Tutor Portal - Help Guide for Tutors. WEA s Tutor Portal. Help Guide for Tutors. July 2016

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1 WEA s Tutor Portal Help Guide for Tutors July 2016 Edited July 2016 by Trish Banks Page 1 of August 2016

2 Contents Signing In to the Tutor Portal... 4 Home screen / page (after sign-in)... 5 Alerts... 6 Reminders (overdue paperwork)... 6 Notices / News Items... 7 Received with thanks... 8 Due soon... 8 My Activities... 9 Activities in previous years Course documents Course Information Sheets Tutor Report Form Recently viewed Actions Search All My Contracts Accepting a contract from the link Declining a contract from the link Accepting or Declining Contracts directly through the portal: Printing a contract My Claims My Details Personal Details Contact Details Security Details Training Qualifications WEA Training External Training / CPD Messages Inbox Searching for Internal Messages Edited July 2016 by Trish Banks Page 2 of August 2016

3 Signing Out of the Tutor Portal Getting Help in the Tutor Portal APPENDIX A FLOWCHART FOR CREATING CISs APPENDIX B FLOWCHART FOR CREATING TRFs Edited July 2016 by Trish Banks Page 3 of August 2016

4 Signing In to the Tutor Portal To sign in to the Tutor Portal enter its URL address in your browser (please include the s after http as this is a secure site), then click the Sign in button at the top right of the screen: Enter your address and password then click the Sign in button: Note: The checkbox next to the Sign in button is very important: Make sure it is not ticked if you are using a public computer that other people also use (eg in a library or Internet café) otherwise somebody else using the same computer will be able to sign in with your credentials and have access to your personal and course information. (Also, make sure you sign out properly) From 1 st August 2016 tutors will be required to use the Tutor Portal to create and submit Course Information Sheets (CIS) and Tutor Report Forms (TRF). You will also be able to accept your contracts via the portal. Your regional contacts will request an account for tutors new to the WEA and you will be sent two s, one with instructions on how to log into the portal and one containing your password. Existing tutors will already have been provided with an account and login details. If you believe you should have access to the Tutor Portal but currently don t, or you have problems logging in, send an to tutorportal@wea.org.uk requesting access and including your details. If you ve forgotten your password, click the Forgot your password? link under the Sign in button and follow the instructions given. Edited July 2016 by Trish Banks Page 4 of August 2016

5 Note: A password for the Tutor Portal should be at least 8 characters long and include: a capital letter, a number, and a non-alphanumeric character (such as an exclamation mark! or hash symbol #). Home screen / page (after sign-in) After signing in, the button bar menu under the WEA logo fills with extra options for finding what you need in the system and the Home screen of the Tutor Portal displays. The Home screen is divided into 4 sections: Reminders, Notices / News Items, Received with thanks, Due soon : Each of these sections displays useful information and reminders about activities / courses you are about to teach / are teaching / have just finished teaching. Anything that appears in the sections of your Home screen is also notified to you by . Your regional office also receives a copy of these notifications. Edited July 2016 by Trish Banks Page 5 of August 2016

6 Alerts Additionally, the Tutor Portal will send you alerts by for the following: Course Information Sheet (CIS) you need to complete online in the Tutor Portal for a course you have indicated you are willing to teach (your organiser gets a copy of this notification too), Contract you will receive a contract for a course you have indicated you are willing to teach, which you need to confirm acceptance of via the tutor portal. Course pack sent by your regional office for a course you are about to start teaching, Incomplete enrolment forms being returned to you by your regional office for full completion and sending back Tutor Report Form you need to complete on the tutor portal for a course soon to end. Reminders (overdue paperwork) The Reminders section of the Home screen after sign-in is updated daily and displays information about the following types of paperwork you have not yet sent to your regional office: acceptance of contracts (before a course is due to start from 1 st August 2016 contracts will need to be accepted via the tutor portal) overdue enrolment forms (after week 2 of a course, or asap for late enrollers), interim register tear-off (pink) slips (after week 2 of a course), final registers (immediately after a course finishes), tutor report forms (TRFs) (immediately after a course finishes). If a scroll bar appears down the right hand side of the Reminders section it means there are more reminders than can fit into the section and you need to scroll down to see the remainder. If you have a query, we would recommend that you wait until after 3pm to give course administrators in your regional office time to enter information onto the system about paperwork received that morning. This could change the status of your course / contract / claim / CIS / TRF and mean that you no longer need to contact them. Once you ve read a reminder, click the checkbox at the start of its row. The Tutor Portal will then remove it from the Reminders section when you move to another screen of the portal or click the Refresh icon of your web browser: Edited July 2016 by Trish Banks Page 6 of August 2016

7 Your regional office will chase up any outstanding paperwork not yet received from you within 14 days of either your course start date or end date, depending on what paperwork is missing. Note: As the Tutor Portal is further developed, in the future you will be able to: click the contact your organiser text of a reminder to automatically link to the Tutor Portal s internal messaging system and send the organiser a message about the paperwork for that particular course, click the activity reference number of a course / activity to automatically link to it. Notices / News Items Occasionally, the WEA may wish to send a broadcast message announcing important information for tutors, such as when the WEA will be closed for Christmas, when Online Enrolments will start, important news on the WEA s website etc. These will appear in the Notices / News Items section of the Home screen. Announcements in this section will be automatically removed after 7 days. However, if you wish to keep a reminder of an announcement you can move it from the Notices / News Items section to the Reminders section of the Home screen by clicking the Remind Me button to the right of the announcement: Edited July 2016 by Trish Banks Page 7 of August 2016

8 Received with thanks The Received with thanks section of the Home screen after sign-in is updated daily and displays information about your sent course paperwork received by your regional office, such as: Signed contracts for activities you re teaching / are about to teach (acceptance is only via the tutor portal from 1 st August 2016) Enrolment forms for each course you re teaching / have just finished teaching, Interim register tear-off (pink) slips for courses you re in the process of teaching, Final registers for courses you ve recently finished teaching, Tutor Report Forms for courses you ve recently finished teaching. The notifications will stop displaying in this section after you ve indicated you ve read them by ticking the checkbox for each, and thereafter be viewable in the Messages section of the Tutor Portal: Due soon The Due soon section of the Home screen after sign-in gives you advance notice about the following paperwork that is due for sending in to your regional office: enrolment forms and interim register tear-off (pink) slip (should be sent immediately after your 2 nd session), final register and end of course paperwork (Individual Learning Plans (ILPs), Tell Us About It forms, Tutor Report Form (TRF) etc) (3 days before your course is scheduled to end). Edited July 2016 by Trish Banks Page 8 of August 2016

