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| | style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | <span style="color:#7C1911">'''Student Entry Form'''</span><HR> | | | style="vertical-align:top; font-size:160%; color:#7c1911; " | '''Student Records'''<HR> |
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| | | style="vertical-align:top; font-size:120%; " | The potential power and utility of the Data that you collect through your Trac system is highly dependent upon the quality of your Student Records or Profiles. The Student information entered into your Trac system database greatly affects the potential of Reporting capabilities, Scheduling functions, and general Data collection. Information within the student profile should be added in a purposeful, precise manner. If, for example, your campus wants end of semester reports based on Ethnicity, GPA, Gender, and Athletic Status, we need to keep these fields in mind when inputting Student Data into your Trac System. |
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| | | style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | [[Student_Entry_Form|Student Entry Form]] <HR> |
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| |style="vertical-align:top; font-size:100%; " |There are a variety ways to access a Student’s Record. Student IDs or Student names can be entered directly into your Trac Navigation bar to perform a search for a particular student. Advanced searches may be performed to find a Group or Selection of students. We may also access a Student Profile directly from the Student Listings, which is essentially a List of All student records. | | |- |
| | | style="vertical-align:top; font-size:120%; " | The Student Entry Form contains the essential contact and demographic information of a Student’s Profile |
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| | | style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | [[Creating_Student_Profiles|Creating Student Profiles]] <HR> |
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| | | style="vertical-align:top; font-size:120%; " | We can enter Student information into your Trac system either manually or automatically through an Import Process. |
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| | | style="vertical-align:top; font-size:140%; color:#7c1911; padding:30px 0px 0px 0px;" | [[Searching_for_Students|Searching for Students]] <HR> |
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| ''To get to the Student Listings, hover over the Search glass on the right side of your Trac Navigation bar (top left corner Main Menu) and select Students. ''
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| | | style="vertical-align:top; font-size:120%; " | An in-depth guide on the search functionality of the Trac System. |
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| The Student Listing simply lists all the Student records contained in your Trac System. We are able to List ALL students or search for a selection of students.
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| For this example, type the number “1” into your Trac Navigation bar in the top left corner, then hover over your Search glass and select Students.
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| [[File:StudentEntry1.png|border|400px]]
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| When we have found our selection, we can click on the ID# field that acts as a hyperlink to the Student’s Record.
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| [[File:StudentEntry2.png|border|600px]]
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| This will open the Student Entry Form which displays Student’s information.
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| ==<span style="color:#7C1911">'''General Info'''</span>==
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| The General Info and Basic Info Tabs contains the essential contact and demographic information of a Student’s Profile. These fields can all be imported from your Student Information System, or entered manually for each Student (See Student Import section at the end of this chapter). A student’s Username and Password can be modified by clicking the “Handle” field, and Text Alert activation codes can also be generated here.
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| [[File:StudentEntry3.png|border|600px]]
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| *'''Custom Campus'''
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| :To the right of the Basic Info tab on the bottom half of the Student Entry form is the Custom Campus Tab.
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| :The Custom Campus Tab contains the 9 custom fields available for your Campus (9 custom fields per Center Profile). You can customize and design these Custom Fields to track any fields that are not able to be measured through the standard fields available in the General and Basic Info tabs.
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| [[File:StudentEntry4.png|border|600px]]
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| *'''Lists'''
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| :Lists are an organizational tool used by the Trac System to help group students by a category and allows the user to run reports or send mass emails to the specified list of students. In this tab of student entry, we can see exactly which lists this student is included in.
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| [[File:2254h325h4.png|border|600px]]
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| ==<span style="color:#7C1911">'''Documents'''</span>==
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| The Documents Tab allows users to upload Electronic Documents to a Student’s Record. Any relevant Documents such as Graduation Checksheets, Tutoring Applications, or Assignments can be tracked and recorded here. Documents, like Resources, are also able to be classified by Type, and thus Privileges can be assigned to Groups based on Document Types.
