A letter for tutors

Dear Teacher,

Please find below explanations regarding mentor counseling and class-related matters:

1. Each class mentor should have at least one conversation with students (including enrolled and suspended students) per semester and complete registration of counseling records in the system.

(Supplementary Explanation: "Suspended students" still receive mentor fees and student activity fees each semester. The school hopes that mentors will continue to provide counseling and support to students during their suspension period to enhance their willingness to return to school. Counseling methods include "telephone contact," "internet email," "online instant messaging," "contacting parents," and "meetings." Mentors can choose one of these methods for counseling and register counseling records.)

2. If mentors encounter students with special circumstances requiring professional intervention, please fill out a referral form (transferring knowledge, transferring referral) in the system based on the students' needs, briefly describing the problem and referring it to relevant professionals such as pastors, life mentors, instructors, career counselors, health practitioners, psychologists, etc. Due to privacy concerns, mentors should obtain consent from students for referral counseling before registering the "transferring knowledge, transferring referral form."
3. Applications for student activity fees should be completed based on the actual number of participants and activity needs within the deadline notified by the organizing unit (only subsidizing students, with a principle of $125 per student per semester). Mentors should clear the fees within one month after the end of the activity. The deadline for this semester is before the seventeenth week (based on receipt by the finance department). During clearance, please attach the sign-in sheet of participating students and submit progress reports and activity photos.
4. The evaluation rules for mentors at Chang Jung Christian University are as follows:

Undergraduate (including extension bachelor's degree program): The mentor's evaluation score is the sum of "counseling work records," "attendance at seminars and meetings," "class meeting records," and "online questionnaire evaluations," with a maximum score of 100 points.

 Graduate School (including doctoral, master's, and professional master's programs): The mentor's evaluation score is the sum of "counseling work records" and "attendance at seminars and meetings," with a maximum score of 100 points.

Mentors who do not achieve a score of 70 in the evaluation for each semester will have their names compiled by the Counseling Center and submitted to the director mentor and chief mentor for joint counseling.

5. Please assist class representatives in registering the list of class cadres in the student system within the specified deadline (class registration passwords have been notified to each department head and assistant before the start of the semester). Please confirm the list and execute the signature operation in the campus E-system to avoid overdue and affecting the rights and interests of class cadres.
6. Class meeting time: At least three class meetings should be held every semester (at the beginning, middle, and end of the semester as a principle). During the meeting, the class mentor should be present to provide guidance.
7. Class meeting records: Please have the art and skill head register the class meeting records in the student system within three days after the class meeting. Please execute the signature operation in the campus E-system.

Wishing you a safe and successful semester.

Best regards,