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Getting started with Cudos
Table of Contents
Frequently Asked Questions
- Click on the forgotten password link on the Cudos login page.
Enter your email address into the box provided and click the “Reset password” button.
Cudos will send a temporary password email to your email account. The server sends the email immediately however some email services may take up to 20 minutes to show your reset email.
When you log in using the new temporary password, it will immediately require you to set a new password. Enter the temporary password from the email again in the ‘Old password’ box followed by your new password in the ‘New password’ box, then your new password again in the ‘Repeat new password’ box and click the ‘Continue’ button.
Please use a password manager to help you create and store strong passwords.
- Contact the student to remind them that they need to click on the “APPROVE TIMESHEET” link in the email.
- If they’re still not doing that, or if they’ve lost the email, let Bil or Jacob know. We can resend the timesheet email from our end.
- Double check that Cudos has the right email for the student. You can see the contact details for your students on the Welcome page.
- If the email address is correct, the email is probably in the student’s spam/junk folder. If they search for “timesheet”, and the emails should be found. They’ll need to mark the email as “not junk” so it goes into their inbox. They’ll then be allowed to click on the accept button.
- If the email address is wrong, or if it would be better to use a different email address, then let us know and we’ll change it.
What is Cudos?
Cudos is a website that allows us to complete electronic timesheets securely. It allows you to log sessions on electronic timesheets and then send them to your students for quick verification.
you may have come across Cudos before – it’s used by several other Non-Medical Help providers and universities to manage their support provision.
Accessing Cudos
Cudos is a web app, which means it can be accessed through a web browser on a computer, tablet or phone.
It’s important to remember that although several NMH providers use Cudos, each one uses a separate instance of it. So the URL and your password will be different for each one. If your username and password aren’t working, make sure you’re trying to log into the right one! Our one has the Mulberry Education log at the top left.
The URL to put into your address bar is https://cudos.mulberryeducation.co.uk/login
Your user name is your email address.
Your password is set by you. You’ll receive a welcome email with a temporary password, and you’ll be invited to set your own password when you log in for the first time. Mulberry won’t have access to your password.
You can save the Cudos URL as a bookmark to your phone’s home screen, so it behaves like any other app and it’s quick to find.
You might have to turn your phone into landscape to see everything on the screen clearly.
Cudos contains sensitive, personal information about students. It also has your contact details. It’s very important that you take steps to protect this information so that only you can access Cudos.
You should have a different password for every site you need a password for. We highly recommend you use a password manager to help keep information secure.
The Welcome page
The Welcome page looks like this.
The centre of the dashboard shows you the list of recent students, with contact details, some details about their course, and records of previous sessions.
The other key part is Timesheets – accessible either via the menu bar at the top or the blue box on the right-hand side. This takes you to the page where you log sessions on timesheets, and then send those timesheets to students to be approved.
Creating a new timesheet
Click on “Timesheets” on the Welcome page.
Then click on the green “+ Add” button at the top left.
Select the student from the drop down menus. Their course should be automatically populated.
Click save.
A new page will open for the empty timesheet.
Logging sessions on a timesheet
Click on the green “+ Add” button.
Fill in the sessions’s details:
- Skill provided – this is a drop down menu. Choose the type of support the session was.
- Location – type University or Remote
- Date of Session
- Start time – round this to the nearest 15 mins
- End time – again, round this to the nearest 15 mins
- Session Status – choose whether the session was completed (i.e. attended), or one of the DNA options if a student did not attend.
- Session Log – briefly write what was covered during the session.
Click “Save” to add further sessions to the timesheet now.
Click “Save and go back to list” to go back to your list of timesheets.
You can go back and edit the sessions’s details by clicking on the “Edit” button.
You can do this any time before you submit the timesheet to the student for approval.
Cancelled or missed sessions
You can log a short notice cancellation or missed meetings by choosing one of the DNA (Did Not Attend) options as the Session status when logging a session.
If the session was cancelled with less than 24 hours notice, you will be shown boxes to give more information.
When choosing the reason, remember that the funding body will not pay for support if the cancellation can in anyway be attributed to the university. Cudos will automatically block sessions if you write “university” in the “More details” box from being sent to the funding body.
This information is shared with the funding body, so please keep details to a minimum.
There is a limit on the number of missed sessions you can claim for.
The funding body will only allow you to claim for two missed sessions per student, per support role, per “term”.
These “terms” are set as:
- September, October, November, December
- January, February, March, April
- May, June, July, August
Note that the start of teaching after the Easter holiday can actually still be in second term.
Cudos won’t let you log more than two missed sessions in each of these terms.
Please let us know if a student is repeatedly missing sessions or cancelling with more than 24 hours’ notice so we can help get them engaging.
Submitting a timesheet to the student for approval
When you have logged all the sessions you want to on a timesheet, you need to send it to the student for approval by clicking on the “Submit Timesheet” button.
The student will receive the timesheet via email. They have the ability to approve the timesheet directly from the email, or they can log into their Cudos account to review, dispute a session or approve a timesheet.
Students with outstanding timesheets receive automated reminders to approve timesheets.
You can see which timesheets have been submitted and approved in the Timesheets page.
The are four statuses:
- Pending means you’ve not yet sent the timesheet to the student.
- Submitted means it’s waiting for the student to approve it.
- Approved means the timesheet has been approved by the student.
- Invoiced means that the timesheet has been submitted to the funding body.
What the student receives
The student receives an email from admin@mulberryeducation.co.uk with “A timesheet needs your approval” the subject.
The email has their details about their support and the sessions on the timesheet.
Further down is a link saying “APPROVE TIMESHEET”. If they click on that, they are thanked and the timesheet is recorded as approved in Cudos. They can then delete the email.
Getting paid
All timesheets that have been approved by your students before 23:55 on the 20th of each month will be paid for at the end of the same month.
- For example, a timesheet approved on the 19th of October will be paid for at the end of October. And a timesheet approved on the 21st of October will be paid for at the end of November.
It’s really important to log the session’s details and get the student to accept the timesheets promptly. To help this along, we would highly recommend:
- Logging the session at the end of each session. Don’t save them up!
- Guiding the student through finding the timesheet email and approving it during the a meeting. By doing this, any potential hurdles (like overzealous spam boxes) can be identified and overcome.
As ever, please let us know if there are emerging issues with any of this as we’d like to help.
Future features and know problems
Cudos’ developers have asked for feedback on how it is to use Cudos. They’d like to know what’s good, what’s not, and what would make Cudos more useful. We have had a few ideas already, but we think more will become apparent as it’s used. Please do let us know how using it goes and whether there’s anything that would make it better so we can pass it on to the developers.