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| To upload an electronic Document to a Student’s Profile, click on the blue "Upload" button at the top left corner of the Documents Tab
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| [[File:StudentEntry5.png|border|400px]]
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| Hover your mouse over the “Choose File For Upload” option below, and click “Browse” to locate the file on your computer.
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| [[File:StudentEntry6.png|border|600px]]
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| You can classify a Document Type by clicking on the Dropdown menu next to “Type”. You can also add a description of the file in the “Notes” field. When you are finished, click the “Save” button to Save the Document on the Student Record.
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| ==<span style="color:#7C1911">'''SAGE'''</span>==
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| The SAGE Tab keeps a detailed history of any Referrals made for the selected Student. New Referrals can be created for the selected student here as well, as long as the User has the appropriate access.
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| To create a Referral, click on the blue "New" button to start the process. Choose the Referral Type from the dropdown menu. These Referral Types are customized by your campus. To create Referral Types, see Referral Types section for more info.
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| [[File:2254h325h3.png|border|600px]]
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| ==<span style="color:#7C1911">'''Visit Summary'''</span>==
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| The Visit Summary Tab gives you a Quick Snapshot summary of the selected student’s Visit History. Data is broken down by Center, Reason and Subject, and total numbers are given for the number of visits made, and total amount of hours visited per center/reason/subject.
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| [[File:entryvisitsummary.png|border|600px]]
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| ==<span style="color:#7C1911">'''History'''</span>==
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| The History Tab gives a detailed history of 6 major aspects of the Student Record.
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| [[File:StudentEntryHistory.png|border|600px]]
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| *'''Visits'''
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| :The Visits subtab gives a detailed history of the student’s Visit records. Users can click on individual visits to view/edit the available information. New Quick Visits Entries can also be entered manually for the selected student here as well.
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| [[File:entryhistoryvisits.png|border|600px]]
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| :*'''Appointments'''
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| :The Appointments subtab gives a detailed history of the student’s Appointment records. Users can click on individual appointments to view/edit the available information.
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| [[File:entryhistoryappts.png|border|600px]]
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| :*'''Prog Rpts'''
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| :The Progress Reports subtab displays a student’s course enrollment from 3.0, if your application was upgraded to 4.0.
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| :*'''Registrations'''
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| :The Registrations subtab contains a record of the student’s course enrollment organized by Term, Course, Title, Section, Instructor and Grade. Course Registrations can be imported from your Student Information System, or entered manually for each Student.
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| [[File:entryhistoryregs.png|border|600px]]
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| :*'''Resources'''
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| :The Resources subtab contains a history of any Resources the student may have checked out. Items are organized by ID, Title, Date Checked Out and Date Returned.
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| [[File:entryhistoryresources.png|border|600px]]
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| :*'''Messages'''
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| :The Messages subtab contains a history of any Messages the student may have received through the Trac system. Messages can be classified by Type, and thus only viewable by the parties deemed appropriate to do so. Most commonly messages will be Reminder/Confirmation emails or Missed/Cancellation emails; however any Text messages sent to the student can also be tracked here.
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| [[File:entryhistorymessages.png|border|600px]]
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| ==<span style="color:#7C1911">'''Class Schedule'''</span>==
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| The “Class Schedule Tab” contains a Schedule that allows a student’s Class Schedule to be entered. This may be beneficial for Scheduling purposes, first being able to check for Scheduling conflicts as Appointments are booked and Visits are made. Consultants will also be able to use this information either for Advising or Tutoring Purposes, or the Schedules could be made available to students as an Auxiliary calendar. Contact Redrock Support for additional details or questions (Helpdesk@go-redrock.com).
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| [[File:entryclassschedule.png|border|600px]]
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| __NOTOC__ | | __NOTOC__ |
| [[Category:Trac 4]] | | [[Category:Trac 4]] |