Resources for Current Peer Tutors & Coaches

1. Go to this link: Coaching Portal
2. After meeting with a student, make sure to log the session in your coaching log.
3. All of your tutees will be in your coaching portal.
4. Find the student that you met with and click log a meeting
5. Include the date and time that you met
6. Include what you discussed, whether or not you feel as though you can help this student, what you learned and anything that you may need to work on.

*If your student doesn't show up, you can log 15 minutes to fill out the coaching log. If a student is a no-show two times in a row email: tutoring@ithaca.edu

After meeting with a student, you also need to upload your hours to HR cloud.

1. Go to this link: Oracle Fusion Cloud Applications (oraclecloud.com)
2. Click on "Time and Absences"
3. Click on "Current Time Card"
4. Click "+Add"
5. Include correct job assignment, date and quantity of hours. Make sure to choose “Regular Hours” for hours type
6. Click Actions and then “Save and Close”
7. When you are ready to submit your hours for the pay period, click submit instead of “Save and Close”
8. View payroll schedule to see when timecards are due: Bi-Weekly Payroll Schedule

*Submitting a completed timecard is required before the deadline of every pay period.

1. Go to this link: Coaching Portal
2. Click "Log Non-Coaching Activity"
3. Include date and activity start time
4. Include activity duration
5. Include activity type
6. Include a description of the activity

What counts as non-coaching hours?

• Events done with the Center for Student Success
• Admissions events
• Administrative meetings
• Professional Development meetings

As a Peer Success Coach, Peer Tutor, or Office Assistant, you have signed and agreed to the following Confidentiality Agreement: 

I understand that by the virtue of my employment in the Center for Student Success at Ithaca College, I may have access to records or conversations that involve individually identifiable information, the disclosure of which is prohibited by the Family Educational Rights and Privacy Act of 1974 (FERPA). 

I acknowledge that I fully understand that the intentional disclosure by me of this information to any unauthorized person could subject me to criminal and civil penalties imposed by law. I further acknowledge that such willful or unauthorized disclosure also violates Ithaca College’s policy and could constitute just cause for disciplinary action including termination of my employment regardless of whether criminal or civil penalties are imposed. 

Further, I understand that if I have a question concerning a request for information from student educational records, I will notify my supervisor for assistance.

As a Peer Coach and/or office/grad assistant in the Center for Student Success, you have committed to abiding by the standards laid out in the Peer Coaching Job Manual or Center for Student Success Office Assistant Manual. In accepting this role you have committed to appropriate and honest behavior, integrity in your work, and consistency in completing coaching logs and communication with students. You have also agreed to communicate any challenges, concerns, or questions to your supervisor in a timely manner.

• What should I do if I can no longer provide coaching hours?
  • Update your availability by going to this link: Coaching Portal
  • Click Update Availability
  • Include information about both tutoring and peer success coaching.
• What should I do if my tutee does not respond to my emails?
  • Email your tutee twice, and if they do not respond email tutoring@ithaca.edu and we will reach out to the student. We will give them a week to respond, and if we do not hear from them, they will be reassigned.
• What should I do if my tutee and I can no longer find time to meet?
  • Email tutoring@ithaca.edu so that both you and the student can be reassigned
• What should I do if my tutee and I do not get along?
  • Email tutoring@ithaca.edu
• Why do I have to complete both a Coaching Log and Time Card?
  • Coaching Logs are required to keep a record of the work you have done for the office. Time Cards are recorded through HR to determine your paycheck. Your timecard will not be approved if the hours and dates on your coaching logs do not match those on your timecard.
• What if I need to make a change to my coaching log or timecard?
  • If you need to make changes to your timecard or coaching logs contact Allison Davis. Adavis7@ithaca.edu
• How do I know if it's a billable hour?
  • Billable hours include coaching hours, non-coaching hours including professional development and administrative meetings. Non-billable hours include texting students, sending emails to set-up meetings, or general planning. If you have questions about what can or cannot count as billable time, contact tutoring@ithaca.edu
• Do I need to complete the course before I start tutoring/coaching?
  • No, but you need to go through orientation.
• How do I become a head tutor or head PSC?
  • You must be a coach for at least one academic year. If you are interested in the position, you can email tutoring@ithaca.edu to request an interview or more information.
• Do I have to go to professional development meetings?
  • Yes. You are required to attend two Professional Development Sessions per semester. You are allowed to attend any Professional development sessions that may interest you, however, you are only eligible for two paid hours. These are paid hours for hired students. Each semester you will receive a list of professional development opportunities. If you would like to propose a different Professional Development opportunity email: tutoring@ithaca.edu
• What are the requirements for Peer Success Coach meetings?
  • Peer Success Coaches can attend weekly peer success coach meeting during the Tuesday Noon Hour. PSCs are encouraged to attend as many as these meetings as possible. Many PSC meetings can count towards Professional Development requirements. All attended meetings are PAID, even after a student has completed their Professional Development requirements.
• What is the time commitment to be a PSC or tutor?
  • Tutors usually tutor 1-3 individual students or 1-2 small groups for 50 minutes each week. You make take on as many students as you would like and can always update your availability when needed.
• How do I arrange to meet with my tutee?
  • Once you are assigned a tutee, you will get an email with their information. It is then your responsibility to reach out to the student to set up a time and place to meet publicly on campus.
• If a student no longer needs a tutor, and they inform me, what should I do?
  • Tell them to fill out the discontinuation form, and email tutoring@ithaca.edu
• Can I meet with my student for more than 1 hour a week?
  • In most cases, yes. You need to let tutoring@ithaca.edu know. You're allowed to work more hours during midterms and finals and if you want more than one hour, it is almost always approved, you just need to verify.
• Do I need to be available to tutor during finals week and the last week of classes?
  • No, we want our tutors and coaches to focus on their own studies, but if you feel you have the capacity to meet with a student, you can, but you are not required to do so.

Reach out to the Center for Student Success tutoring@ithaca.edu if you have any further questions