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The NEW Deetz on
CASS—2016If you thought you knew, it’s
DIFFERENT now!
New Hires:
Amy has leftover shirts, check with
her if she has your size!
Returning Staff:Remember to
wear your shirt often to represent
us.
We’ve moved everything around!
Tutoring Area
Your mailboxes, name tag board, sign-in computer, front desk, and tutor schedules have all moved, so everything is in one spot and Reception Team members are more involved in tutoring.
Where can the tutors sit while on shift?
Tutoring Area
Tutors can sit in the comfy chairs close to the front desk, or at the tables between the front desk and computers. On shift tutors can only sit at a computer desk if tutoring students. Tutors may bring and use your own laptop.
The front desk is where the action happens! Reception Team members are ready to sign students in and out for tutoring and help students navigate our tutoring and SI services. This is where all on-shift Reception Team members will sit.
Tutors must sign-in and out for work hours at one of the 2 front desk computers and let a Reception Team Member know when they are beginning and ending a shift.
Put the front desk # in your cell phone!
573-681-5988
Tutoring Area
Goodbye old front desk, hello SI Center!
SI Center
SI Leaders will do their office hour in this area. They have space to meet with students, collaborate with other SI Leaders, and work on their SI session plans. SI
Leaders should be letting the Reception Team Members know when they are beginning and ending a shift.
Click to see the sign-in/out log
LU Academic Support records every single time a student utilizes SI and tutoring. This capture of data determines our funding for the next year, so it is crucial that you help us collect ALL THE DATA! We use a paper sign-in log, and the Reception Team also logs students into AccuTrack for better reporting features.
The sign-in log is kept on a clipboard on the front desk and is managed by the Reception Team. Students complete it every time they receive tutoring, even if they were here earlier in the day with the same tutor or for the same subject. We want credit for every single appointment!
Click to see the sign-in/out log
It is both the tutor and Reception Team Member’s job to ensure tutees are: (1) signing in and out, and (2) putting down accurate information.
(1) Tutors also need to be consistently checking in with the Reception Team member on shift that the correct students are being signed in and out at the correct times with the correct tutor. Get on tutors who are not doing this!
(2) What does an accurate entry entail?• Students must have their student ID correct. • Students must write clearly. • They must use their real first and last name, including their full hyphenated last name, if
it applies.• They need to write down the course # (PHI 101), not History, Ethics, Writing, etc.
Click to see the sign-in/out log
A final note about Student ID #’s• Sometimes students have their student ID memorized incorrectly, or forget
it and do not have their ID with them.• Whenever this happens, the Reception Team has to look up the ID number
manually. • If their name is incorrectly written down and they left before it could be
addressed, we cannot find them in the system. It is like they never came.• This is why it's so important for the tutors to check in regularly with the
Reception Team, to prevent mistakes like this from happening. • Please take the 10 seconds it takes to double check that all students on your
shift are signed in properly.
Who’s
Connie?Connie Hager is our new administrative assistant! She will be part of the Reception Team at the tutoring front desk, working a few hours a week, so she has a chance to get to know you!
Connie also works in Career Services, so feel free to ask her about your career questions!
What do you know about
filing cabinets?• Your mailboxes moved! NEW
location is by the front desk.• One is labeled for Tutors and
Reception Team.• The other is labeled for SI
Leaders.• Each staff member has a folder
in the filing cabinets.• We use this folder to give you
important papers that need your attention immediately! Check it every time you work.
• Remove old papers.
Jennifer and Amy have folders inside each cabinet, too! This is where you can safely leave us completed paperwork.
What do you know about
filing cabinets?Currently, each folder has lots of papers for you to sign and return:• Confidentiality Form• Photo Release Form• 5 Time and Effort Forms – Yes, Five!
Other forms:• Accutrack troubleshooting form• Attendance sheets and office hours forms
(embedded and SI Leaders)• Mutual Expectations Form - SI Leaders
What are “business cards”?
• Each staff person has a business card that must be displayed when they are at work, and put away when they are not!• This communicates immediately to staff
and students that you are at work and may be available
• This also lets you know who else is working and if Amy and/or Jennifer are in
• If you do not put away your business card when you leave, or forget to put it up, another staff member will put your card in the dog house!
Seriously Peeps, put up your
cards!
Lanyards?
• Lanyards are new!• Each tutor will wear a brightly colored lanyard
with their business card attached to it when theyare at work. It is kept in their mailbox.
• Lanyards help staff and students spot who is a tutor from far away.
