Additional Tutors in the Portal & Engage
Additional Tutors are used to assign staff members to students that are not their Advisor. This makes the staff member listed in the Portal as someone involved in the students learning, as well as makes them available for parents to contact through the Portal notification system. For the staff member, they also receive notifications when Daybook entries are created or updated that concern a student assigned to them.
All Additional Tutor roles, the staff members who are assigned to them and what students they have overview of as part of this role, are listed in the 2023 Advisory & House Codes (for SEQTA).xlsx spreadsheet on the Additional Tutors tab. This spreadsheet is also available in Team Silkwood, in the Files section of the Rosters, Timetables, Calendars channel.
The below will give instructions on:
- How to Assign an Additional Tutor to a student or students
- How to Create an Additional Tutor type if there is none available
- How to Setup Additional tutors in the Portal (new types)
- How to edit Daybook Forms so that Additional Tutors are notified when a Daybook entry is created for a student.
Assigning Students to an Additional Tutor
In order for the staff member in the role to receive the Daybook notifications, the student must be assigned to them. In Engage, navigate to Pupils> Current. Select a student in the grid and in the Pupil Details section go to the Current School panel. In here you can see the Tutors that are currently assigned to a student.
To know which tutors a student should have, refer to the Additional Tutors tab in the 2023 Advisory & House Codes (for SEQTA).xlsx sheet. The top section shows which staff member has what Additional Tutor role and then which year levels and houses (Distance Learning, LEAd & AAP) are assigned to these roles.
To update which tutors are assigned to the student (or add new ones) you can manually update the selected student directly by using the plus/minus icons.
It can also be done through the batch update method (preferred) by selecting the batch update icon (circled in image below) to open the Batch Update Tutors window. This is helpful for selecting multiple students and can also be a bit quicker than searching for the correct staff member each time.
In this example I would like to add Tracy Willcocks as the AAP Coordinator to the students in the house Students on AAP. Choosing this role from the Tutors box, find the students that you want to add and the click on the green tick icon to save.
Repeat this process for any other students/tutor roles, saving each time.
*** Tip! If you make the size of this pop up window larger, you will get additional selections available like "Select Filter" and Select/Deselect all ***
Creating a new Additional Tutor type
The Tutor type needs to be first created in Engage and then setup in the Portal to allow them to receive notifications and display as an available contact for parents.
Creating the Tutor type in Engage
In Engage, navigate to Pupils> Current. Select a student in the grid and in the Pupil Details section go to the Current School panel. In here you can see the Tutors that are currently assigned to a student.
To create a new type of Additional Tutor, click on the hand icon to the left of the Tutor Name column.
This will bring up the Add/Edit Tutor type.
Click the new icon and add the code & description in before clicking save.
Setting up the Tutor type in the Portal
In the Portal, navigate to Admin> Setup and expand the Additional Tutors section. The newly created type should be visible in the Additional Tutor Types Available column. Select it and use the arrow to move it across to the Additional Tutor Types Selected column before clicking Save.
Editing Daybook Forms to send Notices to Additional Tutors
If the tutor needs to receive Portal notifications for Daybook entries, such as Behaviour Reports, Supported Learner Requests etc, these permissions can now be added in. In the Admin section, navigate to Daybook Templates. Using the Additional Tutors tab in the 2023 Advisory & House Codes (for SEQTA).xlsx spreadsheet, update the relevant Daybook Forms to notify the role. If this information has not been supplied, check with who has requested the role as to what Daybook Forms on this spreadsheet they would like to receive notifications and for which students.
In this instance of AAP Coordinator, they would like to receive notifications for all listed Daybook Forms, except for First Aid / Sickbay Records.
Select the Daybook Template from the drop down menu and find the section that Notifies the Additional Tutors. Click on the edit icon to the right and select the new tutor from the list before hitting save. Repeat for all relevant Daybook Forms.
This process is the same to remove Additional Tutors from receiving the Notifications - edit the relevant Daybook Form, deselect the Tutor type and save.