TutorHandbook
2019-2020
HELPSTutorHandbook
HELPSTutorHandbookforCampusrevised8.28.19
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TableofContents
Topics Page
MessagefromReadCharlotteExecutiveDirector 3
KeyContactInformation 4
TutorRolesandResponsibilities 5
TipsforEngagingStudents 5
GeneralTutoringEthics 6
GuidelinesforWorkingwithStudents 7-8
Transportation 9
Attendance 9
HolidaysandScheduleConflictsbetweentheCollegeandCMSSchools9
AppropriateAttire10
ConfidentialityofContactInformationandUseofPhotography 11
SecurityandTrainingBeforeYouBegin 12
SampleTutorSchedule 13
JobDescriptions 14-17
StudentPrivacyandVolunteerConfidentialityReleaseForm 18
PhotoReleaseForm 19
HandbookSign-offForm 20
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MESSAGEFROMTHEREADCHARLOTTEEXECUTIVEDIRECTOR
DearHELPSTutors,
WelcometotheReadCharlotte/HelpsEducationFundteam!Weappreciateyourtimeandinterestintheprogramandyourcommitmenttoimprovereadingfluencywith2ndand3rdgradersinCharlotte-MecklenburgSchools(CMS).Asyoumayknow,theneedsaregreatinourcommunityandthestakesarehigh.Readingisoneofthegreatestpredictorsofhighschoolgraduationandfuturesuccessinlife.Infact,96%ofstudentswhoreadongradelevelbytheendof3rdgradewillgraduatehighschoolontime.Nearly20,000studentsinthe59lowestperformingCMSelementaryschoolsneedadditionalreadingandmathsupport.Thesupplyofhighqualityreadingmentorsandtutorsinmathandreadingduringtheschoolyearislessthan4,000.That’swhereyouandyourcollegeteammatescomein–tohelpusdramaticallyincreasethenumberof2ndand3rdgradestudentsweareabletoreach.Youwillenjoyarichopportunitytogivebacktoyourcommunitybyimpactingthetrajectoryofchildren’slives,gainvaluableworkexperienceandnewskills…andearnmoney!Afterreviewing200studies,ReadCharlottefoundhigh-qualitystructuredtutoringasoneofthebestpracticesforimprovingastudent’sreadingskills.TheHelpingEarlyLiteracywithPracticeStrategies(HELPS)readingprogramisdesignedtostrengthenstudents’readingfluencyinorderforthemtobecomemoresuccessfulreaders.HELPSisanevidence-basedinterventionthatcanbeusedwithstudentsofallreading-abilitylevelsaslongastheyaredevelopmentallyreadytoimprovetheirreadingfluency.HELPSrequires15minutesperday,3daysperweekforastudent.ThroughapartnershipwithReadCharlotte,theHelpsEducationFundwilltrainandcontinuouslydeveloptutorstoimprovestudents’readingfluency.Withjustafewhourseachweek,youwillimpactthefutureof10-20students!BasedontheevidenceandresearchbehindtheHELPSprogram,boththestudentsweserveandthetutorsweengagewillbuildliteracyskillsinthelivesofyoungCharlotteans.So,wearegratefulthatyou’regoingtogivepartofeachweektohelp…andwe’reheretosupportyou.Thankyouforhelpingcreatealoveforreadingandsuccessinouryoungstudents!
Allthebest,
MunroRichardson
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KeyContactInformation
SiteCoordinators:KristalBadgett-GreenwayPark,HuntingtowneFarms,[email protected],NationsFord,SteeleCreekjasmine@helpseducationfund.orgKatherineKitchen-AshleyPark,[email protected],MarieG.Davis,[email protected],[email protected]
------------------------------------------------------------------------------------------------------------------------------ShelleahJackson-TutorManager,HelpsEducationFundshelleah@helpseducationfund.org724-717-5167KimberlyPerkins-ProgramDirector,HelpsEducationFundkimberly@helpseducationfund.org703-338-2625CollegeHELPSWebsite:www.readcharlotte.org/collegeHELPS
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TutorRoles&ResponsibilitiesSpecifictoHELPS
l Focusonstudentswhoneedreadingfluencyintervention-matchtheHELPScriteria
l Provideone-on-oneHELPStutoringsessionswithhighfidelity
--UsetheFlowChart,ScriptedDirections
--Recordrequiredinformationinthestudents’folders
l Encouragestudents’readinggrowthandsuccessbyusingmotivatingstatements!
