efficient - Nimbus Learning

Running a tutoring program is no easy task. There’s scheduling, interviews, background checks, helping with lessons, and so much more. But did you ever stop to think about the work that affects other departments?

That’s one thing Derek Collins, Chair of Teaching and Learning at Lakeland College, noticed about their tutoring program before they decided to partner with Nimbus Learning. Not only did it take a ton of time for the person responsible with managing the program, but there was also support needed from their HR department and other members of the department.

Thankfully, Nimbus Learning provides an easy solution. We sat down with Derek to see how Lakeland used Nimbus Learning to cut back, big time, on the amount of time and effort it takes to run their tutoring program.

NL – How were you managing your peer tutoring program before Nimbus?

DC – We had a system that we used through our HR department to sign up tutors. Officially, they were done as individual contracts – you can imagine all the paperwork that involved.

Scheduling was managed through a spreadsheet. The person who looked after it just had a big sheet of paper and then would schedule tutors and match students with them. Eventually, we had to have a few more people on the team pick to up extra work because it was just too much.

Has Nimbus helped save your department time managing the Lakeland tutoring program?

Yeah, it was more than one person managing this program on top of what they were doing. It was quite a bit, and then you have to factor in the HR department doing all these contracts and then sending out checks once the hours were submitted.

Now we find maybe, at most, it takes one person a couple of hours a day – but that’s rare. Maybe at the start when there’s an influx of students and tutors.

I finished my duties in 20 minutes today.

Has the Nimbus platform helped your program be more efficient?

Oh, absolutely. Most of the students seem to be able to get onto the app no problem, whether they are a student or a tutor. Tutors take a little bit more work because we have to review their candidacy to be a tutor, so they’re waiting a little bit, but it’s still pretty good.

I like how the students can just connect with the tutor directly. That messaging is handled all within the system – we’re not sharing anything, so that privacy is maintained. That makes scheduling way easier.

There’s so many things I like about Nimbus. Being the chair of the department, I like being able to see the dashboard and track and see how it’s being used.

The funds are also managed through the app, which saves our HR department time too. The tutors have communicated they’re happy with how it’s deposited fairly quickly and easily. The way we do it is we front load: we give each student X amount of money. So that’s in the system already and most students aren’t paying anything; they can just book a tutor and are done.

What tips do you have for tutors using the Nimbus platform?

Making sure their availability is up to date. That’s probably the biggest one, remembering to make an updated schedule.

How do you intend to use the Nimbus platform to continue to grow your tutoring program?

There’s been a lot more demand for groups. I’ve noticed that some tutors are just spontaneously offering group sessions.

We have more of a demand for tutors than we have availability, so we end up with not enough tours generally. Encouraging more group sessions may be a way to facilitate more connections and support for students.

I’ve also taken a look at the mentorship platform. We could certainly see down the road expanding a mentorship program onto the platform.

About Nimbus Learning

Nimbus Learning works with the student success services at universities and colleges, to provide an end-to-end platform for easier access, more efficient management and receiving program insights for programs including tutoring, mentorship and study groups.

Organizations that have partnered with Nimbus Learning see on average 52% in time saved for administrators managing these programs and up to a two and half fold increase in student usage. 97% of students rate sessions booked and facilitated through the Nimbus platform 4.5 out of 5 stars or higher and report increases in grades.

The Nimbus platform can utilize anonymized data points such as current course grades, class attendance, demographics and more to develop a unique predictive score of academically at-risk students. This allows administrators to directly approach at-risk students instead of relying on them to seek help when it may be too late. This feature allows Nimbus to help schools better target at-risk students and significantly improve student retention.

Connecting faculty tutoring programs can be a huge benefit to the students and tutors, giving them more opportunities to find the resources they need to thrive. This is one of the reasons that two faculty associations at the University of Manitoba, the Engineering Society and the Science Students’ Association, connected with Nimbus. Now, both faculties are able to run their volunteer tutoring services independently, but students from each are easily able to see what is being offered across the board in one centralized platform.

These programs are also unique in the fact that they are run by volunteers. To understand the unique needs and challenges of these programs, Nimbus Learning sat down with Amy, Director of Academics with the Science Students’ Association, and Kassem, the Vice Stick Academic with the Engineering Society, to talk about staying efficient, juggling multiple roles, and how they motivate their peers.

How many volunteer hours do you dedicate to your tutoring programs a week?

Amy: The beginning of the semester is usually when I spend the most time on the program, just to review the tutors properly and to answer emails and stuff like that. That takes at least a couple of hours a week. Towards the end of the semester I only average an hour, maybe, a week.

Kassem: It’s the same for us. In the beginning of the semester, it was almost up to five hours a week, whereas now I’m barely making an hour per week.

What are the key objectives for your programs?

A: There are a lot of courses within the faculty of science that have a reputation for being difficult. A lot of the course material isn’t easy, so we recognize that there is a need for tutoring. Peer tutoring is great because students who have recently had success with the course can meet you at your level, right? There’s not that need to make a connection with someone who’s a lot older and is maybe more intimidating.

One of the objectives that is unique to this kind of programming, that other tutoring services might not be able to offer, is fostering relationships and building a sense of community within our faculty between people in different years.

K: The engineering program is also a very difficult field for a lot of students. We had a tutoring service before that wasn’t through Nimbus — it was just on our own type of thing. That was a lot less structured and we had some trouble with it. I agree with Amy on the fact that students want to be tutored by students that have taken the courses and who’ve been through the same pain with the same professors. It’s more relatable.

A: Oftentimes students will have the same teacher too, so the tutors know how the exams work and they can give that kind of personalized advice.

As student volunteers, the tutoring programs aren’t your only responsibility. How does Nimbus help you stay efficient?

K: Nimbus is super easy to use. Once you set someone up, they just free rein to do what they want in a controlled environment. When you sign up a tutor, it’s now their job to be available for the students. We don’t have to matchmake, which we used to do before we partnered with Nimbus. I think that’s how it makes it so much easier.

A: Also, the digitalization of the program is huge. Having an app format makes it so much more accessible for both students and for tutors. It’s a very familiar format for people and it’s available on both Samsung and Apple products. It’s just great.

From our administrative standpoint, it’s nice to have a list of all the tutors that use our platform, and then it’s also nice to see all the individual sessions. I can see who’s canceling sessions versus who’s re-booking sessions, so you can get an idea of who’s showing up to the sessions that they book.

As students yourselves, what are your relationships with the student tutors like?

K: Honestly, for tutors I met through Nimbus we now know each other on an acquaintance basis, and some of them actually became pretty good friends afterwards. It opened the door to a larger network.

How do you market to your student body?

A: Especially through COVID, we’ve moved almost all of our marketing online. So through social media, we have it on the Faculty of Science newsletter that goes out. We have monitors in the halls that are being put up, so we’ll have slides running through those continuously. Email services have been where we’ve had our biggest increase in users, but I think just word of mouth helps a lot.

We’ve done some in-person marketing — in the fall we had a lab event, which is just like a seminar with about a hundred or so students that are interested in pursuing research. We advertised it to the whole group, because these are people who are looking for academic, enriching opportunities, and we got some people who joined as tutors after that too.

K: We’re pretty similar. We’ve sent out a lot of emails and put notices in the weekly newsletters to the engineering department, both calling for tutors and advertising to tutees. On Instagram there’s weekly posts, stories and reels. And when Patrick came in, we did Nimbus pop-ins to lectures, which was really useful. A lot of people signed up from that.

At Nimbus, we’re not just rooting for you – we’re actively working to help your program succeed. If you have any questions or are looking for support for a tutoring program custom-designed to suit your campus, we want to help! Connect with us today to get started.

There’s nothing quite like a leader who came up through the ranks. Katarina Allan, President of the Mount Saint Vincent University Students Union (MSVUSU), knows first hand what it is like to be a tutor and having to spend a considerable amount of time connecting with students and setting up course work.

Allan first started her own company, Katarina Allan Tutoring, in 2016. Then, when the MSVUSU first started with Nimbus, Allan signed on. Overall, as a tutor, she says the platform made her more efficient. It got rid of the back and forth to book a session, and provided an easy way to advertise her services.

Now, as President of MSVUSU, Allan takes on a bird’s eye view of the tutoring program and Nimbus’ role within it. She sat down with Nimbus to talk about using the platform to improve tutoring in university and her advice for new peer tutors.

What was your first introduction to Nimbus Learning?

I’m actually a professional tutor. I run my own company in Halifax, Katarina Allan Tutoring. I’ve been tutoring professionally since 2016.

When the MSVUSU got the Nimbus tutoring platform in 2020, I thought it made a lot of sense to apply. I was approved, and I found the platform works really well. It increases the efficiency of connecting with students and takes away a lot of that extra time that goes into booking and rescheduling sessions and all that stuff.

** To avoid a conflict of interest when administering the Nimbus program on the MSVU campus, Katerina no longer operates as a tutor on the Nimbus platform.

Do you feel the Nimbus platform made it easier to connect with students?

It’s easy to connect with students because they can find you in the app and send you a message. Tutors also make their times available right on the app. It takes away a lot of the back and forth, emailing questions about pricing, availability, or what courses you teach. Nimbus just sort of deals with all of that and streamlines it. It’s much easier that way.

It also makes payment processing way simpler. When I’m working with students off the Nimbus platform, I’m generating invoices and sales receipts and working through all of that. So there’s a bit of paperwork on either end. Sometimes, there’s situations where you have to go and ask someone to pay you or remind them because they’ve forgotten. With the Nimbus platform, that’s all taken care of ahead of the session — you don’t have to have those awkward conversations.

Has Nimbus made your program more efficient?

It’s much more efficient through the platform than it is to connect with them through other means. And I think it’s also more efficient for the student because, when they look for the course, they can select from the tutors available. They don’t have to spend time on Kijiji or in a Facebook group, trying to track down tutors. They also don’t have to purchase their tutoring service from a larger company where the tutoring rates tend to be a bit higher, and the amount that actually goes to your tutor is lower.

What do you find are the most useful features of the Nimbus platform?

The tutor profile, the in app messaging, and the scheduling and payment processing are the most useful ones. The tutor profile is really useful because it saves time on questions like, Are you able to tutor this class? If I was available, I could turn it on and then the answer is evident through the app. And if I tutored a class, the class is available and that’s evident through the app.

The tutor profile is also more efficient for the student because they can get a pretty good picture of what the qualifications the tutor has and what their price point is going to be.

One thing that I also find works really well is providing feedback to the Nimbus team, and having new features in the app developed.

How do you intend to use the Nimbus platform to continue to grow your tutoring program?

For the university and for our students, I’m really looking forward to increasing the visibility of the Nimbus tutoring platform on campus and increasing our course coverage. I’m continuing to onboard more tutors so we have that support available.

What tips do you have for tutors using the Nimbus platform?

Create a really thoughtful tutor profile and apply to teach as many courses as possible, because you can always turn them off if you’re getting busy. You’re more likely to get a student if you have more course coverage and more availability. Even if you couldn’t spend a full 10 hours tutoring in a week, if you have 10 hours available, put them on your profile. Then, once you have however many hours filled, you can adjust your schedule.

What tips do you have for tutors in general?

Tutors need to be able to say when they don’t know something — it’s really important. It doesn’t mean that you’re not doing a good job as a tutor. Honesty is pretty key there.

You also need to listen to your student and to what their different learning needs are. Being able to explain the same concept in five different ways back-to-back is a skill that you’re going to want to have because you’ll get to know your student, and you’ll get a more efficient view of what types of explanation will work with that student. By just repeating the same explanation you heard in class, it is not going to work.

You’re there to help them work with their situation. Everyone is capable, they may just need different learning strategies, techniques, and different amounts of time. In the lessons, sometimes people struggle, and it’s definitely helpful when a tutor can say something as simple as you know what, I see a lot of people with this issue. It’s not just you. Then there’s a sense of relief and you can move forward in a problem solving way. A lot of tutoring can be managing student anxiety. You never want to pretend you’re a counselor, because you’re not, but you can help bring that anxiety level down and help them learn better.

Finally, take notes for yourself so you remember, when you go to tutor that same student again, what worked last time. Start with what worked, and each session will get more and more efficient.

At Nimbus, we’re not just rooting for you – we’re actively working to help your program succeed. If you have any questions or are looking for support while recruiting more tutors (help drafting email campaigns, marketing materials, et cetera) we want to help! Connect with us today to learn more.

Education A-Z is a tutoring company offering a variety of educational services to students of all ages in the greater Montreal area, from elementary school through university level. They offer one-on-one, private tutoring, specifically tailored to each student’s unique learning style and needs.

Their goal is not only to improve school grades, but to foster confidence, independence and life skills to better the lives of their students.

This week, we spoke to Alysha Zackon, the co-founder of Education A-Z and a tutoring savant about the importance of pairing the right tutor to students in need and her goals for this year.

What is your role in this company?

I am the co-founder of Education A-Z, as well as one of its tutors. My main job is finding, introducing potential instructors into our philosophy and approach to tutoring and learning, and ultimately matching the right tutor for each student. We are looking for tutors who have the right blend of domain knowledge, social skills, reliability, adaptability and love of teaching.

Why were you interested in working with us?

When I first heard about Nimbus, I immediately recognized its potential to benefit our clients and our business. Nimbus offers an outstanding platform that provides a much-needed service in Montreal. It is especially important today for teachers to be able to give students the full range of available sources for help in learning. This includes access to the best extra help that many students need. Nimbus is an excellent platform for the type of partnership needed between Education A-Z, our clients and our tutors.

What are your program’s goals for this school year?

We aim at matching students with the best educators to help them learn content in an enjoyable and relatable manner. We also help them prepare for tests and examinations by teaching both context and test-taking strategies that minimize test stress. We want our students to gain a strong grasp of content that will carry over to their more advanced classes and different contexts. Most importantly, we believe that we can teach our students effective learning strategies that they can adapt and use their entire life.

While these goals have not changed, the current pandemic has educational and social impact on the way students learn, and the ways we can assist their learning; Education A-Z has adapted to this new challenge.

What role do you hope Nimbus can play in helping you reach your goals?

The importance of matching the student with the right tutor cannot be underestimated.

Nimbus will make it easier for students to find the specialized educational services they need. It will help us pair students with their most suitable tutor based on a variety of factors.

Nimbus also facilitates the scheduling process; both the client and the tutor can spend less time scheduling and more time on education.

Have you changed your approach to tutoring/teaching due to COVID?

While our teaching philosophy and goals have not changed, we will be leveraging technology more than ever to adapt to these unprecedented times. As many of our students are opting for online learning, environment, we will be strategically using various features of video calling platforms. We will also be adapting our methods to make the tutor/student interaction as engaging on-line as it would be face-to-face. This way, we will be able to provide a safe solution without compromising the quality of teaching and learning.

What advice do you have for tutors as they navigate the pandemic?

Tutors should avail themselves of the latest technological solutions and online learning tools. They should also be aware of, and adapt to, the particular limitations of not learning in face-to-face interactions. If they are tutoring students in person, they should adhere to social distancing guidelines.

What advice do you have for students as they begin school with COVID in mind?

