The importance of record keeping

The Code of Practice is clear that records must be kept of meetings with personal tutees.  Keeping records is important for a number reasons:

  • Enables you to monitor your tutees’ attendance;
  • Creates a record of agreed actions and subsequent follow-up;
  • Allows you to identify trends in behaviour that may only become apparent over time;
  • Provides continuity if the tutor changes
  • Assists in reviewing the personal tutoring system across your Department.

How to record meetings?

The senior tutor in your Department will be able to tell you about the system in your Department for logging meetings, and enabling the frequency of these to be monitored. The University has a default web-based form for record-keeping, if you do not operate your own system. The form is available for your Department to request from the LLI.

⩔ A preview can be seen here:

The Univeristy of Leicester Personal Tutoring Meeting Record Plone Form
The Univeristy of Leicester Personal Tutoring Meeting Record Plone Form

What to record?

File notes on students should consist of clear and concise factual information. When it is necessary to record an opinion, for example to record a tutor’s growing concerns about a student in the absence of any factual information at that point, then the notes should make clear that what is written is opinion and not fact.”

Neville, 2007

As Neville (2007) states, it is best to keep the record factual. Keep the focus on topic and any action points rather than the detail of the conversation. The web-based form sends an email to you and to the student. It is good practice to ask the student to confirm the contents of the record and to add any comments of their own in an email response to you.

Note that students have the right to request to see any recorded information about their person, which should be kept in mind when making any written recordings about the student.