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Responding to Submissions

Tutors respond to two type of submissions: Writing Assignments and eQuestions. Rewiew procedures for picking up submissions and reminders on best practices below.

VIDEO OVERVIEW

This brief video provides an overview of logging in, setting up the queue, and responding to a Writing Assignment:

Having trouble viewing the video? Try watching the video in a new window.

PROCEDURES & BEST PRACTICES

Filter submissions by type - Writing Assignments and eQuestions

Picking up a Writing Assignment

Working with a submission

Working with a second or third submission

More than three submissions

Responding to long Writing Assignments

No file submission with a Writing Assignment

Non standard file submission

Can't open a student file

Collision avoidance - multiple tutors claiming a submission

Student submission history

Duplicate submissions

Responding past an assignment due date

Picking up eQuestions

Student complaints

Unable to respond to submission

 

 

Both types of submissions come into the WriteAway tutoring queue:

During your shift, the priority should be responding to Writing Assignments. If you have a few minutes at the end of your shift, or between Writing Assignments, then you should respond to eQuestions.

Filter submissions by type - Writing Assignments and eQuestions

You can filter the queue to show only Writing Assignments:

To respond to eQuestion submissions, when you have a few minutes at the end of your shift, or between Writing Assignments, filter the queue to show only eQuestions.

Once you've filtered the queue, remember - set-up the queue by clicking "Updated" and pointing the arrow up:

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Picking up a Writing Assignment

Update the queue by clicking "Updated" and pointing the arrow up:

Preview the first Writing Assingment at the top of the queue by clicking the eye icon:

** ONLY CLICK THE BLUE TITLE IF YOU ARE ABLE TO RESPOND TO THE WRITING ASSIGNMENT**

If you click the blue, it's up to you!

This will show you information from the student submission form before you pick up the Writing Assignment:

 

Once you've previewed the submission form to learn more about the Writing Assignment, and you've determined that you have time on your shift to respond (based on the page numbers included in the submission form), select "Go to ticket page"

If you will not have enough time on your shift to respond, select "Close" and preview the next Writing Assignment in the queue.

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Working with a submission

When responding to a Writing Assignment, follow the procedures as outlined in the WriteAway Tutor Response Template. There are also more documents in the Resources section of this website that can assist with your response (e.g. Responding to Long Submissions).

In the diagram below, review the six steps to working with a submission using the tutoring software:

**N.B. For Step 2: It is helpful to use a consistent naming convention when saving student assignments. The WriteAway Administrative Centre suggests saving the paper with the original title and your initials added the end (e.g. EffectsOfSmokingJR.doc). Avoid using symbols (e.g. *%#) in the title.**

Once you have clicked "Submit as Closed" the submission's status at the top of the page will show "Closed":

After closing the submission, return to the queue and set-up the queue by clicking "Updated" and pointing the arrow up:

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Working with a second or third submission

A submission’s “Status” in the queue tells you if it is first or subsequent submission:

  • If a submission is “New” it’s the first time the assignment has been submitted
  • A “New” submission does not have an “Owner":

If a submission is “Open” it is a second or third submission

  • The “Owner” of the ticket is the tutor who responded previously:

As with a first submission, you can preview the resubmission by clicking the eye icon to determine if you have time on your shift to respond to the student.

 

On the ticket page for a second or third submission you will see a red band telling you the previous tutor who responded to the submission - the tutor will be identified by name: "This question is claimed by: Tutor X"

Double check that you are the only one viewing the ticket page

If you are the only tutor on the ticket page, respond to the student's submissions. Files are arranged from oldest, at the top, to newest, at the bottom:

Start by scanning the previous tutor response to ensure that the student has acted on his/her advice. If the student has not utilized the advice, respond with the script “New Draft Submitted Without Making Changes Suggested by Previous Tutor.”

