ITN Tutor Induction
Welcome to the Indigenous Tutorial Network. This is the home page of our induction information. Each tab below will provide specific information on their topics with key links available just about them. Please read through each page carefully.
|Single Student Confirmation||Deakin People Timesheet||Tutor Request Form|
|Group Student Confirmation||Academic Resources||ITN Guidelines|
How to Tutor
Coaching – A tutoring Framework
There are many ways tutoring is used in the academic field. It can mean running small workshops outside of lecturers, it can mean one-on-one work building an individual’s academic skills. For the Indigenous Tutorial Network we often work in a one-on-one environment and use the framework of Coaching in all the work we do. In the same way a coach of an athlete provides honest feedback, gives guidance on form, encourages towards the finish line - A tutor will give honest feedback on assessments, give guidance on academic skills and writing and be encouraging and supportive of the student reaching their academic goals. Also like a coaching relationship, a coach cannot run the race for the athlete and the tutor cannot do the work for the student. This is a major key for the Indigenous Tutorial Network because the student must be in the driver’s seat for their academic journey.
It is our goal to develop the skills for the students to grow capacity in their academic independence and confidence.
Common Styles of Tutoring
Tutoring can be as unique as the student's requests. Below are some common styles of tutoring. When working with students you will probably find that different styles work better with different students. The key is to understand where the student is at and let them lead in how they would like support. If you are finding gaps in the student's knowledge or skillset it is important to approach a conversation with the student to raise awareness of the gap with tact. Building rapport with the student is essential to effective tutoring. As the student trusts you they will be more open to guidance on their academic journey.
This is the most hands-on style of tutoring and is focused on students who are at the beginning of their academic journey with developing academic skills. This would usually use the full 2 hours per unit allocation per week as weekly tutors would be working with students to build their academic skills including:
- Time management: How to get the most out of your study time and plan for writing assessments.
- Assessment structure.
- Paragraph structure.
- Writing in the third person
The goal for this style of tutoring is to build skills over the trimester. The end goal would be to move towards a tutoring style of regular check-ins as the student focuses on improving their confidence, knowledge and skills.
Regular check-ins build flexibility and accountability into the tutoring relationship. How regular and how long is best determined from student to student however it is suggested to have a weekly or fortnightly check-in call to see how the student is progressing. This could be 15 minutes to 30 minutes call per unit to:
- Ask if the student is up to date on the online lectures.
- Ask if the student is up to date on the readings.
- Ask how the student is progressing on assessments.
- Ask if there was any content that they wanted to understand better.
From there you can develop a constructive support plan with the student. It also means that some weeks there will be less requirement for work meaning that in other weeks you can dedicate more time to the student when it is needed most.
On-call tutoring is one of our more common tutoring relationships. Once a student is connected with a tutor the student only makes contact when they need help. Common ways this style of tutoring is used include:
- Provide feedback on assessments before submission.
- Breaking down difficult content.
- Breaking down difficult assessment questions and assessment planning.
The challenge with this style of tutoring is that it is often last-minute and urgent support. This increases stress for the tutor and the student. We only suggest using this style with students who are already progressed in their degree and have strong academic skills.
The Role Guidelines
What is within the tutor's role
Coaching Academic Skills
- Provide advice on sentence and paragraph structures.
- Provide advice on assessment structure (for example, essays, literature review, or memorandum).
- Provide advice on referencing and paraphrasing.
- Help break down assessment task questions, referring back to the assessment task rubric.
- Support developing plans to complete assessment tasks on time.
Engagement with Unit Content
- Check-in with student’s progression through unit materials and access to online resources.
- Consolidate student's understanding of unit content.
- If there is confusion around unit content, defer the student to the lecturer for advice.
Using Relevant Resources
- Use up to date resources as reference material in tutoring sessions (For example, the Deakin referencing guidelines found on the website, or the Student Learning Advisor’s guides to academic writing skills).
What is outside the tutor's role
- Undertake research for the student.
- Edit or rewrite student work.
- Type draft essays.
- Any other activity that could reasonably be conducted by the student or that could compromise the originality of the student’s work.
