GOALS AND OBJECTIVES

GOALS:
• To assist every student-athlete in completion of their undergraduate degree at Loyola College.
• To protect the academic integrity of Loyola College.
• To comply with all rules, regulations, and procedures of Loyola College, NCAA, and the MAAC conference.
• To promote the athletic eligibility of every student-athlete.

OBJECTIVES:

• To identify, recruit, and train individuals who will provide tutoring expertise.

• To measure the effectiveness of academic interventions through ongoing evaluation of staff performance.

• To assess the course-specific needs of individual student-athletes in order to provide appropriate levels of academic intervention.

• To identify and implement learning strategies that will enhance student-athletes’ academic abilities.

• To monitor and report student-athletes’ progress in practicing and mastering learning strategies.

Tutorial Program Philosophy

 How do we come to now that the way in which a student chooses to acquire, learn, and apply information is effective?  What models exist to guide our decisions concerning how best to teach students new information?  When do we know if a student’s study skill strategies helped him/her master the subject matter for a course?  Why do certain learning strategies work more effectively with some students but not for others?  Who is ultimately responsible for student learning?

 For some of us the answers to these questions is blowing in the wind.  For others, we can speak from our tutorial experiences having refined our notions into informal theories.  And yet for others, a well-grounded reply to such questions may come from our formal training in education, instruction, and/or human development.  No matter what level of expertise you come to us with, we believe that the contemplation of such questions is a matter of importance if you choose to make the commitment to be an effective tutor.

 The philosophy of the tutorial program implemented by the Office of Academic Affairs for Varsity Athletics is supported by the following seven under girding beliefs:

1. Individuals are accountable for their own behavior.
2. The acquisition of knowledge is the result of employing a combination of skills that can be taught and learned.
3. Instruction requires accommodation for individual differences.
4. The environment in which learning takes place shapes skill development.
5. Time, attention, and energy are intangible, yet necessary, performance factors.
6. Integrity, once lost, is difficult but not impossible to regain.
7. The quality of one’s work can be traced back to planning and evaluation.

We believe that students are accountable for what they say and do.  As a tutor, you too will be held accountable for what you say and do.  The students you tutor, among other things, are accountable for going to class, taking notes, participating in class discussions, meeting with the instructors, submitting assignments on time, completing research for papers, and being on time and prepared for tutorial sessions.

We believe that a main purpose of higher education, but not the only one, is to acquire knowledge.  Similar to their experiences as athletes, the students you will be working with have come to “know” their sport(s) at a very elite level because of their ability to perform certain mental and physical skills which have been taught and learned.  Remind them and take advantage of this capacity.

No two students you tutor will be exactly alike.  A learning strategy that you teach one student may not work well for another.  Your effectiveness as tutor will be evidenced by how well you can identify and accommodate individual differences. 

Our surroundings have a way of pressing upon us certain beliefs, purposes, and/or values.  For example, if you visit a chemistry lab the physical environment speaks to the purpose of the room.  Such an environment may not be the best place to teach seven-year-old children how to throw a Frisbee.  Just the same, a rock concert imposes several attractions and distractions that are not conducive for an oral quiz on the chart of natural elements.  Therefore, giving attention to how the arrangement of a learning environment might influence learning must not be taken for granted.

Time waits for no one. And, one thing is for sure – change will occur over time. Hence, change is a measure of time.  Many students will come to you without a plan to manage their study time.  However, this will change to the degree that we are consistent in teaching students how to utilize their time to maximize their performance.  Our hope is that over time change will occur within the students we work with in such a way that we can observe less dependence and more independence.  We believe this can occur when students focus their attention and energies in such a way as to bring about sustained levels of concentration.  Again, accommodating for individual differences, some students will require short and intermittent periods of concentration, while others can maintain longer and less interrupted periods of concentration.

Integrity means consistently acting with a sense of complete honesty, sincerity and respect.  It is the consistency of our actions that speaks to our integrity.  Loyola College in MD; National Collegiate Athletics Association; Metro Atlantic Athletic Conference; and the Athletics Department all have rules and regulations that must be adhered to by student-athletes, faculty, and staff.  Such rules and regulations guide much of our behavior/response to issues that pertain to maintaining the integrity of an academic community and collegiate athletics. 

 Planning and evaluation are essential components of the Academic Support Services for Student-Athletes tutor program.  Planning allows the tutor to be intentional about what is to be learned and how such learning will occur.  Evaluation allows the tutor to understanding what methods work to achieve stated goals for academic achievement and student development.  Avoiding either component will result in our inability to bring about improvements in the of quality tutorial services delivered to student-athletes.

Organizational Chart

         Dr. Susan Donovan     
Vice President for Student      
Development/Dean of Students    

        Joseph Boylan         Dr. Ellen Hoadley
      Athletics Director    Associate Vice President
          for Academic Affairs

Colleen Campbell
Academic Coordinator
Office of Academic Affairs for Varsity Athletics

Adriana Mason
Assistant Academic Coordinator
Office of Academic Affairs for Varsity Athletics

Staff Information

Colleen Campbell - Coordinator 
Phone: 410-617-5391  
Email:   ccampbell1@loyola.edu
Teams:  Men’s Lacrosse, Women’s Lacrosse, Women’s Soccer, Men’s Crew,
   Women’s Crew and Men’s Golf

Adriana Mason – Assistant Coordinator
Phone: 410-617-5361
Email:   almason@loyola.edu
Teams:  Men’s Basketball, Women’s Basketball, Men’s Soccer, Men’s Cross                           
Country, Women’s Cross Country, Men’s Swimming, Women’s    
Swimming, Men’s Tennis, Women’s Tennis and Women’s Volleyball

Description of Tutorial Program

The Office of Academic Affairs for Varsity Athletics (OAAVA) hires, trains, and employs tutors of varying levels of experience and expertise.  All of our tutors are required to undergo a training process and to participate actively in our application for certification by the College Reading and Learning Association (CRLA).  During this upcoming academic year (2003-2004), our office will be petitioning CRLA for certification at the “regular level.”  This certification recognizes that the OAAVA’s tutoring program strives to provide both a body of qualified tutors to the Loyola undergraduate student-athlete community, and to provide adequate training, support, and evaluation to the individuals who volunteer to serve as tutors. It is our goal to earn this designation, at which point we will be able, in turn, to certify the tutors on our staff.  Eventually, our office will seek certification at the “advanced” and “master” levels as well.
As a part of our participation in CRLA’s Tutor Certification Program, we have adopted a system of tutor levels for our Tutorial Program Staff.  Each level of tutor will hold different requirements and different responsibilities.  Tutors will be informed before receiving assignments at the start of each semester which Tutor Level they will fill.  Tutors will be asked to sign a contract at the start of each semester, which will indicate the level at which he or she will work.  At two points during the academic year, mid-November and mid-April, tutors will be evaluated by the tutor coordinator, and at those points, level advancements may be granted on an individual basis.
 The Three Tutor Levels that Comprise OAAVA’s Tutorial Staff are:

LEVEL:    REQUIREMENTS:

Novice:  • Undergraduate Status
• Minimum cumulative 3.0 GPA
• At least one semester completed
• No teaching experience
• 1 faculty recommendation
Apprentice: • Undergraduate with at least 60 credits, BA/BS Degree, or Graduate Status
• Minimum cumulative 3.0 min GPA
• Limited teaching experience
• 1 faculty recommendation
Master • Graduate or Professional Status
• Demonstrated tutoring experience
• BA/BS Degree
Expectations and Responsibilities of Tutors

• To work in a professional manner and maintain a professional relationship at all times with student-athletes (See Statement on Fraternization).

• To preserve confidentiality of student-athletes to whom they are assigned (See Statement on Confidentiality).

• To assist student-athletes but not do the work for them (See Code of Academic Integrity).  Assistance should include but not be limited to: Going over notes, explaining confusing concepts, providing examples, suggesting methods for breaking down material into manageable sections, etc.  Student-athletes are responsible for attending each class period, for taking notes, and for attempting assignments on their own.  Tutors should not be expected, nor should they attempt, to teach material for the first time. 

• To report to OAAVA any behavioral problems with the student-athlete, including but not limited to: Lack of attention in tutorial sessions, missed class meetings, poor attitude toward studies, etc.

• To refrain from contacting a student-athlete’s instructor or TA.

• To follow procedures outlined in Training Workshops regarding identifying possible learning disabilities and other obstacles to learning.  Tutors should provide information to OAAVA of any problems suspected or known with the student-athletes to whom they are assigned. 

• To fill out completely all Tutor Session Reports and turn in to the OAAVA Office within 24 hours of each tutorial session. 

• To keep an honest account of all hours worked and submit an accounting of these hours to the OAAVA office on a bi-weekly basis in accordance with the payroll dates set by the University. Please note that tutors may work a maximum of 15 hours per week for a total of 40 hours in a two-week payroll period.

PLEASE NOTE: ANY TUTOR WHO IS SUSPECTED OF OR FOUND TO HAVE INFLATED HIS OR HER HOURS WILL BE IMMEDIATELY DISMISSED FROM EMPLOYEMENT WITH OAAVA.

Expectations of Student-Athletes

• To attend all scheduled tutorial sessions or, if an unavoidable conflict arises, to contact OAAVA staff member and receive approval to cancel or reschedule appointment.

• To arrive on time for tutoring sessions and bring all necessary textbooks, notebooks, writing instruments, assignments, and other relevant materials. 
 
• To be prepared for all tutoring sessions.  This entails but is not limited to: Attending all class meetings and taking notes on all materials presented, attempting assignments prior to tutorial session, and being prepared with questions for the tutor to address in the tutorial session.  Student-athletes should not expect to be taught material in tutoring sessions.  Tutors are there to provide assistance, not first-time instruction.

• To plan in advance for all assignments.  Student-athletes should not expect to receive emergency assistance the night before an exam.

• To cooperate with tutor(s) by following all recommendations made regarding study methods and practices.

Rules and Regulations Governing Relationship with the
Student-Athlete

A. NCAA Regulations
Loyola College is responsible for ensuring that its various constituencies (e.g. University staff and faculty, student-athletes, alumni, and friends) abide by National Collegiate Athletic Association (NCAA) rules and regulations.  Under NCAA rules, all alumni, friends, and employees of the University are categorized as “representatives of Loyola College’s athletic interests.”
The following NCAA Bylaws detail services that are permissible and services that are not permissible by the academic support services:
NCAA Bylaw 16.3.2 Permissible
Academic and other support services that may be financed by an institution are:
a) Tutoring expenses;
b) Drug-rehabilitation program expenses;
c) Counseling expenses related to the treatment of eating disorders;
d) On-campus student development and career counseling utilizing outside resources;
e) Future professional athletics career counseling
f) Use of computers and typewriters

NCAA Bylaw 16.3.3 Non-Permissible
Services that may not be financed by the institution include, but are not limited to, the following:
• Typing costs, even if typed reports and other papers are a requirement of a course in which a student-athlete is enrolled.

Student-athletes are not entitled to any extra benefits provided by any representative of Loyola College’s athletic interests.

What is an Extra Benefit?
An extra benefit is “any special arrangement made by an institutional employee or a representative of the institution’s athletic interest to provide a student-athlete or a student-athlete’s relative or friend with a benefit that is not generally available to the institution’s students or their relatives or friends or to a particular segment of the student body (i.e. foreign students, minority students) determined on a basis unrelated to athletic ability.”

The following NCAA Bylaw details the issue of extra benefits that are not permissible by the academic support services:

Benefits, Gifts and Services
NCAA Bylaw 16.12.2.1 General Rule
The student-athlete shall not receive any extra benefit.  The term “extra benefit” refers to any special arrangement by an institutional employee or representative of the institution’s athletics interests to provide the student-athlete or his or her relatives with a benefit not expressly authorized by the NCAA legislation.

Tutors are members of the Athletic Department staff; therefore, it is crucial that you adhere to the guidelines listed below.  By violating those guidelines, you will be jeopardizing the welfare of the institution, the student-athlete, and your own employment status.

1. Student-athletes cannot accept anything from an employee of Loyola College (e.g. use of a car, hair cut, clothing, gifts, money, tickets to any kind of entertainment, payment of long distance phone calls, summer storage space, etc).

2. Student-athletes may not use the athletic department fax machines, express mail services or make long distance phone calls using Athletic Department equipment.

3. Members of the Athletic Department staff are not permitted to type reports, papers, letters, etc. for any student-athlete.

4. Loyola College employees may not provide student-athletes with a loan of money, a guarantee of bond, or the signing or cosigning of a note to arrange a loan.

Conduct of University Personnel
As an individual employed by (or associated with) the Loyola College’s Department of Intercollegiate Athletics, you must deport yourself with honesty and sportsmanship at all times so that you represent yourself as an individual, the Loyola College and intercollegiate athletics as a whole with honor and dignity.

Unethical conduct by an institutional staff member may include, but is not limited to, the following:

A. Refusal to furnish information relevant to an investigation of a possible violation of an NCAA regulation when requested to do so by the NCAA or Loyola College.

B. Knowing involvement in arranging for fraudulent academic credit or false transcripts for a prospective or enrolled student-athlete.

C. Knowing involvement in offering or providing a prospective or enrolled student-athlete an improper inducement or extra benefit.

D. Knowingly furnishing the NCAA or Loyola College false or misleading information concerning the individual’s involvement in or knowledge of matters relevant to a possible violation of NCAA regulations.

Please be aware that University employees found in violation of NCAA regulations will be subject to disciplinary or corrective action as set forth in both University policy and the provisions of the NCAA enforcement procedures.

B. Loyola College’s Honor Code
PLEDGE
"I understand and will uphold the ideals of academic honesty as stated in the Honor Code." All registered undergraduate students of Loyola College in Maryland are automatically bound by the Honor Code. As a basic reminder and reinforcement of this Code's ideals, faculty members are asked to place the pledge on all scheduled tests and papers and the course syllabus.
MISSION
The Honor Code states that all students of the Loyola College Community have been equally entrusted by their peers to conduct themselves honestly on all academic assignments. Our goal is to foster a trusting atmosphere that is ideal for learning. In order to achieve this goal, every student must be actively committed to the pursuit and its responsibilities, and is therefore called to be active in the governing of the community's standards. Thus, all students have the right, as well as the duty, to expect honest work from their colleagues. From this, we students will benefit and learn from the caring relationships that our community trustfully embodies.
The students of this College understand that having collective and individual responsibility for the ethical welfare of our peers exemplifies a commitment to the community. Students who submit materials that are the products of their own mind demonstrate respect for themselves and their community in which they study. These students possess a strong sense of honor, reverence for truth and commitment to Jesuit Education. Accordingly, students found violating the Honor Code will be appropriately reprimanded in the belief that they will, with the support of their peers, learn from the mistake. This Code not only requires students to understand the ideals of Truth and Personal Care as the two strongest educational factors expressed in Cura Personalis, but also calls them to demonstrate a general concern for the welfare of their colleagues and the College.
DEFINITIONS
Out of concern for the College and the academic community, each student at Loyola must maintain the highest standards of academic honesty. In order to uphold this degree of excellence, the Honor Code requires students, faculty and administration to report any act of academic dishonesty.
All students of the College are expected to understand the meaning of this Code. Ignorance of the Code is not a valid reason for committing an act of academic dishonesty. The following will constitute violations of the Code and are defined below: cheating, stealing, lying, forgery, plagiarism and the failure to report a violation.
• Cheating - The use of unauthorized assistance of material or giving of unauthorized assistance or material in the carrying out of an academic assignment. An academic assignment includes all homework and projects assigned by the instructor. Students will also be expected to follow the rules by a course instructor as presented on a written syllabus.
• Stealing - To take or appropriate (another's property, ideas, etc.) without permission.
• Lying - A false statement (in an academic matter) made with the conscious intent to mislead others.
• Forgery - The intent to mislead others by falsifying a signature in an academic matter (Course Registration form, Change of Major form, etc.).
• Plagiarism - "The act of appropriating the literary composition of another, or parts, or passages of his [or her] writing of ideas, or the language of the same, and passing them off as the product of one's own mind." (Black's Law Dictionary, 5th Edition) Also consult the Writing Handbook for further information on plagiarism.
• Failure to Report a Violation - The conscious failure to report any student who has committed a breach of this Code.

SANCTIONS FOR ACADEMIC DISHONESTY
While acknowledging that we must preserve the academic integrity of Loyola College and the academic dishonesty will not be tolerated, we must stress that the fundamental mission of our institution is to foster "Strong Truths Well Lived" through education, not punishment. Thus, the penalties the Council recommends for the first-time offenders should provide students with an opportunity to resume their academic career with a better understanding of scholastic integrity, character, and truth.
Sanctions
The following are possible sanctions:
o The Honor Council may decide to place the student on Honor Probation. This probation may include the prevention of participation in one or more of the following activities: sports teams, clubs, leadership positions and any other activity that may impact their studies. They will be allowed to maintain any job and to attend any social events held by the College. The duration of the Honor Probation will be designated by the Hearing Council and can last up to one year from the time of imposition.
o The Honor Council may decide on a sanction other than honor probation, such as community service, a warning or a rewrite of a particular assignment.
o If the offense is deemed exceptionally serious or the student has been found responsible on a prior offense, the Hearing Council may suggest suspension or dismissal from the College.