TipsforEngagingStudentsEachdaywhenyougreetyourstudentitwillbringjoytoyourheart!Eachstudentissothankfulthatyouaretheretosupportthemandhelpthembecomeabetterreader.Useyourfirstfewminutestoaskyourstudentabouttheirday/weekbeforeyoubeginthereadingsession.Thereareoftenfuneventsattheschoolthatyoucanreferto(holidayevents,fieldtrips,etc.).Youmayalsousethistimetopumpthemupfortheirreadingsession.Studentsarenaturallycompetitiveandwanttoreadquickerandbettereachsession.
PleaseRemember:
l RELAXandHAVEFUN!l DONOTWORRYthatyouwillmakeamistake!(Infact,studentsloveitwhentheycatchtheir
tutorsmakingamistake!)
l BEPOSITIVEandALWAYSENCOURAGING!
Ifyourstudentisnotfocusingorishavinganissuewithstayingontask,recordthisinformationinhis/herHELPSfolderandcommunicatethistotheirteacherwhenthestudentreturnstoclass.Pleasealsoinformyousitecoordinator.Tutor&StudentPairingsYouwillreceiveinformationfromyoursitecoordinatorbeforethefirsttutoringsessionregardingthestudentsyouwillbepairedwitheachweek.YoursitecoordinatorandtheHelpsEducationFundTutorManagerwillbecommunicatingwithyouonaregularbasis.
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GeneralTutoringEthicsl Myroleasatutoristoguidestudentsandbesupportive.l Iunderstandmyrelationshiptoeachstudentisprofessionalandnotpersonal.l Iwilldemonstratefaithineachstudent’slearningabilitiesunderstandingthatmyprimary
goalishelpingthemdevelopskillsneededtoreachcollegeandcareerreadyeducationaloutcomes.
l Iwillrespectandbesensitivetostudents’culturalbackgroundsandpersonalvaluesystems;
valuingdifferencesandrespectingstudents’personaldignity.l Iwillmaintainaccuraterecordsoftutoringsessionstofulfillexpectationsofhigh-quality
tutoring.l IwillkeepinformationaboutallstudentsIworkwithconfidential.l Iwillnothaveanswerstoeveryquestionasked.Therefore,Iwillseekassistanceinfinding
answerstothequestionsneededtosuccessfullytutoreachstudent.l IwillshareanyconcernsIhavewithmysitecoordinator,HelpsEducationFundTutor
Managerandthestudent’steacher(ifissueisrelatedtoastudent).l Iwillbeontimefortutoring.
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GuidelinesforWorkingwithStudents
l TutorRoomSet-up
Youareexpectedtousetheassignedclassroomsyouaredirectedtoduringallsessions.Ifthereisaproblemortheneedtomakeachangearises,pleaseworkwithyoursitecoordinatortofindadifferentavailableclassroom.Youshouldneverbealonewithstudents.Ifyouareplacedinaclassroomwithnootheradultswhileperformingyourtutorsessions,classroomdoorsMUSTremainproppedopenatalltimes.
l PhysicalTouch
Weencourageyoutodevelopastrong1:1relationshipwiththestudentsyouaretutoring.Pleaseremainmindfulofyourphysicalproximitytoyourstudents.Weknowthatyoungstudentsnaturallywanttobehuggedandloved;however,weaskthatyousubstitute-invariousformsofaffirmationandencouragementlikehigh-fives,fistbumps,apatonthebackorasidetosidehug.Thisguidelineistoensurethesafetyofourstudentsandourtutors.
l GiftGiving
Inordertoensureequityamongallofourstudents,weaskthatyounotbringindividualgifts.Yourtimeisahugegift!Noexceptions,please!
l Food
Manystudentshavevariousfoodallergies,andourschoolshavehadtobecomeextremelycautiousaboutwhatisservedinthecafeteriaanddistributedinclass.Asaresult,weaskthatnofoodbegiventostudentsthroughtheHELPStutoringprogram.Thisguidelineistoensurethesafetyofourstudents.
l RefrainfromSmoking
Pleasedonotsmokejustbeforeenteringtheclassroom.Somestudentsareallergictosmoke,whichcanleadtorespiratoryissues.
