Tutor Academic Training
Tutor Academic Training
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7.4.3. MARJON ...................................................................................................................... 18
7.4.4. USW .............................................................................................................................. 18
7.4.5. UUM ............................................................................................................................. 18
Section 8: Feedback .............................................................................................................................. 19
8.1 . How to write effective feedback ....................................................................................... 19
8.2. Examples to avoid due to lack of critical analysis: ............................................................... 19
Section 9: Plagiarism and TurnitIn Software ........................................................................................ 20
9.1. Referencing Guide ................................................................................................................ 21
Section 10: Non-Participating Students ................................................................................................ 22
Section 11: E-books .............................................................................................................................. 23
Section 12: Student Support................................................................................................................. 24
12.1. Discussion forums .................................................................................................................... 24
12.2. News Forum ...................................................................................................................... 24
12.3. Feedback ........................................................................................................................... 24
12.4. Participation ...................................................................................................................... 25
12.5. Netiquette .......................................................................................................................... 25
Section 13: Q & A................................................................................................................................. 26
13.1. USW Tutor Guide on problems with Student Assessment Submissions and Deadlines .. 26
13.2. Please see appendix for Guide on USW Extenuating circumstances ................................ 26
Section 14: Contact Details ................................................................................................................... 27
Section 15: Appendices (please find attached) ..................................................................................... 28
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Section 1: Introduction
1.1. Training
The material can be accessed and reviewed from any location and device that has an internet
connection.
For any queries that cannot be answered by the training material, please contact the
Academic Affairs Team via email at [email protected].
After completing reading this training material, you will be able to:
Distance learning nowadays is delivered entirely online. Distance learning is not new; since
the 70s, the Open University has been delivering distance learning courses by correspondence
that included learning packs sent by post. Distance learning can now be not only flexible but
also engaging, as it may include online discussions and various activities that may enrich
students' learning. The students no longer interact with content alone, but also with their
peers and the tutor as well.
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Distance learning can bring together a group of geographically dispersed learners as
interactions are usually asynchronous (non-real time). Distance learning is very popular
among mature students due to a variety of reasons such as work and other life commitments,
or location. Flexibility in time and location aside, distance learning has the advantage to be
able to be targeted to a wide audience locally, nationally and internationally. It is not
uncommon for people to subscribe for a distance learning course offered by a University
residing in a different country and, sometimes, a different continent.
1.4. Copyright
All rights reserved. No part of this training manual may be reproduced or transmitted in any
form or by any means, electronic or mechanical, including photocopying, recording, or any
information or retrieval system, without permission in writing from the publisher.
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Section 2: Our Organization
2.1. About us
Our organization is UNICAF, which is the leading online platform in Sub-Saharan Africa,
addressing an underserved part of the Higher Education market through an affordable and
flexible learning model.
UNICAF is the public face of UNIC online, which is part of an extensive Higher Education
organisation (EDEX) based in Europe and operating internationally with campuses and
learning centres in Europe, Asia and Africa.
2.2. Activities
2.3. Departments
There are different Departments within UNICAF. Below you can find information regarding
the Departments that you will be interacting most often with.
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2.3.1. Academic Affairs Team
Objectives:
You can contact Academic Affairs Team via email on: [email protected]
The main objective of Student Support Team is to support students with any issues they may
encounter after registering and enrolling. They also deal with student complaints.
You can contact Student Support Team via email on: [email protected]
The main objective of the Technical Team is to provide support on technical issues. For
example, any problems encountered when accessing the learning platforms (VLE and SIS).
You can directly contact Technical Team via email on: [email protected]
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Section 3: Faculty
Faculty is responsible for setting weekly questions for online forums and to
participate in the discussions. Faculty should respond to student forum posts within
48 hours of the student posting. The VLE status logs will be used to determine
faculty presence.
Tutors will log into their Online Learning classes at least five (5) days a week and
interact with students by email, discussion boards, messaging, chat, assignment
feedback, or grade posting.
Tutors are responsible for answering student messages in the VLE within 48 hours.
If a tutor is unable to log into the VLE for a period of 48 hours, they should:
i. Contact Academic Affairs Team and inform them of their anticipated return
date; and
ii. Post a message via the News forum in the VLE to inform active groups of
students of the absence and expected return date.
