OxCORT Implementation Training

1. OxCORT Implementation Training SEVENTH WEEK HlLARY 2007

2. Objectives • Understand the purpose of OxCORT and the scope of the roles within it • Be ready to draw up your College’s implementation plan for TT 2007. • Know how to set up user accounts and authorise Tutors. • Be able to add local information on students’ Organising Tutors to the core information held in OxCORT. • Know how to set College preferences.

3. Objectives • Be able to locate and use the OxCORT manuals. • Understand your function as first line help in your College. • Appreciate how OxCORT can improve communication. • Understand what is involved in processing reports and extracting information from OxCORT for export into payment systems (TuIT, Accurate Solutions etc).

4. Further Training • This is the ante-natal care to help with the safe delivery of OxCORT next term. • Handout explains how you can consolidate your learning. • We think we will need a baby clinic to cover in more detail topics such as processing reports, statistics, using flags and searches etc. • So there will be another session in Trinity.

5. What is OxCORT in brief? • OxCORT stands for Oxford Colleges On-line Reports for Tutorials. • It is a web application that collects, processes and stores indefinitely reports written by Tutors about the students that they have taught. • It was introduced on a trial basis in Michaelmas 2006 in some Colleges. • It will be launched fully in Trinity 2007. • It replaces a paper-based system that has been in existence for many years.

6. What happens now Organising Tutor TuIT 7 2 9 1 Tutorial Office 8 5 3 4 File 6 Tutor Key Student Form 1 Form 2/3 Form 4

7. What happens with OxCORT Tutorial Office Organising Tutor TuIT Tutor Process Payment (export) Approve Payment Submit Release to Student Student

8. What OxCORT does not do • Cover graduate courses other than M Jur and BCL – other system for graduates due to pilot in Computing and History. • Calculate payment due for teaching – TuIT etc. • Monitor stint fulfilment – TuIT etc. • Collect claims for SETTING collections (though it does handle MARKING). • Room booking. • Tutorial booking (like Medicine FHS system)

9. OxCORT roles • Govern what you can do/see. • The role names are standard across Oxford. • Possible to hold multiple roles – in which case you see a menu of roles at log in. • All role menus have “change roles” as an action. • See handout for menus of actions associated with each role.

10. Academic staff • Vast majority will have two roles at most • Organising/Personal Tutor (typically Tutorial Fellow) • Tutor (anyone who teaches an undergraduate)

11. Accessing OxCORT • Anyone with an Oxford user name can log in to OxCORT using their web auth password • Same log in for WebLearn, WebMail etc. • Safe to log in from anywhere in the world using an internet connection with encryption • Way forward found for Tutors who presently lack University Cards to get log in – virtual access • Help function already established via OUCS • http://www.ict.ox.ac.uk/oxford/username/

12. Lifecycle of tutorial reports • Authorisation of Tutor (OT, TO) • Provision of payment details by Tutor • Creation of report by Tutor • Editing of report by Tutor – NB format based on current Oxford practice • Submission by tutor • Approval by Organising Tutor or Tutorial Office

13. Payment details • If using system for the first time Tutor needs to enter payment details using the “Change payment details” action. • This only needs to be updated if the Tutor’s circumstances change. Details available to all Colleges. • Four payment method options • Pay my College (stint) – will generally be used by Tutorial Fellows • Pay me directly • Pay by ULNTF (then flag for old regulations if applicable) • I do not require payment (unlikely to be used often) • Note there is no longer an exchange option

14. Organising Tutors • Are set up by Tutorial Offices which associate particular students with them • A student can have multiple Organising Tutors e.g. in PPE • In OxCORT an Organising Tutor is responsible for arranging teaching, a Personal Tutor has a primarily welfare role. The role is similar. • Can authorise tutors, as we have seen • Can email tutorial arrangements to Tutors to facilitate that report creation

15. Organising Tutors • Can check to see what reports have been created on the students with whom they are associated. • Can read all submitted reports on their students. • Can elect to have automatic email notifications that reports on their students have been submitted. • Can access an archive of reports on a student since all reports are stored indefinitely on OxCORT. • Can, if their College so determines, have a role in approving report content and hours claimed.

