Tutor Trac Campus Partners User Manual

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1 Tutor Trac Campus Partners User Manual Tutor Trac is a web-based scheduling software designed to help colleges and universities manage their advising and tutoring needs. University 101 uses Tutor Trac as a means to efficiently manage and stream-line the scheduling process for University 101 Campus Partner Presentations. University 101 Campus Partners can use this software to create and manage their schedule for University 101 classes, accessible to instructors via the secure website. Features of this software include automatic presentation confirmation, cancellation, and rescheduling s sent to both the presentation administrators and the instructor. Site Information: To best utilize this software, please note the following: Student= Instructor Center= Campus Partner Office/ Department Consultant= Presentation Title Table of Contents: How to Log-In General Program Navigation page 2 Creating and Managing Your Presentation Schedule page 3 Confirmations.page 6 Reporting.page 6 Preferences.page 8 1

2 Logging In To access Tutor Trac visit: Log-in using the campus partner username you have been assigned by University 101. The password is standard for all campus partners- univ101. Program Navigation The Trac Navigation bar that appears in the top left corner of each screen is the key to navigating the Tutor Trac program. Use the Trac Man icon to access and manage your schedule, generate attendance reports, and set preferences for the main menu page. Use the magnifying glass to view presentation visits - scheduled presentations- or search for available appointments, which can be used to identify presentation time slots that have not yet been booked or to help an instructor schedule an appointment. 2

3 Creating and Managing Your Schedule To create or view the schedule for your presentation: 1) Click the Trac Man icon on the Trac Navigation box located in the top left corner of the main menu screen, then choose Schedule from the drop down menu. 2) Click the name of the presentation on the left that you want to schedule an appointment for. The name of the presentation will appear below the name of the campus partner office name. 3) Using your mouse, click & hold on the desired day and start time then drag the pointer for the desired appointment time on the calendar. A dialogue box should appear like the one on the next page. 3

4 4) Use this dialogue box to set specific information about this appointment such as the presentation date, time, and location. You may also use this screen to schedule recurring appointments offered on the same day(s) and time(s) by selecting the days of the week the presentation reoccurs on and specifying the date range you d like the appointment to reoccur. It is best to choose the end date before the start date when scheduling appointments that occur far in advance. Number of classes you can present to per appointment Check split into separate availability on save and indicate the length of time for the appointment (either 00:50 or 01:15) based on class time. 5) Change the maximum number of students to reflect the number of University 101 classes you can accommodate during that time slot. Keeping the number at 0 makes it a drop-in appointment; instructors are not able to sign up for a drop in appointment. Change the max number of students to 1 to make it an appointment that only one instructor can schedule. If more than one instructor can sign up for that presentation time (2 or more) (ie: you present to two classes at one time or have multiple presenters that can present simultaneously to two different classes), click Split into separate availability blocks on Save. 6) Check split into separate availability on save and then Divide into slots based on the length of the presentation, either 50 minutes (00:50) or an hour and 15 minutes (01:15) based on the length of the class. Failure to complete this step will allow instructors to manipulate the time of the appointment. 7) Click Save to upload your desired appointments to the calendar and make them available for instructors to view and schedule. 4

5 To BLOCK times that are not available for presentations, set up the appointment using the dialogue box as directed in step 4, then uncheck the is Availability box in the top right corner of the dialogue box. This might be helpful to pre-block times/ days that you are not available for scheduling purposes. TO CANCEL an appointment, simply click the X beside the appointment on the main calendar view. Viewing & Printing Your Schedule To view your schedule in list format, use the square icons located next to the department name or presentation name. Daily Weekly The first icon appearing directly next to the name of the department shows a daily summary of all appointments scheduled, cancelled, or available for all presentations offered by your department. The second icon shows a daily summary of all scheduled appointments only. You may also see a detailed daily summary by clicking the arrow next to the numerical date on your calendar. The icon located next to the name of the presentation, shows a weekly summary of all scheduled, cancelled, and available appointments for that presentation only. To print a weekly schedule, click the printer icon located in the top left corner of the calendar view. Choose the number of columns and rows you want to appear (the default number will show you a complete schedule) and click print to show the preview screen. 5

6 Confirmations An automatic confirmation will be sent to both the instructor and campus partner presentation administrator (as determined by your department) when a presentation is scheduled, cancelled, or rescheduled by an instructor. Rescheduling without cancelling the original appointment can only be done by the campus partner by clicking and dragging the appointment to another date and time or adjusting the details of the appointment in the dialogue box. Instructors will have to cancel and sign up for another appointment time in order to reschedule. Campus partner administrators will also receive a reminder each Friday containing a summary of the upcoming presentations for the following week. Reporting Features Tutor Trac can be used to track how many University 101 classes scheduled a specific presentation. Each appointment is automatically marked as attended unless cancelled by either the instructor or the campus partner; if an instructor does not show for their presentation, you will need to cancel the appointment for the purposes of this report. Utilize this report to see a record of both upcoming and past presentations by instructor name. To generate this report: 1) Click the Trac Man icon on the Trac Navigation box located in the top left corner of the main menu screen, then choose Reports from the drop down menu. 2) In the Report Chooser dialogue box, choose Scheduling from the main drop down box, then Appointments/ Students by?? Uncheck 6

7 3) Indicate the name of the presentation you d like to report on by clicking Consultant Search and typing the name of the presentation as it appears as a presentation option on Tutor Trac in the Last Name field. You can confirm this information via your schedule If your department only has one presentation, this step is not necessary. You may skip this step if you want to generate a report for all of your presentation options. 4) Choose the date range you d like to run the report through by using the calendar picker/ drop down menu. 5) Uncheck Show Visits but leave all other drop downs and check boxes as is set when Report Chooser screen pops up. 6) Click Generate to create the report. 7) To export the results of the report into an Excel file, Select All text and copy and paste into a spreadsheet. Other helpful reports: Center Schedule also available under the Scheduling reports can create a holistic view of your presentation schedule regardless of whether an appointment is booked by an instructor. This may be helpful to use when assigning staff to specific presentations. 7

8 Preferences You can customize certain aspects of your Tutor Trac profile by selecting My Prefs from the Trac Man navigation icon. Set preferences for your profile of Tutor Trac by selecting boxes from the My Preferences Entry screen. Click Save Prefs at the bottom of the dialogue box to save desired preferences Main Menu Options Select preferences in this section that will appear on the Main Menu once you log in. Every Page Settings not applicable to our use of Tutor Trac. Scheduling Set preferences for the times your calendar will begin and end each day. Log Listing Settings not applicable to our use of Tutor Trac. 8

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