Personal Tutors

Frequently Asked Questions (FAQs)

Introduction

The links below provide answers to frequently asked questions, or FAQs, raised during demonstration, classroom training & general conversation, regarding the EUCLID Personal Tutors software:

General

FAQ	Category	Question	Answer
1	Notes/ Meetings - sort order	Do posts to the Notes/ Meetings record always display in chronological order, newest on top?	Yes, however, if you comment on a note/meeting, this will be inserted beneath the post, not at the top of the list of posts.
2	Confidentiality	When ticking confidential against a note/ meeting/ comment, which staff is the post content limited to?	When a post is marked as confidential, the Student, Personal Tutor, Senior Tutor and Student Support Team, for that school are able to see the post.
3	Confidentiality	Can a post note/ meeting/ comment be marked as confidential after it has been saved?	Yes, via a Mark as confidential link found on each post.
4	Confidentiality	Is it possible to remove the confidentiality of a note/ meeting/ comment?	Not currently. This has been fed into the project for consideration as a future development.
5	Viewing Notes/Meetings	Who can view the Notes/ Meetings posts, and how?	Any member of staff with access to the EUCLID Student record can view the Notes/Meetings either via the new Student record Notes/Meetings tab, or via the Personal Tutor pages (if they have access). However, if the post is marked as confidential then this is restricted (see FAQ3).
6	Viewing Notes/Meetings	When I view the Notes/ Meetings for some students, the student name is not fully displayed. Can this be fixed?	This partial display of the student name is due to the browser window being too small to display the Notes/Meetings fully. This can be remedied by opening your browser window to cover your screen completely.
7	Email Notification	When a new note/ meeting/ comment is added to a Tutee, how are staff/ student notified?	EUCLID automatically emails notification to interested parties when a new note/meeting/comment is added. A copy of the email matrix can be seen below: Email notification matrix NB When a student requests a meeting, email notification will now be sent to the Personal Tutor and the SST.
8	Email Notification	Do we see the content of the note/ meeting/ comment in the emailed notification?	No. A decision was taken at board level to only have the email notification to flag the addition of a new note/meeting/comment to EUCLID, to ascertain the content/urgency from accessing EUCLID and reading the new post in context of other relevant posts.
9	Deleting notes/ meetings/ comments	Can a note/ meeting/ comment be deleted?	Yes. This functionality was released on 17th October.
10	Training link in EUCLID	Is it possible to link the Student Administration (SACS) Personal Tutors support & training web page directly from the EUCLID 'Personal Tutors' page?	Not currently. This has been fed into the project team for consideration.
11	Confidentiality	If a student is reassigned to another Personal Tutor, would the previous confidential record be available to the new Personal Tutor?	Yes. The confidentiality of a post goes with the 'Personal Tutor' role. Therefore, the previous Personal Tutor would not be able to see the confidential posts after reassigning the tutee.
12	Notes	Who can add a note? Can I add a note if I'm not the PT, ST or in the SST?	Any EUCLID user can add a note.
13	Notes	Why would someone who is not the PT or ST add a note to a student?	This could be used by staff wanting to add feedback regarding a piece of coursework, to mention a discussion a member of staff had with a the student, or for the SSO to mention any interactions with the student that are worth noting down. For example, to say that you've met the student in distress and sent them to xxx (this would email to alert the PT). This is an experimental stage - any feedback is welcome!
14	Formatting in Comments and Notes	What formatting is available?	Formatting functions include: - Bold, Italic, Underline - Bullet points and Numbering - Spaces between paragraphs, text spacing - Headings and pasting text from word Please note: pasting tables or images from MS Word is not supported.

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Personal Tutor

FAQ	Category	Question	Answer
1	Viewing the Personal Tutor page	I cannot see the Personal Tutor page on EUCLID. Is there something wrong with my access?	Please note that Personal Tutors will not be able to view the 'Personal Tutor' page within EUCLID until they have been assigned Tutees by their Student Support Team or Senior Tutor.
2	Unread notes/ meetings/ comments	There is a 3 day period that the Personal Tutor has to read all new notes/ meetings/ comment in EUCLID, is there a flag in the software to highlight when this period is passed?	Not currently. This has been fed back to the project ream for consideration in phase 2 development.
3	Confidentiality	If a student is reassigned to another Personal Tutor, would the previous confidential record be available to the new Personal Tutor?	Yes. The confidentiality of a post goes with the 'Personal Tutor' role. Therefore, the previous Personal Tutor would not be able to see the confidential posts after reassigning the tutee.
4	Email Notification	Why am I getting notifications for meeting I have not held?	Anyone with access to EUCLID can arrange a meeting with a Tutee via the Personal Tutor software. This results in email notification being sent to the Tutee and The PT. However, the wording of the notification is misleading i.e. "This is an automated email to notify you that a meeting with you and <student name> has been created." PTs should note that the project team are aware of this midleading text and are working on new, clearer notification text.

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Senior Tutor

FAQ	Category	Question	Answer
1	Viewing notes/ meetings/ comments	If a Senior Tutor views an unread note/ meeting/ comment, will this mark the unread post as 'read' by the Personal Tutor?	No.