9 My Activities You can view information about the courses, tasters and short activities you are teaching / have taught for the WEA by clicking My Activities on the button bar below the WEA logo after sign-in then clicking one of the links on the My Activities menu. The links are categorised under 4 headings: Activities This Year / Activities In Previous Years / Course Documents / Recently Viewed : Activities this year The links under the Activities This Year heading relate to the Status possibilities of activities for the current academic year (for the WEA this starts on 1 st August) and are: Note: You can also find details of Cancelled activities, or all activities for all years, via the Search All link at the bottom of the My Activities menu on the button bar across the top of the screen. Edited July 2016 by Trish Banks Page 9 of August 2016

10 All / Proposal / Approved / In Progress / Completed. You can click a status link on the My Activities menu to see a table of your activities currently of that status in the system, or click All to see a table of all your activities for the current academic year: Possible Status values for an activity An explanation of each possible Status for an activity displays under a table of activities: Proposal : Your organiser is currently preparing the course details. Approved : your regional office has processed the course details and your course paperwork will be with you soon. In progress : the course has started and we have received your week 2 paperwork. Completed : the course has finished and we have received your final paperwork. Cancelled : the course has been cancelled. Reordering rows and resizing columns in an activity table The rows in a table of activities can be reordered by clicking the column header text of the column by which you wish to reorder the activities, for example you can reorder from A-Z (or Z-A) for text columns (such as Ref, Name, Status ) or from earliest to latest (or latest to earliest) for date columns (such as Start Date, End Date ). Edited July 2016 by Trish Banks Page 10 of August 2016

11 To resize a column, hover your mouse over the dividing line that separates 2 columns then click and drag the line to the left (to make narrower) or to the right (to make broader). Viewing an activity s details To view an activity s details, click its View link in the right hand Action column of the activity table (which appears after clicking a link under the Activities This Year heading of the My Activities menu). A pop-up box similar to the following appears (you cannot edit the details of an activity): Actions for activities Hovering over or clicking the You can now perform the following actions link under the activity s details displays a sticky pop-up menu with options to create or view any of the following documents related to that activity: Edited July 2016 by Trish Banks Page 11 of August 2016

12 The Actions menu options are: 1. Course Information Sheet When your course organiser / learning manager adds a new activity / course to the WEA s management information system and ticks a box to say a CIS is required for it, (Required) will display at the end of this menu option. Once the end date of the course arrives and / or you have submitted a CIS, (Required) will not display. For step by step help on creating CISs see the Course Documents section below. 2. Tutor Report Form After the end date of a course has arrived, you are required to fill out and submit a Tutor Report Form for the course. (Required) will display at the end of this menu option to remind you that this course has ended and you have not yet submitted the TRF. Once you ve submitted the TRF (Required) will not display. For step by step help on creating TRFs see the Course Documents section below. Note: You will also receive: an alert message 5 days before the scheduled end date of your course reminding you that you need to complete the TRF online in the Portal, and a reminder 14 days after your course s scheduled end date if you haven t yet completed it online. 3. Contracts You can view the contract(s) created for you for a course you are teaching / activity you are undertaking. From 1 st August 2016 you will be required to accept your contracts via the tutor portal. The number in brackets at the end of this menu option tells you how many contracts have been set up for you for the course / activity. For information on viewing Contracts see the My Contracts section below. 4. Claims You can view the claim(s) created for you for a course you are teaching / activity you are undertaking. The number in brackets at the end of this menu option tells you how many claims have been raised against the course / activity (either automatically via monthly Autopay or upon submission of a claim by you for the course / activity). For information on viewing Claims see the My Claims section below. You can close the Actions sticky pop-up menu by clicking the X at its top right corner. You can close the Activity Details box by clicking the X at its top right corner. Edited July 2016 by Trish Banks Page 12 of August 2016

13 Activities in previous years Activities for the 4 years prior to the current year are available for viewing by clicking one of the year links under the Activities in previous years heading of the My Activities menu. A table of activities similar to the one mentioned above, but for the clicked year only, appears. Course documents At the time of writing this guide there are 2 types of document you are able to create in the Tutor Portal: Course Information Sheet (CIS) Tutor Report Form (TRF) The CIS goes through an approval process in the system during which your Tutor Organiser / Learning Manager views what you ve submitted and either approves or rejects it. The TRF goes through a review and commenting process and you can view the comments added by your Course Organiser / Learning Manager. See Appendix A for a flowchart of the CIS workflow process and Appendix B for the TRF process. You don t have to finish either of these documents in one go when creating them in the system. You can save what you ve done so far (by clicking the Save button) then return to them later to finish off and submit them (by clicking the Submit button). Tip: As the portal times out after 20 minutes of inactivity it is good practice to save after completing each section. Edited July 2016 by Trish Banks Page 13 of August 2016

14 Course Information Sheets Clicking Course Information Sheets under the Course Documents heading of the My Activities menu displays a table of your activities for the current academic year (ie those with a start date between 1 st August and 31 st July, irrespective of their end date): Hovering over a row changes the colour of the text. Clicking a row (not a link in the Action column) highlights the row. The right hand Actions column of the table can display the following options: Create - Clicking a Create link in the Action column enables you to create and submit for approval a CIS for that activity (full step by step help is below). View - Clicking a View link in the Action column enables you to view the CIS you ve already created for that activity. Edit clicking an Edit link in the Action column enables you to edit an activity s CIS if its status is In Progress (ie you ve started to create the CIS but not yet completed and submitted it) or Rejected (ie your learning manager / course organiser has reviewed your submitted CIS and wants you to edit it). Not Applicable - If an activity displays in the table and no CIS is needed for it, Not Applicable shows in the Action column for that activity. Status possibilities of CISs are: Not required / Required / In Progress / Submitted / Approved / Rejected. There s an explanation box under the table for each: Edited July 2016 by Trish Banks Page 14 of August 2016