It is not a tutor’s role to advocate on the student’s behalf. If the student has a concern support them to address their concerns themselves and forward them to the appropriate supports listed under “NIKERI Institute Services" or "Deakin Supports”. If this not possible, please provide guidance on who they can contact for further support, including in relation to the University’s policies and procedures. We encourage you to contact your manager and/or HR if you require guidance in this regard. If the issue is serious and you are concerned that the student is not acting on it, you can bring it confidentially to the attention of the Student Learning Coordinator.
The timesheet process for ITN is a two-part process: Student Confirmation and DeakinPeople Timesheet. These both need to be submitted by the "Timesheets Submissions Due" date seen in the first column on the file below (Deakin Pay Cycles 2021) to guarantee payment in that pay cycle. You can claim dates up to your submission date. We prefer that you submit fortnightly as it makes it easier to approve your timesheet. The longest interval you are required to submit timesheets is once a month.
Part 1 - Single Student Confirmation - Link
The ITN program is national and therefore, you are required to use the student confirmation form to confirm the hours you claim. To do this you will need to fill out the form found at the link next to the title of this document. You will need to fill in one per student, however, you can have multiple time entries for multiple units per student. All activities need to be attributed to a unit code, even if you are working on general skills like assessment structure or referencing skills. Please ask the student for the unit code if you are unsure.
When filling out the form please remember:
- The “Requestor” is you the tutor.
- The “Approver” is the student you are claiming hours for working with.
- Please do not use the “I am requesting this on behalf of someone else” button (this function is to be used by the Student Learning Coordinator only).
Once the form is submitted, it will automatically send an email to the student for their confirmation. If the student chooses not to confirm the times, it does not always mean that you won't be paid for your time. If this happens, the Student Learning Coordinator will investigate and come to a fair outcome. If you have concerns or issues you can contact the Student Learning Coordinator.
DeakinPeople - Link
In order to get paid for tutoring, you will need to enter the times into DeakinPeople, which is the HR portal for Deakin University. Once you have entered your times to be approved, the Student Learning Coordinator will compare them against the student confirmation submission.
Please make separate entries on each day for each student you have worked with. For example, if you have worked with one student for 2 hours and another student for 1.5 hours, then enter these hours as separate entries on the same day. This will enable the process to be completed efficiently by the Student Learning Coordinator, particularly if you have multiple students you are submitting for on the same day or same fortnight. The video guide below will show you how you can add multiple entries to the same day. Please ensure that the times you have entered in DeakinPeople reflect the hours you've submitted through the Student Confirmations.
Group Sessions Timesheet Process
Group sessions are rare and not automatically available to tutors on employment. The access must be applied for separately through the Tutor Request Form. The request must approved before any group sessions are held to ensure payment for the sessions.
Group Student Confirmation - Link
The Group Student Confirmation form performs the same function as the Single Student Confirmation form, however, it is adjusted for the different information that is required. When filling out this form please remember:
- The “Requestor” is you the tutor.
- The “Approver” is only one of the students you are claiming hours for working with.
- To add the list of students in the group in the List at the bottom of the form by clicking ADD and finding the student.
DeakinPeople - Link
The DeakinPeople timesheet is the same process except that you will have an option when you go to your timesheets from DeakinPeople on what timesheet you want to enter it in. You will need to select “Step 1” for single sessions or “Step 2” for group sessions.
Bookings are managed depending on the form of tutoring you are doing. Non-Intensive Bookings are generally organised between the tutor and the student. Intensive Bookings are managed through Microsoft Bookings.
Intensive bookings refer to bookings made in line with Intensives delivered at NIKERI Institute. The process for booking tutors for Intensives at NIKERI Institute is managed through Microsoft Bookings. The Student Learning Coordinator will contact local tutors for availability on the Monday a week before the Intensive starts. The Student learning Coordinator will then enter those times into the Microsoft Bookings page and email it to the students to make bookings prior to each Thursday 4 pm before the students travel to NIKERI. Students will then be able to book sessions online. The default booking time will be 1 hour. You will be able to edit times and change them through Microsoft Bookings.
