Tech Talk Recap: Tutor-view and Instructor-view of Accudemia

20 August 2021

TECH TALK SESSION

When you’re navigating through Accudemia, it’s easy enough to understand what you’re able to see, but are you curious about what other types of users see? We previously held a Tech Talk session on the Student View in Accudemia, and in this week’s session, we focused on the two remaining pre-defined roles: Tutors and Instructors.

As a reminder, pre-defined roles are the roles in Accudemia with a default set of permissions and views. You can provide some extra permissions for each of these two roles, but for the most part, in this article, we’ll be referring to the default permissions for the tutor and instructor roles. You can choose to add or remove these extra permissions for these two roles as needed in your own account.

Tutor View
Note that while this role is called “Tutor” by default, the role name can be changed if it doesn’t suit the needs of your center. Since the majority of our clients use that term to describe this type of staff, that’s what we’ll be using for this section of the article. Other descriptors for this role might include Advisor, Counselor, or Coach, depending on the nature of the location’s services.

When a tutor signs into Accudemia, they can view any messages that have been left for them, if you’ve enabled the communications features. This allows them to see if any students need their assistance, and respond accordingly. 

If your center has appointments enabled, this is also where they’ll see any upcoming appointments students have made with them, and where they can make new appointments for students if they are allowed to do so. Keep in mind that when a Tutor or staff member creates an appointment on behalf of a student, they’ll need to input the student’s name or ID number. But when a student creates an appointment for themselves, they will be automatically pre-selected.

If you’ve enabled the waiting line, Tutors can also navigate to view the waiting line and see who is currently signed in or waiting to be seen. If there is a student who needs to be signed in from the waiting line or signed out, they can manage that from the waiting line screen as well.  The waiting line can be found under Center Attendance > Manage Center section in Accudemia.

Similarly, Tutors can manage Session Logs while in Accudemia. Depending on the permissions you or the account admin allows them, they may only be able to see the logs for which they are listed as the Tutor. Managing the Session Logs can be found under the Center Attendance > Session Logs section in Accudemia.

Tutors can also view a limited number of reports. This allows them to view their sessions with students, as well as their work hours.

If your center allows it, they can set their own schedules for appointments and walk-ins. It’s important to note that this is NOT the default, but it is something you can enable for the Tutor role if you want your tutors to manage their own schedules.

If your account tracks virtual sign-ins through the Accudemia Zoom integration, Tutors can also connect their own Zoom accounts. Read about how other meeting platforms work with Accudemia’s virtual services here.

As far as sign-ins go, you as the admin have a couple of options. You can allow tutors to sign themselves in and out while logged into Accudemia, or you can limit them to only signing in or out at a physical kiosk. Allowing them to sign themselves in and out can be particularly useful if they need to sign into Accudemia to work on a task (such as communicating with students through the Message Center).

Instructors
In general, we have fewer clients who allow Instructors to access Accudemia, but there are some situations where it’s appropriate to do so. If you have several instructors who need access to certain reports, for example, giving them the ability to log into Accudemia and access those reports may be easier than scheduling or manually sending those reports yourself, especially if they need to access them at irregular times.

Instructors can also edit class attendance if need be, but remember that the class attendance feature in Accudemia is meant primarily for Supplemental Instruction sessions and similar offerings.

Another common function of Instructors in Accudemia is to submit referrals. Referrals are a great tool that allows centers to keep track of students who have been recommended to use their services. With referrals, Instructors can easily refer a student, and the center can view the referral, reach out to the student, and see the students who have followed through with visiting, and those who still need a nudge. It makes it easier for centers to identify and target those students who could most benefit from their services, and it helps Instructors participate more fully in the referral process.

As you can see, there are many reasons to give Tutors and Instructors access to Accudemia. It can create a more holistic experience for people in either role and help to cultivate a student-centered culture at your institution. If you have any questions on these roles or how to activate extra permissions for them, contact support@accudemia.com.

Join us next time!
Engineerica Systems is pleased to present our Tech Tip segment recap for 08/17/2021 for the weekly Accudemia sessions. Held every Tuesday at 1 pm EST, Accudemia clients can join a session to learn about a quick, useful topic from one of our Support Specialists. Each Thursday, we’ll follow up Tech Tip Tuesday with a blog recapping that week’s topic. If you’re an Accudemia client and would like to join us for the next session, just visit
https://www.engineerica.com/accudemia-weekly-sessions/.