• Tutors can easily show students their scheduled hours and tutoring subjects without having to walk over to the board!
• Get on tutors not wearing their lanyards!
What do you know about Room 115?
CASS uses room 115 for SI sessions and group tutoring.
Room 115 has a whiteboard wall, nicknamed “Mount Whiteboard.” There is also a whiteboard table for students to collaborate at!
Only EXPO “Original Ink” markers can be used on the wall and table.
No EXPO markers labeled “Low Odor” as they will destroy the wall! Caps must be tightened on the markers and the wall and table must be cleaned after each use or else all of our hard work will be ruined!
What do you know about the
printer and computers?The 10 student computers in the tutoring area now print upstairs to the main floor library printer! Yay! Help spread the word to students that all library computers print to one location.
The front desk computers, SI area computer, and classroom computers (115, 117, 118, 101, etc.) do not print.
DING DONG THE WITCHIS DEAD!
What happened to the
textbooks?We donated all our textbooks (save for a special few) to Page Library.
All textbooks must now be checked out at the main circulation desk.
Each textbook has a check out time of exactly 2 hours, and can be checked out at any time during regular library hours.
Everyone must have a student ID and an active library account to do so.
What center resources can
tutors/SI use?In Room 124 there are lots of different supplies tutors and SI Leaders may use in sessions. There are notecards, small dry erase boards, colored pencils, colored paper, markers, and much more! You should return these items after use. Get a key at the front desk (kept in a drawer).
How do students check
out a study room?Benecia, Katrina, or another worker in the media center will be able to check out study rooms to students and LU Academic Support Staff. If there’s no staff at the media center, then they must seek help at the circulation desk on the main floor.
Everyone must have a student ID and an active library account to do so.
What are the library rules?
• Keep noise levels at an
academic level—talking quietly. If tutors are working with large groups, tell them to check out a study room or room for noise control.
• Don’t bother people with your cellphone.
• Respect the space and furniture (use a trash can, don’t put your feet up on stuff).
• Drinks must have lids or covers.
What about food in the
library?
• There is a microwave and mini fridge in room 115 for student and professional staff only.
• Food may be prepared and consumed in room 115 only if it is not currently being used for SI.
• Do not interrupt a SI session in room 115 to microwave your Hot Pocket!
• Be aware this room is left open and food may be taken.
• Food is not allowed in the library, except for special events.• Do not allow students in tutoring or SI sessions to openly consume food in the
library.• There is absolutely no food whatsoever allowed at the front desk or during
tutoring sessions.
What about $$$$$$?
Before we can even talk about money, if you are a NEW HIRE, make sure you go to Human Resources (HR) ASAP! If you’ve worked for our department, or the university before, you do not need to go again.
New Hires Must:Go to HR on a TUE or THU. HR is located in RM 101, Young Hall. HR is directly across from the Center for Academic Advising. • You must bring with two (2) forms of ID.
• You can bring a driver’s license/state ID and either a social security card or birth certificate (must be originals).
• (International students need passport and I-20 and I-94). The only times open for new employees are TUE/THUR, from 10-12 & 2-4. If you cannot go during this time due to conflicts, call Kelly at 573-681-5018 to set up an appointment.
What about $$$$$$?
Do you like money? I know I do. Here’s the facts:• Student employees are paid once a month, on the 15th of
the following month • For ex., you work in August and you will be paid
September 15th
• You may fill out a form and bring a voided check to set up direct deposit or pick up your checks at the Cashier’s Office in person
What about $$$$$$?
• Jennifer prepares the monthly time sheets• Click here for a sample time sheet
• Tutors, Reception Team Members, SI Leaders will log their time in Accutrack every time they work.
• You are responsible for clocking in and out if you want there to be a record of your working hours, otherwise we won’t know. If you do not clock in and out, you will not get paid.
• Any mistakes must be corrected immediately by speaking/texting/emailing Jennifer—do not wait until the end of the month to make changes, it will be too late!
• Log in and out every time you are at work and Accutrack will keep an accurate record that Jennifer will use to prepare timesheets.
Jennifer SteflOffice: 573-681-5958Cell: 314-363-3622Email: [email protected]
What about $$$$$$?
More facts about $$$:• If AccuTrack is not working at the start or end of your
shift (or other staff’s shift), speak with Jennifer immediately. Tutors may come and tell you this as well. Text/email to alert Jennifer if she’s not in the center. You can also write down your correct hours and put a note in Jen’s mailbox.
