OxCORT ACADEMIC ROLES NOTES TO PRESENTERS - IMPORTANT 1. The…

OxCORT ACADEMIC ROLES

NOTES TO PRESENTERS - IMPORTANT

1. The presentation is designed to be delivered alongside an online demonstration of
OxCORT. You will need a data projector and a pc or laptop with network access (if
you can run to two data projectors and a second pc or laptop so much the better ­ you
can have OxCORT on one and the powerpoint on the other).

Asterisks on the slides indicate where something should be demonstrated ­ guidance
on what to do is provided below. It would be advisable to run through this in advance
before your demonstration.

2. The presentation is designed so that those who will only be Tutors can leave the
talk before the section on Organising Tutors.

3. Before the demonstration, make sure you are authorised as a Tutor. Enter some
fake information in the "Change payment details section" so that you will be able to
submit a report in your demonstration.

4. Before the demonstration, make sure you are both authorised as an Organising
Tutor (use point edit user accounts if necessary) and that you have associated a batch
of students with yourself as organising tutor (use point edit student records).

5. If by the time you run your demonstration, the "Quick Guides" are available on the
website, make hard copies for your audience to take away as handouts. You can also
provide them with the presentation slides in handout form (print as six slides per
page).

6. Before the demonstration configure your college preferences in the Tutorial Office
role so that the first two boxes of choices are checked.

7. If you are going to be encouraging your audience to practise on the demo site, you
will need to set the site up for this. You will need to authorise Tutors and bulk create
user accounts and student records, as per the Implementation Guide.

DEMONSTRATION

Slide ­ Where to find OxCORT
Display http://www.oxcort.ox.ac.uk. Draw attention to the two buttons for live and
demo ­ explain the difference and the need for caution.

Slide ­ Help for OxCORT
Click into a sample manual to show what they look like.
Click into a sample set of FAQ to show what they look like ­ explain that these are
expanding and all suggestions are welcome.
Advise that all prospective Tutors and Organising Tutors can practise on the demo
site.
If they have any problems getting started with this they should ask the Tutorial Office
for help.


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Caution audience against writing anything indiscreet ­ though reports are fake, the
names are real and students could potentially access any reports which had been
released.

Slide ­ Accessing OxCORT
Log into the DEMO version using your own username and password.
Indicate the links for help with sign on.
Once into OxCORT, draw attention to the range of roles available.

Slide ­ Creating reports
Select "Tutor" role.
Draw attention to the status bar ­ and the number of created reports in particular.
Explain that this bar shows how reports associated with a particular individual move
through their lifecyle.
Draw attention to the "Help" link. Though it is currently greyed out in future it will
be a link into the appropriate section of the manual. Links appear throughout
OxCORT.
Draw attention to the information on the remaining period of authorisation, top right-
hand of screen.
Select "Create new tutorial reports".
Choose the programme of study for the undergraduates whom you associated with
yourself as Organising Tutor before the session.
Click "Continue".
Explain that the topic of the teaching can be entered in the free text box.
Advise that next academic year Unit of Assessment codes will be available.
Explain that the current term default can be overwritten so that reports can be created
for previous and future terms.
Then demonstrate the search for people function to look up the usernames of three
suitable students. Click "use" for each of these. Then click "create reports".
Explain that Organising Tutors will also be able to email Tutors with lists of user
names to cut and paste, to make report creation easier.
Return to the main menu for "Tutor" and highlight the new created reports in the
status bar.

Slides ­ Payment details (i) and (ii)
From Tutor main menu, choose ""Change payment details" and show the on-line
form for collecting this information. You don't need to change anything. Return to
the main menu for "Tutor".

Slides ­ Writing reports (i)-(iii)
Click on created reports and add fake information to one of the reports which you
have just created to demonstrate how the report form is set up.
Draw attention to the embedded email links in the top section of the report.
Explain that the system has some checks built in ­ e.g. Tutors cannot save a report
which claims higher rate for singleton tutorials.
Check the box which says the report is ready for submission and then click "save
changes".
From the Tutor main menu, go into "edit or view existing tutorial reports", choose
"submitted reports" in the "report state" section of the search terms, then click "search



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for reports". (This demonstrates the other way of finding reports apart from using the
status bar).
Find the report just submitted and show that this is now locked to the Tutor, except
for the collection mark section.
Show the action buttons at the bottom of the screen ­ including the "display pdf"
button.

Slide ­ Organising Tutor
From the Tutor main menu, change role to Organising Tutor.
Select "View tutorial arrangements" ­ this should list the students whom you
associated with yourself before the demonstration. At least three of them should have
a Tutor showing since you have just created reports on them. Return to the main
menu.

Slide ­ Arranging teaching
Choose "Authorise tutor" ­ ask your audience for a sample graduate student. Look
the name up in "search for people" and follow the instructions.
Next, choose "email tutorial arrangements" and follow the instructions to show how
students can be batch emailed to prospective tutors.

Slide ­ Organising Tutors and reports
Show the difference in how much of the report is displayed in a created as compared
to a submitted report ­ the easiest way to do this is by clicking from the status bar at
the top of the main menu.
From the main menu, choose "set personal preferences" and show how to check the
box to opt in to email notifications.
Explain that an Organising Tutor could see all reports on a student by choosing "view
or process tutorial reports", and entering the name in "People" and "any term" in
"Report data".

Slides ­ College preferences (i) and (ii)
Indicate the action buttons to "approve report & hours" or "return to tutor" at the foot
of the "view or process tutorial reports" screen.
Indicate the "release to student button".




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