other tutor about the mix-up. You can also use this information to help writers who drop in and want to know when and where we have open slots. (Writers can also use the main Writing Studio website’s “Schedule an Appointment” feature to find out this information. This will list only available appointments.)

M. View Writing Studio Statistics

If you are interested in Writing Studio statistics, this is the place for you. This page allows you to tally numbers of Writing Studio appointments by date, location, tutor, time-slot, department, instructor, writer data, and other variables. For example, you can use it to count how many E-Tutor appointments you had in a given month or year, or you can analyze which hours are typically busier than others. This page also allows you to count no-shows, drop-ins, cancellations and scheduled appointments.

HINT: If you want to conduct successive queries with some of the same constants, hit the “Back” button on your browser rather than selecting . ( erases all the information you have previously entered and you will have to start over.) Be sure to select the dates you want at the very top of the page.

N. Go to the Writing Studio Web Site

This link provides easy access to resources and the student appointment calendar. If writers want to schedule their next appointment at the end of a session, they will need to log in with their own Net ID.

O. Go to Director’s Screen

Most tutors will not need to access this button, as it takes you to , , and , three administrative features of the Writing Studio web site. The last one is the only one tutors might occasionally use.

P. Go to Tutor Blog

The Tutor Musings Blog is a forum for discussion and communication among the tutors in the Writing Program: Writing Studio tutors, Undergraduate Writing Tutors, and Undergraduate Writing Partners.

Log on with your Net ID and password. In addition to the main blog page, there’s also a page with general guidelines and another with the posting schedule.

Q. Log Out

As both a security measure and a courtesy to your fellow tutors, be sure to log out at the end of your shift.

II. Session Protocol

During each appointment, tutors go through a series of interactions with the writers they’re working with from the following screens:

Student Information Screen: Personal information about each writer. This information should be filled out at the writer’s first appointment, and updated at least once a year.

Student Goals Screen: Contains data for tracking appointments. Used as a tool to establish the particular goals of the conference. This screen also contains the Tutor Notes for the appointment.

Conference Summary: An email that is sent to each writer’s professor.

Student Questionnaire: Feedback from the writer about how the session went.

A. Getting Started

Before a session starts, there are several ways to find the writer’s record. For a scheduled appointment, begin at the View and Update Appointments page. (To get there, click on the Tutor’s Assistant Main Menu.) From there, click on the link on the right column of the relevant appointment. This will show you all appointments for the writer. Click on the writer’s name to go to the Student Information Screen, or click the Appt # on the left to get to the Student Goals Screen.

For a walk-in, click the button on the Tutor’s Assistant Main Menu to get to the Student Information Screen.

At the writer’s fifth session, "pen" the writer by giving him or her a Writing Studio pen. If their fifth appointment is an E-Tutor appointment, pen the writer the next time he or she comes in person. This is a little moment of celebration honoring the fact the writer has been working hard to improve as a writer. Pens are located on top of the filing cabinet in the Writing Studio in the Art Building, in the Lilly supply boxes, and in the cabinet of office supplies in 112 Perkins. If we are running low, please notify Vicki so that we can replenish them.

B. Student Information Screen

[pic]

1. Once you’ve clicked on the writer’s name from the Student Goals page, the Student Information Screen will appear. On a first visit, some of the form will be filled out automatically from Duke's directory. In a face-to-face appointment, ask the writer to verify the information and then ask the few remaining questions needed for them to complete the form. For an E-Tutor appointment, fill in as much as you can from the writer’s submission form information box. On subsequent visits, check whether it has been longer than a semester since the writer’s last visit. If so, verify the information and update it if necessary. The computer will not automatically update a writer’s information once it is in our system, so we need to do it manually; we don't want seniors listed as freshmen, which would confound our usage statistics.

PLEASE, PLEASE be vigilant with the Student Information Screen. If the student year is off, for example, it throws our end-of-year/annual report statistics off, too. Furthermore, if we need to contact the student to cancel an appointment, we need to have a current phone number readily accessible.

2. Ask writers to list their cell phone numbers in the phone number field. If they don’t have a cell phone, list their dorm phone number.

3. The and options are for specific graduate school programs. These designations give writers wider access to Writing Studio services than the basic option. Be sure to check the correct box for international writers! The “International Graduate Student” designation is ONLY for students in the Graduate School, NOT for visiting scholars, postdocs, or students in the Law, Business, Nursing, Medical, or other professional schools or in the Medical Center. For those writers, click “Other.” For graduate students who are not international students, click “Graduate.”

4. Ask each writer, "Is English your first language?" If the answer is no, ask, "What is your native language?" If the writer is not a native English speaker, note his or her native language. Many writers at Duke are bilingual or multilingual. In a face-to-face appointment, if they hesitate, ask them if they consider themselves bilingual. One way to note this is as follows:

a. "Is English your first language?"

b. "What is your native language?" Bilingual: Chinese

5. Ask the writer the following “consent” questions and record his or her responses:

a. “Do you agree to your tutor using an electronic device to record face-to-face sessions for internal teaching/tutoring use?” You may need to explain the use we make of the recordings, both in and out of the appointments. If the writer is comfortable, this is a good time to start recording.

b. “Do you agree to someone else occasionally observing your session?” Again, explaining that the observations are for the purposes of tutor training and that the observer will be watching the tutor, not the writer, can help alleviate anxiety.

c. “Would you like to receive e-mails about Writing Studio workshops/events?” We keep a listserv of writers who check yes here. Vicki sends an email about once a week letting them know about events such as the monthly events and workshops we are offering that week.

6. If information is entered or changed, click .

7. From this screen you can also review information from previous sessions with this writer. shows the goals of previous sessions. shows previous session summaries. If writers have completed a “Self-Assessment,” a link to their responses will also appear on this screen.

8. Once you have updated information, click on ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download