15 Not required : a CIS is not required for this course, Required : a CIS is needed for this course; please click on Create to complete it, In Progress : you haven t yet finalised the CIS (i.e. you ve started it and saved it in the Tutor Portal, but not yet submitted it for approval by your organiser / learning manager), Submitted : you have completed and submitted the CIS for this course and it is now awaiting approval from your organiser, Approved : your organiser has seen and approved the CIS and it will be made available to (potential) students in due course (ie in the course search facility of the WEA s website and in the paper-based course pack you receive from regional office). Rejected : your organiser would like you to amend this CIS; they have sent you an explaining the problem. Note: The 10 listbox under the table of activities enables you to set the number of rows to show in the table on screen at the same time (choices are 10, 20, 30). You can also move forwards and backwards by the default 10 rows at a time by typing a number in the Page box under the table. The contents of the table can be filtered by clicking buttons above the table ( To be completed / Submitted / Approved / Not required / Previous year ). Clicking To be completed displays 3 different statuses: Required CISs in the table (those you have yet to start), In Progress CISs (those you have partially completed and saved but not yet submitted for approval) and Rejected CISs (those your organiser / learning manager has rejected, which you need to edit and resubmit). Clicking Submitted displays Submitted CISs in the table (those you have submitted for approval by your organiser / learning manager). Clicking Approved displays Approved CISs in the table (those approved by your organiser / learning manager). Edited July 2016 by Trish Banks Page 15 of August 2016

16 Clicking Not required displays activities in the table for which CISs are not required for this year. Clicking Previous Year displays your CISs submitted in the academic year before the actual current year. Clicking All This Year redisplays all CISs for the current academic year again (if you ve filtered the table using one of the other buttons). Note: A Next year button will also start displaying above the table, once the WEA starts requesting this information (around March time). Searching for CISs using the Search facility There may be times when the buttons provided above the CIS table don t enable you to find what you re looking for, for example a CIS from 2 or 3 years ago, or you want to quickly find a CIS based on the title of the course it relates to. For such cases, you can click the Search Again button under the Course Information Sheets Search Results table to display the following search screen in which you specify your search criteria: Example: As an example, to find all activities for which a CIS was required for the academic year you would choose from the Academic Year field of the search screen, leave the Status field at its default of [Please select] then click the Search button. Edited July 2016 by Trish Banks Page 16 of August 2016

17 How to create and submit a Course Information Sheet (CIS): 1. Click the Create link in the Action column of a table of activities for which a CIS is required (or click 1. Course Information Sheet on the sticky pop-up menu of an activity being viewed). 2. On the form that appears, the information about the activity is listed (but is not editable) at the top: Under this information there is a series of expandable / collapsible sections containing the following fields which you need to fill out in order to create the CIS for this activity. If a red asterisk appears next to the text of the section headings this indicates that the field is required and currently is blank: Course Aims Who is the Course For? Course Description What Topics will this Course Cover and how will they relate to the themes for this course? What will it be like? How will I know I m making progress? What else do I need to know, do or bring? Reading and Information Sources What could this course lead to? 3. Initially only the Course Aims section is expanded, however you can click the Expand All button to expand all sections and quickly click into each field to fill out the details in each. (The Expand All button changes to a Collapse All button so you can quickly scroll up and down again). Alternatively, you can click each section s header text individually to expand one at a time: Edited July 2016 by Trish Banks Page 17 of August 2016

18 4. Under the expandable / collapsible sections of fields is a series of action buttons, each of which is explained in the table below. In particular, you may wish to use the Copy button to copy information from a previous CIS into your new one: Button Save Description If you need to save what you ve entered on the CIS form so far, so that you can return to it later then finish and submit it, click the Save button. This will change the status of the CIS to In Progress so you can easily find partially completed CISs in the table of activities later. Submit Copy Tip: It s a good idea to get into the habit of periodically clicking the Save button as you re creating your CIS (so you don t lose what you ve done so far, in case the server goes down or you lose web access unexpectedly). The Portal will time out after 20 minutes of inactivity and will not automatically save your work. Once you ve filled in the fields on the CIS form, click the Submit button to save and submit it for approval by your organiser. This will change the status of the CIS to Submitted (and once your organiser has read the CIS its status will be changed to either Approved or Rejected. If rejected, your organiser will give a reason using the portal s in-system messaging facility and you will receive an with this information, for example they may advise you that they will discuss this with you face to face or by phone. You will also see rejection information on the CIS form itself when you view it). Note: A rejected CIS will not show on the Home screen after sign-in, under any of the categories, eg Reminders or Due soon. Clicking the Copy button enables you to copy the CIS information from one of your previously submitted CISs to the one you are currently creating. Edited July 2016 by Trish Banks Page 18 of August 2016

19 1. After clicking Copy, specify your search criteria for finding the CIS you wish to copy from. You can search based on Activity Ref, Activity Name, Academic Year and Status : 2. Click the Search button to see a table of results based on your entered search criteria. 3. Click the Select link at the end of the row for the CIS you wish to copy: 4. The information from the selected CIS will automatically be entered into your current, blank CIS You should then edit the copied text to make it appropriate for the new cohort of students in the new activity / course. Your course organiser / learning manager is able to see if a newly submitted CIS matches exactly a previously submitted CIS. Important: the Copy facility will only work on a new, blank, unsaved CIS. Print You can click the Print button to print a copy of your completed CIS form for your own records / course file. 5. Click into the large white text box of the first expanded section and type (or edit if you ve copied from a previous CIS) information appropriate for that field: Edited July 2016 by Trish Banks Page 19 of August 2016

20 6. When ready to move on to the next field click that section to expand it, click into the text box and type your information for that field. Repeat until you get to the bottom of the CIS form. 7. Once you ve entered all your information in all the sections fields, click the Save button then click the Submit button at the bottom of the CIS form to save and submit your CIS to your organiser for approval. Its status will be set to Submitted until your organiser / learning manager either approves or rejects it. Once you have submitted your CIS you can no longer make changes to it unless it is rejected by your Organiser/Learning Manager and returned to you. 8. If you want a hard copy of your completed CIS, click the Print button. The form will appear on screen, ready for you to save it as a PDF document onto your computer and / or print it (Note: you must have the latest version of the free Adobe Reader programme installed on your computer): Edited July 2016 by Trish Banks Page 20 of August 2016

