Tutoring Facility Policy
Procedure for obtaining departmental tutor facilities use permit.

After extended discussion with the University Senate Undergraduate Council, Student Affairs, the University Counsel and the Distinguished Teaching Professors, the Provost’s office has adopted the following policy regarding on-campus tutoring:

-Students should be encouraged to make maximum use of departmental and university-run support services* that are provided without charge, before they engage paid tutors.

-Commercial tutoring services should be allowed to continue as part of a multi-faceted approach to student support services.

With respect to commercial tutoring services, the following are the existing limitations under which commercial tutoring, whether by individuals or companies, must operate.  The limitations operate in one of two forms, depending on whether campus- or FSA - controlled space is used.

If FSA-controlled space is used, FSA enters into a contract with the tutoring service.  The contract specifies certain restriction (i.e. that the tutoring is in accordance with Guidelines of the Undergraduate Council; it is not endorsed by the University; tutors are not affiliated with courses; promises are not made for specific grade performance; nor is material supplied which may be directly submitted for a grade). The service is essentially offered under “buyer-beware” rules and protects the University against liability.

If campus-controlled space is used, SBU Policy 517 applies.  P517 requires the issuance of a “revocable” permit***.  Issuance of the permit requires a campus sponsor, evidence of liability insurance, a fee to cover utilities and rental, and places restrictions on use of university names/logos in advertising.  The permit restricts the activity to select locations and times.

While policy P517 appears to set a high hurdle for commercial tutoring, University Counsel has advised that, as long as the total yearly revenue by the tutor is below procurement thresholds, a tutor-for-hire can operate under Departmental sponsorship in an “expedited” manner.  Specifically, under departmental sponsorship, the tutor can operate without the insurance requirements of P517; the department can recommend to procurement a waiver of fees and request an expedited permit on behalf of the tutor.  Note that departmental sponsorship consists, at minimum, of implied certification that the tutor has the requisite expertise**.

*A list, maintained by the Academic Advising Office, of departmental and university-run support services can be found on the web page http://ws.cc.sunysb.edu/aadvising/tut.html.

**Departments need to be aware that, maintaining a list of tutors, even an “informal list”, may be legally interpreted as “sponsorship”.  Departmental chairs and staff should be explicitly aware of the responsibilities and liabilities that accompany such action.

***An example of such a permit for use by departments is located here.

 

Procedure for Requesting a Revocable Permit for Third Party Tutoring

  1. Print and complete the revocable permit form.
  2. Forward the form, along with a cover letter from the University entity sponsoring the tutoring service to Brent Lindquist, Deputy Provost, Office of the Provost, 407 Administration, Stony Brook University, Stony Brook, NY 11794-1401.
  3. In addition to including the specified days/times of the week when services are to be offered (item 1 on the permit), the cover letter should include an estimate of the size of the tutoring class.
  4. The Provost’s office will work with the Registrar’s office to identify an appropriate room on campus.
  5. Information on the room will be sent to the tutoring service to assist the service in obtaining liability insurance.
  6. Once obtained, proof of liability insurance should be forwarded to the Provost’s office.
  7. The Provost’s office will then send to Procurement the sponsor’s letter, the permit application and the proof of liability insurance.
  8. Procurement will then process the permit.
  9. If approved, the tutoring service and the sponsor will be notified. The Registrar’s Office and Campus Security will also be notified.

Note that no on-campus tutoring can commence until the permit is issued. The tutoring service should therefore allow sufficient time before it plans to offer its service on campus in order to complete the permit application process.