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Mar
14
Registration for the Redrock Conference Ends March 22nd!
Posted by Jennifer Turley on 14 March 2017 08:54 AM

Registration for the Redrock Conference Ends March 22nd

We are just 8 short days from the close of registration for the 2017 Annual Redrock Conference! Registration will end on March 22nd, 2017 and the Conference begins April 5th - 8th. We are very excited for this year’s conference because not only do we have various sessions for new and advanced Users, but we will also be introducing the first look at the next version of the Trac System! Trac Cloud is a revolutionary step in Center management and will give Users greater control over their Data and make Management simpler than ever.

We are also thrilled to announce that we have a total of 13 sessions presented by different Users of the application. This is a great opportunity to see how other Colleges utilize the software and how it is used on their campus. We always appreciate having customers present because it gives great insight into the everyday use of the Trac System and how it can be customized to fit your school’s needs. Below is also a copy of our Conference Schedule, so you can take a look at all the amazing sessions that will be at the 2017 Annual Redrock Conference!

You can register for the conference at:

https://www.go-redrock.com/conference/register/

 

Wednesday, April 5th, 2017
1:00pm - 2:00pm Introduction and Demonstration of the Trac 4.0 System
2:10pm – 3:10pm  Get Your Trac System Up & Running In One Hour    
3:20pm – 4:20pm  Advanced Setup Options for Your Trac System
5:00pm – 8:00pm Welcome Reception w/ Appetizers and Live Band
Thursday, April 6th, 2017
8:00am - 8:45am Welcome to the 2017 Redrock Conference & Introduction of Focus Paths
9:00am - 9:50am
  • Communication and Retention with SAGE
  • Preparing for a Successful Semester Switch
  • Navigate Your Trac System like a Pro
10:00am - 10:50am
  • Power Search, Lists, and Watchlists
  • [User] Using TutorTrac Consultant Certifications in Practice
  • Fast-Track Your Center Profile Setup
 11:00am - 11:50pm
  • [User] Streamlining Your Academic Advisement Center: Going from Pen & Paper to a Click or Swipe
  • [User] The Hybrid System: Using TutorTrac to Track Dual (Appointment & Drop-in) Tutoring Visits
  • Handling Sections and Reasons with Ease
 1:00pm – 1:50pm
  • [User] Where Do I Start? Inheriting Your Trac System
  • [User] Using Data to Empower and Inform Decision Making:How to Get Stakeholders Invested in TutorTrac
  • Consultant Profile Management and Setup
 2:00pm – 2:50pm
  • [User] Customize Your TutorTrac
  • Pencil Me In: Scheduling Options
  • Student Access and View in Trac
 3:00pm - 3:30pm Recap and Intro to TracCloud: The next Evolution of the Trac System!
 3:30pm – 5:00pm Redrock Software Personnel available for questions
 5:30pm Downtown Scottsdale ArtWalk
Friday, April 7th, 2017
 8:00am - 8:30am  Friday Morning Welcome, Announcements, and New Features
 8:40am - 9:30am
  • [User] Improving Retention with Lists
  • [User] Assessing STEM Student Success by the Numbers
  • All You Need to Know About Creating Visits
 9:40am - 10:30am
  • Q2 Tables - Accurate Tracking in Dynamic Study Environments          
  • [User] From Paper to Digital: Creating Buy-in and Cultivating Change
  • Communicating With Busy Students through Emails and Text Messages
 10:40am - 11:30pm
  • [User] Searching and Reporting - Finding Students and Extracting Data
  • [User] Using TutorTrac Data to Inform Program Change        
  • Utilities, Preferences, and Events…Oh My!   
 12:30pm – 1:20pm
  • [User] Tutor Program Evaluation: How effective is my Program?
  • [User] A Little Bit of Everything     
  • We Can Report on That: Reporting Options  
 1:30pm – 2:10pm
  • Focus Path Wrap-Up and Q&A: New Systems and Semester Switch     
  • Focus Path Wrap-Up and Q&A: Identifying Specific Student Populations
  • Survey Says…      
 2:20pm - 3:00pm
  • Focus Path Wrap-Up and Q&A: Communication and Retention with SAGE
  • Focus Path Wrap-Up and Q&A: Data in and Data Out
  • Geek Speak        
 3:10pm – 4:00pm  2017 Conference Wrap-Up, Feedback, and Open Q&A Forum
 4:00pm – 5:00pm  Redrock Software Personnel available for questions
 5:30pm  Kajukenbo Arizona hosts CrossPIT workout and Hula lessons
 7:30pm  Dinner with Redrock at The Old Spaghetti Factory
Saturday, April 8th, 2017
 8:30am – 11:00am  One-on-One Appointments

