Advisor Quick Start Notes

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Log In: You will need to login to AdvisorTrac by entering the SWAN and clicking on the Advising icon. You will be automatically logged in to AdvisorTrac.

1 Log In: You will need to login to AdvisorTrac by entering the SWAN and clicking on the Advising icon. You will be automatically logged in to AdvisorTrac. Or you can also go directly to this link: and use your CSU network userid and password to login. Log in using your CSU network userid and password on this screen. Set Your Preferences: The first time that you log in you will need to set your preferences. This controls what you see on your Main menu page. To do this, click on the drop down arrow by the TracMan (the little icon in the left hand side of the box) in the Trac Navigator and choose My Prefs. Choose the items that you would like to have showing on your Main Menu. Click on Save Prefs. Then go back to the TracMan drop down menu and select Main Menu. This will take you to your main menu page. You only have to do this the very first time you log in, but you can always go back in and change your preferences as you d like. This is the TracMan Miami University 2010 (Revised 29JA10) ;modified cab of 11

2 Searching for Student Information: 1. To search for student records, you need to hover on the magnifying glass and click STUDENT. A student listing box will appear (with an alphabetical list of all students). To enter the search box, click on the arrow by LIST OPTIONS and choose SEARCH. Magnifying Glass List Options Search In this window you can search by the different criteria shown: last name, unique ID, major, etc. You can also click on the Visit Info tab to search for a group of students based on visit dates, reasons, and center. Use as a wildcard. Miami University 2010 (Revised 29JA10) ;modified cab of 11

3 2. ALTERNATE METHOD For Finding a Student Record: Type the student s last name in the Trac Navigation window. A filtering records box will appear with the name of the students that meet your criteria. You can narrow your search by adding the first initial (or name) of the student. You can select the name directly from this box if it appears. Clicking on the banner ID will take you to the student s record. REMEMBER: The Trac Navigation is not a tool to search the entire database. It will remember the screen list that you most recently visited. If you type a name in it while in the Log List, it will search only the Log List. To refresh to the student list, you can click on MAIN MENU from the TracMan, and then do the search. When you find the correct student, click on the Banner ID number link. This will take you to the Student entry screen where you will find tabbed pages that list all of the student s information: Upper Row Lower Row The upper row contains the General Info, Documents, SAGE, Visit Summary, and History tabs. The Lower Row contains additional tabs only on the General Info tab: Basic Info (Major, GPA), Custom Campus Info (Math and Reading Placement scores, ACT, Foreign Language Placement), Center Info ( Lists the different centers that a student as visited), Lists (Students can be tagged as a member of a specific list group. This helps in running reports for certain groups.) Miami University 2010 (Revised 29JA10) ;modified cab of 11

4 The Documents tab contains the list of documents that have been uploaded to the student s record. A document type must be created by the administrator. Documents can be assigned to certain groups for uploading and viewing. Miami University 2010 (Revised 29JA10) ;modified cab of 11

5 The History tab contains information about visits, appointments, resources, and messages. To view the previous notes on a student: --Click on HISTORY tab --Click the button to load in student history data --Click on VISITS tab Miami University 2010 (Revised 29JA10) ;modified cab of 11

6 Visit History Notes: On this screen you can review the notes from the student s previous visits. You can also Print the notes or Add a new note. To add new note: --Click NEW 1. Click the Date hyperlink. This will populate the date/time fields. It will input the current date and time with a 1 hour appointment. To adjust the meeting time, click on Time In, a popup box will appear. In this box, click in the hour column and type in the number or use the + and - signs. Type in the visit duration the same way. The out time will automatically adjust. 2. Click the drop-down menu and choose your center. (You must wait for all fields to load before you choose your reason code and consultant name.)the reason codes for your center will populate and you can choose the appropriate one. The Subject line is not used so it will be blank. 3. Click on your name as consultant. 4. Enter notes in the Notes box. 5. Click Save The referral question box will load. Fill in any referrals made. 6. Click Save again- IMPORTANT!!! 7. After your note is saved, click BACK to return to the visit history page. Miami University 2010 (Revised 29JA10) ;modified cab of 11

7 To Add Notes Via Quick Visits: On the Main Menu, click Quick Visit 1. Click on StudentID link 2. In popup search box, type last name or ID and hit enter. 3. Choose correct student. (This will return you to the visit notes screen.) 4. Confirm that the data retrieved matches the student you are seeking 5. Click the Date hyperlink. This will populate the date/time fields. It will input the current date and time with a 1 hour appointment. To adjust the meeting time, click on Time In, a popup box will appear. In this box, click in the hour column and type in the number or use the + and - signs. Type in the visit duration the same way. The out time will automatically adjust. 6. Click the drop-down menu and choose your center. (You must wait for all fields to load before you choose your reason code and consultant name.)the reason codes for your center will populate and you can choose the appropriate one. The Subject line is blank. 7. Click on your name as consultant. 8. Enter notes in the Notes box. 9. Click Save The referral question box will load. Fill in any referrals made. 10. Click Save again- IMPORTANT!!! 11. After your note is saved, close the box. In the Quick Visits window, you have three tabs. The first tab is where you put in your visit note as shown above. Miami University 2010 (Revised 29JA10) ;modified cab of 11

8 The second tab is the Student Info tab and it contains all of the same student information that you would find on the student entry page. The third tab shows the student s previous visits notes. Miami University 2010 (Revised 29JA10) ;modified cab of 11

To add notes when students are logging in at a central computer (KIOSK). *You will need to be logged in to AdvisorTrac and entered the Log List function from the TracNavigator. 1.

9 To add notes when students are logging in at a central computer (KIOSK). *You will need to be logged in to AdvisorTrac and entered the Log List function from the TracNavigator. 1. When a student logs in at the kiosk desk, the student s information will appear on the Log List with the other students who are waiting to see an adviser. [It will also appear on your mini log list on the main menu.] 2. Click the Start Visit icon to start the visit with your student. 3. Conduct your appointment with the student. 4. Click the End Visit icon. 5. Enter your notes in the Visit Notes box 6. Type in any dept referrals that you made in the Any Referrals? box. 7. Click Continue to save the data. 8. Click Continue again close window. Start Visit Icon Conclude Visit Icon Conclude Visit: This will take you directly to the notes screen when you click on it. Clicking on the red button will TERMINATE the visit. This should only be done if the student shouldn t have logged in. Miami University 2010 (Revised 29JA10) ;modified cab of 11

To create a New Student (for prospective student purposes): On the main menu screen, under Log Student, type in the student s last name and first initial and press enter.

10 To create a New Student (for prospective student purposes): On the main menu screen, under Log Student, type in the student s last name and first initial and press enter. (This will allow AdvisorTrac to search the database to make sure the student does not already have a record.) In this box you can type the UniqueID, Banner Number, or last name with first initial. If the student is a former returner, you can call the registrar s office to see if the student has a banner number. After you hit enter, AdvisorTrac will search for the student. If the student s record does not exist, click on CREATE STUDENT Miami University 2010 (Revised 29JA10) ;modified cab of 11

11 On the Students Entry page, type in the full name of the student and their date of birth. Hit Save. AdvisorTrac will assign a temporary plus number (beginning with +999.). After you create the record, you can then go back in and add visit history notes via the Quick Visit method or through the visit history page. When the student completes their enrollment and a real banner number is assigned, the Banner records will merge with the AdvisorTrac record. Miami University 2010 (Revised 29JA10) ;modified cab of 11

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