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l TalkingorTextingonCellPhone
Pleaserefrainfromtalkingortextingonyourcellphoneduringyourtutoringsession.Thestudentsareexcitedtoreceiveyourfullattention!
Ifyouuseyourcellphoneasatimerduringreadingsessions,pleaseplaceyourphoneinairplane
mode.
l Confidentiality
Anyinformationyoureceiveregardingthestudent’sacademicperformanceandotherpersonalinformationisconfidentialandmustnotbesharedwithanyoneotherthantheelementaryschoolSiteCoordinator,HelpsEducationFundTutorManagerortheirteacher.
l SuspectedStudentAbuse
AnytutorwhohasareasontobelievethatastudenthasbeensubjectedtoabuseorneglectisrequiredbylawtoreportittotheMecklenburgCountyDepartmentofSocialServices.Youareconsidereda“MandatoryReporter”inNorthCarolina.Ifyounoticeanyabuseorneglect,pleasecontactyoursitecoordinatorandyourstudent’steacherand/oraschooladministratorimmediately.
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TransportationYouwillberequiredtocommutetoanearbyCharlotte-Mecklenburg(CMS)elementaryschoolbypersonalvehicle,carpoolorpublictransportation.1/2houroftraveltimewillbepaidforeachdaythatyoututor.(15minutestoandfromtheelementaryschool)
Attendance
DependabletutorattendanceisabsolutelycriticaltothesuccessoftheHELPStutorprogram,andmostimportant,tothesuccessofthestudentsweserve.
Ifyouareunabletoattendasession,youshouldimmediatelycontactyoursitecoordinatortoarrangeasubstitution.Themoreadvancenoticeyougivethesitecoordinator,thegreaterthechancestheywillbeabletofindasubstitutetotutoryourassignedstudent.
Ifyourstudentisnotinattendance,youwilllikelybepairedwithanotherstudentforthatday.
HolidaysandScheduleConflictsbetweentheCollegeandCMSSchools
Youarenotexpectedtoworkduringcollege-observedholidaysandbreaks.Pleasecommunicatethesedatestoyoursitecoordinatorinadvance,astheymaynothavereadyaccesstoyourcollege’sacademiccalendar.
YouwillnotworkduringCharlotte-MecklenburgSchools(CMS)observedholidays,breaksordayswhenCMSschoolsareclosed.Yoursitecoordinatorwillcommunicatethesedaystoyouinadvance.
Duringinclementweathersituations,weencourageyoutomonitorschoolclosingsanddelayedopeningswhicharecontinuouslydisplayedduringtelevisionprogramming.Ifyourschoolisclosedorhasadelayedopening,youdonotneedtoreporttoyourtutoringsite.
WewillalsofollowtheCMS2019-20AcademicCalendarshowninthelinkbelow.YoumayalsowishtodownloadtheCMSapponyoursmartphone.
https://4.files.edl.io/8d58/07/01/19/174315-b95c9b1e-a9c4-469b-a63e-d2efdeee9a44.pdf
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AppropriateAttire
Whilewedonothavea“dresscode”,wedoexpectyoutodressappropriatelyfortheposition(i.e.avoid“dressingtodistract”).Ingeneral,ifyouareunsureaboutwearingsomething,don’twearit.Donotwearclothingthatpromotessex,drugs,badlanguage,violence,etc,asyouarearolemodelfortheelementaryschoolstudents.Pleasekeepinmindthatyouarerepresentingyourcollege,theHelpsEducationFundandReadCharlotte.