C. Confidentiality/ Buckley Amendment
It is of utmost importance that all members of the staff of the Office of Academic Affairs for Varsity Athletics preserve the confidentiality of all matters related to student-athletes’ academic and personal concerns.  As employees of Loyola College, tutors must adhere to the Family Educational Rights and Privacy Act (Buckley Amendment), which stipulates that the University and its employees must “limit disclosure to others of personally identifiable information from education records without students’ written prior consent.”  Tutors may only discuss a student-athlete’s academic matters with the student-athlete and the staff in the OAAVA.  Tutors may not discuss the student-athletics’ academic concerns with other students, faculty, coaching staff, family members or members of the media.

E. Fraternization

Tutors and student-athletes must conduct themselves as professionals at all times in tutoring sessions.  Fraternization among OAAVA tutorial staff members and/or between staff members and student-athletes is prohibited while tutorial sessions are being conducted and/or duties are being performed.

F. Sexual Harassment

Loyola College is committed to maintaining a work and learning environment in which students, faculty, and staff can develop intellectually, professionally, personally, and socially.  Such an environment must be free of intimidation, fear, coercion, and reprisal.  The campus prohibits sexual harassment.  Sexual harassment may cause others unjustifiable offense, anxiety, and injury.  Sexual harassment threatens the legitimate expectation of all members of the campus community that academic or employment progress is determined by the publicly stated requirements of job and classroom performance, and that the campus environment will not unreasonably impede work or study.
Loyola College’s definitions:
I. Sexual Harassment
It is the policy of Loyola College that no member of the community may sexually harass another. For purposes of this policy, sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, or verbal or physical conduct of a sexual nature which implies that one's response may affect one's academic, professional or vocational interests, or which has the purpose or effect of interfering with the individual's academic or work performance or creates an intimidating, hostile or offensive environment.
II. Sexual Verbal Abuse
Sexual verbal abuse is using language which is sexual in nature and unwanted on the part of another person. Examples would include, but are not limited to phone calls or use of written and/or verbal communication which in the common estimation of persons would be considered obscene messages.
III. Sexual Misconduct
Sexual misconduct includes any sexual act or sexual contact, without consent, including intercourse, oral sex, unwanted touching of an intimate part of another person, such as sexual organs, buttocks or breasts; or an attempt of any of the above (this description is not intended to be inclusive of all conduct that could fall within this category).
For purposes of this Policy, consent is defined as an affirmative indication of a voluntary agreement to engage in the particular sexual act or conduct in question. Consent cannot be obtained through the use of force, threat or intimidation. Consent cannot be given by someone who is so intoxicated and/or incapacitated by drugs or alcohol or for any other reason as not to be able effectively to communicate an unwillingness to consent or so as not to be able to understand the nature of the conduct being engaged in. Silence on the part of the victim does not necessarily constitute consent.
Each case will be judged on its particular facts. Drug or alcohol intoxication of the offender is not a defense to a charge of sexual misconduct and will not be considered a mitigating factor in assessing an appropriate sanction.
COMPLAINT PROCEDURES:
A. Informal - An individual may wish to go to the supervisor or Director of Personnel.
B. Formal -
1. Formal complaints against administrative and/or staff personnel should follow the grievance procedures in Section 3.10 of the policy manual.
2. Formal complaints against faculty members or students should follow the procedure outlined in the Loyola College Grievance Policy. Copies are available from Personnel and/or the Provost's Office.
If you have been sexually harassed...
• Seek advice and report incidents of sexual harassment.
• Tell the harasser to stop. Tell the harasser firmly and assertively that the behavior is unwanted and unwelcome, and that you want to keep the relationship professional.
• Tell at least one person about the incident. A "fresh complaint witness" could prove beneficial if you later decide to file a formal complaint.
• Keep a record of all incidents of sexual harassment. Record all incidents with as much detail as possible: dates, times, places, any witnesses, and who you told about the incident and when you told them.
• Save all relevant documents. Keep copies of performance evaluations, attendance records, grades, classroom projects, exams, and other documents that demonstrate the quality of your work.
 If you have been accused of sexual harassment...
• Seek advice.
• Take the complaint seriously.
• Record all contacts with complainant. Document all contacts with the complainant and include dates, times, locations, and any possible witnesses.
• Cooperate with the complaint investigator to bring the grievance to a quick, equitable resolution.

Tutorial Program Procedures
All tutoring appointments must be requested via the web or in the Tutor Request Binder in the Office of Academic Affairs for Varsity Athletics. 

Tutors and student-athletes should not exchange telephone numbers and/or email addresses to arrange tutoring appointments.  All contact between tutors and student-athletes outside of scheduled tutoring appointments must take place through an OAAVA staff member.

• Tutoring week runs from Monday – Sunday.

• Tutors must submit any changes in their availability for the upcoming week by Wednesdays at noon; if no notice is given, availability given on initial application will be used (exceptions made for emergencies).

• Sign-up sheets for each individual tutor are posted every Thursday at www.loyola.edu/academics/studentathletes or in the Tutor Request binder found in the Office of Academic Affairs for Varsity Athletics (OAAVA).

• Student-athletes will sign up for appointments with individual tutors at www.loyola.edu/academics/studentathletes or in the Tutor Request binder found in the OAAVA.  Once they sign up, the tutor via email will be notified by Adriana.   The tutor must send a confirmation email to the student-athlete and to almason@loyola.edu.

• Student-athletes must request appointments at least 24 hours in advance.  Last minute appointments will not be honored.

• Upon receiving a request, the tutor must respond to student-athlete confirming date and time of appointment.  A copy of the confirmation must also be sent to almason@loyola.edu .  Denials of requested appointments should only be for extenuating circumstances and a member of the OAAVA must be notified immediately.

• Tutors must check their e-mail 24 hours before each scheduled appointment for cancellations.  Any notice of cancellations received from student-athletes must be sent to almason@loyola.edu.

• Tutors will be paid for all scheduled appointments, even if the student-athlete does not show up, as well as last minute cancellations.  In the case of a no show, please notify Adriana Mason at almason@loyola.edu immediately.

• All tutoring appointments must be held in The Study, unless previously approved by a member of the OAAVA staff.

• Tutors must complete a Tutor Session Report after each appointment.  Tutor Session Reports are available in the OAAVA or at www.loyola.edu/academics/studentathletes.

 
Tutorial Sessions
All tutoring sessions should take place in The Study on the 3rd floor or Jenkins Hall, unless other arrangements have been approved by the student-athlete’s advisor.

Tutorial sessions should be productive work periods.  Tutors are responsible for setting an example and creating an atmosphere that encourages sustained concentration, efficient use of time, effective study techniques, active participation in tutoring sessions, and a disciplined approach to academic work.

The following actions and behaviors are prohibited during tutoring sessions:

• Eating meals
• Socializing with friends
• Talking on a cell phone
• Reading magazines or newspaper
• Sleeping
Before tutorial sessions:
• Know and abide by all rules and regulations set forth by the Office of Academic Affairs for Varsity Athletics, Loyola College and the NCAA.
During tutorial sessions:
• Exemplify professionalism in all aspects (i.e. conduct, dress and relationship with student-athlete).
• Maintain confidentiality regarding all matters concerning the student-athlete.
• Become familiar with course materials and be prepared to answer questions.
• Be aware of the student-athlete’s grasp of the course material; structure tutoring methods to the level of the student-athlete
• Help the student-athlete to develop skills to gain a better understanding of the course material.
• Do not lecture the student-athlete, rather ask questions, listen and help the student-athlete to think for themselves.
• Try to help student-athlete stay at pace with the syllabus.

After tutorial sessions:
• Complete Tutor Session Report form after each session with a student-athlete.
• Contact almason@loyola.edu immediately if a student-athlete does not show up for an appointment.
• Keep record of all tutoring hours.
• Report all violations of rules and regulations to the OAAVA staff immediately.
NO-SHOW POLICY FOR STUDENT-ATHLETES AND TUTORS:

• Student-athletes must attend their scheduled tutoring sessions unless they have received an excused absence from their OAAVA advisor at least 24 hours in advance of the tutorial appointment.  In the case of an approved absence or an approved rescheduling, Adriana will notify the student-athlete’s tutor of the changes in a timely manner.  Any student-athlete who fails to attend scheduled tutoring sessions without receiving approval from his or her advisor at least 24 hours prior to the session time will receive a “No Show” for the session.    Unless the student-athlete provides an excuse deemed legitimate by the advisor, the student-athlete’s team account will be billed.

• If a tutoring session is a regularly scheduled appointment tutors must attend their tutoring sessions at all times during the semester.  Tutoring extends through the last day of regular classes, with the option to continue during exam week.  Tutors should expect to meet with student-athletes on a regular, weekly basis during the full semester and for additional sessions prior to mid-terms and final exams. 

