Personal Tutoring - a Guide for Students
Introduction
Personal tutoring is intended to complement direct course delivery by academic staff and specialist support by Student Services. The University of Brighton has adopted a personal tutoring policy to ensure that all students have regular opportunities to review their personal, academic and career development. This booklet has been produced to help you to understand your rights and responsibilities, and to explain how the system works.
What is a personal tutor?
Your personal tutor will be assigned to you at the beginning of your time at the University. As one of the academic staff teaching on your degree course, they will keep an eye on your overall academic and personal welfare, and can also advise you about sources of help elsewhere in the University, such as Student Services or the Student Union. You will meet them informally during the first week or so of Term 1, and will then normally have one scheduled meeting per term to review your academic progress. You may also go to them between these scheduled tutorials if you need advice on any matter, or to let them know about any circumstances which may affect your work or wellbeing
What are the personal tutor’s responsibilities?
We expect personal tutors to:
- invite their students to meet them at an early stage of the course
- be accessible at prescribed times and/or give clear guidance on how to book tutorials
- arrange one formal personal tutorial with each student every term and ensure details are recorded on the standard form (see Appendix 1) which is then placed on the student’s file
- be properly informed of their students’ performance, as well as University and course requirements
- be properly informed of sources of specialist help and advice elsewhere in the University and refer the student to these as appropriate
- respect the confidentiality of any personal information they receive, unless the student agrees to its further communication to eg academic staff, Course Leader or Examination Board
However, we don’t expect personal tutors to
- take on the role of trained specialist counsellors
- spend unreasonable amounts of time following up students who fail to attend personal tutorials
What can I expect?
Each student is entitled to:
- be informed of the name of their personal tutor at the beginning of the academic year
- have a personal tutor who is appropriate, accessible and informed
- have at least one meeting with their personal tutor each term or semester to discuss their academic progress and particular needs on a regular and systematic basis
- have further support provided via referral to Student Services if and when necessary
- have the right to confidentiality for any personal information unless they decide it should be communicated further (eg to Course Leader, Examination Board etc)
We hope every student will become progressively independent and self-motivated, but recognise that at times you will need extra information and support if you are to benefit fully from your experience of Higher Education. It is in everyone's interests that you enjoy your time with us and that you succeed academically. If you have any difficulties or queries over your academic work on a particular module it is usually best to talk to the relevant module tutor straight away. Don’t hesitate to do this, as problems are much easier to deal with if you identify them early. However, if this doesn’t work or if the concern is something more general, then your personal tutor will normally be the first point of contact.
What are my responsibilities?
However much academic and personal support we offer, the ultimate goal is to help you to work confidently and independently, and to assume responsibility for your own education. This applies equally to the relationship with your personal tutor. It is therefore your responsibility to:
- ensure that you are fully aware of the rules and regulations governing your course
- make contact with your personal tutor early in the year
- attend personal tutorials at the times agreed
- complete the relevant parts of the tutorial record form (see Appendix 1) which will be placed on your file after you have discussed and agreed it with your tutor
- inform your personal tutor, at the earliest possible date, of any personal issues or problems which could affect your academic performance and make clear whether you wish this information to be communicated further
- where necessary, complete and submit a Mitigating Circumstances form (see Appendix 2) together with the appropriate supporting evidence (eg medical note), to be forwarded to the Exam Board according to the University Regulations
- accept full responsibility for your decision if you choose not to avail yourself of tutorials
Remember......
Formal guidelines are no more than a framework. The main thing to remember is that your tutors will always do their best to help, but they can’t work miracles if you don’t keep in touch.
What if...... I don’t like my personal tutor?
This is a professional rather than a personal relationship, so it is not essential for your tutor to be your favourite lecturer. However, it is important that you feel comfortable enough with them to be able to raise any issues that may be troubling you. If that is not the case, for whatever reason, please discuss the problem with the Part 1 Coordinator, Deputy Course Leader, Course Leader, Head of School.... or, in fact, any member of staff who you do feel able to talk to. They can advise you, and if necessary, you may be allocated a new tutor. However, don’t make hasty decisions about this, especially in the first few months of your course.
What if ...... my tutor isn’t there when I need them?
All your tutors have busy teaching timetables and many other commitments, so they are unlikely to be in their room at all times when you might wish to see them. You can sign up for a tutorial, or leave a message with [.....] in the office if it’s urgent. If your tutor seems to be consistently unavailable, then please discuss the problem with the Course Leader or Head of School. Equally, don’t waste your tutor’s time by failing to turn up (or give plenty of notice if you need to reschedule) - someone else may have been desperate for that appointment.
What if...... it’s too personal to discuss with my tutor?
However well you get on with your tutor, there may be certain issues that you’d rather not discuss with them, especially if they involve health or personal relationships. Again, the most important thing is that you find someone to talk to - inside or outside the School. You will have an introductory visit to Student Services at the start of the course and you can refer yourself directly for specialist advice.
The first point of contact on this site is usually [..... , telephone ....]
Alternatively, you may prefer to go to the Student Union Welfare Service. They have a drop-in service Monday to Friday 9.30-4.30 at [..... ] or at the local SU office on [.... ] Details of these are also in your Student Handbook.
What if...... I’m worried about money?
Financial difficulties, or problems caused by taking on too much part-time work to make ends meet, are among the commonest causes of student stress. There is no magic answer to this, but talking it over may help to put things into perspective, and there are some more practical sources of help and advice available from both Student Services and the Student Union Welfare office.
