Embedded tutoring is a partnership between you and a tutor to support student learning.
The Harte Center for Teaching and Learning
Embedded tutors work alongside you to support student success in your course — whether through drop-in hours, small-group sessions, lab facilitation, or attending class. You'll serve as a mentor to your tutor, collaborating on the best approach for your students. It's a partnership built around your course and your needs.
1. Submit your request
Fill out this form with your course details and recommended students to tutor.
2. We review your request
The tutor team will review your request. Requests are subject to tutor availability and program capacity.
3. We contact recommendations
The peer tutoring team will reach out to the recommended students.
4. Confirmation
Once students confirm, you will be notified and formally introduced to your embedded tutor via email.
5. Partnership begins
The tutor(s) will be assigned to your course at the start of the semester you requested.
Before you submit
⏰
Submit early
Requests should be submitted at least 4 weeks before the semester begins to allow time for matching.
👤
Request limits
Faculty may request one tutor per course. Department Heads may request up to four tutors for large introductory courses.
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Not guaranteed
All requests for embedded tutors are subject to tutor availability and program capacity.
📅
Per course & term
Each request is tied to a specific course and semester. Submit a separate form for each course you'd like supported.
Access the spreadsheet to review, add, or remove members of the tutoring staff. The spreadsheet is shared with the Student Employment Office.
Step 1
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Upload a "Find Course Offerings" export each semester — powers course names in the Tutor Courses tab. Re-upload when the semester changes; courses not in the current file show as a code only.
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Filled By:EmbeddedIndependentE + I—No coverage
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Upload your files above to see the gap analysis.
👤 Manage Tutors
Toggle tutors between active and inactive. Inactive tutors are greyed out in the Tutor Courses tab and excluded from gap calculations.
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▣ Course Gaps
Find tutors for unmet course requests, and evaluate prospective tutor hires against current coverage gaps.
📭 Unmet Courses
Search for a course code to find tutors who support related courses, then email them about an unmet tutoring request.
Find Related Tutors
Enter a course code to find tutors who support courses with the same prefix (e.g. CHEM2410 shows all CHEM tutors)
📋 Tutor email addresses copied to clipboard — paste them into the BCC field in Outlook. The subject line has been pre-filled.
📭
Enter a course code above to find related tutors.
🎯 Hiring Gap Finder
Enter a prospective tutor's name and courses to see which gaps they would fill.
Prospective Tutor Preview
Courses must match existing course codes in your data exactly (e.g. CHEM1010)
🎓 Faculty Tutor Requests
All embedded tutor requests submitted by faculty. Manage each placement through the workflow stages below.
⏳
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✏️ Tutor Course Changes
Course change and status requests submitted directly by tutors. Mark each one as Done once you've applied the change in the system.
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Pending
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Completed
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Total
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Loading requests…
⚙ Settings
Configure dashboard behaviour and appearance. Changes take effect immediately and are saved to this browser.
✉️ Email Templates
Edit the emails used in the Faculty Requests workflow. Use {{variable}} placeholders — they are filled in automatically when you click the email button.
💲 Workday Hours Resubmission
Configure the dropdown reasons and email template used when sending tutors a Workday resubmission notice from the Tutors tab.
🗓️ Faculty Request Semesters
Controls the "Semester(s) you are requesting" field on the Faculty Request tab. The form itself is always visible — toggle a semester Open/Closed here to control whether faculty can pick it; closed semesters stay listed in the dropdown, grayed out, with a "requests have now closed" message.
✅ Saved
▲ Gap Analysis Threshold
The number of tutoring sessions used to determine how many tutors a course needs. A course with 50 sessions and a threshold of 25 requires 2 tutor(s). Lowering this raises the bar; raising it lowers it.
sessions / tutor
✅ Threshold updated — gap analysis recalculated.
Current Value
25 sessions / tutor
🎨 Appearance
✅ Saved
⏱ Check for Stale Data
Flag any Data Source file that hasn't been updated recently.
🔬 Supabase Diagnostic
Checks tables, columns, data integrity, and that public/private access actually works — from a real tutor's point of view, not just yours.
Tutor Courses
Browse the courses you support, request changes, and use QR codes to check students in and out of embedded sessions.
The Harte Center for Teaching and Learning
How to Request Changes
1
Find your name and click Request Change on your card.
2
Enter courses to Add and/or Remove, or select a Status Change.
3
Click Send Request — the tutoring team will review and make the requested changes.
👤 Filter by Tutor Name
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📖 Filter by Course Code
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⭐ Filter by Head Tutor
🏷 Tutor Type
⏳
Loading tutor data...
⏸ Make Tutor Inactive?
Review gaps this will create before confirming.
🗂 Who's uploading?
Saved with this file's upload timestamp so the team knows who last updated it.
✅ Request Submitted
Request submitted! The Tutoring Team will review it shortly and make the requested changes.
Please email peertutors@wlu.edu with any questions related to your request.
🔒 Verify Your Identity
Enter your Washington and Lee email to confirm it's you before requesting changes.
🔒 Verify Your Identity
Enter your Washington and Lee email to confirm it's you before accessing your QR code.
Before you continue
Embedded Tutors must scan the QR code to check tutees IN and OUT of sessions, including drop-ins.
Tutors must bring a printed or saved copy of their QR code to every session. You may download and print the QR code from this Admin tab.
Checking students in and out of sessions is important because it keeps tutoring records accurate.
✉️ Edit Template
To:
Subject line
Email body
Available variables:
💲 Edit Workday Email Template
Available placeholders: {{tutor_first}}{{tutor_name}}{{reason}} — wrap text in **bold**
Subject line
Email body
🔒 Team Sign-In Required
The Feedback tab is restricted to the coordinator team.
Incorrect email or password — please try again.
Session Feedback
Upload a Penji sessions spreadsheet to see tutor activity, session volume, and feedback from tutees.
📁 Penji Sessions Export
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Sessions by Tutor
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Student Ratings (1–5)
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Tutee Feedback Comments
Upload a file to see feedback.
All Sessions
Tutor
Student
Course
Date
Status
Rating
Student Comment
Upload a file to view sessions.
💲 Workday Hours Resubmission
Select a reason and send
To:
Subject:
Choose a reason above to preview the email.
Request Details
📋 Roles & Responsibilities
Please read the following before submitting your request.
The Harte Center is responsible for:
Recruiting and onboarding tutors.
Training tutors (via the INTR-205 Peer Education: Theory and Practice course) — Fall term only.
Paying tutors.
Supporting faculty in their mentoring roles.
Handling performance concerns, including dismissals.
Faculty are responsible for:
Adding tutors to their Canvas courses.
Conducting meetings with tutors for support, guidance, and feedback.
Communicating expectations to tutors, including how the course(s) will be taught and assessed.
Encouraging tutors to book tutoring spaces (via 25Live) and promote their tutoring hours.
Communicating with the Peer Tutoring Leadership Team as to whether you will continue working with your assigned tutors the following term, or will end their employment.
Embedded Tutors are responsible for:
Partnering with faculty in support of the course.
Participating in tutor training (enrollment in INTR 205 — Peer Education: Theory and Practice) — Fall term only.
Promoting their tutoring efforts within the course and the department.
Booking tutoring spaces through 25Live.
Upholding high standards of professionalism and tutor conduct.
Having adequate availability to commit to the role.