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Feb
21
Early Registration Ends Tomorrow February 22nd 2017!
Posted by Jennifer Turley on 21 February 2017 10:48 AM

Early Registration Ends Tomorrow!

With the 2017 Annual Redrock Conference fast approaching, the deadline for early registration is finally upon us!

 Early registration ends tomorrow February 22nd, 2017 and the price will then increase by $30. The current rate is $329/person that increases to $359/person starting on February 23rd.  Conference registration ends March 22nd, 2017.

The Redrock Conference will be held on April 5-8, 2017 at the Hilton Phoenix/Chandler located in sunny Chandler, AZ. This is an amazing training opportunity and you don’t want to miss out on the early registration price! You can register for the Annual Redrock Conference by visiting, https://www.go-redrock.com/conference/register/. If you have any questions, you are more than welcome to contact us at https://helpdesk.go-redrock.com. Thank you and we look forward to seeing you in April!


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Jan
3
The Ins and Outs to Prepare For a New Semester
Posted by Iliana Visser on 03 January 2017 04:34 PM

Hello Trac Users!

We are excited for the new year and wanted to provide you some assistance to help you prepare your Trac application for the new semester.

You’ll find that it is filled with new information, helpful hints and tips, and even some new feature that you can explore.  We want this newsletter to be valuable for you so please, share your feedback and as always please let us know if you have any questions.

 

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An important note: Your imports contain student registrations specific to a term, the timing between changing your Term Code and importing your registrations is important.

 

 The First step is to have your IT updated the Student and Course Files to your server or the SFTP site

  • If it is for the first time or have made any changes to the files then IT will need to send Redrock a sample file to create or update your import script.

 

The Second step, Change the Term Number

  • As a SysAdmin- Go to the Trac Navigation -> Tracman Icon -> Utilities and Prefs -> System Prefs Tab -> CurrentTerm -> Change to the new term number -> Save.

 Current Term Preference

 

The Third step, Change Semester Dates

  • As a SysAdmin- Go to the Trac Navigation -> Tracman Icon -> Utilities and Prefs -> System Prefs Tab -> SemesterStart/ SemesterEnd -> Change to the new semester start and end date -> Save.

 SemesterStart/SemesterEnd Preference

 

The Fourth step, Run the import

  • As a SysAdmin- Go to the Trac Navigation -> Tracman Icon -> Utilities and Prefs -> Custom Utility -> Standard -> Import Student Data -> Execute.
  • To view the status of you import, click on View Import Status -> click on Execute -> this will display if it has completed.

 Import Student Data Preference

 

The Fifth step is to Activate Sections

  • As a Center Profile Admin- Go to the Trac Navigation -> Search Glass -> Center Profile  -> click on you Profile -> Sections -> Subcenter Options -> Click on the subcenter name -> Check box in the middle to activate the sections OR to add all the sections to the center  Click on Subcenter Options -> Click on “Add These to (Center Name)”.

 Activate Sections

 

The next steps are optional since your center may or may not utilize these preferences

  • Consultant Specialties
    • As a Center Profile Admin to add new sections or manually- Go to the Trac Navigation -> Search Glass -> Center Profile  -> Click on your Profile -> Consultants Tab -> Section Specialties  -> Check box to activate the sections -> Save.

Consultant Specialties 

 

  • As a SysAdmin to copy the consultant specialties from previous term to the new term- Go to the Trac Navigation -> Tracman Icon -> Utilities and Prefs -> Custom Utility -> Standard -> Copy Specialties -> Add the previous Term and the current term -> Execute.