21 To save or print the form, hover over it so the following PDF Actions Bar appears along the bottom (assuming you have the latest version of the free Adobe Reader programme installed on your computer),, then do either of the following: Click the Save (floppy disk) icon (the first one on the left of the bar), accept the default name ReportExport.pdf for the file or change it to a name that makes sense for your CIS form, then click the Save button. Click the Print (printer) icon (the second one on the left of the bar), choose any required printing options offered by the default printer associated with your computer, then click the Print button. Edited July 2016 by Trish Banks Page 21 of August 2016

22 Tutor Report Form At the end of every course you teach you are required to submit a Tutor Report Form (TRF) to let your organiser and the WEA know how your course went. You are now required to do this electronically in the Tutor Portal. Clicking Tutor Report Form under the Course Documents section of the My Activities menu displays a table of activities for which a TRF may or may not be required for the current academic year: If a TRF isn t required for a particular activity, the Status column of the table displays Not Required. If a TRF is required for an activity, its Status displays one of the following values as it makes its way through the work process: Required if you are fully using the Tutor Portal, you have not yet started to create the TRF in it, In Progress you have started to create the TRF in the Tutor Portal, have saved it but have not yet submitted it for review and commenting on by your organiser / learning manager, Submitted you have created the TRF in the Tutor Portal and submitted it for review and commenting on by your organiser / learning manager, Completed your submitted TRF has been reviewed and commented on by your organiser / learning manager. You will receive an with a link to view the comments and any action points. Not Required a TRF is not required for the particular activity. Not yet due a TRF is required for a future course with an end date still some way off. Note: To display all TRFs for all years, click the "Search Again" button below the table, choose "[Please Select]" for the academic year, then click the "Search" button. Edited July 2016 by Trish Banks Page 22 of August 2016

23 How to create and submit a Tutor Report Form (TRF): There are several ways to create a TRF for an activity in the Tutor Portal, depending on where you are in the system (see below for 2 ways). Way 1: 1. After signing in, click My Activities then Tutor Report Form on the button bar menu to see a table of your activities for the current academic year for which TRFs may or may not be needed. 2. Click the Create link in the table s right hand Action column (for an activity for which a TRF needs to be created). 3. Fill out the TRF form. The top section shows the activity s details which you can t edit. The bottom section shows a collapsed series of expandable sections containing fields you need to complete. You can click the Expand All button to quickly expand all sections in one go, then click into each of the fields to complete them. There are four sections; Outcomes for students, Teaching and Learning Approaches, Student Feedback and Sharing Good Practice. Outcomes for students requires you to input the numbers achieving or not achieving their learning outcomes, together with short narratives on learning and progression. Edited July 2016 by Trish Banks Page 23 of August 2016

24 Teaching and learning approaches requires short narratives showing examples of good practice or any issues encountered, together with opportunities to request training or support in particular areas. Note: Student Feedback boxes will only accept numbers. The final section for tutors to complete is sharing tutor practice. This section asks for a short narrative on what worked well, what didn t work as well and any training that you feel would be beneficial. Edited July 2016 by Trish Banks Page 24 of August 2016

25 The section Learning Manager or Organiser comments / action points contains fields that only your organiser / learning manager can complete (in an online system connected to the Tutor Portal): Once your organiser has entered their comments and any action points you will receive an with a link to view them in the Tutor Portal. 4. Click the Submit button under the fields at the bottom of the TRF form to save and submit it for review and commenting on by your organiser / learning manager. The status of the TRF will automatically be changed to Submitted (and once your organiser has reviewed and commented on it, its status will be changed to Completed ). Notes re buttons on the TRF form: Save : As the TRF is a large form, it is good practice to get into the habit of periodically clicking the Save button at the top or bottom of the form so that what you ve completed so far is saved in case the server goes down, you lose your web access or you don t have time to complete the form in one sitting. The status of the TRF will become In Progress after you click the Save button. This will help you to find a partially completed TRF in the system later. Submit : When you re ready to submit your TRF to your course organiser / learning manager, you can click the Submit button. This will automatically save the form and notify your organiser by that it is ready for review and commenting on. Print : If you wish to print a hard copy on paper of the TRF for your own records, you can click the Print button (make sure you ve clicked the Save button first) to see a PDF version of the TRF on your screen. Note: You must have the latest version of the free Adobe Reader programme installed on your computer to view and print the PDF. Edited July 2016 by Trish Banks Page 25 of August 2016

26 Way 2: 1. In an activity being viewed, click or hover over the You can now perform the following actions link at the bottom. 2. Click 2. Tutor Report Form (Required) on the sticky pop-up menu that appears. 3. Fill out the TRF form (see Way 1 above, from step 3 onwards). Recently viewed Under the Recently viewed section of the My Activities menu you can click a link to open one of the last 4 activities you ve recently viewed in the system. The Activity Details screen appears, with non-editable information about the activity and a link at the bottom to perform certain actions: Actions Hovering over or clicking the Perform the following actions link at the bottom of the activity being viewed opens a sticky pop-up menu of information you can view and / or submit about the activity (you can close the menu by clicking the X button at its top right corner). See the previous section Actions for activities for further information. Search All The Search All option on the My Activities menu displays a series of search criteria fields: Edited July 2016 by Trish Banks Page 26 of August 2016

27 You can filter your search of activities based on the following options: Activity Ref : If you know the activity reference number of the activity whose details you wish to view, type it into the Activity Ref field. Note: You can use the wildcard character * (asterisk) to represent one or more characters. For example if you tutor for more than one WEA region you could search for all activities in only one of the regions by filtering your search based on its 2 character code at the start of the activity reference number, eg C36* would find only those activities for the region whose code is 36. Activity Name : If you wish to view the details of a particular activity, type its name, or part of its name, into the Activity Name field. You can use the wildcard character * (asterisk) to represent one or more characters. Academic Year : If you leave this listbox at the default [Please Select] then all years will be searched through, otherwise choose an academic year option from the listbox. Status : The Status listbox contains the options: Approved, Cancelled, Completed, In Progress, Proposal. If you leave this listbox at the default [Please Select] then all statuses will be searched through. Once you ve entered your text and / or selected your choices in the search criteria fields, click the Search button at the bottom. A table of activities matching your search criteria will appear: To view the details of one of the found activities, click the View link in the right hand column of that activity s row. If you wish to perform another search, click the Search Again button under the table. Edited July 2016 by Trish Banks Page 27 of August 2016