Faculty is responsible for checking that pdf documents; videos; and URL links are
operative at the beginning of each course’s start date and reporting errors. Changes in
course content or in assignments must be agreed upon by the tutor and in consultation
with the Office of Academic Affairs. Changes must be in line with partner University
regulations.
Tutors are required to attend two online training events per year scheduled at a convenient
time. These required events will be offered by UNICAF and will be targeted toward
faculty needs and partner University requirements.
Subject only to any existing third party copyright, all the material incorporated into
Teaching Materials, the copyright and design rights in all Teaching Materials produced
by faculty belongs to UNICAF. UNICAF respects the moral rights of its employees
including the right to be identified as author of the Teaching Materials, and will ensure
that the author’s contribution to the work is credited where appropriate. UNIC Online
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recommends that, as a matter of good practice, all Teaching Materials should carry a
standard copyright and authorship statement as follows: UNICAF in partnership with the
University of XXX, 20XX.
If and when needed, the tutor needs to collaborate with the partner University equivalent
departments/ tutors/ key contact persons to ensure marking and feedback
moderation/calibration are within the required deadlines set by each partner.
If and when needed, the tutor must contribute in completing and submitting any
University partners’ reports including: SLO Reports; Summary moderation forms;
Annual module monitoring reports; Course monitoring reports etc.
Invoices are then processed and, after the prescribed Quality Assurance Team checks, are
forwarded to the Finance Department for payment.
In order to be able to forward the invoices to the Finance Department grades and feedback
should be uploaded onto the VLE and final grades should be uploaded onto SIS and the
Quality assurance team should confirm that they meet the Organisation's expected standards
as defined in the relevant rules and regulations.
3.3. Support
UNICAF recognizes the need for leadership and support in the appropriate use of technology
for teaching and learning. Faculty support is available in using the VLE in a standardized way
for course assistance. The Academic Affairs Team provides information and support for the
faculty and staff.
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Section 4: Definitions
VLE (Virtual Learning Environment): A VLE, or online learning platform, is a system that
allows tutors to share educational materials with their students via the web. All course
sections are presented on the platform. Moreover, all the assignments and quizzes/tests are
listed there. In addition, all communication with the tutor and other students attending the
course is done through the VLE.
SIS (Student Information System): Through SIS we can see the modules each student has
successfully registered, their grades and their balance (each tutor has a limited access to SIS
so they see only the information that they need and this is done for confidential reasons).
Plagiarism: is “an act of fraud”. It involves taking someone else’s work and presenting it
as your own.
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MAB: Module Assessment Board
SLO Report: An SLO report is an overall review of how the class performed based on
different criteria (This is used for Marymount California University).
SAF Form: Marking criteria and feedback form for BA/MBA courses (This is used for
MARJON University only).
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Section 5: Platforms
Through SIS, tutors and academic officers can be informed on grades and the status of
students.
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5.2. VLE (Virtual Learning Environment)
In keeping with best practices in online delivery, all modules within a program should be
designed and displayed within the VLE in the same format. When the format is altered,
students must spend time learning to navigate the course, rather than focusing on course
content.
Additionally, there should be no messages written in all capital letters or in bold colours, as it
can be construed by students that they are being yelled at.
Faculty is expected to use the VLE online course management system for the presentation of
course content.
Students lose their VLE access once they have their grade published on SIS, or thirty days
after the end of their module (whichever comes first).
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Section 6: Rules & Guidelines
Each institution has its own academic regulations. Please refer to each Partner University’s
Appendix for information regarding grading, resubmissions, second markers, extensions and
late submissions.
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Section 7: Grading System
Grading and feedback should be given in a timely manner in order for the feedback to be
meaningful for the student.
7.1. Procedures
Please note that student assignments cannot be accepted if sent to your email. All
student assignments you will mark are submitted through the VLE. If in any
doubt on how to handle a particular case, please contact the Academic Affairs
Team.
Assignments might be accompanied by a Corresponding Rubric or Scoring Guide
so that students know what to strive for to achieve excellence within a given
assignment. If you need assistance creating a rubric or scoring guide, please contact
Academic Affairs Team.
Final grades should be submitted via email after the module end date using the
appropriate marksheet, observing the following deadlines:
*MARJON: six (6) working days after the course end date
** USW: six (6) working days after the course end date
*** UNIC: six (6) working days after the course end date
****MCU: six (6) working days after the course end date
*****UU: six (6) working days after the course end date
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*** Marksheets for UNIC are sent to the Quality Assurance Team
([email protected]) using the procedure described in the UNIC
Specific Documentation folder.
