Personal Tutoring Record Keeping
Guidance on Personal Tutoring Record Keeping
Purpose of record keeping
You or your tutor will complete a record of your personal tutorial meetings after each meeting. You need to agree at the meetings who will do this. This should then be kept electronically by your personal tutor who will submit this to programme administrators to retain. Students when they commence their programme and register do agree to the following statement about the terms and conditions related to information they provide the University and data protection:
to deliver your programme and provide educational services to you, to administer your studies, to provide you with University facilities and services, to monitor your performance and attendance, to provide you with support, to conduct research and to identify ways to enhance learning, teaching, assessment and the broader student experience
It is important in the first meeting with students to outline the fact that tutorials are important even when things are going well. Link this to providing a reference at the end of the programme. Do tell students that records are kept about the topics of the overall discussion but not the actual detail.
It is recognised that students will share a range of issues with you in a tutorial and you are not expected to detail all of this. What is required is that you provide the date of the tutorial and whether this took place face to face, by phone or on skype. In terms of additional information you should record the key areas you focused on so for example:
- the student’s progression and any assessment results
- any issues around their study approach
- if they have any issues such as personal or illness these do not need detailing it is sufficient to say personal and then record any advice you have given
- If you have asked a student to seek advice from a specific service (ie student counselling, mental health or learning success) then this should be included but again not the detail
If you have advised a student to seek support from another service it would be useful to e-mail the student within two weeks to ask if they have sought the help you advised so you have some feedback about this.
These records may be kept in a word document or via e-mails you send to the student after the meeting confirming what you have agreed.
It is important you tell the student that you will keep a record of the tutorial.
It is not expected that you record the detail of these for individually for every student but some form of record does need to be kept. If you take a register of the group tutorial it would be useful to indicate on the register the key topics discussed and this acts of a record of that tutorial. Alternatively you could use a word document and add all the names of those who attended and the topics discussed.
Non-Attendance at Tutorials
If students do not attend tutorials and they have not sent apologies you should e-mail them to ask about their attendance. It might be that their absence is for good reason but it is important they know their absence has been noted and recorded.
Retaining the Records
If you have a paper record of the tutorial then this needs to be scanned so it can be kept electronically and the paper copy should be shredded. It is important to keep these documents so if there is a need to provide these they can be easily accessed. The records however will all be kept within a secure folder.
Template for Personal Tutorial Record
It is recommended to use the template below to record details of your personal tutorial meetings: