Resources for Current Center for Teaching and Learning (CTL) Tutors

Hiring Documents for New Tutors

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Hiring Documents for Current Tutors

ALL of these Hiring Documents MUST be completed by Thursday, Sept 27.

These forms MUST be completed or updated within the first two weeks of Fall Quarter:

  • Direct Deposit.  All Tutors need to complete this every Fall, even if you have tutored previously. 
  • Tax form (W-4). Complete and update this form on Axess.
  • Patent and Copyright Agreement. Complete this form through Axess.

Other Resources for Tutors

FAQs on Using TutorTrac

  1. What if I'm an Appointment Tutor holding a Drop-In Session? (Special permission needed.)
  2. What if I get an "Access Denied" error message when I try to login?
  3. Why do I get massive amounts of availability appearing on my schedule?
  4. How do I delete a recurring availability?
  5. Copy of the instructions given in training (PDF)

1. What if I'm an Appointment Tutor holding a Drop-In Session?

  1. Log into TutorTrac through Stanford WebAuth.
  2. Create Availability. Make sure that the Type is Drop-In and the Subjectis AT Drop-In. It must be exact, as this is what keeps payroll in check. Use the Payroll Report to check that it was logged correctly.
  3. No need to make an appointment!
  4. After the session, log the Visits.
    1. Sign into your Tutor Main Menu.
    2. Hover over the Go To... menu and select Log List.
    3. Select Batch Visit Entry.
    4. Enter the Date, Time, Reason and Assistance In (or Course) for the first student.
    5. Enter the SUNet ID (find it on StanfordWho) of the first student, and click Save. The student's name and visit information will be put at the bottom of the screen.
    6. Adjust the date, time, subject as necessary for the next student, enter his or her SUNetID and click Save again.
    7. Repeat for each student.

2. What if I get an "Access Denied" error message when I try to login?
Delete your cookies and try again.

To delete your cookies:

  1. Go to the Tools menu in your browser.
  2. Select Options or Internet Options.
  3. Find the tab or page about cookies and select Delete Cookies or Clear Cookies.

3. Why do I get massive amounts of availability appearing on my schedule?
If this has happened, please email the Tutor Coordinator to have her delete the extra availabilities.
Reasons why this may be happening:

  • When you enter your availability, make sure that next to the starting time, you've entered the duration of hours that you would like to tutor that day. If you enter the ending time, it will interpret it as a number of hours and give you lots of availability. For example, if you enter 5:00 for your ending time, TutorTrac believes you want to tutor for 500 hours and creates 1000 half-hour appointments.
  • When you set the recursion for your availability, make sure that you put an appropriate number in the "interval" field. If you say you want to repeat daily and leave your interval at zero, TutorTrac will repeat your appointments several times for that same day. The interval must be one (1) or more.

4. How do I delete a recurring availability?

  1. Log into TutorTrac through Stanford WebAuth.
  2. Find and click on the first occurrence of the availability on your schedule.
  3. Change the number of remaining occurrences to "0."
  4. Save with this change. (This gets rid of all future occurrences of that availability.)
  5. Delete the availability. (This gets rid of the first occurrence.)
  6. Double check your Week Schedule to ensure that you've deleted what you wanted.
  7. Notify the Tutor Coordinator if you've deleted more than ten (10) availabilities, so that they can be fully cleared from the database.

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