28 My Contracts From 1 st August 2016, all tutors and development workers will need to accept or decline contracts via the tutor portal. Other sessional staff (e.g. support workers) will be able to choose to receive their contracts via the portal or continue to receive them via . When a contract is set up, an automatic is generated to the tutor to accept or decline the contract. The s are generated throughout the day and sent to tutors after 6.00pm the same day. Click the direct link from the as indicated above to access the Tutor Portal, log in using your registered and password, and this will take you directly to the contract to which the refers. You will be given the choice of ticking accept or decline at the top of the page, above the box that contains all the details of the contract. Edited July 2016 by Trish Banks Page 28 of August 2016

29 Accepting a contract from the link Tick the accept box and you will then be required to indicate how you wish your holiday pay to be paid: Click here to read the terms and conditions of the contract before ticking the box to confirm your acceptance. (The terms and conditions will open up in a new window). Once you have ticked to confirm your acceptance of the terms and conditions of the contract, the status of the contract will change to Contracted. Declining a contract from the link Should you not be able to accept your contract, you must indicate that you wish to decline it. Click on the Accept/Decline Action in the contracts list and tick the decline box on the next screen. You must state a reason for declining your contract: If you decline your contract a message will be sent to your Organiser or Learning Manager to indicate that there is a problem and a status of declined will show against the contract. Depending on the reason the contract is declined, the Edited July 2016 by Trish Banks Page 29 of August 2016

30 organiser will cancel the course or amend the course details and the contract will be reissued. You can then accept the contract as above. If an amendment to a contract occurs after the start of a course your contract will be amended and the new details will show in the tutor portal. Check the details carefully but there is no need to accept the contract again. Accepting or Declining Contracts directly through the portal: The My Contracts button displays a menu of links under the headings This Year, Previous Years and Recently Viewed : This year The links under the headings relate to the possible statuses for a contract: All / Offered / Contracted / Completed / Cancelled Note: If you wish to view your Provisional or Proposed contracts you can use the Search All option at the bottom of the My Contracts menu. Click All to see a table of all contracts for the current year only. (To see all contracts for all years, use the Search Again button below the table): A key below the table explains what each possible Status for a contract means: Edited July 2016 by Trish Banks Page 30 of August 2016

31 The contracts in the table can be reordered alphabetically (from A to Z or Z to A for text type columns, eg Activity / Training, Type, Status ) or numerically (from lowest to highest or highest to lowest for number type columns, eg Start Date, End Date and Total ) by clicking the column header text of the column you wish to use for reordering purposes. You can also resize the columns of the table. To view a contract click the View link in the right hand Action column. A movable and resizable pop-up box appears on screen with a link at the bottom to perform actions concerning the contract: Edited July 2016 by Trish Banks Page 31 of August 2016

32 To accept or decline an offered contract, click on the Accept/Decline link under the actions column in the contracts list and follow the steps outlined above. Printing a contract To print an accepted contract, click the print action in the sticky menu at the bottom of the contract window: The print function will create a PDF document of your contract which you are then free to print or save as required. Other Actions Click or hover over the You can now perform the following actions link at the bottom of the contract s details to see a sticky menu of options. The availability of actions is dependent on the status of the contract: The first possible action when viewing a contract s details is to view the claims raised against the contract. Clicking the 1. Claims link closes the Contract Details pop-up box and displays a table of claims made against the just viewed contract: If there are no claims for the contract just viewed, the "Search My Claims table will be empty and No claims found will appear at the bottom right of the table. Edited July 2016 by Trish Banks Page 32 of August 2016

33 Note: To return to the just viewed contract s details after clicking the link on its Actions sticky menu to view its claims, click on My Contracts on the button bar across the top of the screen, then click the topmost contract under the Recently Viewed heading. If claims are found for the contract just viewed, they will display row by row in the Search My Claims table. To view a claim s details, click its View link in the right hand Action column. The second possible action when viewing a contract s details is to raise a query or request a change concerning it. Clicking the 2. Raise query or request change link dims the contract s details and displays a Contract Query section in the Contract Details pop-up box in which you can enter text to send via the Tutor Portal s internal messaging system. After typing your text, click the Send button below the query s text box: Edited July 2016 by Trish Banks Page 33 of August 2016

34 The query / requested change will be picked up by your regional office and replied to within 3 working days according to your region s procedures. Note: Your regional office will not use the Tutor Portal s in-built messaging facility to send you an concerning contract queries. A confirmation message appears on screen after clicking Send. Click OK to close it and return to the Contract Details pop-up box: To close the Contract Details box click the X at its top right corner. Note: You can close the Contract Query box by clicking the X at its top right corner. If you can t see the X by default, you need to widen the Contract Details pop-up box (inside which the Contract Query box is showing) by dragging its right hand edge across to the right on your screen. Previous years Under the Previous Years heading of the My Contracts menu you can see links for the 4 years previous to the actual current one. Clicking a year opens a table of contracts for that year on screen. (Note: To see a table of all your contracts for all years, you can click the Search Again button below the table and specify [please select] as the value for the Year field) Example: Clicking 2014 under the Previous Years heading would display your contracts for activities in the academic year (ie those contracts with a start date between 01/08/14 and 31/7/15), similar to the following: Recently viewed Edited July 2016 by Trish Banks Page 34 of August 2016

35 Under the Recently Viewed heading of the My Contracts menu you can see the contract numbers for up to the last 4 contracts you ve viewed in the Tutor Portal (however if you don t sign out of the Tutor Portal properly, the Recently Viewed list will show the last 4 viewed of your most recent properly signed out session): Click a recently viewed contract s number to open its details on screen (not in a pop-up box). You can see information such as: Reference number of contract Name of course the contract relates to Type of contract (course, development etc), Status of contract (provisional, proposed, offered, contracted, completed, cancelled), Date contract was received by your regional office, Start and end dates for the contract, Holiday preference (end of course, ad hoc, monthly) Whether the contract is an Autopay one (where you are automatically paid monthly without the need to submit a claim form), The number of hours you are contracted for, Rate of pay for the contract, The amount the contract is for, The amount already paid to you (claims paid total), The amount still to be paid to you (balance outstanding), Edited July 2016 by Trish Banks Page 35 of August 2016