Refer to Appendix: University of Nicosia (UNIC) for further details.
When sending final grades, please name the email as follows: Module Code and
Number_Offer Number_Start Date; ex. MBALN608_321_25.10.2016.
7.2. Marksheets
The procedure for the completion of marksheets is different for each partner University.
7.2.1. UNIC
All completed marksheets are submitted to [email protected] with "FINAL
GRADES_MODULE CODE_OFFER ID" on the email subject line.
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7.2.2. MCU
All completed marksheets are submitted to [email protected] with "FINAL
GRADES_MODULE CODE_OFFER ID" on the email subject line.
7.2.3. MARJON
As MARJON University requires 1st and 2nd marking, please follow the procedure below:
7.2.4. USW
Please share a complete package through Google Drive* to the Quality Assurance Team on
[email protected]. The package should include the following:
Feedback forms*
Module marksheet
The Turnitin Reports corresponding to the suspected academic malpractice cases (if
any).
*Please note that an invitation for the relevant Google Drive document will be shared with
you via email.
7.2.5. UUM
All completed marksheets are submitted to [email protected] with "FINAL
GRADES_MODULE CODE_OFFER ID" on the email subject line.
The grades and feedback should be submitted on the VLE within 6 working days after
the submission deadline of each summative assignment.
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7.4. Numeric Grades and Codes
7.4.1. UNIC
A numeric grade
An “I” for incomplete. If a student does not finish his/her assignments by the course
end date, an “I” will signal an incomplete. By internal regulation, the student has (to
the discretion of the tutor) up to a maximum of 30 days to submit missing
assignments and turn an incomplete to a complete.
A “WS” for Student Withdrawal. This code is for students who contact us and wish
to withdraw.
A “WA” for Academic Withdrawal. The student did not participate or was withdrawn
for other administrative reasons.
A “WA” for no assignment submission. Please note that there is no zero (0) grade.
7.4.2. MCU
An “I” for incomplete. If a student does not finish his/her assignments by the course
end date, an “I” will signal an incomplete. By internal regulation, the student has up
to a maximum of 30 days to submit missing assignments and turn an incomplete to a
complete.
A “WS” for Student Withdrawal. This code is for students who contact us and wish
to withdraw. Please state in the marksheet the date of student withdrawal.
A “WA” for Academic Withdrawal. Student did not participate or was withdrawn for
administrative reasons. Please state in the marksheet the date of student withdrawal.
A “WA” for no assignment submission. Please note that there is no zero (0) grade.
If a grade has changed, you have to complete the Grade Change Form for each
Student and send it back to [email protected] along with a new marksheet
(except for modules MCU-IND-101, MCU-ACCT-110, MCU-MATH-220).
Along with the marksheet, you must complete the SLO report (except for modules
MCU-IND-101, MCU-ACCT-110, MCU-MATH-220). Appendix 10.
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7.4.3. MARJON
A numeric grade; this number must be either grade ‘1’ (in case a student is suspected
for Malpractice) or a grade above ‘4’.
A “WS” for Student Withdrawal. This code is reserved for students who contact us
and wish to withdraw.
A “WA” for Administrative Withdrawal. This usually signifies that the student did not
participate or was withdrawn for other administrative reasons.
A zero “0” for no assignment submission.
7.4.4. USW
A “WS” for Student Withdrawal. This code is reserved for students who contact us
and wish to withdraw.
A “WA” for Administrative Withdrawal. This usually signifies that the student did not
participate or was withdrawn for other administrative reasons.
A zero “0” for no assignment submission.
Malpractice: Please refer cases of suspected malpractice to the Quality Assurance Team
([email protected]) for consultation.
7.4.5. UU
A numeric grade
An “I” for incomplete. If a student does not finish his/her assignments by the course
end date, an “I” will signal an incomplete.
A “WS” for Student Withdrawal. This code is for students who contact us and wish
to withdraw.
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A “WA” for Academic Withdrawal. The student did not participate or was withdrawn
for other administrative reasons.
A “WA” for no assignment submission. Please note that there is no zero (0) grade.
Section 8: Feedback
Providing feedback to the students’ assignments is crucial for the students’ development and
progression in their studies. Feedback is the justification of their assignments grade.
