tutor training presentation

1. Beginning of the
Semester Tutor
Training
Spring 2017
Thorntons Academic Center of
Excellence

2. Compliance
• Please refer to the Compliance Handout
when reading the “Compliance slides”
• Most of the rules are based in common
sense, integrity, and good decision-
making skills.
• If you feel uncomfortable with someone,
you must let someone know.
• Compliance offices are located in the
SAC on the second floor in the Athletic
Administration offices.

3. Compliance
• Unethical conduct – it’s a laundry list of items. At the
core, it’s about cheating and fraud. It can be part of your
role as a tutor. Be sure to consider appropriate conduct
versus crossing the line of too much help. Writing papers
and doing any of their work is not your expectation of a
tutor.
• Tutoring is not considered speed dating. You cannot date
student-athletes and cannot tutor anyone you develop
romantic feelings for in any capacity.
• Do not gamble!

4. Compliance
• Schools with major infractions have typically stemmed
from inappropriate relationships, dating student-athletes,
extra benefits, providing rides for student-athletes,
completing the work of student-athletes, buying food for
student-athletes, etc.
• An extra benefit is providing a student with anything that
is not provided to all students on campus. This includes
providing pens, paper, notecards, study guides, food,
tickets, gear, rides, housing, paying for parking fines,
plane tickets, etc.

5. Compliance
• Completing the work of a student-athlete is also a
violation of UofL policies, which was covered in the
tutoring handbook. You could be held to the same
outcomes as the student.

6. Compliance
• Recruiting – it is not your job to help with prospective
student-athletes. It’s okay to answer questions if you are
working and a recruit comes through the center, but
coaches should not be contacting you to assist in
recruiting efforts.
• Coaches should not be contacting you.
• Social Media and representing UofL – tutoring sessions
should NEVER be posted on any form of social media.
Information on social media needs to remain professional.
You should not bash UofL, sport teams, or affiliated
companies. Remember, this is a job.

7. Compliance
• All of the Do’s and Don’ts of tutoring listed on the
second page of the Compliance handout are important!
• Anytime something is questionable, you must let someone
know.
• Be sure to use professional integrity at all times.
• Contact staff with questions.
• We follow the same policies for academic integrity and
academic dishonesty as UofL

8. Compliance – Examples of Infractions
• Florida State
• Learning specialist and academic counselor worked with a tutor to
take online music tests for student-athletes.
• The tutor was fired. Student-athletes failed the class.
• Notre Dame
• Strength trainer completed course work for multiple students.
• Wins were vacated, students were deemed competing while
ineligible, staff lost jobs, students had academic consequences.
• UNC
• “Fake classes” were created where just a paper was required. Multiple
consequences for this.
• Tutor paid for planet tickets and parking fines for student-athletes
while working as a runner for a sports agency.
• Still under investigation!

9. Compliance – Examples of Infractions
• Syracuse
• Issues with boosters providing internship sites for student-athletes.
• Papers were written and exchanged via email between team
receptionists, coaches, counselors, and tutors.
• Missouri
• Tutor felt pressure by academic counselors to complete
coursework, including placement tests for student-athletes.
• No clear boss of who tutors were reporting to for their jobs.
• Tutors were encouraged to help the student in “any way
necessary” for them to be successful in the course.
• Still under investigation!

10. Learning Challenges
• There are two Learning Specialists: Stacey Boomershine
(football) and Kara Talley (all other sports).
• 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.

11. 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.

12. ADD/ADHD Defined
• ADHD is NOT considered a learning disability
• Persistent pattern of inattention and/or hyperactivity-
impulsivity that is more frequently displayed and is more
severe than is typically observed in individuals at
comparable level of development.
• Some hyperactive-impulsive or inattentive symptoms must
have been present before seven years of age.
• Some impairment from the symptoms must be present in at
least two settings.
• There must be clear evidence of interference social,
academic or occupational functioning.

13. 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.

14. Tutor Handbook – this should
be read before continuing!
• Tutor Job Description
• NCAA Regulations
• CRLA Certification
• Tutoring Procedures
• Filing Tutor Reports
• No Show Policy
• Severe Weather
• Academic Dishonesty
• Learning Specialists
• Personal Conduct
• Appropriate Dress
• Social Media
• Payroll Procedures
• Tutoring Cycle
• Tutoring Code of
Ethics
• Disciplinary
Procedures
• Sexual Harassment

15. 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.

16. NCAA Regulations

17. Appointments
• Where can they occur?
• Thorntons Academic Center of
Excellence (south end zone of
football)
• YUM Center on Floyd Street
(a.k.a. - Little Yum)
• 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

18. Appointments
• Be on time for your appointments! Last semester, we had
a few issues with tutors being anywhere from 5-15
minutes for sessions on a consistent basis. Since we
expect for students to be on time, we also have this same
expectations for our tutoring staff.
• Cell Phones – there have been complaints from students
that their tutors have been on their phones during
sessions, causing a distraction and interruption of the
session. Please keep your phone away until the end of the
session unless you need it to look up information or if it’s
an emergency. You can set that same expectation with the
student.

19. Assigning Appointments
• 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 (at least
24 hours in advance for non-emergencies). Please never
assume your session will just be cancelled. The tutor
coordinator may have another tutor be a substitute for you.

20. Tutor Reports
• Tutor Reports must be completed in GradesFirst within
24 hours of each tutoring appointment.
• 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.

21. Tutor Reports
• There should NEVER be an instance of a report not being
filed.
• These reports are MANDATORY.
• 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. Policies
• Remember… you cannot assist with graded work. This
includes:
• Quizzes
• Tests
• Discussion board posts
• Homework submitted for a grade
• When in doubt… it’s graded! If it does not explicitly state
one way or the other, you should go with it is graded and
should not assist.

23. Policies
• 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.

24. Policies
• Tutor No Show Policy
• If a tutor is missing without reason, cancels tutoring
appointments less than 24 hours before the appointment, or
arrives consistently late, there will be consequences.
• Consequences:
• 1st Offense: Written or verbal warning (or both); possible
reduction of pay for that pay period
• 2nd Offense: Possible termination and meeting with the
Senior Associate Athletic Director and Tutor Coordinator

25. Policies
• 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.

26. Policies
• Personal conduct
• Act professionally, including dress
• Socializing with students is strongly discouraged.
• Dating and fraternizing with students is prohibited.
• If something happens, please let me know as something happens.
It’s better to come from you than from someone else.
• 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

27. 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 continue to do a paper timesheet. I will
not accept a picture or PDF. It must be the original.
• 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.

39. Only when you are ready to submit your time punches for the
FULL pay period will you hit “submit your time.” Once you
click the button, you cannot add or edit any time punches.

40. 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.

41. 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

42. 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

43. Tutorial Coordinator
• Contact Information:
• Lauren Hansen– Tutor Coordinator
• Cards.tutoring@gmail.com (Tutoring Email Acct)
• Lauren.Hansen@louisville.edu
• Cell Phone: (502) 276-6472
• Office Phone: (502) 852-8863
• **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.

44. 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.

45. 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.