• Tutors must wait at least 20 minutes before writing up a student as a No-Show on their Tutor Session Report.  Unless a student-athlete has cancelled at least 24 hours in advance of the session, tutors will be paid for the session. 

Textbooks and Supplies

Tutors may borrow textbooks and course packets for the courses they are tutoring.  Tutors may request these items from a member of the OAAVA staff.  Supplies will not be provided and must be supplied by the tutor (i.e. pens, pencils, papers, disk, etc.).

Tutor Certification
All tutors employed by the Office of Academic Affairs for Varsity Athletics must become certified through the College Reading & Learning Association’s Tutor Certification Program.  In order to become certified all tutors must attend a minimum of ten hours of tutor training and earn at least 25 hours of actual tutoring.  Tutors will also be evaluated on a regular basis by the student-athletes whom they tutor as well as by the OAAVA staff.  Tutor certification is an on-going process and while tutors are not required to be certified to be hired they must be working towards their certification while they are employed by the Office of Academic Affairs for Varsity Athletics.

Tutor Training

A key component in our efforts to provide student-athletes at Loyola with high- quality academic assistance is helping those individuals on our tutoring staff reach the highest possible levels of skill and effectiveness.  To achieve this, we believe that OAAVA tutors of all levels must continually undergo training in multiple areas on issues and strategies vital to successful tutoring.  Thus, a central part of our efforts to become the best tutorial support unit possible and to earn certification by the College Reading and Learning Association is a comprehensive Tutor Training Program.   

Tutor Training Program

At the beginning of each semester, OAAVA will offer a training workshop, required in September 2003 for all tutors, and thereafter for all new tutors, in which  specific areas will be discussed that pertain to being a successful tutor .
In addition, several workshops will be held throughout each semester, which will focus in greater depth on areas treated in the main training session and will also address the following issues:

• Tutoring Do’s and Don’ts
• Techniques for Beginning and Ending a Tutoring Session
• Time Management
• Goal Setting
• Role Modeling
• Communication Skills
• Referral Skills and Resources
• Techniques for Problem Solving
• Learning Differences
All tutors must undergo at least TEN HOURS of tutor training in OAAVA sponsored workshops (including the Introductory Training Workshop) and demonstrate mastery of the skills, strategies, and techniques taught in these sessions in order to earn basic certification by our program. 

Schedule of Tutor Workshops

In addition to the SIX HOURS of training tutors will receive at the Introductory Tutor Training Workshop, tutors must also attend at least FOUR Workshops, each of which will run roughly ONE HOUR.  Several of the workshop offerings will be repeated during each semester to give as many tutors as possible the opportunity to attend and gain important insights and knowledge in particular areas (refer to Appendix F).

Tutors are responsible for checking the Tutor section of our website at www.loyola.edu/academics/student-athletes.  

It is each individual tutor’s responsibility to attend at least ten hours of tutor training by the conclusion of the academic school year. 

Tutor Wages

Tutors’ wages will be determined on an individual basis with OAAVA staff at the start of each semester, before any tutorial assignments have been made.  Tutors will be given a Tutor Hire Form detailing their wage rate and will be paid accordingly until the end of the semester when tutors will be evaluated and wages may increase.
All pay raises and tutor level advancements will be determined on an individual basis, in return for excellent work, responsible conduct and implementation of skills taught in tutor training program.
Please note that pay raises and tutor level advancements must be earned and should not be assumed.