• Time and Effort forms must be signed (that’s it! Just sign! No date, even!) at the start of the semester by all tutors and SI Leaders.
• Staff are paid from a grant, and we must report this information if we want to keep the grant!
• Reception Team Members do not have to sign these forms as of now. This may change, though!
Click here for a sample Time and Effort Form
Calling off work…If you know in advance that you will HAVE TO miss a shift:• Text Jennifer AND Amy (or talk to them in person) for approval.• We don’t always remember to tell each other everything, so please
communicate to us both!• All Reception Team Members have a backup person who can cover your
hours. Communicate with the rest to try and find coverage!
If you only find out right before your shift that you will HAVE TO miss a shift:• Do not do this if possible. It is hard to find last minute
backup for Reception Team Members• Text Jennifer AND Amy immediately.• Call the front desk number (573-681-5988) so the current Reception
Team Member can inform Jennifer and Amy if we do not see the texts.
Your regular attendance is so important that you can be let go if you do not follow the rules.
When others call off work…• When tutors and SI Leaders call off
• Tutors/SI Leaders who have been approved to call off will write this info on the Announcements Board
• Because the Reception Team communicates the tutor schedule to students who may be coming in to receive tutoring with a specific tutor, you must be paying attention to the Announcements board so you don’t misinform anyone. Students can become incredibly upset when they come back only to find out their tutor isn’t here. Only you can stop this forest fire!
If tutors or SI Leaders only find out right before a shift that they will HAVE TO miss a shift they will:
• Text Jennifer AND Amy immediately• Call the front desk number (573-681-5988) so a Reception Team
Member can write it under announcements on the white board • Make sure they tell you when you answer the phone their name,
subject area, and shift start/end time
What we tell Tutors about
skipping workIf you have to miss work … HAVE TO is the keyword!
Our tutoring schedule is advertised online so students can plan their studies. We try to have at least two tutors working at the same time in the same subject area for full coverage. We hate sending people away.
Students are our clients in tutoring, and we have to practice good customer service. The more often tutors miss shifts, or when multiple tutors miss at the same time or day, the more frustrated students become.
When a student becomes frustrated, they may give up on tutoring and/or LU Academic Support. To prevent gaps in tutor coverage, you may not always be permitted to miss a shift when you want.
Your regular attendance is so important that you can be let go if you do not follow the rules.
^
STILL
Email, email, Lincoln emailStory Time:Last semester I had a staff person say to me, “Oh I saw that email, but I didn’t open it, what was it about?” or another one, “Yea I looked at it, but I didn’t really read it ...”
When you don’t read emails and ask for the information to be told, it’s like a student who is constantly asking you about the tutoring schedule but will not look at it themselves!
Not everything can fit into a text or be relayed in person with every staff member in the same day. Sometimes our staff will send out several emails in the same week, but keep in mind we are emailing to communicate important information to you and you need to read it and reply back with any requested information promptly.
WE EXPECT YOU TO CHECK YOUR STUDENT EMAIL DAILY.
How else do we
communicate with staff?
GroupMe Instructions
Important papers are put in your folder in the filing cabinet. Please check your folder at the start of every shift and recycle any old materials to keep it neat.
You must download or sign up for GroupMe!
AccuTrack Bloopers ... ?
Lucky for you we have a form for that!• “Accutrack didn’t log me in!” “My student ID isn’t
working!”• Accutrack Troubleshooting form needs to be filled out
with information and put in Jennifer’s mailbox• Click to view the Accutrack Troubleshooting form
• If you left and forgot to sign out and realized 2 hours later, text or email Jennifer
We are in the business of
helping people…• “This student asked me if we tutored in … but I’m not sure,
what do I say?” “I don’t think we tutor in … should I say no?”• Don’t say no! Check out the “Tutoring By Course” file in
the front desk! If that doesn’t help, double check with Amy/Jen before sending someone away.
• If no one is around, have the student fill out a Tutor Request Form and put it in Amy’s mailbox. Tell the student your boss will get back to them.
• Click to view the Tutor Request form
Explaining the SI Schedule
on “All_Students”The SI Schedule on the Canvas page “All_Students” is a Google Sheet that will update automatically when edits are made. It lists the course information (course name, professor, meeting times), as well as the SI Leader and their session and office hour times. All courses with SI’s will be listed if they scroll down or to the right to find out session times.
