1. Learning & teaching
  1. Personal Tutoring Record Keeping
    1. FAQs
  • Personal Tutoring Record Keeping

    Guidance on Personal Tutoring Record Keeping

    Online e:Vision personal tutorial records tool

    A new online system for recording tutorials is now live.

    Here are links to guidance for staff and students on how to use the tool:

    Guidance for Tutors:

    Staff- Personal Tutorial System e:Vision Guidance Video and Manual

    (University staff login required)

    Guidance video for Tutees:

    Purpose of record keeping

    You should complete a record of your personal tutorial meetings after each meeting. This should be done via the the e:Vision portal. The student has the option to, either, agree the record at the end of the meeting, or to login into e:Vision at a later date to confirm their agreement.

    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.

    Individual Tutorials

    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.

    The details of the meeting should be recorded by the personal tutor in the e:Vision tool and agreed by the student. The student has the option to agree them at the time of the meeting or to agree them at a later date via e:Vision.

    Any additional documents (for example: follow up emails sent) should also be uploaded to the e:Vision tool.

    It is important that the student is aware of the record keeping process.

    Group Tutorials

    Groups tutorials should also be recorded on the e:Vision tool indicating 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.

    There is a section to record non-attendance in the e:Vision tool