User Manual

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User Manual Contents

RgtArr.gif Introduction
RgtArr.gifSetting up your Trac system
RgtArr.gifGroup Settings
RgtArr.gifSections
RgtArr.gifReasons
RgtArr.gifConsultants
DwnArr.gifStudent Records
B.gif Student Entry Form
B.gif Creating Student Profiles
RgtArr.gifAvailabilities
RgtArr.gifAppointment Scheduling
RgtArr.gifVisits
RgtArr.gifResources
RgtArr.gifList Management
RgtArr.gifKiosk
RgtArr.gifCustomize My Trac
Create a New Student Profile Manually
We can enter Student information into your Trac system either manually or automatically through an Import Process.


To create a Student Profile, we will need to access the Student Listings. To get to your Student Listings, hover over the Search Glass on the right side of your Trac Navigation bar (top left corner of Main Menu) and select Students.


To create a new Student Profile manually, click on List Options and select “New Student”.


StudentEntry7.png


Clicking “New Student” will open a blank Student Entry Form.


StudentEntry8.png


Here any relevant information can be entered for a new Student Record manually.

Importing Students
Student information may also be Imported into your Trac system from your Student Information System. Whether your campus uses Banner, Datatel, Peoplesoft, or even a homegrown system, we can extract data from your Student Information System and Import the appropriate data into your Trac system. This process can be run on a manual or automated basis.


First, based on the Student Entry Form, decide which specific fields need to be extracted from your SIS. For example, Last Name, First Name, Address, Email, Birthday, Ethnicity, Grad/Und, College, Major, or GPA etc..

StudentEntry8.png

Once you have decided which fields would be beneficial or essential, we will need to work with your Campus’ IT department to facilitate the data Extract from your SIS. Create a sample data file and send it to Redrock Software Corporation (support@go-redrock.com). Acceptable data file formats are tab delimited (ASCII), comma delimited (csv), or fixed character position (ASCII). An import map is then created based on the sample file.


After the fields are chosen, the data file is created, and the import map is written, your Trac System can run the import process automatically. First, the data file should be updated and saved to the same location on a daily basis. The campus IT personnel may write a script to automate this process. At this point we will also need to set a time within your Trac system for the Automated Import Event to run. The import will then update each day automatically, providing the most current information from the campus SIS database.


Here is a table detailing Student fields.



Name Type Required Field Description
ID #L Yes The unique numeric ID of the student
Other ID A20 * A secondary ID (or barcode) for the student - may be required if you plan on utilizing a barcode scanner or magnetic card reader to sign in your students
Last Name A40 Yes The last name of the student
First Name A40 Yes The first name of the student
Middle A20 The middle name/initial of the student
Street Address A60 The street address of the student
City A50 City of the student address
State A2 The state code of the student address
Zip A10 The zip code of the student address
Email A80 * The email address of the student - required if you plan to send emails to your students, including automatic appointment reminders
Full Name A80 The student name formatted as Last, First Middle - your Trac product will compute the student full name automatically
Home Phone A20 The student home phone number
Work Phone A20 A secondary phone number for the student
Gender Male B The gender of the student is stored as a boolean - the only options are Male or Female and all students default to Female
Birthdate D The student birthdate
Ethnicity A60 Ethnicity (could be a code or complete name)
Grad Und A80 A code that indicated Graduate or Undergraduate (usually "G" or "U")
College A80 What college the student is attending
Class A80 The student's class: Freshman, Sophomore, etc. or FR, SO, JR, SR or 2003, 2004, etc.
Cohort A80 Used to custom group the student records. Use of this field is determined by the TutorTrac administrator.
Major A80 The student's major. May be a code or complete description.
Handle A20 * The student's username to log in to your Trac application online - required if you plan to log students in through LDAP, Active Directory, or Single Sign-On
Password A20 The student's password to log in to your Trac application online.
ReferredBy A80 Who referred the student to the center.
Degree Goal A80 Either the Degree Earned or the Degree Goal.
Overall GPA #R The Overall GPA for the Student (EMCCGPA)
Total Hours #R Total Accumulated Hours for the Student (BMI1)
HS Name A30 Name of the High School Attended
Custom Field1 A80 A custom field that may be used for any purpose.
Custom Field2 A80 same as above
Custom Field3 A80 same as above
Custom Field4 A80 same as above
Custom Field5 A80 same as above
Custom Field6 A80 same as above
Custom Field7 A80 same as above
Custom Field8 A80 same as above
Custom Field9 A80 same as above
Special Status A80 A student status field: may be a code or description.