As with first drafts, prioritize Higher Order Concerns (HOCs) over Lower Order Concerns (LOCs), as appropriate to the writing submission. It might be that most HOCs were addressed in previous drafts; in this case present your feedback on LOCs. You may notice that a student has made little progress even after incorporating the previous tutor’s feedback. If you feel that the student could continue to revise the HOCs addressed be the previous tutor, you can expand on the last tutor's discussion and response.

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More than three submissions

If you find that the student has already submitted three drafts of a paper, please respond to the student and let them know that they've already received the maximum amount of help for that paper (See Scripts).

 

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Responding to long Writing Assignments

Submissions longer than 8 pages are considered long submissions. A response guide for long submissions is available on the Tutor Resources page.

 

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No file submission with a Writing Assignment

A student may accidentally submit a Writing Assingment without a file for you to review. If this happens, follow the steps below, using the script:

 

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Non-standard file submission

Tutors may only repond to .doc, .docx, .rtf, or .txt files. If student uploads a file that is not one of these four files types, return the submission and use the script to respond to the student.

 

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Can't open a student file

Occasionally a student paper cannot be opened when symbols (e.g. *%#) are used in the title of the paper. Ask the student to rename his/her document and resubmit the paper by attaching it to their reply email. (See Scripts).  *See also “Student Unable to Open a Tutor’s Response” in the Scripts.

 

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Collision avoidance - multiple tutors claiming a submission

If you see a blue notification in the bottom right-hand corner of your browser once you've claimed a submission, another tutor is already working with that submission:

If the notification is present, return to the Dashboard and set-up the queue by clicking the "Updated" arrow so that it points up.  

 

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Student submission history

To review previous submissions by a student, select "User History" from the grey box at the top of the page: 

 

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Duplicate submissions

Sometimes a student will submit the same assignment within minutes, at other times the student might submit the same paper after a few days if they haven’t received feedback – this occurs on occasion when the turnaround time is long.

It is always helpful to be on the lookout for duplicate submissions, especially when the queue is long. If you see two papers in the queue with the same title and by the same student, they are likely duplicate submissions. Preview both submissions and, if they are indeed the same, claim both. Provide feedback on the earliest of the submissions and upload your version of the assignment with feedback; in the email message section of your response let the student know that two duplicate papers were received and that the version attached contains the feedback (see Scripts: Duplicate Papers). Next respond to the second submission but without uploading anything, and again indicate in the email message section that this assignment is a duplicate submission and your comments have been provided in the first submission.  

If the two papers you have picked up are NOT duplicate papers, and you are able to respond to both, do so. If you do not have time to respond to both, please notify the WriteAway Administrative Centre as soon as possible. 

 

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Responding past an assignment due date

Tutors should give feedback even if it appears that the student’s assignment due date has passed. It could be that the assignment due date has been extended or a student has permission to resubmit to their instructor. In addition, feedback is intended to help students grow as writers; the advice tutors give can be applied to future assignments. A script is available to use if you think the assignment is past its due date. 

 

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Picking up eQuestions

eQuestions are specific grammar or writing questions that should take between 5-15 minutes for tutors to answer. If, for example, you have about 10 minutes before your shift ends - it makes sense to respond to an eQuestion at that time, rather than picking up a new Writing Assignment that you won’t likely be able to finish. You can search for eQuestions by filtering the queue and selecting "eQuestion" as the submission type. See "Filter submissions by type." Remember to set-up the queue by clicking the "Updated" arrow so that it points up. As with Writing Assignments, you can preview eQuestions before claiming them. 

 

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Student complaints

If a student provides negative feedback about their WriteAway experience (e.g. through an eQuestion or as a second or third submission of a Writing Assignment), please forward the complaint immediately to the WriteAway Administrative Centre

 

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Unable to respond to submission

If you have accidentally picked up a submission that you cannot answer for some reason, please email the WriteAway Administrative Centre, explaining why you are not able to respond (cc your institutional coordinator on the message).

The WriteAway Administrative Centre will either:

a) Return the paper to the queue for another tutor to pick up, or

b) Refer the student to their institution’s writing centre and notify the student’s institutional coordinator (if the paper would be better served by assistance from someone at that institution).

 

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