Administrator Documentation

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Admin Documentation

Introduction
Terms and Definitions
System Preferences
Advanced Preferences
LDAP Tool
Email Tool
Automated Events
Profile Entry
Subcenters
Groups and Users
Sections
Reasons
Consultants
Profile Preferences
Kiosk Entry
Trac Navigation
Student Entry
Visit Entry
Batch Visit Entry
Attendance
Faculty Entry
Registration Entry
Reports
System Preferences

The System Preferences are accessible to the Sys Admin users for setting up global settings for the entire system. These are system-wide settings that control the Trac system regardless of Center Profile, Subcenter, or Group. The System Preferences are found from the Utilities and Prefs under the Trac Navigation menu.

SYSTEM

defaultProfile

The defaultProfile setting determines what profile view will be displayed for the Default Login Screen, the Students, and the Faculty that use your Trac system. The Default Login Screen is the same for all Center Profiles and Subcenters within your Trac application, so the defaultProfile sets the view for the screen. The Students and Faculty are not created within a profile so they are not related to a specific profile and need this setting to determine what profile view they will see.

DNSServer
The DNSServer setting is used to set up your Trac application to act as an mail server and send email on its own without a college or university mail server. Using the college or university mail server is the preferred method of sending emails from your Trac application.

LOGACT
The LOGACT setting enables an action log on the appointments screen. This log shows when the appointment was saved and when any changes were made to the appointment.

LOGMODS The LOGMODS setting enables a detailed server log that records each action on the server. This is a useful tool that helps diagnose issues or to determine which users have performed which functions. However, it is also impacts performance because it creates a large log file that the server must continually write to for every action performed.

MAILSERVER
The MAILSERVER setting enables your Trac application to use your college or university mail server to send emails. This is the preferred method to send emails from your Trac application. Your mail server must be set up to accept anonymous mail relay from the Trac server in order to use the MAILSERVER function. This may be an IP Address or a DNS assigned to your mail server. By default, the connection to the mail server is on port 80. If your mail server requires a different port, then append the port number to the IP or DNS address with a colon (i.e. mail.server.edu:26).

MsgsAll
The MsgsAll setting is an onscreen message that appears on the Default Login Screen. This message appears to all users before they log in to the Trac application. It is commonly used to provide instructions or links to assistance with the login process. The message is written in HTML code and can be customized with the HTML tags.

navHeaderCheckDelay
The navHeaderCheckDelay setting is utilized in the AdvisorTrac Profiles. The Trac Navigation provides a message about students waiting to be seen in the Log Listing. In order to provide this message, the Trac Navigation must check the server on a regular basis to receive the most up-to-date information. Typically this setting is set at 120 seconds, and it is recommended that the setting is not below 90 seconds. Constantly refreshing the Trac Navigation can provide unnecessary hits to the server and impact performance.

CAMPUS INFORMATION

Assessments

The Assessments allow you to work with Redrock Software Corporation to set up custom assessments.

campusColorData
The campusColorData allows you to set up the color scheme for your Trac application. The colors of the title bar, the title text, the window background, and the window drop shadow are all set from this setting.

CampusName
The CampusName appears in the upper-right corner of the Trac system under the school banner. This is a global name for all users across all profiles. Typically the name of your college or university is entered here because it applies to all profiles.

CurrentTerm
The CurrentTerm is required when importing your student registrations. This setting allows your Trac system to identify which registrations are currently active for your students. The CurrentTerm setting must be entered in a numeric format. Each new term must have a higher numeric value than the previous semester. The Trac application can identify the old registrations because their term codes are less than the CurrentTerm. Future registrations have a term code greater than the CurrentTerm. If your college or university only uses an alphanumeric term code, then you can work with Redrock Software Corporation on a translation for your terms.

FacultyAccess
The FacultyAccess settings contain configurations for the Faculty in your Trac application to provide messages and access levels.

FitnessTrac
The FitnessTrac settings contain configurations specific to a FitnessTrac Profile.

FundDefinitions
The FundDefinitions setting is used to set up a Fund Code report. This is commonly used to establish the definitions of a Perkins report.

HTML:NoAccessMsg
The HTML:NoAccessMsg is displayed to users that attempt to log in to your Trac system but are unable to access the system. This might be because they do not have the correct username and password or might be due to incorrect access privileges. The message can be formatted with HTML tags to customize the style, color, or size of your message. You can include links to other pages or an email for assistance.

Login Instructions
The Login Instructions contain settings that control the Log Student window used to sign students in and out of visits. The size of the box, instructions to sign in, and custom sign in procedures can all be setup through the Login Instructions.

LoginLinkData
The LoginLinkData setting controls a Campus and Redrock info boxes on the Default Login Screen. The boxes can be displayed or hidden and the text of the info boxes can be customized.

MainMenuCustomTab-Consultants
The Main Menu for Consultants can contain a custom tab. This setting allows you to enable the tab, name the tab, and provide content for the tab.