36 As mentioned in the previous section, you can hover over or click the perform the following actions link below the contract s details to see the sticky pop-up menu of options (for seeing the claims for the contract or sending a query / change request). Search All Clicking the Search All link at the bottom of the My Contracts menu displays a number of Search Criteria options on screen: Edited July 2016 by Trish Banks Page 36 of August 2016

37 You can search for a particular contract based on: Contract Ref (type its reference number in the field) Status (choose one from the listbox:) Activity Ref (type any activity reference number in the field) Activity Name (type any activity name in the field) Activity Type (choose one from the listbox:) Contracts Starting between (type a from date in the field or click the box (or the Calendar icon to the right of the box) and click a starting date) and (type a to date in the field or click the box (or the Calendar icon to the right of the box) and click an ending date: ). Note: You can go backwards and forwards a month at a time in a Calendar by clicking the Back arrow to the left of the Calendar s month and year, or the Forward arrow to the right of the Calendar s month and year. To return to the current month and year simply click the date box in the list of Search Criteria again. Academic Year (choose one from the listbox) Note: To quickly delete any text entered in one of the Search Criteria fields, click the X that appears at the right hand side of the field when you click into it: Click the Search button under the criteria options once you ve entered / selected your required criteria. Anything found in the system that matches your search criteria will be displayed: Edited July 2016 by Trish Banks Page 37 of August 2016

38 To view the details of a found contract, click the View link in the right hand Actions column of the contract s row. To perform another search, click the Search Again button under the table of search results. Edited July 2016 by Trish Banks Page 38 of August 2016

39 My Claims Clicking the My Claims button on the button bar under the WEA logo after signing in to the Tutor Portal displays a menu with 3 headings: This Year / Previous Years / Recently Viewed : This year You can view a table of your claims for the current year by clicking one of the links under the This Year heading of the My Claims menu. The links are: All, Last Month and Previous Month. The table displays one row for each claim made / paid per contract per activity taught: A key under the table explains the possible statuses ( Being processed and Paid ) and how to differentiate autopay (asterisked) claims from others for a contract. Clicking All shows all your claims for the current WEA academic year only: (Note: To see all your claims for all years, use the Search All link at the bottom of the My Claims menu). Clicking Last Month shows any autopay claims, and timesheet claims manually submitted, which have a claim end date in the month before the actual current month, for example if the current month is September then last month relates to any claims with a claim end date of between 1 st and 31 st August. Edited July 2016 by Trish Banks Page 39 of August 2016

40 Clicking Previous Month shows any claims, autopay and timesheet, which have a claim end date in the month before last month. Table headings can be clicked to reorder rows alphabetically from A-Z or Z-A (for text type columns, eg Activity Ref or Status ) or from earliest to latest or latest to earliest (for number type columns, eg Claim Month ). The Status of a claim can be any of the following: Being Processed = claim has been entered on the system and is now being processed. Paid = claim has been processed for payment and will be paid on the 15 th of the month. Cancelled = claim has been cancelled so won t be processed. (Note: A claim might be cancelled if it was duplicated or entered in error). Click the View link in the right hand Action column of the table to see a claim s details in a resizable and movable pop-up box: Note: the Claim Month relates to claims with a claim end date any time during that month. For example, if the claim end date is between 1st and 31st July 2016 the claim month will be July Actions The Actions sticky pop-up menu displays when you hover over or click the You can now perform the following actions link at the bottom of the Claim Details pop-up box: Edited July 2016 by Trish Banks Page 40 of August 2016

41 The Actions menu contains the following options: 1. Go to Contract Displays details of the contract to which the currently viewed claim relates, plus a link to display a pop-up menu of further actions for the contract (ie 1. Claims and 2. Raise query or request change ). 2. Raise query about this claim Dims the claim s details and brings up a Claim Query box for entering text to send to your regional office (simply type your text in the box then click the Send button): Edited July 2016 by Trish Banks Page 41 of August 2016

42 Note: As the Tutor Portal is further developed, you will in future be able to choose the type of claim query you wish to make ( Expense query, Claim query, Prior Approval or Other ). After clicking Send you will see a confirmation message; click OK to close it and see your claim details again. Previous years You can see links for the 4 years before the actual current one under the Previous years heading of the My Claims menu. Clicking a link displays a table of claims made and automatically paid during that academic year. Recently viewed You can see links to the 4 most recently viewed claims under the Recently viewed heading of the My Claims menu. Note: If you haven t signed out properly from the system, the links will be for the 4 claims viewed before your last properly signed out session when using the Tutor Portal. Search All To see all your claims for all years, click the Search All link at the bottom of the My Claims menu on the button bar across the top of the screen, specify [Please select] for the academic year and All months for the claim month then click Search. A table displays showing your claims for the current year, previous years and next year: Edited July 2016 by Trish Banks Page 42 of August 2016

43 The Results Key under the table tells you how to differentiate autopay (asterisked) claims from those that you timesheet and submit manually. Click View in the right hand Action column of the Search Results table to see the details of a claim. Click the Search Again button under the table of results to search for claims based on selected criteria: Claims fields that can be used to search for specific claims include: Activity Ref, Activity Name, Contract Ref, Claim Ref, Claim Month, Academic Year, Final Payment, Status and Autopay. Once you ve made your choices and / or entered your text in the relevant fields, click the Search button to see a table of claims that match your search criteria. Edited July 2016 by Trish Banks Page 43 of August 2016

44 My Details Clicking My Details on the button bar displays a menu containing links to view your Personal Details, Contact Details and Security Details : Personal Details Your personal details are comprised of current information provided by you previously and held by the WEA. Apart from the Employment Start date, the fields on the Personal Details form are of 2 types, those that must go through a request and approval procedure and those that can be changed by you straight away: Edited July 2016 by Trish Banks Page 44 of August 2016