Click here to view the SI Schedule on “
All_Students”
Explaining the Tutoring
Schedule on “All_Students”We want you to become familiar with how the schedule works so you can instruct students how to access it on Canvas from their computer, phone, or tablet. Copies will be handy in the Center, and you should help students use the schedule to get the help they need.
The tutoring schedule is DIFFERENT this semester. There is ONE schedule instead of five schedules organized by subject. This time, there are separate columns for the separate subjects, organized by day.
Sometimes, a tutor who can tutor multiple subjects will only be listed under one subject—this is NEW! We want those tutors to be able to focus on that one subject during a specific time period for advertising purposes. It is difficult if a tutor is trying to work with students on psychology, sociology, and writing, all at once.
Explaining the Tutoring Schedule on “All_Students”
As we can see in the photo above, the schedule has the days, times, and subjects listed. The scroll bars allow you to go horizontally and vertically to see more days and times. Each blue underlined name is a hyperlink to the tutor’s schedule. Click here to see the example (not the real schedule) on Canvas.
Reception Team Evaluations
Amy, Jennifer, and mentors will be evaluating each staff member at least two times over the course of the semester. We do so to observe and share with you your strengths and areas for improvements. This is also a good way for us to evaluate our training impact on you as a Reception Team Member. We will reference the training materials and observe if you are practicing them in our evaluation.
Click here to view the Reception Team Evaluation Form
What are the cardinal
rules of CASS?
#1.LU Academic Support Tutors and SI Leaders may not accept payment from Lincoln students for tutoring services.
You are paid by CASS. Accepting student payment for tutoring is a conflict of interest and is strictly forbidden.
#2. CASS works in partnership with faculty and staff to serve LU students. Our partnerships are key to our success. No matter what your personal feelings are regarding a particular faculty or staff member, you must show proper respect to his or her position at the university, especially in front of students.
3. Do NOT do class work for students. We create independent learners. If someone gets an A because you did their homework or wrote part of their paper, you have failed that student and violated CASS policy. Don’t let someone trick you into doing their work or taking their test for them.
Campus Resources
If a student is threatening violence or behaving violently, call LUPD: 573-681-5555.
Campus Resources
Technology issues like LU password reset, visit Office of IT: 2nd Floor, Schweich Hall573-681-5888
If a student can’t print, they need to add funds at the Cashier’s Office:Young Hall, Rm 105(573) 681-5085
Counseling/Mental HealthJamie Smith573-681-5476Monday-Friday: 8:00 a.m. to 5:00 p.m.Thompkins Health CenterWalk-ins welcomed
Please with speak with a supervisor if you think a student may have a learning disability.Access & Ability Services 304 Founders HallPhone: 573-681-5162Text: 573-238-8084
Sometimes, students have problems beyond tutoring. Please refer to these resources as a guide, or at least know what they may mean if a student name drops these places.
Please escalate these situations to Jennifer and/or Amy to handle:
Campus Resources
You have two direct supervisors, Amy Miller and Jennifer Stefl.
They are here for you.
Do not hesitate to contact them about any questions or concerns, or just to say Hi.
Amy MillerOffice: 125 PL
Office Phone: (573) 681-5923Cell Phone: (573) 338-1007
Email: [email protected]
Amy graduated with a B.A. in Philosophy from Bowling Green State University and a juris doctorate from Northern Illinois University College of Law. She clerked for a federal judge and practiced law for ten years in Illinois before returning home to Missouri to teach and assist students. She also teaches Business Law courses as an adjunct.
Put our contact info in your phones now!
Confirm this by sending us EACH a text message with your name so we can add you to our contacts.
Jennifer SteflOffice: 126 PL
Office Phone: (573) 681-5958Cell Phone: (314) 363-3622Email: [email protected]
Jennifer has degrees in Mathematics and Mathematics Education from the University of Missouri—St. Louis. In addition, she was a mathematics professor at the St. Louis Community College - Meramec. She enjoys working with students at each level of education in every kind of capacity—teaching, tutoring, and mentoring.
Put our contact info in your phones now!
Confirm this by sending us EACH a text message with your name so we can add you to our contacts.
Checklist
Go to HR and complete new hire paperwork (new hires only)
Confirm my Reception Team Schedule is correct and does not conflict with courses or other extracurricular activities
Send Jennifer and Amy texts so we have each other’s phone numbers (also add us to your contacts)
Add the front desk number to your cell phone
Sign, date, and return the Confidentiality agreement (by 8/26) Sign, date, and return the Photo Release agreement (by 8/26)
