Student Entry Form: Difference between revisions

Latest revision as of 10:18, 26 March 2024

The legacy Trac 4.0 version of TutorTrac/AdvisorTrac/FitnessTrac is no longer receiving updates and will be end-of-life in 2025. Click here to schedule a TracCloud demo or reach out to sales@go-redrock.com for migration pricing or contract details.

Click here or expand to see what's new in TracCloud

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New, easy to use interface
TracCloud features a modern, easy to use, and mobile-friendly interface, allowing you to easily find and manage your data as you need. Students, staff, and faculty will have a much easier time navigating through the system and accessing the data they need. The new dashboard offers many easy to access widgets to view and manage your data.

New Features
Export almost any report into Excel. Static and dynamic QR codes for touchless-kiosk environments. Unlimited custom data fields in student records, visits, appointments, and more. Customizable views of listing pages. Student timelines. Twig and HTML-supported emails and system messages. Customizable log listing and kiosk views. Center descriptions. New reports. Student success plans as a new module, along with work plans for staff. The full list of changes couldn't fit in this article, and more is being added all the time. Relating to the schedule specifically, you'll find a new appointments listing, availability badges, custom search appointment links and QR codes, unlimited customizable max appointment rules, asynchronous appointment support, and more.

Customizable
With Twig support, you can personalize system messages, upcoming appointment lists, emails, and more based on the users who are viewing/receiving them. From simple changes like greeting the user by name to completely changing an email based on if the related appointment was in-person or online, in a certain center, for a certain reason, even if a certain custom field in the student's profile has a specific value. This extends to the log listing and kiosks as well, where you can add or remove fields, rearrange the data that's displayed, and add custom formatting with HTML and Twig.

Faster
Rewritten from the ground up hosted on AWS, using a MySQL database, TracCloud is faster in every way. This performance increase compared to Trac 4.0 can be noticed throughout the entire system, with reports being especially improved. Even the biggest reports in TracCloud load within a few seconds.

Migrate Existing Data
Migrate your existing data from Trac 4.0, allowing you to pick up right where you left off. We'll work with you to plan out your migration, coordinating with your IT, and training your system administrators to get you started in TracCloud.

Click here to schedule a TracCloud demo!

User Manual Contents

• Introduction

• SysAdmin Preferences

• Center Profile Prefs

• Group Settings

• Sections

• Reasons

• Consultants

• Student Records

• Student Entry Form

• Creating Student Profiles

• Searching for Students

• Registrations Search

• Post Documents

• Create Messages

• Availabilities

• Appointment Scheduling

• Visits

• Resources

• List Management

• Kiosk

• Customize My Trac

Student Entry Form

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.

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.

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.

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.

When we have found our selection, we can click on the ID# field that acts as a hyperlink to the Student’s Record.

This will open the Student Entry Form which displays Student’s information.

General Info

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.

Custom Campus

To the right of the Basic Info tab on the bottom half of the Student Entry form is the Custom Campus Tab.

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.

Lists

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.

Documents

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.

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

Hover your mouse over the “Choose File For Upload” option below, and click “Browse” to locate the file on your computer.

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.

SAGE

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.

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.

Visit Summary

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.

History

The History Tab gives a detailed history of 6 major aspects of the Student Record.

Visits

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.

Appointments

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.

Prog Rpts

The Progress Reports subtab displays a student’s course enrollment from 3.0, if your application was upgraded to 4.0.

Registrations

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.

Resources

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.

Messages

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.

Class Schedule

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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