45 Updating fields that require approval Those fields that are included in the request and approval process are: Forename, Middle Name, Surname, Date of Birth and NI Number. 1. If you need to request that the WEA make changes to the data in these fields, click the Request Change button next to the field containing the empty or wrong data, fill out the form that appears then click Send. Example of request to change Middle Name data: Example of request to change Date of Birth data: Example of request to change NI Number data: Note: If you enter an invalid NI Number, a message appears on screen asking you to enter a valid one: Edited July 2016 by Trish Banks Page 45 of August 2016

46 Click OK to close the message, edit the NI Number in the field and click Send again. 2. After clicking Send, a confirmation message appears informing you that an will shortly be sent: The is sent to your regional office who will respond according to their processes and procedures. 3. Click OK to close the request message and see your personal details again. Updating fields that don t require approval 1. For those fields of your personal details which do not require approval, you can update them by clicking the Update button at the bottom of the Edit your Personal Details screen. This makes the following greyed out listbox fields editable: Gender : Click the box and choose Male or Female from the list that appears: Edited July 2016 by Trish Banks Page 46 of August 2016

47 Ethnicity : Choose an option from the list: Note: If you don t wish to classify your ethnicity you can choose Not provided in the list. However, we would encourage you to provide this information as it helps with our equality and diversity reporting obligations to ensure that everyone is treated equally. If you specify [Please select] as your choice, when you save your changes you will see an error message informing you that you must complete the field: Click OK to close the message box, click the Update button to make the field editable again, and choose your answer. Physical Disability : Choose an option from the list, either No, no answer or Yes : If you leave the option as [Please select], when you save your changes you will see an error message informing you that you must complete the field: Edited July 2016 by Trish Banks Page 47 of August 2016

48 Click the OK button to close the message, click the Update button to make the field editable again, and choose your answer. Learning Disability : As per Physical Disability above. 2. When you ve made your choices, click the Save button at the bottom of your personal details. Note: The Employment Start field is the only one on the Personal Details form that isn t editable. You can click the Important Information button next to the field for an explanation of what your employment dates with the WEA mean: Contact Details You can make changes to the information the WEA holds about your address, telephone number and mobile number. To do so, click My Details on the button bar across the top of the screen, then click Contact Details on the menu that appears. A form with current information provided previously by you displays: Edited July 2016 by Trish Banks Page 48 of August 2016

49 1. Click the Update button below the currently held details. This enables use of the Find Address button and makes the fields in the Contact Details form editable. 2. Click into the field you wish to change. To quickly delete the text in a field, click the X that appears at the right hand side of the field when you click into it, then type your new information. 3. To check the postcode entered, click the Find Address button. a. If your postcode isn t found a message will appear on screen informing you that no matches have been found: Click the Close button and enter a valid postcode. b. If your postcode is found, select the correct address from the matches found then click the Select button under the list of matching addresses: Edited July 2016 by Trish Banks Page 49 of August 2016

50 The new address will be entered into your Address and Town fields on your Contact Details form. 4. To save your changes, click the Save button at the bottom of the form. Note: Clicking Important Information displays a text box with information about s that are used for notifying you about Tutor Portal related activity. Security Details The Security Details form consists of fields of data that are required for you to securely access the Tutor Portal. Click My Details on the button bar across the top of the screen then click Security Details on the menu to open the form: You can change the following security details about yourself by clicking the Change button next to the field you wish to edit: In the New field, enter a valid address that the Tutor Portal will use for sending you automatic messages at specific times or when specific actions have occurred / been carried out, enter the same address in the Confirm field, then click the Update button: Notes: The address you enter / change here for use by the Tutor Portal can be different to the one used for your payslips. If you have a WEA address registered then you must use this for portal access. Edited July 2016 by Trish Banks Page 50 of August 2016

51 When you change your address, the system notifies your regional office. Password : In the Old Password field, enter your current password for accessing the Tutor Portal (it will be encrypted on screen as a series of dots), in the New Password field, enter what you wish your new password to be (it must be of the required length and containing the required types of characters (see the Signing in to the Tutor Portal section at the beginning of this guide for further information) and will be encrypted on screen as a series of dots), enter your new password again in the Confirm Password field (it will be encrypted on screen as a series of dots), then click the Save button: Note: If you mistype your new password in the Confirm Password field, a message appears: Retype your new password in both the New Password and Confirm Password fields then click Save again. Security Question and Answer : You can change the security question that the system will ask you if you forget your password and use the link on the sign-in screen to request a new one. 1. Click the Change button to the right of the Security Question field. The Change Security Question form appears: Edited July 2016 by Trish Banks Page 51 of August 2016

52 2. Choose an option from the New Security Question listbox: What was your 1 st pet s name? or What was your mother s maiden name? 3. In the Security Answer field, type the answer you will provide when asked the chosen question. 4. Click the Save button to save your changes and return to the Security Details screen. Training The Training menu contains options for viewing details held about your teaching qualifications and training / CPD events you have attended. You can also notify the WEA of any updates to your knowledge and skills so that these are reflected in the system. The 3 options on the menu are: Qualifications WEA Training External Training / CPD Edited July 2016 by Trish Banks Page 52 of August 2016

53 Qualifications Click the Qualifications link on the Training menu to see 2 tables of information the WEA currently holds about you: Teaching qualifications Subject qualifications If you spot any errors or omissions you can make changes to the information. Notes: Any changes you make will be followed up within 3 days by your regional office, who will ask you to provide proof of certification, for example, if you change the Status of your teaching qualification from Working Towards to Achieved (unverified). Once your regional office has seen your certificate, and photocopied it for their records, they will change the Status of your qualification to Achieved (verified). You will not see a notification on your Home screen regarding the need to bring your certificate into your regional office. Making changes to your existing teaching qualifications 1. Click the pencil icon at the end of the row for the teaching qualification that contains missing or incorrect information. 2. Make your required changes to the details then click the Save button: Edited July 2016 by Trish Banks Page 53 of August 2016

54 Making changes to your existing subject qualifications 1. Click the pencil icon at the end of the row for the subject qualification that contains missing or incorrect information. 2. Make your required changes to the details then click the Save button: Adding to your teaching qualifications As you gain more qualifications over time you can add them to those already held on the system. Note: Any additions will be notified to your regional office who will follow up within 3 days and ask you to provide proof. 1. Click the Add Teaching Qualification button at the bottom left of the Teaching qualifications table. Edited July 2016 by Trish Banks Page 54 of August 2016