MainMenuCustomTab-Faculty
The Main Menu for Faculty can contain a custom tab. This setting allows you to enable the tab, name the tab, and provide content for the tab.

MainMenuCustomTab-Students
The Main Menu for Students can contain a custom tab. This setting allows you to enable the tab, name the tab, and provide content for the tab.

MainMenuCustomTab-Users
The Main Menu for Users can contain a custom tab. This setting allows you to enable the tab, name the tab, and provide content for the tab.

MessageTypes
The MessageTypes setting is used to list the types of messages that can be used to create messages in the student record. The type Student Msg and MESSAGE are default types used by the Trac application and should be included in this list of message types. These message types can then be assigned to groups to specify which types of messages they can create and view in the student message history.

ResourceTypes
The ResourceTypes setting is used to list the types of resources that can be assigned to a resource record. These resource types are assigned to resources when they are created to group the resources and run reports.

SCRIPT:FacultyMain
The SCRIPT:FacultyMain setting is used to create customizations on the main menu for faculty. This might be a custom message or script that is executed.

SemesterEnd
The SemesterEnd is the ending date of the current semester. The date is entered in MM/DD/YYYY format. The SemesterEnd date is used to determine the date range for 'This Semester' when performing searches or running reports. Choose, or enter, ‘This Semester’ to automatically use the SemesterStart and SemesterEnd dates.

SemesterStart
The SemesterStart is the beginning date of the current semester. The date is entered in MM/DD/YYYY format. The SemesterStart date is used to determine the date range for 'This Semester' when performing searches or running reports. Choose, or enter, ‘This Semester’ to automatically use the SemesterStart and SemesterEnd dates.

StatusCrossTabDefault
The StatusCrossTabDefault setting is used in conjunction with the Appointment Status CrossTab report. The statuses are just the defaults for the report. When running the report, other statuses can be entered for the report. You can use the @ symbol for the wildcard in the statuses, such as @Cancel@ for any appointment status with the word cancel in it.

STUDENT DATA

askEthnicity

The askEthnicity setting is no longer utilized in version 4.0.

BARCODERULE
The BARCODERULE is utilized when a script is required to utilize your barcode scanners or magnetic strip card readers. Most barcodes and magnetic strips contain extra data or characters beyond the Student ID. When the card is scanned or swiped, the extra characters must be stripped from the result of the scan. Most card readers will come with software to customize the scanner so it removes the extra characters and only sends the ID portion of the scan. That is the preferred method to work with card readers, however, not all readers have software to pull just the ID. In that case, you will need to contact Redrock Software Corporation to work on a script to pull the ID out of the full scan. You will need to provide a text file of a sample scan and identify which portion of the scan is the ID.

CustomStudentFields
The CustomStudentFields contains settings to name and provide choices for each of the 9 custom student fields.

CustomStudentTabs
The CustomStudentTabs allows for setup of up to 3 custom tabs that appear on the Student Entry Screen. You may also name up to 3 custom sub-tabs that appear in the General Info tab of the Student Entry Screen. Additionally, you may name up to three sub-tabs that appear on the Student History page. The content is determined by the customized text stored in campus.xml (contact Redrock Software Corporation for customizations) and the security is defined in the group security options.

DEGREEINFO
The DEGHREEINFO setting is customized for specific installations of the Trac application.

formatID
The formatID setting provides a method for setting the number of digits and adding characters to the student ID. If your IDs are a full six digits and there is a student ID of 12345 then enter your preference as 000000. The six zeroes will force all six digits to display, including the preceding zero.

This preference should be used carefully, however, because the formatting might not be entered correctly for your IDs and could then display your IDs as >>>>>>> if the IDs and formatting do not match. For example, if we enter the preference with six zeroes, 000000, but one student has an ID of 1234567, then this student ID could not be formatted according to the rule.

You can prevent this by entering a # symbol for digits that you would like to allow to display but not force. So, again using our same example, you could enter the preference as #000000. This would force six digits and allow up to seven digits. The ID 12345 would display as 012345, the ID 123456 would display as 123456, and the ID 1234567 would display as 1234567.

SCRIPT:BarCodeSearch
The SCRIPT:BarCodeSearch is a secondary option to the BARCODERULE that is only used if the barcode cannot be handled with the BARCODERULE setting.

StandardStudentFields
The StandardStudentFields setting provides options to set up the choices for the standard student fields.

StoreStudentPass
The StoreStudentPass setting is required to be YES if students will be logging into your Trac application with a password locally stored in the Trac application.

StudEditInfo
The StudEditInfo setting provides a method to allow or prevent student access to edit their bio in the Trac application. If set to YES, then a link is available for the students to click on to edit their bio.

StudentAccess
The StudentAccess settings contain configurations for the Students in your Trac application to provide messages and access levels to various functions including scheduling appointments and viewing their own visit history.

