TutorTrac For Writing/Multilingual Consultants What is TutorTrac?...3 Where is TutorTrac?...3 1. Launch FireFox (Not Internet Explorer, Not Chrome, Not Safari!)... 3 2. Enter the system.... 3 Beginning of the Semester Setup:...4 1. My Preferences... 4 2. Entering Your Availabilities... 5 TutorTrac Entry/Exit for a Shift...8 1. Launch FireFox (Not Internet Explorer, Not Chrome, Not Safari!)... 8 2. Enter the system.... 8 3. Clock-In to start your shift... 8 Making an Appointment...9 Option 1: Search for Availabilities... 9 Option 2: Search the Schedule... 13 Working with Students... 15 1a. Scheduled Appointment... 15 1b. Drop-In Visit (no appointment on your calendar)... 17 2. Writing Up Visit Notes:... 19 3. Clock-Out to end your shift... 21 4. Exit the System... 22 Scenarios:... 22 1. No-Shows... 22 2. Student Cancels... 22 3. Entering Mentor Group/Special Projects/Training hours... 23 4. What if I forgot to (or logistically couldn t) clock in/out?... 23 5. What if something funky happens with TutorTrac and I have questions?... 24 6. Shift Changes... 24 7. Checking Previous Visits Entered... 25 8. Checking your Hours... 25 Payroll... 26 1
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What is TutorTrac? TutorTrac is a browser-accessible database used by the Academic Support Center and student staff to keep track of services provided to St. Olaf Students such as consulting, vision assistant services, and training/project hours. This is important for you because it is: Your history of visit notes with your student to reference as you proceed in your consulting experience Your record of hours worked so your online timecards can be reviewed and approved by your supervisor A compilation of all your hard work to which your supervisor can refer if you require references for future jobs or other applications Where is TutorTrac? 1. Launch FireFox (Not Internet Explorer, Not Chrome, Not Safari!) Type tutortrac in the browser window. This will open the following URL: http://tutortrac.stolaf.edu 2. Enter the system. Enter your St. Olaf Username as your username and your St. Olaf password as your password. 3
Beginning of the Semester Setup: 1. My Preferences The first time you enter TutorTrac for the semester, you ll need to set up your preferences. Point your cursor to the TracMan icon in the Trac Navigation box at the top-left of the screen. Click the mouse button to reveal the pull-down menu and select My Prefs. click here then here Select the check boxes next to Calendar and Mini Log List. Set the Scheduling range and SAVE PREFS! 4
Your Main Menu as Writing Help Desk/ELL Consultants should now look like this: 2. Entering Your Availabilities Before staff can book appointments in your schedule, you must enter your availabilities the times you will be working at the Writing Place Help Desk. Click the word Schedule in the Calendar/Appointments box: 5
Find your name in the Personnel list on the left of the screen. Click on your name. Now, drag an availability block on each of the days you work in a given week. Please make one box per shift. If the box you re dragging is any color other than green, while still holding the mouse button down, type the letter a on your keyboard. Doing so will toggle between the three types of blocks in TutorTrac: Availability Block (green), Appointment Block (yellow) and Date Block (pink). Make sure the box is green! 6
When you finish dragging the box and release the mouse button, you will see this screen: 1 2 3 4 5 6 7 Here you need to change several things: 1. Ensure the Center defaults to Writing Help Desk/ELL 2. Change Max: to 1 Student. 3. Date From/To: Change the To date to Reading Day (December 13 th, 2013) 4. Ensure the block of time you dragged is correctly represented in the From:/To: time fields. 5. Change Autobook: from None to Weekly 6. Check the box Allow Student to Book Weekly 7. Change default to be UNCHECKED Click Save! (Repeat by dragging an availability box for any other shifts you work in a given week. By changing the To: Date to the end of the semester, you are ensuring this one availability will recur at the same time each week until the Date To: date.) 7
TutorTrac Entry/Exit for a Shift 1. Launch FireFox (Not Internet Explorer, Not Chrome, Not Safari!) Type tutortrac in the browser window. This will open the following URL: http://tutortrac.stolaf.edu 2. Enter the system. Enter your St. Olaf Username as your username and your St. Olaf password as your password. 3. Clock-In to start your shift. At the bottom-left of your screen, enter your name in the Log a Student Visit box, then press Enter. your name here Student, Joe It will seem like you are logging in twice but step 2 was to gain access to the TutorTrac system, and step 3 was to clock-in in to start your shift. 8