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StudentandTutorContactInformation
l TheHelpsEducationFundandReadCharlottewillnotreleaseyourcontactinformationtothe studentorothers.
l Tutorsmaynotgivetheirpersonalcontactinformationtostudents,norshouldtheyaskfor thestudent'sinformation.
l Ifyouareinterestedininvolvementorcontactwithyourstudentsoutsideofyourrolewith HELPStutoring,pleasecontacttheschooladministrator.
l PhotographsofStudents
Permissionforphotographsofstudentsmustbeobtainedfromthestudent’sparents.Ifyouwouldlikeaphotographwithastudent,pleaseasktheHelpsEducationFundTutorManager,whowillneedtocontacttheschoolforpermission.Ifgrantedpermissiontotakeaphotographwithorofthestudent,pleasedonotusethestudent’snameoranyidentifyinginformation.
l PhotographsofTutors
Bysigningtheattachedphotoreleaseform,youacknowledgeandagreethatTheHelpsEducationFundandReadCharlottecanuseyourphotographandorvideoinourmarketingmaterialsandinthepublicdomain(socialmedia)inordertofurthertheworkoftheorganization.
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Security&TrainingBeforeYouBegin
BackgroundChecks
YoumustcompletetheCMSbackgroundcheckprocessbeforevolunteeringintheschool.Ifyou’reanewvolunteerinCMS,checkoutthiswebsitepagetoregisterandsubmityourbackgroundcheckinformation.https://www.cmsvolunteers.com/volunteer.php?newflag=1
AllHELPStutorsandsitecoordinatorswillneedtoreceivetheCMSaccesslevelof“UnsupervisedAccessWithoutDriving.”
Ifyou’realreadyregisteredasavolunteer,youmustre-activateyouraccounteachyear.HELPSTraining
Youmustcompletethe3-hourHELPSProgramtrainingofferedbytheHelpsEducationFund.Trainingdates,timesandcampuslocationswillbesharedwithyouassoonastheyarescheduled.
OngoingCoachingYouwillreceiveongoingsupportfromtheHelpsEducationFundimplementationcoachesYouwillreceiveongoingsupportfromHelpsEducationFundimplementationcoachesthroughreal-timecoachingandtutorobservationsduringregulartutoringsessionswithstudents.ThepurposeoftheobservationsishelpyoubecomemorecomfortableasyougainproficiencyinimplementingtheHELPSProgram.ObservationandcoachingsessionsarealsoanopportunityforyoutoaskquestionsabouttheHELPSProgram,includinghowtobestimplementeachofthecorecomponentsoftheprogramandwhattodoifyourstudentisnotregularlymeetinghis/herreadinggoal.
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SAMPLEDailyTutorSchedule
(3HoursPaid)
2hours-1:1TutorSessions
DeliverHELPSfluencyprogramtoassigned2ndand3rdgradestudents
Newtutorswillgenerallyworkwith2studentseachhour.Tutorswhogaingreaterproficiency(10tutorsessions+)willgenerallyworkwith3studentseachhour.
30minutespriorto1:1TutorSessions-TravelandPreparation
Traveltoelementaryschool
Office/SecuritySign-in
CollectHELPSmaterials,preparefortutorsessions,pickupfirststudentatclassroomandwalktoassignedtutorlocation
30minutesfollowing1:1TutorSessions-TutorAdministrationandTravel
Insureaccuracyandcompletenessoftutorsessionresultsandgraphs
ReturnHELPSmaterials,Office/SecuritySign-out
Travelfromelementaryschool
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JobDescriptionsHELPSTutorJobPurpose: HELPStutorstransformstudent’slivesbyhelping2ndand3rdgradestudents becomefluentreaders.Learningtoreadisthemostimportantworkofstudents intheirearlyyearsinschool.Readingiscrucialforfullparticipationinciviclife andeconomicopportunity.Ifstudentscan’treadbytheendofthirdgrade,they loseconfidence,failinschoolandstruggleinlife.JobDuties: Dutiesincludetutoring2ndand3rdgradestudentsinone-on-onesessions utilizingtheHELPSfluencyinterventiontostrengthenstudents’fluencyand comprehensionskills.Qualifications: Previous tutor experience is not required. The scripted, evidence-based HELPS fluencytutoringprogramisespeciallywellsuitedfortutoringbycollegestudents.Tutorsreceive3hoursoftrainingtodelivertheHELPSintervention.TheHelpsEducationFundwillassistwithtrainingandon-goingimplementationsupportofcollegestudenttutorsintheHELPSintervention.AdditionalRequirements:
l Mustbecollegestudentswithfederalwork-studyintheirfinancialaid packageoraBonnerScholar.
