Tutors

Contents

onCourse Terms and Definitions
Working with Tutors
Tutor Record Tabs
Creating Tutors
Contacting tutors by email or SMS
Tags specific to Tutors
Contacts and Documents
To add a document to a contact
To open or view a document
To remove an unlink a document

onCourse Terms and Definitions

Contact

A person or company in onCourse is called a contact. Contact can be set as a Student, Tutor or Company, none of these or a combination of these.

Tutor

A tutor is a type of contact. A tutor is anyone who teaches a class for, or on behalf of, your college. They may be an employee or a contractor, and could also be a student of your college who is enrolled in classes.

Student

A student enrols in classes. A contact or tutor who enrols in a class will automatically be set as a student (in addition to being a tutor).

Company

A company contact is a business, not an individual. Companies may also be set as tutors, for example, you may contract to have ACME Tennis Coaching teach classes for your business. You can assign the company as the tutor of the class.

Relationship

Contacts can be related to each other. For example, a company that delivers courses for your college, may also have individual contact records set up for their staff that teach or assist with the sessions. These contacts would be set as employees of the company. By doing this you could advertise the class as being taught by the company, which would be the information that displays on your ish website, while also internally managing the individuals that would be booked to deliver each class session.

Working with Tutors

To access the tutors records go to the Dashboard and type Tutors into the Find Anything search. The Tutors window is just the Contacts window with the Tutors filter pre-selected. It operates exactly the same as the Contacts window does.

You can open a tutor record by double clicking on it in the list view window.

Tutor Record Tabs

General

The general section is an important section that holds a lot of information about the tutors. Once in the general section, you will be able to edit things like:

  • Tutor Name

  • Tutor Address

  • Tutor phone and fax numbers

  • Tutor email

  • Message (alert for operator)

  • Tutor Date of birth

  • Tutor Gender

  • Memberships

  • Tutor Honorific

  • Relation Window - From this window, you can set relationships to that tutor

The "relation" window in the tutor general section

Financial

This section is a view only screen and shows you the financial transactions your company has with the selected tutor. Here you will see invoices issued or received and payments made to the tutor listing all the relevant information and providing links these records.

Messages

This section lists all messages sent to the tutor from onCourse via email, SMS and post

Notes

This section keeps a list of all notes you have relating to the tutor and any web visible or private documents like resume, certificates and references.

Documents

This section is where any documents from the onCourse document management system have been linked to the record.

Resume

This is where you store the bio information about the tutor you wish to publish to your ish website

Tutor

This section shows a list of the classes the tutor is scheduled to teach. This section will also information about the working with children check. The Children Check number is required when expiry date is specified and vice versa. A warning gets shown when adding a tutor with status 'Barred' or 'Interim barred' to a class.

There is also a Timetable button in this section. This button opens the timetable window and shows all the sessions for the selected tutor in a calendar layout. You can read more about the Timetable section here.

The "relation" window in the tutor general section

Timetable

This button opens the timetable window and shows all the sessions for the selected tutor in a calendar layout. You can read more about the Timetable section here.

Creating Tutors

You will need to keep your tutor's contact details on file and what classes and sessions they are scheduled to teach each term. If you are an RTO you will also need to keep copies of their resume and qualifications on file. onCourse allows you to do this. Each tutor has their own personal file in onCourse which is easy to access and update.

If you have a large number of casual staff who work at a variety of different venues, it can be difficult to manage communication with them as you might not see them in person very often. Tutors listed in onCourse can be emailed or SMS'd easily and all messages sent out of the system are tracked in the tutors record helping you to keep all communications listed and organised. onCourse is designed to help you manage your staff records with ease.

Example 6.1. How to create a new tutor

  1. With the Contact window list view open, click on the + button in the bottom right hand corner of the screen. A new contact screen will open.

  2. Set the contact as a Tutor. You will see that an additional section for tutor resume is added to the record.

  3. Enter the First Name and Last Name of the tutor.

  4. Enter the Address and other contact detail for the tutor. If you add an Email address, your tutors can log into your ish website to check their class schedules and you can email them directly from onCourse. If you enter a Mobile phone number, you can send SMS to your tutor from onCourse.

  5. For each contact method (mail, email and SMS) you have the option to opt the contact out of marketing communication. The default setting is to "accept marketing material," so when you click on the cog wheel above these fields, you will see this option is highlighted with a tick. This means that when you have marketing mail outs, this address will be on the mailing list. To change this setting simply click on the cog wheel and select the option "opt out from postal marketing material" if the person dosen't want to receive marketing communication from you. The other option is "undeliverable", meaning that no mail is to be delivered to this address because it is incorrect, or in the case of an email address, has received an undeliverable response from the mail server.

  6. The field message (alert for operator) is for any special notes that are important or relevant to this contact for eg. they might allow their phone number to be given to students.

