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