About the Allocation Process

There are two main allocation periods during the academic year: the end of September and the beginning of February. The former coincides with the start of a new academic year and the latter is for Continuing Professional Development (CPD) students.

But it is not uncommon for a tutor to receive an allocation at any point of the academic year. There are several reasons for this:

  • MPhil/PhD students can start their programmes at any time.
  • The former tutor may have left the University, taken leave, or the student may have requested the change.
  • A student may have changed programme, resulting in a conflict of interest that necessitates a reallocation.

How are tutors selected?

Tutors are selected from the staff list provided by ScHARR’s HR Officer. Full-time and part-time research and teaching staff are identified, irrespective of grade or position within the School.

Can staff opt out of being a personal tutor?

Ideally we want as many tutors as possible. It means we can spread out allocations. However, in exceptional cases, staff can opt out of the scheme. A supporting statement must be provided by the staff member and their line manager, outlining the reasons for not being able fulfil personal tutoring duties. The request can be sent to Dr Jennifer Burr, ScHARR’s senior tutor. There is no guarantee that the request will be granted.

Full-time versus part-time

We try to limit the number of new allocations given to staff based on their working hours and their current allocation.

Typically we try to limit the number of new allocations to a maximum and 3 tutees for full-time staff and 2 new allocations for part-time staff. There are exceptional cases, and we need to ensure every student has access to a tutor.

Do students get a say in the allocation process?

Yes. All students are asked if they would prefer a male or female personal tutor. We then make the allocation in line with their wishes.

Please e-mail scharr-pt@sheffield.ac.uk if you have any further queries about the allocation process.