l Complete3hourtrainingintheHELPSfluencyinterventionl PassaCMSbackgroundcheckl Attendinitialschoolorientationl Abletoworkatleast5hoursperweekovermultipledays.l Committoworkconsistenthoursforminimumofoneschoolyearl Attendalltutoringshiftswithassigned2ndgradeand3rdgradestudentsl ArrivetoallshiftsontimeandutilizeguidelinesprovidedbytheHelps
EducationFundTutorManageriftardinessoranemergencyoccursl NotifytheelementaryschoolSiteCoordinatorofconflictsassoonas
possiblel Attend100%ofreadingsessions,tutortrainingsessions,andHelps
EducationFundrelatedmeetings/events.Studentsdependonconsistency, thereisazerotolerancepolicyforskippingsessions.Communicate effectivelywiththeSiteCoordinatorandstaff,andschoolteachersand administrators
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l Communicateschedulingneedsandavailabilityaccuratelybeforethe semesterbegins,andrelayanychangestoyourSite Coordinatorinatimelymanner.
l Beapositiverolemodelinsideandoutsideoftheclassroom,beprofessional inworkplacebehavior.
l Havefun!Kidslookuptoyouandyouwilllearnmoreaboutourcommunity throughtheireyes;thisistrulyareciprocalpartnership.
EvaluationProcess:
HELPStutorsreceivingtimely,on-goingperformancefeedbackfromsite coordinatorsandimplementationcoachestoinsureaccurateand consistentapplication(implementationfidelity)oftheHELPSintervention. MasteryofHELPStutoringconceptsenablestudentstoenjoymeaningful jobprogressionasheadtutors,sitecoordinatorsandimplementation coaches.Transportation: Studentswillberequiredtocommutetotheirassignedelementaryschoolby personalvehicle,carpoolorpublictransportation.1/2houroftraveltime willbepaidforeachdaythatastudenttutorstocovertransportationcosts. (15minutestoandfromtheelementaryschool)
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SiteCoordinator
JobPurpose: Sitecoordinatorsarethe“airtrafficcontrollers”ofthetutorecosystem,ensuringhigh-qualitylogisticalimplementationoftutoringprogramsandapositivetutoringenvironmentforallstudentsandtutors.
JobDuties: SiteCoordinatorsarepresentattheirassignedelementaryschoolduring tutoringsessionsandareresponsibleforworkingwithschoolstaffto establishtutorschedulesandcollaborateonstudentassignments.Tasks include,butarenotlimitedto:
l BecomeanexpertintheHELPSfluencyinterventionprograml Serveasdirectpointofcontactforschoolstaffl Supportandcoordinatetutorsatschoolsitel Buildandmaintainscheduleofstudentsandtutorsincollaborationwith
schoolcontactsandtheHelpsEducationFundTutorManagerl Maintainaccuratedatarecordsfortutorattendanceandstudentprogress
(includingstudentdosageandabsences)l Maintainandrefreshtutoringmaterialsasneeded(binders,prizeboxes,
copies)l Managegeneraltutorcommunications;notifytutorsofupcomingclosings,
activities,andtestinginadvancel ReportvariousoperationalinformationtotheHelpsEducationFund
ProgramDirectorl PartnerwiththeHelpsEducationFundProgramDirectortoidentify
operationalstrengthsandtroubleshootchallenges,aidingtheeffortto establishastrong,scalableprogrammodel
l Attendimprovementcyclesessionsandimplementnecessarychangesl Providecoverageforabsenttutorsasneeded
Qualifications: Previousexperienceleadingteamsorworkgroupsdesired.