  7. Use the resume section to create a publicly listed biography for the tutor. This screen shows that information which is displayed on your website. Be aware that this is an automatic function. For example, you might post a brief description for this particular tutor, their background and experience and how it relates to the courses they are teaching. As this information will be visible to students and general public on the website, it is recommended that you obtain permission from the tutor to publish this information. You can enter the text directly into the screen or cut and paste from another source. The text in the field can be formatted using Rich text.

  8. Move to the Notes section to add attachments or other notes to the tutor record. The text in the notes field is private. Attachments can be public (on the website) or private (only available in onCourse).

  9. To attach documents in the Notes section, click on the + sign on the right hand side of the screen. This will open up a drop down screen "attachment (new)". Click on import to open up your files. Select the file you wish to attach and enter You can then select the "available on web" box if you wish to publish the document on your website. Click ok. This will close the attachment screen and return you to the notes screen. Here you will see a list of the attached files. You can delete any files by clicking the - sign.


Note

By creating a new tutor record and entering the email address for that tutor, the system will automatically create a new account for the Tutor to access the Skills onCourse Portal. You can then instruct your tutors to go to the Skills onCourse log in page and enter their first name, last name and email address and click on the Forgot Passwordlink. They will then receive an automatically generated email with their new password.

Admin staff of the College are not able to view or update the Tutor Portal password via the onCourse Client, this must be done via the Forgot Passwordlink on the Skills onCourse home page.

Contacting tutors by email or SMS

You may wish to notify individual tutors if their course is running or cancelled, or groups of tutors with information about activities and event at the College. If you create and send the message from onCourse, the history of the message is stored within the tutor's record on the messaged section.

You must have set up an SMS and email gateway with ish to use this feature. For information on how to do this, read the General Preferences documentation.

  1. Open the tutor window and use the 'find' to search for the tutors you want to contact

  2. Highlight the tutors you wish to contact in the list. To do this select the first contact name, hold down shift then select the last contact name and click on the cog wheel icon on the top right hand side of the window.

  3. Choose "send message to xx contacts" and the email/SMS window will open.

  4. You will see in your list of contacts how many people can be emailed, that is have supplied an email address, and how many can be SMS'd having supplied a mobile phone number or neither of these things.

  5. Select the 'send email' and/or 'send SMS' box. If you choose to send both, you can also select the option under SMS 'including people who are emailed'. If people have supplied both mobile number and email address, it is a cheaper option (and the default option) to just email them, and only SMS those who don't have email. However, sometimes you may wish to send both, just to make sure. While most of the time it only takes a few seconds to deliver an SMS, it is not an instantaneous technology, even if it often seems this way. It can take up to 3 days for an SMS to be delivered. This has to do with the phone carrier, something that ish has no control over, or because the user has their phone switched off.

  6. Enter the email subject in the subject field. This field is mandatory and the email cannot be sent unless you enter a subject. The same applies for sending SMS. You need to enter a description of the call ie. staff meeting, invoice reminder etc before the message can be sent.

  7. Type your email and/or your SMS and press send.

Sending a message to a Tutor via the cogwheel function

Tags specific to Tutors

Tutors have some specific tags that can be added to their records relating to pay periods and their tutor status. You will see a + button just below where you set the contact as a Tutor. Click on this and a drop down menu of different tags will display, among the selections is "payroll wage intervals" and "tutors." These aren't required but can be useful when used.

Payroll wage intervals - Gives you a choice of weekly, fortnightly and monthly payment schedules. Select one.

Tutors - offers you the choice of : contract tutors - those tutors who will invoice your business pending tutors - those tutors who are not yet working for you vet tutors - vocational education and training tutors

Make your selection and the tag will appear on the record.

Contacts and Documents

Documents provide a way of adding web visible or private documents like resumes, certificates and references to a contact.

To add a document to a contact

  • Open the contact you wish to add the attachment to then find the Documents section

  • Select the "+" button to bring up the documents pop over window

  • From here, if you've already uploaded the file and given it a name, type it here, or click 'browse' to browser your computer for the location of the file. Once you have located the file you wish to attach, select it and click "Open"

  • You'll be prompted to give it a name and to set the access level required to view it. Once done, click 'Add'

To open or view a document

  • Open the contact you wish to view the document for then scroll to the Documents section

  • When you find the document you wish to view from the selection available, click the document record. it will open a pop over showing both the document name, attached tags, access rights and a description.

  • Click the file image in the left of the pop-over. It will open up the selected document.

To remove an unlink a document

  • Open the contact you wish to unlink the document from then scroll to the Documents section

  • Click the 'x' button that appears next to the document record you want to unlink.

  • Alternatively, double-click the record then click the Unlink button. You'll be asked to confirm. Cancel to cancel, Agree to unlink and save.