If the booking is during business hours (between 8 am-5 pm) then you will meet the student at the Learning Lounge at NIKERI Institute on the 1st floor (Room KC1.216, next to the vending machine). From there you can move to the computer lab or other space to work as needed.
If the booking is after hours at Kitjarra then you will meet the student at the main office and then move to a space to work. While tutoring at Kitjarra you can work in the dining hall, a space in the main office, or in the common rooms in the residence buildings. You MUST NOT tutor in a student’s room.
If a student cancels a planned tutor session within 4 hours of the session you can claim 1 hour for that session, unless it can be filled by another student, in which case you will be paid normally.
Non-Intensive bookings refer to all one-on-one student tutor connections. This is managed between the tutor and the student. This should be led by the student, however, can be initiated by the tutor. This means that if a student does not want a tutoring session, the tutor should not try to pressure or influence the student in tutoring. The tutor can contact the student if they would like a tutor session.
If a student cancels a planned tutor session within 4 hours of the session you can claim 30 minutes for that session. If a student fails to attend a planned session or is not contactable for the planned session you can also claim 30 minutes for that session. These canceled sessions will still need to be put on the Student Confirmation form and in the notes section, you will need to indicate that the 30 minutes claimed are for a canceled session. You will also need to refer this to the Unit Code you were going to work on.
You MUST NOT tutor in the private residence of the tutor or the student for privacy reasons. To that point, we suggest using public venues to meet for tutoring such as a public library, café or local university if you cannot meet at a Deakin University campus. You can also use online services like Zoom (or other video conferencing applications), phone calls, and email. We suggest not using personal messaging services like Facebook Messenger because it can blur the lines of personal and professional relationships, though that is at your discretion.
Students are allocated 2 hours per unit per week. This is an important distinction because they can use those hours across multiple tutors for particular skill sets. This means that the students are the deciders of how they use the hours they have allocated which is part of the reason they confirm the times in the Student Confirmation. If the usage of hours by a student begins to exceed the 2 hours per unit per week the Student Learning Coordinator will discuss this with the student and the tutors involved to see what arrangement needs to be made for students to get the most out of their allocated time. Below are the details of the claimable hours that tutors can claim for working with students and limits tutors can claim for those categories within the 2 hours per unit per week that students have available to them.
Intensive tutoring refers to tutoring done in line with NIKERI Institute Intensives that are booked through the Microsoft Bookings application. The time you can claim for On-Campus tutoring includes:
- Time spent working with a student.
- Cancelled times within 4 hours of the session (for 1 hour) that were recorded in Microsoft Bookings.*
- No shows by students (for 1 hour) that were recorded in Microsoft Bookings.*
*Times organised outside of Microsoft Bookings would be considered "Non-Intensive Tutoring" and cancelled sessions will have the same claimable as Non-Intensive tutoring (30 minutes).
Non-Intensive tutoring refers to tutoring that has been arranged between the student and the tutor outside of Microsoft Bookings. There are different categories that are claimable for Non-Intensive and they have different limitations. To help the student to understand the confirmations it is suggested that you use these categories in the notes particularly if it is not student-facing time.
Student-facing time is time working directly with the student, either over the phone, via zoom session, or face to face. This time is only limited by the overall allocation to the student of 2 hours per unit per week unless extra time has been confirmed by the Student Learning Coordinator. This time can include:
- Discussing and planning from the unit guide
- Breaking down an assessment question and planning the assessment
- Discussing feedback from markers, or feedback from yourself as the tutor
- Discussing unit content
- Working through assessments
- Exam preparation
Assessment Feedback – 1 Hour Max
Assessment feedback is time spent working on student drafts while not talking with the student. This is achieved by providing advice and direction using the comments section to mark up an assessment to guide the student on the draft. Do Not Use Track Changes. This is often done over email and can be followed up with Student-Facing time to discuss the feedback. You can claim up to 1 hour for providing this feedback, though if you only spend 30 minutes on the assessment task, we ask that you are honest with this in your claiming form.
Preparation – 30 Minutes Max
Depending on the unit and the student request you might need to prepare for a session by reading up on the topic or looking over the unit site. You can claim up to 30 minutes for this time.
