Mentor or Tutor notes

Mentors and Tutors can keep their notes from meetings with students using the CMS.  The Mentor/Tutor should open a new case when they start to support a student and kept this case open throughout their period of support for this student.  This case will be a separate case from any cases open regarding other support the student is receiving from the Service (e.g. advisor appointments).

Starting a Case

1. As you are matched with a student, open a new case and record all correspondence, contact and meeting notes via that open case. 

• How to open a new case

2. Enter the initial information

• Choose an initial contact method (1), probably University initiated as you will have received a referral from an advisor or SDS staff member.
• Enter a note (2). This could be who referred the student.  If you have contacted the student
• Choose a request type (3).  Probably "new student"
• Choose a status (4).  For example, if you are waiting to hear back from the student, choose "waiting on student".
• Choose whether you want to student to receive an email with the case reference number (5).  Probably "no".
• Click the "Add Case" button (6).

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3. The case has now been opened.  Take a note of the case number for future reference.

Adding notes to a case

4. Each time you meet or correspond with a student you can document this by either adding a note to the case or uploading a document/email.

• Adding a note  or document to a case

Recording appointment dates and attendance

5. Each time you set an appointment for a student, you can record this in the case timeline and send an email to the student with the appointment details. 

6. Click the "+Add Request" button at the top right of the open case.

7. Choose "Advisor Meeting" for the request type and "waiting on student" for the request status and click "Continue".

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8. Now enter the appointment details

• Appointment status should be "waiting on student" from the previous step so no change is needed her (1)
• Assign the request to yourself (2)
• Put in the appointment date (3)
• Put in the appointment time (4) - NB 24 hour clock  with a colon (e.g. 13:00)
• Choose that the appointment is with you (5).
• Click the "Update Case" button (6).  When you do this, an automated email with the appointment details will be sent to the student. 

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Marking if a student attended the appointment

9. After the appointment, you can mark if the student attended by choosing the outcome type as appropriate. As you do this you can put in the details of the next appointment.

• If the student attended choose "complete" in the outcome type (1).  There are options for the student or SDS cancelling.
• You can write a short note in the outcome summary but it is not mandatory (2).  You might write a reason the appointment was cancelled if that was the case.
• Decide if you wish to create a new request (3).  Normally this will be yes as you will have another appointment with a student.  You should only choose no after your final appointment with a student and you are closing the case.
• Choose "advisor meeting" (4).
• Choose "waiting on student" (5).
• Choose "update case" (6).
• Then enter the next appointment details on the case as described above.

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Help

If you have a query about the way in which the 'Student Disability Service' works, please use the contact details below:

If you have a software query or  technical issue with the software, please use the contact details below: