| The Batch Visit Utility can be used to enter Visit data for Group or Multi-person Visits.
BATCH VISIT: CONFIGURATION OPTIONS
To add the Batch Visit Utility to your Main Menu, go to your MyPrefs: (TracNav > TracMan > MyPrefs), and select Quick Visit. The Batch Visit Utility will be located on the left hand side of your Main Menu just underneath Appointments and the Quick Visit Utility.
To add access to the Batch Visit Utility for a particular Group, go to your Group Access: (TracNav > Search Glass > Center Profile > Group Access) and first check the box next to Log Visits To for the chosen Group. The “Log Visits To” Function determines whether or not this group has the ability to Log students in and out, and included in this function is the Quick/Batch Visit Utility.
Additionally, there are three preferences that we also recommend activating under the “Log In/Out” Tab in your Group Access preferences. These preferences control access to additional options for your Batch Entry Utility.
- Show SI Batch Entry Option
The SI Batch Entry option allows a user to conveniently pull student ID numbers from Course Enrollment in order to mark attendance. The SI Batch Utility is typically used for Group appointments such as SI sessions, Exam reviews, and Orientations, etc..., and allows a User to draw Attendance by Subject or Section. For example, if a Consultant hosts a Math 110 Exam Review for a specific section, the Consultant can conveniently draw the student listing for the Math 110 section (i.e. Math 110 – 11370) and mark attendance by simply checking the checkboxes next to the attending student’s name.
- Show Visit Batch Entry Option
The Visit Batch Entry allows a user to pull student ID numbers based off of a search. After performing any search (Search, Utility Search, Power Search) in the Student Listing (TracNav > Magnifying Glass > Students > List Options), the Visit Batch Entry will mark the “Selection” attended, based off of the search the user performed.
- Show Visit Scans Batch Import
The Visit Scans Batch Import allows a user to export data from a Card reader. This data could include student ID’s, Visit Time, Location, etc…(contact Redrock support for more details support@go-redrock.com)
CREATING A BATCH VISIT : USER INFO
From your Main Menu, click on “Create a Batch Visit” on the left hand side, underneath the Appointments Link. When you click on “Create a Batch Visit”, the system will first prompt you to Choose a Center:
After clicking “Choose”, you will be taken to the Batch Visit Entry form.
The first tab selected will be the Batch entry tab. Here you can add the appropriate data for the group session that occurred, similar to the process for the Quick Visit Entry form. Fill in the Date,) Time in/Time Out, Consultant, Location (if necessary), Center, Reason, Subject (Section), and any Visit Notes that may apply in the “Notes” field below.
The last criteria that we need to add will be ID numbers for the group of students that attended the session. In order to handle entering these ID’s in an efficient manner, the Batch Visit Utility is able to draw ID numbers based off of a Search in your Student Listings. For this next example, we’ve defined our search using the course ENG 201.
In your Student Listings (TracNav > Search Glass > Students), click List Options > Search. Navigate to the Registration Tab to the right.
Here we will enter the Course Title as ENG201, followed by the wildcard (@) symbol to include All sections for this subject – i.e. ENG201-11370, or ENG201-12457.
After clicking Search, the system finds 37 of 38,823 students who are enrolled in any course that begins with ENG201.
Now, when opening a new Batch Visit Entry form, the SELECTED field shows “for previous 37 students”.
To draw the ID numbers for these 37 students found via Search, we can simply click on the SELECTED hyperlink to the right of the ID field, and when we click “Create Visit(s)” after all information is entered, the Batch Visit Utility will create a Visit Record for these 37 students.
One common issue to be cautious of regarding Batch Visits involves this SELECTED hyperlink. If NO search for students is performed to narrow down your selection, the Total number of students in your Trac system database will be SELECTED. In this case, Visit records will be created for your ENTIRE student population (for this example, 38,824 students). If such a situation does occur, email Redrock for assistance.
The Similar Visits section towards the bottom of the Batch Visit Entry form simply shows any similar visits for the ID numbers that you’ve entered based on Date, Center and Consultant. If any student (based on the ID numbers that you’ve entered) made a Visit on the Same Date, to the same Center, and with the same Consultant relative to the Batch Visit data that you entered, the system will let you know which Students have similar visits, which center(s) these visits occurred in, and on what date(s). This in some ways acts as a Red Flag, notifying and warning the User who is entering Batch Visit data of any Visit entries that hint at Duplicate records. For example, if a Batch Visit Entry was filled out for 10 students, and your Similar Visits section shows 10 similar visits for those 10 students, this would imply then that a Batch Visit Entry was already created for the multi-person/group (10 student) session that occurred.
The SI Batch Entry works in the exact same way as the Batch Entry, with the exception of how ID numbers are entered. Users are still able to base their Student Selection off of a search, however there is another option available here.
Defining your course selection through the Section field, as shown in the screenshot above, will prompt the system to load the course enrollment below. The system will divide the course enrollment into two columns, the column on the left lists students (enrolled in ENG 101) who have visited any Centers, and the column on the right lists students who have not visited any Centers. Attendance can be marked simply by checking the checkbox next to each student’s name. This gives the recording of Visit data some added versatility and flexibility, as some students will not always be able to be found through broad Searches.
The SI Batch Scan Utility may be used to process scanned ID data from Card Readers or Barcode Scanners. Data could include Student ID #s, Visit Time, Visit Duration, or several other Visit Data fields. This collection of Visit Data can then be imported into your Trac System through the SI Batch Scan Utility. Please contact Redrock support (support@go-redrock.com) to configure the Batch scanning process. Redrock will need a sample of your Data Extract file as well as some details regarding the future destination of Visit Data (Center, Subject, Reason, Consultant info, etc…), which may be discussed further through email.
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