Academic support centers use specific systems to track and manage their tutor training programs. This guide outlines current best practices for tracking requirements.
Tracking Contact Hours
CRLA and other tutor training programs set strict rules for counting contact hours. Most centers use a scheduling platform, such as Penji to track contact hours. If you have data in multiple systems (drop-in, appointments, groups), it’s recommended to create spreadsheets for tracking face-to-face hours.
One common challenge is around tracking group appointments. When tutors work with multiple students at once, it counts as one hour total. Example: A tutor working with five students for one hour equals one contact hour, not five. Many centers initially count hours incorrectly, leading to certification issues.
Tracking Training Completion
Learning Management Systems (LMS) serve as the primary tool for tracking training completion. Centers create dedicated courses where one point equals one training hour. This works for both in-person and online training sessions. The LMS automatically tracks completion, preventing manual errors in documentation.
If you don’t have access to an LMS or can’t use it to track training completion for other reasons, some programs have used an Excel or Google spreadsheet to track their individual tutors. Here is an example spreadsheet that you can copy and edit for your own purposes.
Training Timeline
Most centers schedule tutor trainings at the start of each semester. This concentrated period makes tracking simpler and ensures tutors complete requirements early. Monthly check-in sessions follow the initial training. Make-up sessions follow set protocols to maintain consistent documentation.
Implementation Steps
To start tracking tutor training requirements:
- Set up LMS course structure
- Create hour tracking templates
- Schedule initial training block
- Establish make-up procedures
- Plan monthly record reviews
These tracking methods reduce certification preparation time and maintain accurate records throughout the semester. Centers report spending less time on administrative tasks with proper systems in place.
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