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Center for Teaching, Learning, & Outreach (CTLO)
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Information for Coaches

Interested in becoming a Peer Academic Coach? Enroll in the PAC Training Course in Canvas. NOTE: Coaches for 2024-2025 MUST have completed the online training, attended the in-person staff meeting, and have been set up in payroll before they will be added to the PAC Scheduling site. No work is allowed outside this system.

Already a Coach? Keep reading!

Important Information:

Peer Coach scheduling site: https://caltechpac.mywconline.com *ALL* sessions MUST be booked through this system!

To Edit Your Availability: When you log in to the site, you should have a button in the upper-right-hand corner that says "Area Tools". You can use this button to "Manage Blackout Times" and block off times you are unavailable. (You can find more information in the instruction manual.)Be sure to communicate with your student about WHERE you will be meeting. You can update your staff bio to include a location your sessions will take place in. This is something the system will not handle automatically since it was created for a physical space (learning center, writing center, etc.). If you decide to meet in a different place, make sure to communicate with your students and / or update your bio.After each appointment: *REQUIRED* Please complete the after-session client report with a summary of what you covered in the session and the total time spent in the session (available by clicking "Appointment Tools" while viewing the appointment). This form allows long-term tracking of how students engage with the peer coaching program.Note: If you have trouble accessing the site (for example, you are seen by the site as a "student" and not a "coach"), please email jrbryant@caltech.edu to have your email address updated - this is likely to happen if you have created an email alias different from your Caltech username.

Getting Paid

In addition to filling out the Client Report Form, you will also need to separately log your hours in Kronos. If you do not fill out BOTH the Client Report Form and the Kronos timesheet, you will not be paid (or you will be removed from the scheduling site and asked NOT to be a coach going forward.)

If you do not have access to Kronos, the Deans Office will record your hours for you using the information in the Client Report Form. Kronos can be accessed through access.caltech.edu. All questions about reporting hours or getting paid should be directed to the Dean's Office.

Timesheets are due by 8am each Friday, every other week. Due dates for fall term are October 18, November 1, November 15, November 29, and December 13.

Policy Reminders

  • You may not work more than 16 hours per week TOTAL across all jobs on campus.
  • You may not have coaching sessions that last more than two hours with a student – sessions longer than this are not effective uses of time and resources.
  • You may not coach in a course in which you are a TA or grader.
  • Work in these coaching sessions should focus on conceptual understanding, not going over problem sets or debugging code.

The Peer Coaching Program has finite resources. Failure to follow the rules puts the entire program in jeopardy, possibly limiting important resources that students need to be successful. Please, please follow the rules – and encourage your students to do so as well – so we can continue to run this helpful program in such a flexible way.

Important contacts

Jasmine Bryant, CTLO Director, jrbryant@caltech.edu - Jasmine can help you with PAC training questions, getting set up in the scheduling site, and general coaching questions.

Beth Larranaga, Office Manager, Deans Office, deansoffice@caltech.edu - Beth can answer questions about getting paid, Kronos access, hours reporting, etc.