StudentPhotos
The StudentPhotos are set up with three settings: naming, extension, and display. For the Photo naming, there are a couple of basic options. Your photos can be named as the Student ID, Barcode, or internal Sequence number. Any other naming will have to be defined in a custom script that you would need to work out with Redrock Support. For the photo extension, you must include the period in the extension name. .JPG is the default and most common value. For the photo orientation, the options are Tall or Wide in a 3:4 or 4:3 ratio.

When using these settings, the Trac application uses the default location for the photos. The default location is a Photos folder in the application installation directory (i.e. C:\*Trac\Photos). Place the student photos in this folder with the correct naming and extension, and they will automatically appear for the students based on your settings.

If you need to input more advanced settings, then you will need to work out the details with Redrock Support.

SYSTEM

CreateSubjRecordOnImport

The CreateSubjRecordOnImport setting allows subjects to be created during the import. This setting is defaulted to No. The Trac application currently utilizes the Section records for visits, searches, and appointments; however, there may be a campus customization that would need a subject record. You will not need to utilize this setting unless recommended by Redrock Software Corporation.

ShowAltNameSched
This is now a Profile based setting in 4.0.

SubjectCodeLength
The SubjectCodeLength setting is utilized specifically for subject-based group appointments. This allows you to specify what portion of the SectionTerm code is the subject used for matching the students that join a group session.

For example, you may have a MAT200 course with sections 01, 02, 03, and N1 for the term 201008. These could be identified as:

MAT200-01 201008
MAT200-02 201008
MAT200-03 201008
MAT200-N1 201008

A group availability for four people could be set up with the # symbol for the subject with a tutor that specializes in the MAT200 sections.

Now, when a student books the first slot in the group appointment for MAT200-01 201008, the entire group is now set for the MAT200-01 201008 section. The SubjectCodeLength setting allows you to determine that the groups will match at a subject level by the value entered in the preference.

If a number is entered in SubjectCodeLength, then your Trac application will match the subject at that specific number of characters. So, following the example, if the SubjectCodeLength was entered as 6, then MAT200 would be the matching Subject. This would allow students enrolled in all sections of MAT200 join the same session.

If a character is entered in SubjectCodeLength, then your Trac application will match the subject at the location of the specific character. So, following the example, if the SubjectCodeLength was entered with the hyphen (-), then MAT200 would be the matching Subject. This would allow students enrolled in all sections of MAT200 join the same session.

If the SubjectCodeLength is not utilized, then students in a group appointment set up with the # symbol will have to be enrolled in the same specific section.

VISIT PREFS

DefBatchVisitDur

When creating visits through the Batch Entry methods, the default duration of the visit is determined by the setting, DefBatchVisitDur. It can be changed from the time entry fields.

DefQuickVisitDur
When manually creating a visit through the Quick Entry screen, the default duration of the visit is determined by the setting, DefQuickVisitDur. It can be changed from the time entry fields.

DOCUMENT POSTING

DOCPOSTSINSUBDIR

Document Posts are stored on your server in a PostFiles folder in the Trac installation directory. The DOCPOSTSINSUBDIR setting allows your files to be organized into subdirectories within the PostFiles directory. The subdirectories can be named by student sequence number, ID number, Barcode, or Handle.

documentPostTypes
The documentPostTypes setting is used to list the types of Document Posts that can be assigned to an electronic file uploaded to a student record. These Document Post types can then be assigned to groups to specify which types of Document Posts they can create and view in the student Document Post history.

NoStudentUploadApptDoc
A document can be posted to a scheduled appointment. The NoStudentUploadApptDoc setting can enable or disable students from uploading a document to the appointment. This setting requires that students are able to view the appointment document post in order to post a document.

NoStudentViewApptDoc
A document can be posted to a scheduled appointment. The NoStudentViewApptDoc setting can enable or disable students from viewing a document that has been uploaded to the appointment.

SURVEYTRAC SETTINGS

SURVEYHOST

When a survey link is emailed to students, the link has to be formatted using three settings: SURVEYHOST, SURVEYPATH, and SURVEYPROT. The SURVEYHOST setting allows you to specify the URL of the host system. It may be an IP Address (default) or it may be a registered domain name, such as Trac.college.edu.

SURVEYPATH
When a survey link is emailed to students, the link has to be formatted using three settings: SURVEYHOST, SURVEYPATH, and SURVEYPROT. The SURVEYPATH setting allows you to specify the path in the URL that directs the user to the correct SurveyTrac files. The default value for this field is /surveys/ and there should be no need to change it.

SURVEYPROT
When a survey link is emailed to students, the link has to be formatted using three settings: SURVEYHOST, SURVEYPATH, and SURVEYPROT. The SURVEYPROT setting is used to specify if the survey link with be a standard HTTP or a secure HTTPS link. The default value for this field is http://. If your Trac application is secured via SSL, then this setting needs to be set to https://.

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