NU Reflect - Newcastle University

Where does the tutee information come from?

The information on tutors and tutees / PGR supervision students comes from SAP SLcM (the University's student management system) and the ePortfolio and other systems are normally updated via a nightly data feed.

The information needs to be correct in SAP, and any changes to this need to update through this nightly data feed, to show correctly in ePortfolio.

Note: Students on intercalating programmes will not show on the home page list of tutees for the personal tutor on their substantive programme, for the length of the intercalating degree. Meetings with these students can still be recorded by searching for them by name.

Who to contact if this information is wrong?

In the first instance contact your School/Institute to report the problem and ask them to check the information has been correctly entered on SAP. For PGR students contact the relevant PGR administrator who will liaise with RSST/Graduate School.

For taught students:

• The personal tutor’s information needs to be in the 'Advisor' field in SAP.
• Rather than deleting a previous tutor - set the end date to the past (often set as indefinite).

For research students (including MRes):

• For PGR students - supervisor information is generally updated in SAP after the Learning Agreement is submitted (students will usually already have been assigned one supervisor at the application stage); if required it is updated when the supervisory team is formally defined in Project Approval process.
• Administrators please note: supervisor information in SAP needs to be in the 'Individual Work' field, rather than in the 'Advisor' field.

It will take at least one working day from the data being entered on SAP to it being available in ePortfolio, sometimes longer.

If the tutor-tutee information is correct on SAP and was entered at least 1 working day before then the problem should be reported to it.servicedesk@ncl.ac.uk.

How can I record a meeting before this information is updated?

You can still record meetings even if a student or tutor is not appearing on the home page of your ePortfolio.

In 'My Meetings' simply record and save a meeting - then add attendee(s) - you can add any student or member of staff in the University.