The Trac Advantage Not your ordinary “One Size Fits All” Solution

1. The Trac AdvantageNot your ordinary “One Size Fits All” Solution Presented by Cathy Craig North Central State College

2. What can be customized? • Custom Campus Fields • 9 custom fields shown on “Custom Campus” tab • These fields can be searched and used on reports • Center Based Student Custom Visit Fields • Shown on the “Center Info” tab • Can be used to show on Log Listing • These fields cannot be searched or used on reports • Custom Visit Fields • Used to define the visit beyond the reason • Custom Reasons • Can be specific to one Center or used for multiple Centers • Lists • Static or Dynamic (based on other fields on Student Entry) • Can be viewed by everyone in same the Group Access team of the creator • Must be assigned to other Groups that need to use the list • Watch Lists • Assigns a colored dot which can be viewed in several ways • SAGE Referrals • Can be linked to a specific “List” of students • SurveyTrac Surveys • Offers several different ways to view

3. Applicant Upload • We worked with Redrock to create an additional upload of “applicants.csv” • We provided Redrock with a sample csv file with an explanation of each column • Redrock created a custom script to upload this file

4. Custom Campus and Center Info • Custom Campus and Center Info tabs can be customized to include any information desired • Custom Campus items can be included on upload files • Center Info items can be set to be viewed on the Log Listing

5. Custom Campus • 9 fields available for customization • Advisor Email used to connect SAGE referrals to the assigned advisor • Modified in the Utilities & Prefs • System Prefs • CustomStudentFields

6. Center-Based Student Custom Fields • Center Info tab items are created in the Center Profile • Prefs • Custom Fields • Scroll down to find Center-Based Student Custom Fields • Can be shown at • Login • Logout • Student Entry Only • Can be required or displayed on LogList • Viewable by selected Group Access

7. Custom Visit Fields • Custom questions can be usedto further define visits • Limited to 7 different fields • Setup in Center Profile – Prefs – Custom Fields • These fields can be required • Can be shown to select groups through Group Access settings

8. Custom Reasons • Reasons can be used for one specific Center or used for multiple Centers • Customize these to fit your business processes • Keep it simple if students will be logging to make appointments • Can be used with a Custom Visit Field to clarify the primary reason for the visit

9. Log Listing

10. Log Out • Cusom Visit Fields appear for selected users depending on their Group Access. • Required fields will not allow completion of the visit until answers are selected.

11. Utility Search and Utilities and Prefs • Search for the desired Students (From List, Search, Utility or Power Search) • Change Value • Identify the appropriate Field • Input the new desired Value • Apply Change

12. Power Search • Student Listing • Power Search • Click on field • Choose from the list of options • Enter search criteria • Click Search • Conduct a simple 1 field search • Search appointments or visits within a date range • Include several fields to returnthe desired list of students

13. Static and Dynamic Lists • Static Lists • Students must be manually added • Add a student to a Static List • Open a Student Entry • Click on the Lists tab • Click in “Add to List” to reveal a list of existing Static lists • Choose the desired list to add the student to that list • Dynamic Lists • Students are added based on criteria

14. Static and Dynamic Lists • To add a group of students to a Static List • Conduct a search • All students in the list can be • Added to a new list Note: New lists will be viewable by all consultants with the same Group Access. Others must be given access through Center Profile – Group Access. • Added to an existing list • Removed from a list • Intersected with a list • Adding and Removing only applies to Static Lists • Intersecting can be compared to Dynamic Lists Static Dynamic

15. Creating a Dynamic List • Click on “field” to reveal a list • Click on the desired field name • Enter the search criteria • To add another search criteria,click on “add line” • Choose another field from the list • Enter the search criteria • Search • Once the search returns thedesired list, type in a List Nameor pick from existing lists • Make sure “Dynamic” is selected • Search again

16. Creating a Dynamic List

17. The Power of Watch Lists • Setup in Utilities and Prefs • System Prefs (at bottom) • Choose when to show these colored dots • Quick identification of student type by advisors

18. SAGE Referral Email <strong>Financial Aid Office</strong>, located in Kee Hall, assists with Federal and State Grants, Student Loans, Scholarships, and other financial need programs. The FAFSA (Free Application for Federal Student Aid) is required and can be completed at #A# href="https://fafsa.ed.gov/"#>FAFSA#/A#. <br>

19. Other Referrals using SAGE • Make-up Exam Reminder • Used to email the student • Course • Instructor • Date and Time test can be taken • Time limit for the exam • Recommendations • Used to inform the instructor and student when test was returned to the instructor due to student no-show

20. SAGE Referral Email

21. SurveyTrac • Create custom surveys • Initiate the survey by using any of these methods: • Creative ways to deliver the survey • Your delivery method may depend onyour business practices

22. SurveyTrac - Document

23. Survey Associated with Appointment • Create custom questions • Gather information beforeyour student arrives for theirappointment • View the answers in theappointment entry at any time https://trac.ncstatecollege.edu

24. Questions?