Now select the Center Student Work and click Log In. Select Subject & Reason as shown below and click Continue (or press enter). Making an Appointment Option 1: Search for Availabilities If you just wish to see which consultants have availabilities at a certain date and time, click on Search for Availabilities in the Calendar/Appointments box on the left of the TutorTrac screen. 9
The following boxes will appear. In the Student: box, type the student s username and pause. TutorTrac will list any students whose last name begins with the letters you ve typed. Select the student who will be visiting the Writing Help Desk. In the unlikely event there are two students with identical names, it will be necessary to enter the student s numeric id instead. Click on the student id in blue. Next, select the Center in which you d like to book the appointment. Fill in as much or as little of the resulting items as necessary depending on the attendee s scheduling needs. Leaving the search fields with default settings will result in the widest range of results. To narrow down the results, be more specific with date and time ranges or specific consultants. 10
Leaving Consultant blank will find any consultants with availabilities whose specialty is in that section (and with the date/time range specified if you entered it.) Remember, entering fewer parameters will result in more results. Or, if the student wishes to work with a certain Consultant, leave Section blank, and select that particular Consultant. Dates can be chosen in a range (From/To) by clicking on the calendar icon, and selecting the dates from there. Time can be as wide open (24 hours as shown in the above example) or as restrictive as the student s schedule (if the student knows he/she can only attend from the hours of 3-5pm, you could slide the time bar accordingly.) Days: All 7 days are selected by default. Click on days to toggle between selected and deselected. 11
Click on Search. In the resulting window, you will see any/all availabilities sorted by consultant. Click on one of the time slots to bring up an Appointment Scheduling window: In the Appointment Info window that comes up next (see next page): Make sure Center, Date and Time are correct. Select a Subject and a Reason, then press Save. Fill in as much of the rest of the information as you can. The more specific, the more helpful for the Consultant when he/she pulls up the appointment for details. (You may ignore Fund and Status.) The appointment will appear on the Consultant s Schedule in TutorTrac, and the availability slot will be removed from the Consultant availabilities. ALL APPOINTMENTS ARE ONE HOUR! 12
Option 2: Search the Schedule If you know the consultant for which you d like to book an appointment, go back to the Main Menu: Go back to the Main Menu by Clicking on the Trac-Man icon at the top-left of the screen, and selecting Main Menu. Instead of clicking on Search for Availabilities in the Calendar box on the left, select Schedule to view the existing schedule for that particular LC or Speaking/Writing Consultant. Find the consultant in the Personnel list on the left of the screen. Click on his/her name. If the consultant has any availabilities entered, you will see them by scrolling around the calendar. Availabilities are dark green boxes on the consultants schedule. click on name 13
Click on the grey down arrow of an availability and a search box will appear. You may only schedule in a green box. Enter the student ID and click on the blue numbers. In the Appointment Info window that comes up next (see next page): Make sure Center, Date and Time are correct. Select a Subject and a Reason, then press Save. Fill in as much of the rest of the information as you can. The more specific, the more helpful for the Consultant when he/she pulls up the appointment for details. (You may ignore Fund and Status.) 14
