How to Build a Teaching Assistant / Tutor Hiring System

December 5, 2024 4:39 AM

Hello, I recently took a position where I'm managing a group of 50 TAs and Tutors. When I arrived the process to do this was totally bonkers and I've been trying to simplify things to the best of my ability.

Right now, I would say there are six main phases of this process from determining how many students to hire, to them being paid. Think currently includes approximately eight different systems (email, Student Information System, Blackboard LMS, etc.) The process takes place in the following steps:
1. Based on student numbers in certain classes, some classes are provided a TA while others are not. Tutors are recommended by Center coordinators.
SYSTEMS: EUMS, email (Time Frame-2 weeks)

2. Instructors who are allotted a TA are contacted and asked to recommend a TA for their courses. Students will submit combined CV, transcript, schedule and contract in PDF format through Microsoft Forms.
SYSTEMS: email, Excel, Forms

3. Assistant will combine all documents (New Contracts) and load them into Circlario for leadership signatures. (Time Frame 2 days)
SYSTEMS: Forms, Circulario

4. Training of TAs and Tutors in how to fill out and submit their timesheets. (Time Frame 3 days)
SYSTEMS: Teams, Video online, Blackboard

5. Timesheets are submitted through Blackboard (Deadline 2nd of Month.)
SYSTEMS: Blackboard, Excel

6. Timesheets are submitted to Finance and processed (Deadline 5th of Month.)
SYSTEMS: Loaded to finances payment system


I've never worked on anything like this before, but I know it's nuts, that this can be simplified and maybe even a system built to automate these processes.

Steps 3 and 6 have to use in house systems because in steps three, four members of the leadership need to sign each document and in Step 6 timesheets, in PDF format, have to be loaded to our financing/budgeting system.

Is there something out there that can do all this for me? Is there some way to simplify these steps even further?

posted by PHINC to Technology (3 answers total)

Best answer: How many other people are working on carrying out the administrative tasks (if any), and how long has this system been in place?

In my experience it is quite challenging to excise email from processes like this, you will always have some people who resist or are confused by new processes. I think you have to allow for some slack in that area, such that you can easily enter information received by email into your system.

If it were me, I'd probably gravitate towards highest and best use of Microsoft ecosystem as a starting point, since you already have forms and excel in there.

Step one may be to fully document the flow of data (including communications, formal and ad hoc) as it exists now, and the process required at each step. Circulate your process documentation among those who have been involved before, if available. I'd seriously consider going through the existing process once before changing it - there might be an aspect you are missing hat the current system accommodates and it will be painful to find out during. There is tacit knowledge built in.

As for actual tools, don't forget that whoever assists you needs to master those tools for them to be successfully implemented.
posted by lookoutbelow at 5:16 AM on December 5, 2024 [3 favorites]

What lookoutbelow said! Been there elsewhere except for Circularo tool.

Consider informally sampling the perceptions of a few users of each step, what needs improvement, what's good. Conclude such 1-minute interviews with "thanks, but don't get your hopes up."

I see two systems here, steps 1-4 and timesheets 5-6. I bet 1-4 need the most improvement. Improvement to timesheets may mean you make pals in Finance. Find if Finance plans or wants changes to their own mechanisms.
posted by gregoreo at 6:24 AM on December 5, 2024 [1 favorite]

Response by poster: Dear Lookoutbelow,
How many other people are working on carrying out the administrative tasks (if any), and how long has this system been in place?
Basically, just my assistant and I. So, there's not a lot of involvement from "leadership" or for other people to have a lot of interest in fixing the problem. I'm the only person with any skin in the game, though the TAs and Tutors have received their checks late due to me trying to fix a broken plane while it's flying.
posted by PHINC at 10:56 PM on December 6, 2024