As an UC SES tutor, you represent the University of Cincinnati. Be mindful that you are a UC ambassador while performing UC SES duties. CPS expects that all SES providers and tutors follow the National Code of Professional Conduct and Business Ethics for Supplemental Educational Services providers. All tutors are to adhere to this Code of Conduct.

Once assigned a student, the tutor will be given a student file which will include: the student’s demographic sheet, the student learning plan (SLP), assessment data, daily lesson plans, monthly rosters and other necessary paperwork and/or forms. It is the responsibility of the tutor to contact the parents to determine the specific tutoring schedule. The parent-tutor relationship will become very important as you proceed with the tutoring commitment. Tutor coordinators must document all parental communication as well as all communication attempts must be documented in CAYEN, the online database. CAYEN has developed a specific database, Supplemental Services Tracker (SST) for CPS SES providers.

Each child is entitled to a total of (35) hours of tutoring which can be scheduled with the student and their parents during any time that school is not in session. Please note the CPS 2009-10 School Calendar, as tutors are encouraged to take advantage of weekdays when school is not in session and to schedule tutoring sessions with their student(s) during these times. In order to accommodate these dates, the UC SES office will host “Tutoring at UC”.

The UC SES program encourages tutors to consider tutoring in small group settings, maximum three students per tutor per session. There are circumstances where the number of students can increase but this requires the prior approval of the UC SES Office.

All tutoring must be done in a public, safe environment. Possible tutoring site locations might include the student’s school, neighborhood libraries, after school programs at community centers, UC, etc. UC SES tutors are not to tutor in private homes except under extreme circumstances. Any home tutoring must have the prior approval of the UC SES Office.

Once tutoring arrangements are scheduled, the days, times and place must be submitted to the UC SES Office. It is important to be specific in detailing where your tutoring sessions are conducted. (Example: South Avondale School, Room 21, Tuesday & Thursday 3:30-5:00). Also include multiple sites within the building, if applicable, such as the Resource Center. Oftentimes, there are situations where a parent, UC staff or a CPS monitor will need to locate you and your student(s) during tutoring sessions. Therefore, specific details are necessary in order to identify your exact location.

CPS requires UC SES to submit a list of all tutoring arrangements. The CPS Review Board will make unannounced site visits to monitor tutoring. The CPS monitors need to be able to locate you while tutoring.

All UC SES tutors are required to wear their CPS SES ID badge while tutoring and be able to produce copies of the student learning plan and daily lesson plan. If the tutor is unable to make contact with the student’s family, e.g., nonworking telephone number, telephone messages not being returned or no answer, it is critical that you inform the UC SES Office immediately following the second failed attempt. It is the responsibility of the UC SES Office to inform CPS when we are unable to make parental contact due to invalid contact information or other circumstances. All communication attempts must be documented in CAYEN, the online SES data management program.

All SES tutoring activities must be aligned with state academic standards and the SLP. UC SES tutors are expected to have a copy of the SLP at all tutoring sessions.

UC SES tutors must be aware if their students are being served by Individual Education Plans (IEP) or 504 Plans. UC’s Learning Specialist will review a copy of the student’s IEP or 504 Plan and summarize the findings and necessary modifications in the student learning plan.

Tutors are strongly encouraged to maintain a regular tutoring schedule. If a tutor is unable to attend a scheduled tutoring session, he/she should find a substitute among other UC SES tutors and notify the UC SES Office. Obviously, ample time is needed to accommodate a substitution. UC SES believes that consistent attendance is imperative. However, when the tutor has no alternative but to reschedule a session, the tutor must inform the UC SES Office so that a notation can be made in a weekly report to CPS.

If a student cancels or fails to report two consecutive times, the UC SES Office must be notified within 48 hours. The student’s failure to attend scheduled tutoring sessions must be documented in CAYEN. Every effort should be made for students to complete the entire 35-hour tutoring commitment.

DO’S AND DON’TS

• UC SES tutors can provide tutoring services only when they are “off the clock” regarding any other employment.
• SES tutoring services cannot be delivered to students during school operational hours.
• SES tutors providing services at school sites cannot use the school’s materials, textbooks, and/or copy machine and may only tutor in areas approved by the school.
• UC SES tutors must sign a UC SES Agreement of Conditions Form (see Forms).
• UC SES tutors are not to transport students in their personal vehicles. A University of Cincinnati vehicle may provide transportation under certain circumstances, such as “Tutoring at UC” days. All students transported by a UC vehicle must have a signed parent permission slip on file. (See Forms).
• UC SES tutors may not tutor other students while tutoring UC SES students.
• UC SES tutors cannot be compensated for providing UC SES tutoring services to their own children.