The appointment will appear on the Consultant s Schedule in TutorTrac, and the availability slot will be removed from the Consultant availabilities. ALL APPOINTMENTS ARE ONE HOUR! Once the appointment is created, keep in mind: TutorTrac is configured to e-mail both the student and the consultant a reminder message around 5:00 p.m. the day prior to the appointment. After 3 Missed appointments, the student s status is switched to DENY ACCESS. At this point, the student can only attend drop-in visits. He/she is no longer able to schedule appointments ahead of time. Statuses are reset at the beginning of each semester. Working with Students There are two places you will be typing notes. At the beginning of the consulting session, you will be entering some things in the Appointment Info box, and at the end of the consulting session in the Visit Info box. Please make sure to read the following to make the distinction!!! 1a. Scheduled Appointment Open the appointment in your schedule to get an idea the purpose of the appointment. (Click on the blue of 15
time numbers to open up the appointment.) NB: If the time is not blue and clickable as shown above, you need to first click on your name in the personnel list on the left of the screen. 1. Change Status to ATTENDED Do this also for Mentor Group/Training/Project appts. 2. Check the Check Box next to the Save botton that reads Automatically create the visit when this appointment is saved. 3. Click Save 4. Switch to the Visit Info tab by clicking Visit Info at the top of the window. 4 1 ATTENDED 3 2 Once you click Save, a new Visit will be made transferring over the date, time, and initial notes from the Appointment Info Tab into the Visit Info Tab. 16
Now you may begin your session with the student. 1b. Drop-In Visit (no appointment on your calendar) Because there will not be an appointment in your calendar, you will need to first make an appointment block. Drag an approximate block of time beginning at the current time. If the block you re dragging is pink or green, press the a key before you let go of the mouse button. This will toggle the type of block between cream/yellow to pink to green and back to cream/yellow. 17
When you release the mouse button, the following screen will appear. Enter the student s last name, username or student id then press enter. Select the student from the list. In the next window, enter your brief assessment of the visit purpose. Remember the convention: Date followed by your initials Most recent note goes on top. 1 ATTENDED 2 3 18
1. Change the Appointment Status to ATTENDED Do this also for Mentor Group/Training/Project appts. 2. Click Automatically create a visit. 3. Click Save. 4. Select the Visit Info Tab at the top of the window, then begin your session with the student. 4 2. Writing Up Visit Notes: a. ENSURE YOU HAVE SWITCHED BACK to the Visit Info Tab Write up your notes of what actually happened at the Visit. Visit Notes will be different than the Appointment Notes. 19
Remember: Visit Notes is where the ACTUAL visit contents/time in and go. Appointment Notes is where the PLANNED visit contents/times in and out belong b. Enter the Time In/Out. Click on the clock icon next to Time In or Time Out. Hint: First put the Time In time, then put in the Duration. (Time Out will be calculated by the system.) Make sure Num Lock is on if you want to use the keypad on the right of the keyboard. Click on each digit, and click the +/- icons to insert the correct digit. Some keyboards will allow you to type directly into those fields. Others will not. If you have any troubles, use the +/- icons. To switch from am to pm, select the am/pm word and type a or p. c. Adjust the Subject and Reason. These should reflect what you ACTUALLY covered. d. Visit Notes: Begin by placing the cursor above any previous notes. Then type your notes. e. Click Save. f. Click Send Note to ascteam-tutortrac@stolaf.edu. 20
Visit Info a b c d e f 3. Clock-Out to end your shift At the end of your shift, go back to the Main Menu by clicking on the TracMan icon. Find your name in the Mini Log List and click the blue door with an arrow icon to log out (or retype your username in the ID box, and press enter): your name Enter any notes regarding your shift in the box that follows, and select YOUR name from the consultant list. (Hint: Names are alphabetical. If you don t see your name, type the first letter of your last name to jumpt to that part of the list!) Click Continue to finish logging out. 21
4. Exit the System JUST LIKE IT SEEMED LIKE YOU WERE LOGGING IN TWICE, NOW YOU HAVE TO LOG OUT TWICE. Step 4 just ended your shift. But you still have access to the TutorTrac database. Now you need to close up the database!! Click on the Trac Man, then click Exit. Scenarios: 1. No-Shows If the Student no-shows: In the Appointment Tab, change the Status to Missed. 2. Student Cancels If the Student cancels: In the Appointment Tab, change the status to Canceled. 22