55 2. Fill out the Staff Teaching Qualification Entry dialog box with the following information: a. Teaching Qualification (choose from the listbox) b. Year Awarded (type the year you were awarded the qualification) c. Status (choose an option from the listbox) Adding to your subject qualifications 1. Click the Add Subject Qualification button at the bottom left of the Subject Qualifications table. 2. Fill out the Staff Subject Qualification Entry dialog box with the following information: a. Subject Qualification (choose from the listbox) b. Subject (choose from the listbox) c. Year (type the year you gained the subject qualification or experience) Edited July 2016 by Trish Banks Page 55 of August 2016

56 d. Experience in School (click the box to checkmark it if relevant) e. Experience in FE (click the box to checkmark it if relevant) f. Experience in ACL (click the box to checkmark it if relevant) g. Experience in Training Provider (click the box to checkmark it if relevant) h. Experience in University (click the box to checkmark it if relevant) i. Experience Other (type relevant information into the text box) j. Years Experience (choose an option from the listbox for the number of years you ve been experienced or qualified in the subject) k. Status (choose achieved (unverified) or working towards ) WEA Training You can review details of WEA training events you have been invited to. To do this, click Training on the button bar across the top of the screen, then click WEA Training on the menu that appears. A table of all WEA training you have been invited to appears. You can change what displays in the table by clicking one of the following buttons above it: This Year, Last Year, All Years. If you wish to view further details about any of the events listed, click the event s title in the Event column. A Training Event pop-up box appears: Edited July 2016 by Trish Banks Page 56 of August 2016

57 To close the Training Event pop-up box, click the X at its top right corner. External Training / CPD You can review information held by the WEA about any of your external training events or CPD events / experiences. (Note: This is separate to any WEA training events you have attended). To do this, click Training on the button bar across the top of the screen, then click External Training / CPD on the menu that appears. A table of all external training events / CPD experiences you have notified us about appears: You can edit the information currently held and add a new event / experience. Editing existing external training events / CPD experiences 1. In a table of external training / CPD events, click the pencil icon at the end of the row for the external training event / CPD experience you wish to amend. An editable form appears, similar to the following: Edited July 2016 by Trish Banks Page 57 of August 2016

58 2. Click into the field(s) you wish to change then make your changes. Note: The Supported by WEA? checkbox should be clicked if the WEA supported you financially to attend the event. 3. To save all your changes, click the Save button at the bottom left of the form. (If you change your mind and don t wish to make any changes you can click the Cancel button at the bottom left of the form). Adding a new external training event / CPD experience 1. Click the Add new experience button at the bottom left of the table of events / experiences. 2. Fill out the fields on the form that appears: Edited July 2016 by Trish Banks Page 58 of August 2016

59 3. Click the Save button under the fields. (If you change your mind and no longer wish to add this training event / experience, you can click the Cancel button). 4. Your new external training event / experience will appear in the table: Messages The messages area of the Tutor Portal enables you to read any messages sent to you for information or action either by the system automatically or by your course organiser. You can view a list of All messages or only Unread ones by clicking the appropriate link on the Messages menu: Edited July 2016 by Trish Banks Page 59 of August 2016

60 Inbox The Inbox heading on the Messages menu contains 2 links: All and Unread. Clicking All displays a table of all internal communications sent to you, similar to the following: Note: Messages are for action/information but cannot be replied to from the Inbox. The sorts of messages you can review include things such as when enrolments sent by you for a course you are / were teaching were received at your regional office, when a CIS you submitted was approved by your course organiser, when a TRF you submitted has been reviewed and completed by your course organiser / learning manager etc. The categories of messages include Received, Reminder and Due Soon. Resorting messages You can resort the rows of the table by clicking the column header of the one you want to resort the entries by, for example clicking the Date Read column header text once will resort the rows to show the oldest entries at the top of the table and clicking the header text again will resort the rows to show the most recent entries at the top. Marking messages as having been read Once you ve read a communication you can mark it as having been read by clicking the tickbox in the righthand Read column. This automatically adds the current date to the Edited July 2016 by Trish Banks Page 60 of August 2016

61 Date Read column and changes the colour of the row to differentiate read items from unread ones. Moving through the table of messages By default you can see 10 rows (one per communication). The options under the table enable you to see more of your messages. The text at the bottom right of the table tells you how many rows there are in the table and how many you are currently viewing. You can click the forward pointing arrow icon next to the Page box to display the next set of 10 rows in the table, or you can choose a number of rows for displaying in the table from the listbox to the right of the arrow icon (alternative choices are 20 or 30). Searching for Internal Messages You can click the Search Again button under a table of internal messages to display a form in which you enter your search criteria for the messages you are seeking. Search criteria include: Beginning Sent Date click the calendar icon at the field s right and choose a sent date to start searching from, Ending Sent Date click the calendar icon at the field s right and choose a sent date to end searching at, Message Category choose an option from the listbox ( Due Soon / Received / Reminder ), Keyword type the keyword(s) that are somewhere in the text of the message(s) you are seeking New Messages Only choose an option from the listbox ( Yes / No ). Edited July 2016 by Trish Banks Page 61 of August 2016

62 Once you ve specified your search criteria, click the Search button to see a table of results displayed. To perform another search, you can click the Search Again button under the table of results. Signing Out of the Tutor Portal When you ve finished using the Tutor Portal it is very important that you sign out correctly for the following reasons: If you are using a shared public access computer, for example in a library or internet café, anyone using the computer after you could pass themselves off as you if you are still signed into the Tutor Portal. Your sign in credentials are also linked to the WEA s Intranet. The Recently Viewed sections in the Tutor Portal will only be accurate if you sign out properly. To sign out of the Tutor Portal, click the Click here to sign out link at the top right of the Tutor Portal screen: After signing out you will be taken back to the initial Sign In screen. Getting Help in the Tutor Portal At the top of each screen you can see a Help button. Click this to see a menu of help for each of the areas in the Tutor Portal. You can read text based help or view screencast videos, or both, depending on your preference and where you are in the system when you click Help Edited July 2016 by Trish Banks Page 62 of August 2016

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