AdditionalRequirements:
l Must be college students with federal work-study in their financial aid packageorBonnerScholar.
l Abletoworkatleast10hoursperweekovermultipledays.Committowork consistenthoursforentireschoolyear.
l Arrive to all shifts on time and utilize guidelines provided by the Helps EducationFundProgramDirectoriftardinessoranemergencyoccurs
• Haveapassionfortutoringandbelievethateffectivereadinginstructioncan changethetrajectoryofastudent’slife
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• Canworkindependentlyandcollaborativelyinateamenvironment• Attentiontodetailwithgreatorganizationalskills• Believeintheimportanceofdatacollectiontocontinuouslyimprove
implementationeffectivenessandtutoringoutcomes.• Agilitytoadjust“onthefly”,includingdeterminingbackupfortutorand/or
student’sabsencesorconflicts.
EvaluationProcess: Sitecoordinatorswillbeevaluatedbasedontheeffectivenessoftheir communication/collaborationwithschoolstaff;coachingandguidanceof tutorsattheschool;agilitytoadjusttutorschedules“onthefly”;and accuratecollectionandanalysisofkeydatatoimproveimplementation effectivenessandstudentoutcomes.Transportation: Studentswillberequiredtocommutetotheirassignedelementaryschoolby personalvehicle,carpoolorpublictransportation.1/2houroftraveltime willbepaidforeachdaythatastudenttutorstocovertransportationcosts. (15minutestoandfromtheelementaryschool)
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StudentPrivacyandVolunteerConfidentialityReleaseForm
StudentsinCharlotteMecklenburgSchoolshavetherighttoexpectthatinformationaboutthemwillbekeptconfidentialbyallvolunteers.Additionally,theU.S.Congresshasaddressedtheprivacy-relatedconcernsofeducators,parentsandstudentsbyenactingtheFamilyEducationalRightsandPrivacyAct(knownmorecommonlyas“FERPA”orthe“BuckleyAmendment”).Amongotherprovisions,FERPAallowsthegovernmenttowithdrawfederalfundsfromanyeducationalinstitution,whichdisseminatesastudent’seducationrecordswithouthisorherparent’sconsent.
● Eachstudentwithwhomyouworkhastherighttoexpectthatnothingberepeatedtoanyoneconcerninghimorherotherthanauthorizedschooldepartmentemployees,asdesignatedbytheadministratorsatyourschool.Whendiscussingastudentwiththosewhoaredirectlyinvolvedinastudent’seducation,suchasateacher,principal,orguidancecounselor,youmayonlysharerelevantinformationtothestudent’seducationalgrowth,safety,orwell-being.
● Youmaynotuseconfidentialinformationforanyunauthorizedpurpose.
● Youmaynotshareinformationaboutastudentevenwithotherswhoareinterestedinthestudent’swelfare.Youmustreferallsuchquestionsaboutastudenttotheprincipal.
● Beforeyouspeak,alwaysrememberthatviolatingastudentconfidentialityisagainstthelaw!
Agreement
I,(printname)____________________________________________________,asavolunteerreadandunderstandtheaboveprivacyandconfidentialityrequirements.Iagreenevertodiscloseinformationaboutastudent’srecordstoanyoneotherthananauthorizedschooldepartmentemployee.Iwillreferallrequestsforsuchinformationfromthosenotdirectlyinvolvedinthestudent’seducationtotheschoolprincipal.Iwilluseconfidentialstudentinformationonlyforthepurposeauthorizedabovebytheprincipal.
__________________________ ________________
VolunteerSignature Date
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PhotoReleaseForm
I, ,herebyauthorizeReadCharlotteandtheHelpsEducationFundtoreproduceandpublish,broadcast,orcopyrightmyphoto,video,and/oraudiotapeforinformationaland/orpromotionalpurpose.Iunderstandtheseimagesmaybeusedwithorwithoutidentificationofthesubjects.
I, ,herebywaivetherighttoinspectorapprovethefinishedproductorprintedmaterial.Nofurtherclaimwillbemadeandnorepresentationshavebeenmade.IhavereadtheabovereleaseagreementandIamfullyfamiliarwithitscontents.Signature PrintedName
Date
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HELPSTutorHandbookSign-OffForm
I, ,confirmthatIhavereadthishandbookandagreetotheexpectationsoutlinedinthedocument.Signature
PrintedName
CollegeorUniversity
PartnerSchool
Date