3. Entering Mentor Group/Special Projects/Training hours When you enter hours that aren t related to a consulting session, such as when you meet with your mentor groups, follow the steps in 2. Entering Your Availabilities to create an availability during the time the mentor group is to occur. (If your mentor groups will be recurring at the same time each occurrence, you can make the availability recurring until the end of the semester in the same way you made your other availabilities recurring by setting the end date to 12/xx/2013, and indicating AutoBook to be Weekly by clicking the checkbox. Next, drag an appointment block into the availability. Be sure any work related entry that does not involve consulting with a student is entered in the Center: Student Work In the Appointment Info, enter the correct Subject and Reason: 4. What if I forgot to (or logistically couldn t) clock in/out? Clock in at as described above. You will notice when your name appears in the Mini Log list, that there is a pencil to the left of your name. Click on the pencil to bring up the Visit associated with your Clock In. Adjust the time in or out accordingly. Once you enter a time out, the system clocks you out. To make sure, click on the browser refresh button at the top of your browser window. Your name should disappear from the Mini Log List. 23
5. What if something funky happens with TutorTrac and I have questions? Please always direct TutorTrac questions to Laura Knobel-Piehl or BreAne Hampsher in the ASC. (knobel@stolaf.edu or hampsher@stolaf.edu ) 6. Shift Changes If it s a one-time trade, or you re sick and someone is subbing for you, go to your Sub s schedule and create an availability during the time slot they will be filling in for you. Now move any existing appointments during your shift to your sub s schedule. (Open the appointment and click on the Move To button.) Select the consultant and the date and time from the Move To box: Now if you look at your schedule, you will notice your appointment is gone, and you re left with a green availability box. So that no more appointments are scheduled for you, you must delete your availability. Click the little X at the top-right of the green availability box for that day. When asked if you d like to delete all availabilities or just that one, click This One. 24
Picking up Shifts Drag an AVAILABILITY (green) block into your calendar for the shift you are picking up. (Perform all the same steps as stated earlier on Page 5). If there were any expected appointments in your co-worker s shift, make sure to add them to YOUR new availability. Permanent Shift Change Please e-mail Su Smallen (smallen@stolaf.edu) and Laura Knobel-Piehl (knobel@stolaf.edu) and they will ensure all the appointments transfer accordingly. 7. Checking Previous Visits Entered At any time, you may go back and look at visits you ve already entered. To do this, perform a Visit search: Hover the cursor over the magnifying glass in the Trac Navigation box at the top-left of your screen, and select Visits. Then type the student s username in the same box and press enter. The resulting list will display any Writing Help Desk visits which have been entered by a Writing Help Desk Consultant. To view details of the specific visit, click on the blue Visit ID at the left. 8. Checking your Hours At any time, you may go back and look at your hours. To do this, perform a Visit Search: Hover the cursor over the magnifying glass in the Trac Navigation box at the top-left of your screen, and select Visits. Then type YOUR username in the same box and press enter. 25
The resulting list will display any of YOUR shifts, as well as training sessions/mentor groups/special projects you have entered for yourself. To view details of the specific visit, click on the blue Visit ID at the left. student name Payroll As a student employee of the college, you are now required to enter your time worked in an online timecard system. The link to this is: www.stolaf.edu/apps/tes It is by far easiest if you enter your time at the end of your shift. Even though the college will be using this system to pay you, simply filling out the online timecard form is not guarantee of being paid. There must also be corresponding work/notes in TutorTrac showing you worked!!! Missing hours in TutorTrac will not be paid! Late hours from previous pay periods will be handled by Payroll. 26