Payroll Procedures

Prior to any tutoring, all tutors must complete the necessary payroll paperwork and submit to the Office of Academic Affairs for Varsity Athletics.  Tutors are responsible for keeping track of their hour tutoring hours.  Tutors must submit a timesheet before each pay date.  Tutor timesheets may be downloaded from the web at www.loyola.edu/academics/studentathletes or in the OAAVA.  A schedule of all pay dates is included below.
Pay Schedule
STUDENTS
2003-2004
Start Period End Pay Date Interims &  Documents to
HR  Timesheets to Payroll 
08/09/03 08/22/03 09/05/03 08/21/03 08/25/03
08/23/03 09/05/03 09/19/03 09/04/03 09/08/03
09/06/03 09/19/03 10/03/03 09/18/03 09/22/03
09/20/03 10/03/03 10/17/03 10/02/03 10/06/03
10/04/03 10/17/03 10/31/03 10/16/03 10/20/03
10/18/03 10/31/03 11/14/03 10/30/03 11/03/03
11/01/03 11/14/03 11/28/03 11/13/03 11/17/03
11/15/03 11/28/03 12/12/03 11/27/03 12/01/03
11/29/03 12/12/03 12/26/03 12/09/03 12/12/03
12/13/03 12/26/03 01/09/04 12/22/03 12/23/03
12/27/03 01/09/04 01/23/04 01/08/04 01/12/04
01/10/04 01/23/04 02/06/04 01/22/04 01/26/04
01/24/04 02/06/04 02/20/04 02/05/04 02/09/04
02/07/04 02/20/04 03/05/04 02/19/04 02/23/04
02/21/04 03/05/04 03/19/04 03/04/04 03/08/04
03/06/04 03/19/04 04/02/04 03/18/04 03/22/04
03/20/04 04/02/04 04/16/04 04/01/04 04/05/04
04/03/04 04/16/04 04/30/04 04/15/04 04/19/04
04/17/04 04/30/04 05/14/04 04/29/04 05/03/04
05/01/04 05/14/04 05/28/04 05/13/04 05/17/04
05/15/04 05/28/04 06/11/04 05/27/04 05/27/04
05/29/04 06/11/04 06/25/04 06/10/04 06/14/04
06/12/04 06/25/04 07/09/04 06/24/04 06/28/04

Pay Schedule
STAFF
2003-2004
Start Period End Pay Date Documents to
HR  Timesheets to Payroll 
08/09/03 08/22/03 08/29/03 08/15/03 08/22/03
08/23/03 09/05/03 09/12/03 08/29/03 09/05/03
09/06/03 09/19/03 09/26/03 09/12/03 09/19/03
09/20/03 10/03/03 10/10/03 09/26/03 10/03/03
10/04/03 10/17/03 10/24/03 10/10/03 10/17/03
10/18/03 10/31/03 11/7/03 10/24/03 10/31/03
11/01/03 11/14/03 11/21/03 11/07/03 11/14/03
11/15/03 11/28/03 12/05/03 11/20/03 11/26/03
11/29/03 12/12/03 12/19/03 12/04/03 12/11/03
12/13/03 12/26/03 01/02/04 12/15/03 12/19/03
12/27/03 01/09/04 01/16/04 01/02/04 01/09/04
01/10/04 01/23/04 01/30/04 01/16/04 01/23/04
01/24/04 02/06/04 02/13/04 01/30/04 02/06/04
02/07/04 02/20/04 02/27/04 02/13/04 02/20/04
02/21/04 03/05/04 03/12/04 02/27/04 03/05/04
03/06/04 03/19/04 03/26/04 03/12/04 03/19/04
03/20/04 04/02/04 04/09/04 03/26/04 04/02/04
04/03/04 04/16/04 04/23/04 04/09/04 04/16/04
04/17/04 04/30/04 05/07/04 04/23/04 04/30/04
05/01/04 05/14/04 05/21/04 05/07/04 05/14/04
05/15/04 05/28/04 06/04/04 05/21/04 05/27/04
05/29/04 06/11/04 06/18/04 06/04/04 06/11/04
06/12/04 06/25/04 07/02/04 06/18/04 06/25/04

All paychecks are mailed unless other arrangements are made with the payroll office (410-617-2622).

Disciplinary Procedures
It is your responsibility to inform a member of the Office of Academic Affairs for Varsity Athletics staff if you will be unable to maintain your schedule.  You are asked for a work schedule once you are hired but you are allowed to submit any changes to that schedule every Wednesday.  If no changes are submitted, the original schedule will be used. 
Ways to receive disciplinary action
Violations of the following rules are considered one unexcused absence unless there are extenuating circumstances that are excused by a member of the OAAVA staff.
• If a student-athlete requests an appointment with you during a time that you listed as available and you do not accept the appointment. 
• If a student-athlete contacts you at least 24 hours in advance and you fail to reply.
• If you confirm an appointment with a student-athlete and fail to show up at the appointment.
Violations of these rules are grounds for immediate termination.
• Violation of Office of Academic Affairs for Varsity Athletics rules, university honor code or NCAA policies.
• Falsification of time card.
The following system will be used to determine disciplinary action:
Tardy – The definition of tardy is more than 10 minutes late for a tutorial appointment.  Two tardies equal one unexcused absence.
First unexcused absence – Written warning from the OAAVA.  A copy of this will be placed in your employee file.
Second unexcused absence – Written warning and a meeting with the OAAVA staff.  A copy of this will be placed in your employee file.
Third unexcused absence – Dismissal from the Office of Academic Affairs for Varsity Athletics Tutorial Program.