16. Where to find OxCORT • Website – http://www.oxcort.ox.ac.uk – Has buttons linking to demo and live systems, as well as much supporting documentation • Demo – https://www.oxcort.ox.ac.uk/demoAccess currently enabled. • Live – https://www.oxcort.ox.ac.uk/oxcortAccess about to be enabled.

17. Academic Staff Training • Project Team does not have resources to train centrally – and it would not work. • Powerpoint and script to be provided before the end of term for Colleges’ own local demonstration. • Will include graduate colleges as there could be Tutors there. • With supporting documentation – training exercises, crib sheets, manuals, FAQ. • Pilot experience – many more Tutors were fine than struggled.

18. Tutorial Office Role • Authorising Tutors • Setting up user accounts • Setting up student records • Setting college preferences • Processing reports • Help for OxCORT

19. Tutorial Office Role • OxCORT already contains basic information on students and other people with OxCORT roles. • If any errors or omission are found in relation to students, these should be notified to Student Information on the normal forms • It does not know about which staff should have particular roles in Colleges and when these roles need to be disabled because people have left. • It does not know about which students are associated with particular Organising Tutors and when changes need to be made.

20. Tutorial Office • Tutorial Office staff put this information into OxCORT. • It can be done in various ways. • User accounts and student records can be bulk created by importing files. • These files could be from TuIT, a College database, or specially-prepared for the purpose. • User accounts and student records can be point edited if specific changes are needed.

21. User Accounts • These define who in a College holds Tutorial Office, Senior Tutor and Organising/Personal Tutor roles • Let’s look at how to specially prepare a file for bulk creation…. • IMPORTANT Each time a file is imported, it overwrites previous information on user accounts • To avoid losing the information on existing accounts already in the system, it is best to export what is there, then edit it. • Let’s try that now….

22. Bulk create student records • Let’s look at how you can build your own specially prepared file – we have got ready a file of all your students’ usernames to which you can simply add the Organising Tutor and Personal Tutor information • This bulk function is different – it does not completely overwrite the database but only updates the students listed

23. Setting college preferences • College decision whether all reports are approved by Tutorial Office or whether your Organising Tutors should have a role in approving reports and their hours. • College decision whether reports are released to students on submission by tutor or after action by Organising Tutor, Personal Tutor, Senior Tutor. • Ignore course director preferences for now

24. Processing Reports • For reasons of time, we do not propose to cover this in detail today. • Let’s look at what a Tutorial Office needs to do… • Reports can be printed – action button in “View or Process Reports” • Reports are converted to pdf and print landscape

25. Communication gains • There are embedded e-mail links for everyone with a role in OxCORT. • Helpful to contact everyone who needs to know e.g. if a student has gone home ill. • Scope too for group email e.g. to chase all Tutors who have not submitted reports. • The tutorials@{your college}.ox.ac.uk address

26. Help for OxCORT • Tutorial Offices will be the expert users in each College – Tutors and students look to them. • Proposed expansion of TuIT user group - first section of termly meeting on OxCORT for all colleges. • Peer group support also via oxcort-discuss@oucs.ox.ac.uk • Help function for Tutorial Office staff only viaoxcort-help@oucs.ox.ac.uk • General communications for all users viaoxcort-announce@oucs.ox.ac.uk and RSS newsfeed on new OxCORT website

27. Help - Manuals • There is an OxCORT manual for every role. • They are about to appear on the OxCORT website as separate documents. • They will also be interlinked into the system so that users can click “Help” and be taken to the right part of the manual.

28. Implementation • Each College has a link Senior Tutor from the Project Team. • The Implementation Checklist in the handout forms the basis for each College’s plan. • Good Luck!