Cancellations – 30 Minutes Max
If a student cancels a planned Student-Facing session with you within 4 hours of that session you can claim 30 minutes for that session. If you have done preparation for a session that is cancelled you will not be able to claim the same preparation time again for a rescheduled session as you should have already done the preparation.
The Indigenous Tutorial Network program (ITN) is offered at the National Indigenous Knowledge’s Education Research and Innovation (NIKERI) Institute and sits within the Faculty of Arts and Education at Deakin University. While this is where it is located in Deakin’s organisational structure, the ITN program provides tutorial support to all Aboriginal and Torres Strait Islander students across all disciplines of study offered at Deakin University. The program exists to support students to become independent learners, empowering them to achieve a high level of success in their studies. The ITN program offers tutorial support by employing casual tutors to provide academic support to students who request it. We can provide support multiple ways. While it is preferred to be delivered face to face for tutoring it is not always practical and so tutoring can be performed via email, phone calls, skype and other creative forms to connect tutors with students.
The Student Learning Coordinator (SLC) at NIKERI Institute manages the program and is the main contact for tutors. You can contact the SLC via email at email@example.com or by calling 03 5227 3803. All required documentation is available at the website www.deakin.edu.au/students/studying/nikeri/ias
How Tutors are Connected with Students
When a student engages with the Indigenous Tutorial Network they are allocated 2 hours per credit point unit to use with tutors to get support with their studies. The student would make a request to the Student Learning Coordinator who will then use a database of tutors engaged with ITN to match up a student to a tutor with regards to locality, skill set and specialty. If the student has a nominated tutor the Student Learning Coordinator will prioritise that tutor to see if they are appropriate. Once a tutor has been identified the Student Learning Coordinator would then check with the tutor for their availability to work with the student and then connect the student to the tutor over email. From there the student and tutor can make contact and discuss how they will work together. This is a student-led process because the hours are allocated to the student, not the tutor, however the tutor should make initial contact introducing themselves and prompting to make a time to work together.
It is important to understand that the hours are allocated to students because the student can work with multiple tutors on the same unit for different skill sets and specialties. Ultimately this means that there can be No Guarantee of work to the tutor because the program is heavily based on student requests and engagement. This means that during your casual engagement with ITN you may not have a student connected to you depending on the requests of the students. Even if you do have a student connected with you, if they do not engage you will not be able to claim times.
Conflict of Interest
It is the responsibility of all staff to minimise any conflicts of interest (COI). For details on Deakin’s policy for Conflicts of Interest, please familiarise yourself with the policy via this link. With regards to ITN Tutoring there are two main conflicts that we check on:
- Is there a family relationship between the tutor and the student?
- Is there a line of management between the tutor and the student? (Is there a situation where the tutor or student could make decisions about the work life of the other participant? For example approve leave, award bonuses, or perform a performance review).
If there is a Conflict of Interest with regards to these or any other COI, then it is the tutor’s responsibility, as a Deakin staff member, to declare that information through the declaration form. This is the case even if circumstances change (for example, there was no line of management at the commencement of tutoring, however through the course of time there is now a line of management between the tutor and the student).
Passwords can be managed online and you will be prompted to change them every 3 months. You can do all this through the password reset portal found at this link: https://apps.deakin.edu.au/password-reset/
Duo Mobile is a Multifactor Authentication that Deakin University has implemented to maintain digital security in ac increasing online environment.
- Duo Mobile setup instructions can be found at this link: https://help.deakin.edu.au/ithelpid=kb_article&sysparm_article=KB0013804&sys_kb_id=7b95f434db94601041076a150596195a&spa=1
- If you don’t have a phone capable of using the Mobile Duo app you will need to contact eSolutions to work out an alternative solution on 1800 463 888.
- If you change phones for managing Mobile Duo (Upgrade phone) you may need to call eSolutions to get a temporary bypass code and setup Mobile Duo on the new phone on 1800 462 888.