Increase motivation
Build on existing knowledge
Help students reflect on what they've learned
‘Great Job’
‘Not quite there yet’
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Section 9: Plagiarism and TurnitIn Software
When students submit their assignments, they have to submit it through Turnitin software.
When doing so, students get a similarity percentage report. If a student receives similarity
score higher than the 35% acceptability margin, the tutor should decide if the assignment is
eligible to pass or fail. The factors on which this decision is to be made are the following:
Are there any formulas in the assignment? Formulas may produce high similarity due
to the fact that they cannot be paraphrased.
Does a major part of the similarity exist in one paragraph?
Are there any in-text citations?
There are cases where the similarity is not extremely high; however it rests in a few parts
only, for example as a whole paragraph. The tutor should then pay more attention to such
cases, as some of them might be failing. The tutors should inform the student the reason
he/she received a fail mark on the grounds of suspected malpractice. Each University partner
approaches the matter differently. Please check each University’s partner Appendix for
further details.
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9.1. Referencing Guide
Each University has its own referencing guide in order to cite information sources.
1. APA is an author/date based style. This means emphasis is placed on the author and
the date of a piece of work to uniquely identify it.
2. Harvard is very similar to APA. Where APA is primarily used in the USA, Harvard
referencing is the most commonly used referencing style in the UK and Australia.
There is information inside each course/module about what the appropriate
referencing standard is.
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Section 10: Non-Participating Students
Students' activity in every module must be monitored in order to promote their participation
and interaction with their tutors and peers.
A week after the start date of a module you must contact the students who did not log into the
VLE (non-participating students) to enquire the reason of their non-participation. If the
student replies with issues, please contact the relevant department according to the issue.
If the student doesn't respond by the end of the following week then you must fill in the 'non-
participating student template', providing the below information:
student ID
first name
last name
tutor's comments
For cases where all the students of an offer are participating, you still need to inform the
Academic Affairs Team via email stating that there is full participation.
For any further clarification do not hesitate to contact the Academic Affairs Team.
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Section 11: E-books
Since we are an online institution, our students use E-Books and we provide access to them
through a link in the VLE. An informational guide on E-books is also posted in the VLE.
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Section 12: Student Support
The tutor is required to respond to all primary posts in weekly formative discussion forums
within 48 hours and facilitate multiple interactions such as: student to tutor, tutor to student,
student to student.
For the purpose of benefiting the entire class, the tutor is required to post VLE news forum
messages on the first and last week of the module, a minimum of every two weeks in
between, and also when appropriate (e.g. before each graded summative assignment
submission; relevant information sharing; clarifications; student group division; reminder
for deadlines; general guidelines etc.).
12.3. Feedback
Student feedback is required to be posted on the VLE by the tutor according to the
requirements of each University partner, per module, per student using the relevant tools
and/or forms to the students within maximum of six (6) working days (some partners may
have an extension and/or late submission period).
Even in the cases where there is an extension or capped grades, for some members of each
class, feedback should be completed within the six (6) working days deadline and for the
reminder, further editing consequent of late submissions/extensions should follow.
The tutor needs to fully cooperate with the Quality Assurance Team to ensure the complete
and correct development of each partner on some or all of the following documentation:
i. Assignment scripts
ii. Assignment Briefs
iii. Module Specifications/ Outline
iv. Marksheets
v. Completed First Marking Feedback using the relevant tools (feedback forms,
marksheets)
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vi. Turnitin reports
vii. Cases of malpractice
viii. Spreadsheet identifying specific students who might have applied for
Extenuating Circumstances.
12.4. Participation
The tutor is required to promote and moderate students’ participation and interaction on
discussion forums with their tutor and peers.
One week after the start date of a module, tutors should send a report of the number of
students logged into the VLE (active students). This report should be forwarded to the
Academic Affairs Team on [email protected].
12.5. Netiquette
Netiquette is network etiquette -- that is; the etiquette of cyberspace. The "Simple Rules of
Netiquette" and the explanations that follow them are offered here as a set of general
guidelines for cyberspace behaviour. They probably won't cover all situations, but they
should give you some basic principles to use in communicating online.
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Section 13: Q & A
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Section 14: Contact Details
We require our tutors to only use the email account issued to them by UNICAF for their
official communications with us.
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Section 15: Appendices (please find attached)
Appendix 6: Netiquette
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