What if...... I’m having trouble with my coursework?
Specific subject difficulties should usually be discussed with the relevant unit tutor. If it’s a more general problem, such as difficulty managing deadlines, or organising your essays, then your personal tutor may be able to offer advice, or suggest where to go for further help such as study skills workshops or dyslexia assessment and support.
If your academic performance is being adversely affected by ill health or serious personal difficulties, then your tutor may suggest that, as well as seeking help for the underlying problem, you should also complete a Mitigating Circumstances form (see next section ) to be submitted, with appropriate supporting evidence, to the Examination Board.
What are “Mitigating Circumstances”?
This term (sometimes “Extenuating Circumstances”) is used to describe a situation where a student’s performance may have been adversely affected by circumstances beyond their control, such as a serious illness or a bereavement in their family. This may be taken into consideration by the Course Examination Board, for instance where a student might otherwise not be permitted to progress due to failure in one part of the course. Examination Boards will use their discretion in deciding whether a Mitigating Circumstances appeal is well founded, and even where it is, this is not a blank cheque that automatically allows all poor performances to be compensated.
In any case, Examination Boards can only consider circumstances of which they have been informed, in writing, in advance. The normal procedure is as follows: if there is a situation which you believe has seriously affected your performance, whether in an examination or over a period of time, then you should complete the relevant form (see Appendix 2), preferably after discussing it with your Personal Tutor or Course Leader. This form should be submitted, along with supporting documentary evidence (such as a medical certificate, or a letter from a counsellor) which may be in a sealed envelope for confidentiality, to the Course Leader, who will bring it to the attention of the Chair of the Examination Board.
Please remember that Mitigating Circumstances procedures are intended for dealing with serious problems and should not be abused for trivial reasons. If you miss a class because your car broke down, just apologise to the relevant tutor. If you have a slight cold, or are upset because your goldfish died, this doesn’t warrant special treatment (although of course you can talk to your tutor about it). If, on the other hand, you have been seriously ill, had a recent bereavement or family problems, or needed professional counselling, then you should consider a formal notification.
Who else will be told?
While the department ought to be aware of any serious problems, you can rest assured that your Personal Tutor will respect confidentiality and will not pass on any information without your permission.
In the case of Mitigating Circumstances procedures, the form itself will be available to the members of the Examination Board, but supporting evidence and full details will only be divulged to the Chair of the Board and/or the Course Leader who may speak on your behalf.
In all other cases, for instance where you have discussed a problem with your tutor which doesn’t warrant a Mitigating Circumstances form, then it is up to you whether you want that to go any further. Your tutor will only pass on information to another member of staff if you agree that it is appropriate to do so, and of course, they will not discuss your circumstances with anyone else.
What records are kept?
Your regular termly tutorials should be recorded briefly on the relevant form (see Appendix 1), a copy of which is lodged in your file in the office (the others are kept by you and your tutor). Any other information may be noted by your tutor to help them to advise you, but will go no further.
How can I make the best use of tutorial time?
• Think about what you want to discuss and write it down in advance.
• Arrive on time for all your appointments.
Appendix 1
PERSONAL TUTORIAL RECORDTop Copy:Student
2nd Copy:Tutor
3rd Copy:Office
PART A: (Students should complete this before the tutorial)
STUDENT’S NAME:...... LEVEL 1 / 2 / 3
PERSONAL TUTOR’S NAME:...... DATE OF MEETING......
ISSUES FROM LAST MEETING:
(include progress on actions agreed at last meeting and any issues still outstanding)
PROGRESS SINCE LAST MEETING:
(give details of any particular successes or difficulties for each element of the course)
OTHER ISSUES:
(indicate any other issues you would like to discuss with your tutor)
PART B: AGREED OUTCOMES AND ACTIONS
(This should be filled in by the student at the tutorial, and agreed and signed by both tutor and student)
STUDENT’S SIGNATURE......
PERSONAL TUTOR’S SIGNATURE......
Appendix 2
MITIGATING Top Copy (white) - Chair of Examination Board
CIRCUMSTANCESSecond Copy (green) - Office Copy
FORMThird Copy (yellow) - Retained by student
(to be completed by the student)
This form should be completed if there are any circumstances beyond your control which have affected your assessed work or examination. This includes absence from an assignment, failure to submit or undertake work, failure to submit work by the deadline or poor performance. You must attach to this form, in a sealed envelope, documentary evidence in support of your claim. This evidence should be from an independent, professional source (eg medical practitioner or counsellor); it should not be from a member of your family, or a close friend or partner.
If your problems are not straightforward, please ask your course leader (or equivalent) or personal tutor for advice.
______
STUDENT’S NAME ......
COURSE ...... STAGE 1 2 3 4
I wish to bring to the attention of the Examination Board that my performance was affected in the following course components:
Component title and code Assignment or examination affected
Please note that you must specify all components affected, or your claim cannot be considered
______
Please indicate below the nature of the circumstances which affected your performance, giving both the period of time and the component(s) affected. You should explain, where necessary, how your performance was affected. Note that this form is not confidential, and may be made available to the Examination Board. Documentary evidence supplied in a sealed envelope will be treated as confidential. If you would like your circumstances to remain confidential, you should use a general description here (eg "medical problems") and submit a confidential supporting statement together with the documentary evidence in the sealed envelope.
STUDENT'S SIGNATURE ...... DATE......
This form must be submitted by the date set by the Chair of the Examination Board, which will be at least two weeks before the meeting of the Board.