Email is the main form of communication for the Indigenous Tutorial Network and as a tutor you need constant access to your Deakin University email. There are two easy ways to manage this:
- Forward your Deakin email to a personal email that you check regularly. This can be done at this link: https://apps.deakin.edu.au/email-forward/external.php
- Setup your email to check regularly on a computer or device. Instructions can be found via this link: https://www.deakin.edu.au/students/help/it-help/email-and-calendars
As a Deakin staff member, you are given access to a licensed Zoom account that does not have time restrictions. Zoom can be a great tool to work with students remotely. To access your staff zoom account follow the instructions via the links below.
- How to install and connect to a Zoom meeting on a personal Windows machine
- How to install and connect to a Zoom meeting on a MAC machine
- How to get around the Zoom App
- How to Schedule a Meeting in the Zoom App
DeakinPeople is the HR portal for Deakin University. As you will have read in the timesheets section, this is the platform where your timesheet is submitted and hours paid. In addition, DeakinPeople is also where you can look at your payslips, update your personal information and update your banking information.
You can find Referencing guides made through Deakin University at this website: https://www.deakin.edu.au/students/studying/study-support/referencing
Academic Skills Resources
You can find Academic Skills guides made through Deakin University at this website: https://www.deakin.edu.au/students/studying/study-support/academic-skills
Tutor Request Form - Link
The Tutor Request form is a form tutors can use to get administrative support from the Student Learning Coordinator. Rather than an email that can be lost through leave or a busy period, the request form creates a task for the Student Learning Coordinator to work through and provides reminders where required.
There may be any number of reasons that you have a request for Human Resources support. You can find most of the information you'll need in DeakinPeople hub. If there is anything you need to be followed up by the Student Learning Coordinator you can raise a request through the Tutor Request Form.
Group Timesheet Access
Group timesheets are not automatically available to tutors on employment. If you need group timesheet access because of student requests for it then you will need to use the Tutor Request Form (link above) to raise a HR Request, requesting access to the group timesheet in the details section of the form. This will need to submitted and approved by the Student Learning Coordinator before you do any group sessions.
Unit Site Access
The Unit Site is the central point of information for a unit. Managed by the Unit Chair, the unit site contains the online lectures, recommended readings, and assessment details. If you require access to a unit site to best support your student you can request access to the site through the Tutor Request Form.
For details on how to navigate the Unit Site (CloudDeakin) you can go to this link: https://dteach.deakin.edu.au/clouddeakin-guides/getting-started/#navigating-clouddeakin
This section will outline the guidelines through which tutors can claim travel for travel expenses incurred for tutoring. The purpose of this section is to set guidelines to ensure that the budget for tutoring is spent on supporting students. As an ITN tutor, you are able to request a travel claim for expenses incurred for meeting with students. This does not include flights, public transport, or a return journey that is 50 kilometres or less from a Google Maps search. The reimbursement is calculated at $0.65 per kilometre for the journey.
In order to claim travel for a session, tutors will need to fill out the online Tutor Request Form and have written pre-approval from the Student Learning Coordinator before the tutoring session to guarantee reimbursement for your travel. The Student Learning Coordinator will then enter it into DeakinPeople to be added in the next pay cycle. The criteria that the Student Learning Coordinator will use to approve or deny travel claims are:
How frequently are you claiming?
If you are claiming travel frequently, the Student Learning Coordinator may review and suggest other effective modes of tutoring (Skype, Phone, and Email) to support the student.
Is there a practical component?
If there is a clear practical component that requires a face to face session. This will be confirmed with the unit chair or academic teams.
Is the student experiencing extenuating circumstances?
If there are extenuating circumstances for the student that require the tutor to travel to support the student, and that situation can be confirmed, the travel will be approved. Examples of extenuating circumstances may be the following situations: special consideration for an assessment, sorry business, medical situation, or significant environmental impact.
Are you providing tutoring on an Intensive?
Travel will be approved if you have been booked to run a workshop or tutor at the Institute and your travel exceeds 50km return trip from your home to the Institute.
Is the tutoring for a major assessment?
If the tutoring session is for a major assessment or exam (worth 35% of the unit grade or higher) you may be able to make a travel claim. This may not be approved if you have been traveling regularly to support the student with that unit.
Is it your first tutor session?
