Steps for Home Tutoring

In accordance with policy 8450R, administrators can approve up to three weeks of home tutoring for a student. 

If tutoring is needed beyond three weeks, administrators can contact Becky Carman, who will work with school physicians to assess the student’s needs.  

1. Administrator notifies secretary that home tutoring is approved for student

2. Secretary secures tutor(s) in accordance with Resource documents and shares Home Tutoring policy with tutor.

 A. First time Tutor at your building? 

i. Submit a Helpdesk Ticket requesting that the specific teacher have access to the Home Tutoring Record Tab of your building in IC. 

   ii. Send an email to hr@shenschools.org and CC list-payroll@shenschools.org requesting that the specific teacher have a tutoring position added in Wincap. 

 B. Tutor is not available in the dropdown menu in Infinite Campus (IC)? 

  Submit a Helpdesk Ticket requesting the teacher/tutor be added to the teacher list in IC. 

3. Secretary sets up Infinite Campus record

   • Building Secretary/CAP Secretary: Setting up a Home Tutoring Student in Infinite Campus (IC)

4. Secretary informs tutor of the following requirements:

• To submit a Home Tutoring Record for each tutoring session in Infinite Campus during the tutoring session or by the end of the tutoring session day (this will initiate tutoring payment)

• To complete an Instruction Delivery Plan using form 8450F1

5. Secretary will on a weekly basis:

     Elementary

• Pull Home Tutoring report and save it in the building’s Home Tutoring shared folder 

• Gain admin approval of the tutoring sessions listed on the report using one of the following methods:

  • Admin can sign the physical report - signed reports must be uploaded to the Google shared folder

  • Admin can place their initials in column V of the digital report

• Create Home Tutoring Timesheet(s) in WinCap (any day except for Mondays and Tuesdays)

• Compare report against tutor timesheets in WinCap

• Approve timesheets by Friday

    Secondary

5. • Pull Home Tutoring report and save it in the building’s Home Tutoring shared folder

○ Shared folders: Middle School | High School   

5. • Gain admin approval of the tutoring sessions listed on the report using one of the following methods:

     • Admin can sign the physical report - signed reports must be uploaded to the Google shared folder

     • Admin can place their initials in column V of the digital report

   • Create Home Tutoring Timesheet(s) in WinCap (any day except for Mondays and Tuesdays)

   • Compare report against tutor timesheets in WinCap

   • Notify administrator that home tutoring timesheets are in the queue for their approval

   • Ensure that timesheets have been approved by Friday

6. Deputy Superintendent’s office and Assistant Superintendent for Finance  will:

   • Approve timesheets on a bi-weekly basis

7. Payroll will:

   • Process payment based on tutoring date and completion of approval process.  Payment may occur up to 3 weeks after tutoring date depending on payroll payment schedule.

SUMMER

Home tutoring takes place during the academic school year, September-June.   

In exceptional cases, administrators may reach out to the Deputy Superintendent and Becky Carman to discuss potential options.

Sample documents

• Sample Letter to Parent

• Sample Return to School Plan

Questions on...?

• How to roster home tutoring sessions for students ?  Contact Holly Greene at greeholl@shenschools.org, or Michele Carlson at carlmich@shenschools.org

• Infinite Campus issues?  Contact Holly Greene at greeholl@shenschools.org

• Home Tutoring hours or payment?  Contact Payroll at List-Payroll@shenschools.org

• General Home Tutoring questions?  Contact Rachel Gomez Domenech at gomerach@shenschools.org