TracCloudGuideListingsSections

Contents

Basics

Listings

Profile Prefs

Global Prefs

Tech Docs

Modules

Listings

• Students

• Attendance

• Appointments

• Availability Blocks

• Courses

• Course Lists

• Documents

• Faculty

• Outstanding Appt Requests

• Referrals (SAGE)

• Registrations

• Sections

• Staff

• Terms & Conditions

• Work Types

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• Custom Views

• Selection Tool

• Saved Searches

• Search Symbols

Sections Listing
A Section is a combination of Term, Course, and Faculty. Sections also hold additional data such as Section Code and CRN. Registration/Enrollment records are linked to Sections rather than to the Course, Term, and Faculty directly. The Sections listing can be found in Other > Listings > Sections.

Using the Search Bar on this screen, we can easily perform quick searches to find specific Sections. Right-clicking in the search bar (shown below) will provide a list of available Section fields to search by, click any of these to auto-fill the search bar.

Example Searches:

• Search by Subject and Course Number. Specifying 'Courses.SubjectCourse=' is not required for this search, it's just there as an example.

Courses.SubjectCourse=ENG210

• ...or by Faculty.

Dave Smith

• Search multiple fields at once, separate your searches by a space.

Courses.SubjectCourse=ACTG100 Sections.Code=003

• When performing multiple searches where at least one field contains a space, make sure to surround the contents you're searching for with quotation marks.

Courses.Title="Intro to Accounting" Terms.TermCode=2019SP

• Fields that expect a True or False value can be search with 1 or 0. The search below would show you all non-enrolled sections.

nonEnrolled=1

• Search in Custom Fields. It's recommended to use the right-click menu to select these, as it will always auto-fill the correct field name.

#sql:SecondaryFaculty#=Jane Doe

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Clicking on an individual Section opens the Section Entry page in the screenshot below. This allows you to review and modify Sections as needed, keep in mind that some of this data (typically code, CRN, course, term, and faculty) will be updated by your data import automatically..

Most fields visible here are self-explanatory, with the few that may require some additional clarification listed below.

• Non-Enrolled

This allows any student to select this Section regardless of whether or not they have an enrollment in this course. More information.

• Ignore Deactivate

If checked, this Section will remain active even if it is not present in your import file.

• Staff Only

If checked, students will be unable to select this section (e.g., when booking appointments). It will only be available to staff members.

• Auto create / deactivate registration record via List

This allows you to automatically enroll students from a list in this section. This feature requires additional configuration from Redrock Software, reach out to us using the support links at the top of the page if this is a feature you need to use.

• Grade Groups and Potential Credits

More information on these can be found in our Grade Groups and Potential Assignments article.

• Override Course Title

By default, in any location where the title of a registration or non-enrolled subject is shown, the course title will be displayed. This allows you to override the title on a per-section basis. A title entered here will always display instead of the linked course's title. If you want to import data into this field, reach out to our helpdesk for assistance.

• Special Day Pass Course

The number of days entered here is used to calculate the registration activation date range upon the student's first visit for that section. The registration can be imported or created manually. This preference is almost exclusively used in fitness center environments. More information on this can be found here.

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Hamburger Menu

Every listing page in the Trac System features a hamburger menu with utilities to search for or interact with your list of records. Some of these options are specific to a certain listing/record-type, others are shared. The following list includes definitions for the hamburger menu options available on this listing, and how they can be utilized.

• List All

This option will show all records on the current listing. Some listings have an additional toggle for only showing "Active" records, such as Students and Registrations, which will still override a "List All" search if checked.

• Search

This utility will open a pop-up window unique to each Listing it's present on, allowing you to search your records by a number of different fields.

• Power Search

This option provides a simple but powerful search utility to find the records you need. String together multiple searches, adding or removing results for each. Use Search Symbols to include ranges of data, and Save Searches for later use if needed. The search term 'blankornull' can be used to find all records with a value of nothing ("") or null ().

• Find/Merge Duplicates

These utilities can be used to cleanup duplicate records in your Trac System. We highly recommend reaching out to Redrock Support directly for assistance in cleaning up this data.

• Find by Values

This utility can be used to search one field for multiple values. If you have a spreadsheet containing a list of student IDs, this is an easy way to pull up the same list of students in TracCloud by copying the ID column into this search field.

• Saved Searches

See Saved Searches for more information.

• Show these <records>

This utility takes your selection of records, finds the related records, and takes you to that listing with the resulting records. For example, on the Registration listing, you can "Show these Students" to display the student records for the registrations that you were viewing.

• Create Chart

Based on the data currently being viewed a chart can be generated to visually illustrate the relationships in the data.

• Print

Allows you to print the contents of the current listing, by extension this also allows you to export the current list as a PDF file.

• New <Record>

Allows you to create a new record based on your selected listing.