You may be able to claim travel for an initial tutoring session with a student if it is outside the 50 kilometres range.
Does the travel claim exceed the tutor claim?
If the travel claim exceeds the tutor's claim, the Student Learning Coordinator will review and suggest you use a remote mode of tutoring (Skype, Phone, or Email).
NIKERI Institute Services
The NIKERI Institute exists to increase access of higher education opportunities for all Aboriginal and Torres Strait Islander students. NIKERI is an acronym that stands for National Indigenous Knowledges, Education, Research, and Innovation Insitute. The Institute aims to create a culturally safe environment for students to learn and grow. The core business of the Institute is Community Based Delivery (CBD) which is the delivery of a select number of Deakin University degrees in a mixed-mode delivery where students study online with the option to attend multiple face-to-face intensives at the Institute over a trimester. This mode of delivery is only available to students enrolled through NIKERI Institute however there are other services that NIKERI offers that are available to all Aboriginal and Torres Strait Islander students enrolled at Deakin University similar to ITN.
The Student Services Team at NIKERI provides administrative support to students with regards to:
- Special Consideration
- Course Mapping
- IT Support
These services are offered to all Aboriginal and Torres Strait Islander students at Deakin. Students can get in contact with the Student Services team at firstname.lastname@example.org or call 03 5227 3181.
Academic Support Officer
The Academic Support Officer can guide students to develop the necessary study skills to excel in their course. They can help students prepare for assessments as well as further develop their abilities to write, plan, take effective notes, and remember important details. They can also be a point of contact to refer students to other services provided by Deakin University to help students reach their academic goals.
With the support of the Academic Support Officer students can:
- Understand the assessment task(s).
- Gain feedback to help plan, write and revise work.
- Devise strategies to help improve and develop study skills.
Students can get in contact with the Academic Support Officer at email@example.com.
Academic Course Teams
Within the NIKERI Institute’s CBD structure, Academic Course Teams deliver content and supervise a student’s progression through the degrees offered at NIKERI. The Academic staff specifically support students enrolled through NIKERI, however, are also often involved in teaching and learning activities within the course delivery Deakin Wide.
The Academic Course Teams are the first point of contact for students who are enrolled through NIKERI and require assistance in understanding content or assessments.
Kitjarra is the accommodation students stay at while on Intensive through the CBD delivery model at NIKERI Institute. Kitjarra offers accommodation and food to students while on Intensive and is funded through Away From Base Federal government funding. NIKERI Institute offers a culturally safe environment and healthy study space so students can focus on their study whilst staying at Kitjarra.
All Aboriginal and Torres Strait Islander students have access to a broad range of study support services to assist with the academic experience. Below are some key services that could be helpful to students that you work with.
Language and Learning Advisers
Language and Learning Advisers are available online to help students understand their assessment task and provide feedback on planning, writing, and revising for assessments. They can also suggest strategies to help students further develop their writing and study skills.
For more information on Language and Learning Advisors please visit this website.
Writing Mentors are experienced and successful students who provide free personalised study support. Writing Mentors help students with:
- unpacking assignment questions
- academic writing and referencing
- time management
For more information on Writing Mentors please visit this website.
Maths Mentors are not tutors or teachers; they are Deakin students trained to ask questions and help other students find the answers. Maths Mentors is a mentoring program designed to address maths confidence and offer students help when they need it.
For more information on Maths Mentors please visit this website.
Student Central is the students starting point for help with information and access to a wide range of services at Deakin. Student Central can support and direct students with help with course mapping, unit enrolments, special consideration, assessment and exam results, academic transcripts and much more.
For more information on Student Central check out this website.
Deakin's library is a great resource for studying. Not only is it the starting point for research for assessments with extensive access to journal articles, and online resources. Deakin Library also provides study skills development and digital literacy training.
For more information on Deakin's Library check out this website.
The Office of the Dean of Students
The Dean of Students’ Office is an accessible, responsive, fair and impartial point of contact through which all Deakin students can provide feedback or express concerns about any aspect of their university experience. The Office of the Dean of Students coordinates student complaints, student appeals and student conduct allegations.
For more information on the Office of the Dean of Students check out this website.