Personal Tutoring System Policy

1.1

A Personal Tutor is a member of academic staff who provides guidance and support to students on personal, academic and professional development and acts as the first point of contact for pastoral care with regard to student welfare.

1.2

All students pursuing undergraduate and postgraduate taught programmes of study must have a named Personal Tutor.

1.3

Each Faculty/School will have a Personal Tutoring system that meets the University’s requirements, detailed in sections 3 and 4 below, and provides a first point of contact for students to discuss issues affecting their personal development and welfare and academic progress.

1.4

The Personal Tutoring system offers guidance and support to students with their personal, academic, and professional development. In addition to welfare matters a Personal Tutor is also intended to support the provision of feedback and advice to students and the development of study skills to enable students to become more effective learners.

2.1

To provide clear information to students and staff regarding the provision for Personal Tutoring in the Faculty/School.

2.2

To ensure Personal Tutoring arrangements meet all of the University’s requirements for a Personal Tutoring system.

2.3

To ensure that all students pursuing undergraduate and postgraduate taught programmes of study are allocated a named Personal Tutor at the commencement of their programme.

2.4

Wherever possible, the allocation of Personal Tutors should take account of the diversity of the student cohort.

2.5

Students studying through the medium of Welsh must be allocated a Welsh speaking Personal Tutor.

2.6

All self-identifying Welsh-speaking students will be allocated a Welsh speaking Personal Tutor. In expectational cases, such as insufficient number of Welsh-speaking staff in a subject area, a Welsh-speaking Personal Tutor will be allocated from within the wider Faculty in addition to a subject specialist Personal Tutor from the subject area. Students who self-identify as ‘Not fluent’ should, if possible, be placed with a Welsh-speaking Personal Tutor to enable the to use either Welsh or English in their discussions.

2.7

In respect of Joint Honours programmes delivered by more than one Faculty/School, students shall be allocated a personal tutor from each Faculty/School.

2.8

To consider the ratio of students to Personal Tutors to ensure a fair allocation, taking into account overall workload.

2.9

Wherever possible, Faculties/Schools are encouraged to assign the same Personal Tutor for the duration of the student’s programme, where appropriate.

2.10

To ensure that replacement Personal Tutors are allocated to students in instances of extended staff absence.

2.11

To appoint a member(s) of staff with responsibility for coordinating the Personal Tutoring arrangements within the Faculty/School.

2.12

To appoint two or more Senior Personal Tutor(s) as appropriate to provide guidance and support to Personal Tutors and to assist in the management of complex matters.

2.13

To ensure that an appropriate system is maintained to effectively monitor Personal Tutoring arrangements within the Faculty/School.

2.14

To ensure that clear information is provided to students on how to request a change of Personal Tutor.

2.15

To ensure arrangements are in place and working to support students who are studying abroad or on industrial, clinical or work placements.

3.1

Personal Tutors should make initial contact with their tutees to arrange the dates and times of proposed mentor sessions.

3.2

Personal Tutors should provide advice and support to tutees in matters related to their personal development and academic progress and support tutees in identifying help with welfare issues.

3.3

Personal Tutors should assist tutees in reviewing their progress, skills and achievements to date.

3.4

Personal Tutors should provide information to tutees on other sources of guidance and support available in the University.

3.5

Personal Tutors offer guidance and support to students with their personal, academic, and professional development.

3.6

Personal Tutors (or another member of Faculty/School staff) should follow up tutees who do not attend Personal Tutor meetings and if there are concerns regarding their progress. Students should receive a personal email if they miss a personal tutor appointment.

3.7

Personal Tutors must be familiar with the University’s guidance on confidentiality in addition to any guidance issued by professional and statutory bodies.

3.8

Personal Tutors may provide references upon reasonable request by students or refer students to another member of staff.

3.9

Personal Tutors should familiarise themselves with sources of specialist advice and support from University Professional Services, for example in respect of students with disabilities, international students and safeguarding issues.

3.10

Personal Tutors should recognise the boundaries of their role and seek to direct students to specialist sources of advice and support where appropriate.

4.1

There shall be a minimum of four Personal Tutor engagements between Personal Tutors and tutees each academic session consisting of an equal balance of individual and group sessions spaced evenly throughout the academic year.

4.2

Students can contact their Personal Tutors to request additional individual Personal Tutor meetings or touchpoints to discuss personal matters.

4.3

Personal Tutors should clearly inform tutees of the purpose of the meeting to ensure tutees and personal tutors find value and purpose to the meetings.

4.4

Students may also request that an individual meeting be held with their Personal Tutor to discuss any specific needs and requirements they may have. Faculties/Schools must make provision for individual mentor meetings within a reasonable period of time.

4.5

Personal Tutors should initiate a meeting where there are concerns regarding tutee’s attendance or progress.

4.6

Students will be supported to request a change of Personal Tutor. However, multiple requests to change will be subject to the discretion of the Executive Dean (or nominee). Requests will take into consideration Personal Tutors allocated tutee numbers.

