AdvisorTrac 4.0 Advisor Guide

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1 SEARCHING FOR STUDENTS HOVER ON THE MAGNIFYING GLASS AND CLICK STUDENT. A Students Listing box will appear (with an alphabetical list of all students). To enter the search box, click on the arrow by List Options and choose Search. Magnifying Glass List Options Search In this window you can search by the different criteria shown: last name, unique ID, major, etc. You can also click on the Visit Info tab to search for a group of students based on visit dates, reasons, and center. as a wildcard. AdvisorTrac 4.0 Advisor Guide 27 of 43

2 OR TYPE THE STUDENT S LAKERID OR LAST NAME IN THE TRAC NAVIGATION WINDOW. A filtering records box will appear with the name of the students that meet your criteria. You can narrow your search by adding the first initial (or name) of the student. You can select the name directly from this box if it appears. Clicking on the LakerID will take you to the student s record. REMEMBER: The Trac Navigation is not a tool to search the entire database. It will remember the screen list that you most recently visited. If you type a name in it while in the Log List, it will search only the Log List. To refresh to the student list, you can click on MAIN MENU from the TracMan, and then do the search. When you find the correct student, click on the LakerID number link. This will take you to the Student entry screen where you will find tabbed pages that list all of the student s information: Upper Row Lower Row THE UPPER ROW contains the General Info, Documents, SAGE, Visit Summary, and History tabs. THE LOWER ROW contains additional tabs only on the General Info tab: Basic Info (e.g., Major, GPA), Custom Campus Info, Center Info, Lists (Students can be tagged as a member of a specific list group. This helps in running reports for certain groups.) AdvisorTrac 4.0 Advisor Guide 28 of 43

3 THE DOCUMENTS TAB contains the list of documents that have been uploaded to the student s record. A document type must be created by the administrator. Documents can be assigned to certain groups for uploading and viewing. THE HISTORY TAB contains information about visits, appointments, resources, and messages. VISITS TAB - VIEW THE PREVIOUS VISIT NOTES ON A STUDENT On this screen you can review the notes from the student s previous visits. You can also Print the notes or Add a new note. TO ADD NEW VISIT NOTE: 1. Click NEW 2. Click the Date hyperlink. This will populate the date/time fields. It will input the current date and time with a 30 minute appointment. To adjust the meeting time, click on Time In, a popup box will appear. In this box, click in the hour column and type in the number or use the + and - signs. Type in the visit duration the same way. The out time will automatically adjust. AdvisorTrac 4.0 Advisor Guide 29 of 43

4 3. Click the drop-down menu and choose your center. (You must wait for all fields to load before you choose your reason code and consultant name.) The reason codes for your center will populate and you can choose the appropriate one. The Subject line is not used so it will be blank. 4. Click on your name as consultant. 5. Enter notes in the Notes box. 6. Click Save. 7. After your note is saved, click BACK to return to the visit history page. AdvisorTrac 4.0 Advisor Guide 30 of 43

5 SEND MESSAGE ( AND/OR NOTE) TO STUDENT THE HISTORY TAB, MESSAGES Notes are stored in the messages area of the student record. s are sent to student's account. 1. From the History tab, click on the Messages tab. 2. On this screen you can review the messages sent to the student, and send a message to the student. 3. To send message to student: Click on send msg 1. Enter Subject, Message 2. Choose Type: Note, , Note and 3. Choose Note Type: GenInfo (this is the only type as of now. to add more.) 4. To send message, click Send Message; to cancel, click return to List If Note is selected, what you typed and sent will be stored in the student s record on the Messages screen with that Note Type. AdvisorTrac 4.0 Advisor Guide 31 of 43

6 AdvisorTrac 4.0 Advisor Guide 32 of 43

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