First and foremost, follow your school’s safety regulations closely. This is your time be super-heroes and heroines and protect those around you. Take pride in the fact that your actions will contribute to our society’s success.

Keeping up with the demand for your tutoring program can be difficult – Nimbus can help. With our help, program administrators reduce their workload by 52%, which has allowed 60% of our partners to expand current or add new student success programs. Our dedicated team can help inform you (and your student interns) on where to focus your marketing efforts, and can even provide custom materials and strategies to ensure your program success.

Get in touch with us to learn how we can help!

We recently sat down with Mark Leeming, the Learning Skills Coordinator at St. Francis Xavier University, to talk about the University’s transition to the Nimbus platform and how their tutoring programs intend to use Nimbus to assist students throughout the era of social distancing.

StFX connected with Nimbus in Fall of 2019. Leeming found the Nimbus platform allowed him to keep better track of the tutors, creating a more precise registry and a better understanding of what types of tutors are needed. Moving forwards, Leeming is excited about continuing to unify the StFX online tutoring presence via the Nimbus platform and reaching more students with easier marketing tools. The online tutoring presence will also prove useful if social distancing measures need to be enforced next fall.

What sorts of barriers were you experiencing with your tutoring program before you moved to Nimbus?

Well, there used to be a central tutoring program at this university, but it expired many years ago and it was sort of the tutoring wild west when I showed up. Every department had different policies – some had a close hand on things and others had a deliberate hands off policy.

I started by simply maintaining a registry and vetting tutors and my registry at first was on paper and then was just a document on a website, which served its purpose for a while, but it’s very limited. People didn’t know it existed and it was very hard to keep it up to date and, of course, in the end it’s just nothing more than a list.

I was looking for solutions and just as I happened to be looking for improvements the Students Union came along and said, ‘we’re interested in this thing, Nimbus. Do you think the university would be interested in participating?’

We created a partnership [with Nimbus] fairly quickly there and we drew in the Schwartz school of business as well. We’re setting up a branch office of my Student Success Center over there called success Schwartz Success. And the business school has also attempted to maintain their own tutor registry through the Schwartz business society, which was about as successful as my own, but it was inconsistent.

So, you were looking to kind of bring everything under one umbrella?

Exactly. It was easier to manage.

We spent some time investigating providers, there are a couple of main providers in Canada, and we decided that Nimbus was the way to go

How did the transition go, from no platform to integrating it fully into several different programs?

It hasn’t been that difficult to transition [since] I was developing a kind of registry before this. I’ve been spending a couple of years conditioning people to know that if they want to be tutors, they should come talk to me. So that wasn’t too difficult. There were some challenges convincing some people to move to an online database and scheduling system. A lot of people don’t want to include their financial details in an app, or scheduling details, they just want their name on a list to have people find them offline. But otherwise a fairly simple changeover…

The biggest change has been trying to expand it and convince more people to come online and away from the strict offline tutoring business; Convincing them that there’s enough utility to commit to the process of having a profile.

And how have you been able to convince them to do this?

It’s more or less a process of attrition. In that the more people who join the more isolated the ones who don’t. The better it works, the more people will join it.

Now that you have been working with it for a while, how has Nimbus helped your tutoring program?

It’s helped me to know what’s going on. Knowing which courses people are searching for. It’s a lot better than the blackbox method of trying to have a tutor for everything but not knowing who’s working on what.

Being able to keep up with updating the list is so much easier, rather than sending out emails every term. My list always had a number of tutors who weren’t really active, but they were on there anyway. So that’s easier.

I can’t say whether or not it’s really expanded the number of people giving and receiving tutoring, because I really don’t know what the numbers were before. And I don’t know fully what the numbers are now, because there have been still a lot of people who remained offline. Our process of incorporating was interrupted by a certain pandemic.

What I’m most optimistic about is the student union, the Schwarts Success Center are all working on unifying the online presence and approaching students marketing, more so even than last year. This year we get to start with students before they get to campus, or to our virtual campus, or whatever happens.

What do your tutors think of the app?

I’ve spoken to some of them, not a huge number, because I don’t actually employ tutors – they’re privately employed. The platform registers scheduling and payment system. When I talk to the tutors it’s often either they’re new and haven’t used it yet, and going through the vetting process, or they have a problem. If it’s working well people tend not to speak up.

I’ve talked people who have trouble with payment system or have trouble with the scheduling system, whatever their troubles were, they were all very pleased with how well the Nimbus team responded. I mean if you’re used to seeking tech support for apps and programs hardware or software, you’re probably used to asking questions and not getting answers for a long time. You guys are quick.

Is there anything else you would like to mention that I haven’t asked in regard to what you’re looking at this summer?

You guys are working hard on providing an online tutoring platform, which you did, and now working on providing something for group tutoring. Very useful departments at the University are going to be interested in providing some group tutoring options, even at the department level.

Most people are generally aware that things are going to be different. And when things are different, inevitably, some students are going to suffer from that because we have to deal with the full range of humans.

Every situation will be better for some than others, and the ones that it’s bad for are going to need help. It’s good to have something like Nimbus to help that group of people get what they need.

Get in touch with us to learn how we can help!

Nimbus began working with the St. FX Student Union in the Fall of 2019 to assist in streamlining their tutoring platform. Representatives of the Student Union say the system has made it much easier for the tutors to connect with their clients. Rather than having to track the various communication methods and messaging systems that clutter up modern life, both tutors and students knew exactly how to get in contact with each other through the app. The platform also allows the administrators of the program to set up specific sites approved for tutoring – increasing the safety for both students and tutors. Finally, since they are now able to track what subjects students are requesting, the tutoring program knows which subjects they need to recruit tutors for, better supporting their students.

Here, we spoke to a representative of the student union to see how Nimbus is fitting into their tutoring program.

When did the St. FX Student Union start using Nimbus?

We implemented the system in November.

What made you look for a platform like Nimbus?

We were struggling a lot with our past system for peer tutoring and a lot of tutors sounded very frustrated to us. It wasn’t really accurate. And so, when Nimbus came to us suggesting them as a peer tutoring app, we began to look into other options and ended up going with Nimbus because we thought they were the best option.

What sorts of barriers were you experiencing with your tutoring program before implementing Nimbus?

I couldn’t speak to all of the barriers, but from what I’ve understood from listening to students, the main barrier was the technology and getting in contact with their own tutor. Rather than the apps facilitating all of it, which it does now, they would have to ask and email each other and a lot of other barriers to entry. The vetting system was complicated, and the software in general was pretty dated.

What were you looking for in this sort of app?

[When] we started looking, we began to realize that what we were looking for is an app that facilitated everything: messaging, calendar invites, the whole ten yards.

Like a one stop shop – so students don’t have to navigate away from the app in order to get this sorted out?

Exactly. A lot of tutors, what I found, were using their Facebook messaging for some students, emails for other students. They would have trouble remembering where they were meeting up.

How did Nimbus help your tutoring program?

We’re still in the midst of really making it go, but so far the safety of [the program] because all of it’s in house and we get to pick the locations that tutors tutor at. The fact that we’re able to now monitor how many happen, where we need more tutors, or what subjects we need more tutors for and things – that’s really excellent. It organized it, to give you a short answer.

So, it helped you not just with scheduling but also to kind of streamline the entire program?

Yeah, absolutely.

Is there anything else that you’d like us to know about Nimbus or how you’re implementing it?

Everybody that I’ve worked with in Nimbus and in the implementation process have been incredible to work with. And the speed at which Ben and Will work at, also, how they’ve helped us in our marketing troubles and creating marketing materials and creating classroom announcements scripts has been superb. From a customer service perspective, they’ve been absolutely great to work with.Reduce guesswork — rely on data and disciplined rules, not emotions learn more.

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