5.1

To attend Personal Tutor meetings, whether individual or group, and to inform their mentor, in advance, of any instances of unavoidable absence.

5.2

To use the meeting to discuss their personal and academic development.

5.3

To inform Personal Tutors and/or Faculty/School staff in Faculty Student Experience and Information Teams who support student welfare of any personal circumstances that might be affecting attendance and academic progress.

5.4

To declare any needs for specific support from the University and to actively seek such support.

5.5

To respond actively to feedback and guidance provided and opportunities to enhance personal development including employability.

5.6

To inform Personal Tutors of their inclusion as a named referee in respect of any applications for employment or other purposes. In all cases, students must provide the Personal Tutor with relevant information regarding the purpose of the reference.

6.1

Faculties/Schools should use the current University wide platform(s) for maintaining and monitoring their Personal Tutoring arrangements. This is particularly important in the context of the University’s obligations under its UK Visas and Immigration Licence.

6.2

Faculties/Schools should also monitor Personal Tutoring through reviewing the outcomes of University student experience surveys and through relevant monitoring and evaluation systems.

6.3

A record should be kept to confirm that all tutees have attended the Personal Tutor sessions. Records should also be kept of tutees’ non-attendance at personal tutor sessions.

6.4

The University will ensure that students are provided with the opportunity to comment upon the effectiveness of Personal Tutoring arrangements in accordance with the University’s quality assurance procedures.

7.1

Personal Tutors must not disclose information obtained from students to third parties without the prior consent of the student. Third parties include the student’s family, friends, landlords and other enquirers.

7.2

Exceptions to this involve situations where it is considered that the student is at serious risk of harming themselves or others, there are safeguarding concerns, or where disclosure is required by law.

7.3

Personal Tutors must be aware that the Data Protection legislation provides students with the legal right, upon request, to access records of meetings with Personal Tutors.

7.4

Personal Tutors must be aware of the requirements of professional and statutory bodies in respect of confidentiality.

7.5

The University’s Compliance Officer can be contacted for guidance on the release of information and data protection issues.

8.1

The University will provide resources and support for Senior and Personal Tutors. Personal Tutor support requirements should be considered as part of Professional Development Review and the continuing professional development of staff.

8.2

The University will provide online resources for Personal Tutors to guide, inform and support staff in undertaking this very important role. The Personal Tutors’ resources will raise awareness of the personal and academic requirements of students and the various support services that exist to help students within and outside of the University.

8.3

The Swansea Employability Academy will provide Personal Tutors with information to support student personal development, employability skills and attributes and career planning.

8.4

The Academi Hywel Teifi will provide information and support to Personal Tutors with regard to Welsh-medium provision and opportunities.

The University’s Policy on Personal Tutoring requires that all undergraduate and postgraduate taught students are allocated a personal tutor with whom they will come into contact with as members of teaching staff. Your Personal Tutor will provide you with support for personal development and academic guidance and help in identifying advice and guidance on welfare issues. It is, therefore, very important that you keep in touch with your Personal Tutor. You can find out who your Tutor is by accessing the University Intranet. If you have not been allocated a Personal Tutor please contact your Faculty/School Student Experience and Information Team.

In summary, the University expects a Personal Tutor to:

• Provide guidance and support with academic, professional, and personal development;
• meet their tutees at least four times throughout the year in an equal balance of individual and group sessions spaced evenly throughout the academic year;
• Personal Tutors should recognise the boundaries of their role and seek to direct students to specialist sources of advice and support where appropriate;
• The student-tutee relationship shall remain confidential subject to University Guidelines including Chapter 3 section B of the Welfare GDPR and Consent Guide, and appropriate Acts of Parliament and the requirements of professional and statutory bodies;
• Personal Tutors must not disclose information obtained from students to third parties without the prior consent of the student. Exceptions to this involve situations where it is considered that the student is at serious risk of harming themselves or others, there are safeguarding concerns, or where disclosure is required by law.

Students should:

• Share information which may impact academic progress with Personal Tutors and/or Faculty Student Experience and Information Teams, including absences, performance, disability, medical and wellbeing issues. Tutees are strongly advised to do this to ensure that they receive appropriate support during their time spent at Swansea, and that such circumstances are drawn to the attention of Personal Tutors and, where appropriate, the Faculty/School Special Circumstances Committee;
• Attend all group and individual meetings with their Personal Tutor and provide satisfactory explanations, in advance, in any instance of unavoidable absence;
• Maintain their own personal development planner and contribute to planning activities arranged within the Personal Tutor meeting;
• Inform their Personal Tutor if charged or cautioned with any criminal offence during their period of enrolment as a student.

During the course of your studies you may wish to pursue issues further with members of staff outside the Faculty/School. In such cases you would be expected to contact staff in Student Life and Education Services Directorates who might be able to assist you.