 Copy Specialties

 

  • Reset Center Status
    • First Step as a SysAdmin - Go to the Trac Navigation -> Tracman Icon -> Utilities and Prefs -> Custom Utility -> Standard -> Reset Center Status/Missed -> Check the boxes “Reset Total Missed Count” and “Set Center Status to (leave blank)”-> Execute.

 Reset Center Status/Missed Advance Preference

 

  • Second Step as a Center Profile Admin - Go to the Trac Navigation -> Search Glass -> Center Profile  -> Click on you Profile -> Prefs Tab -> Scheduling Tab -> change the date in “Student max missed:” -> Save.

 Appointment Max Missed Preference

 

  • Third Step as a SysAdmin - Go to the Trac Navigation -> Search Glass -> Students  -> Search for “Inactive” Students -> Trac Navigation -> Tracman Icon -> Utilities and Prefs ->  Change Value -> Field: “Special Status”-> Value: (Blank) or Active -> Execute.

Special Status Preference

 

  • Other Settings  - Max Appointment Rule
    • As a Center Profile Admin - Go to the Trac Navigation -> Search Glass -> Center Profile  -> Click on your Profile -> Prefs Tab -> Scheduling Tab -> Max Appointment Rules -> Update any date that is using the preference -> Save.

 Max Apppointment Rules

 

  • Other Settings  - Other Scheduling Block
    • As a Center Profile Admin - Go to the Trac Navigation -> Search Glass -> Center Profile  -> Click on your Profile -> Prefs Tab -> Scheduling Tab -> Other Scheduling Block -> Update any date that is using the preference -> Save.

 Other Scheduling Block Preference


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Dec
8
2017 Annual Redrock Conference
Posted by Jennifer Turley on 08 December 2016 04:51 PM

It's the best time of the year… Time to Register for the Redrock Conference!

The 2017 Annual Redrock Software Conference will be held April 5th-8th at the Hilton Phoenix/Chandler located in Chandler, Arizona. The conference will offer many sessions covering a variety of topics about the Trac Systems.

Are you a new customer looking to become more familiar with your Trac System but don’t know where to start? We have many beginner sessions that will cover all the basic features and by the end of the conference you will become a skilled Trac user! In addition to sessions for the beginner, numerous sessions will cover more advanced topics to engage the most experienced Trac user and increase your current knowledge of the Trac System. Knowledge is power and with a better understanding of the Trac System and its countless configurations, it can be a powerful tool to enhance your services.

Annual Maintenance subscribers can register for $329 per person with discounts available for multiple attendees. We are also offering a 50% discount for all attendees that would like to present a session at our conference. We encourage customers to showcase how they utilize the Trac System to help other customers see the various ways the Trac System can be applied and customized.

Register now by visiting our website, https://www.go-redrock.com/conference/ and click “Register Now!”  The conference is an amazing learning opportunity and a chance to meet with fellow Trac users and build a network of relationships and resources that lasts long after the conference is over. We look forward to seeing you at the 2017 Annual Redrock Conference!

 


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Jun
17
Center Scheduling: Combining Max Appointment Rules
Posted by Jennifer Turley on 17 June 2016 10:22 AM

This is the third in a series of newsletters that will take a closer look at Center Profile appointment rules.  In the previous newsletters, we have introduced the basic settings for Max Appointment Rules specifically related to the number of days to enforce the rule.  We will build off of that information and feature some more capability with your appointment rules.

In this newsletter, we will look into how we can restrict students scheduling appointments based on Subject, Reason, Consultant, Subcenter, Location, Time, and even Group appointments.  Additionally, we will demonstrate how to combine multiple Max Appointment Rules to establish your custom scheduling restrictions.

With the Max Appointment Rules, you may set restrictions based on multiple categories within a specific number of days or a specific date range. The rules also allows you to create multiple sets of restrictions that all have to be followed in order for a student to make an appointment. There are three entries for Max Appointment Rules that may be combined to create more custom and specific restrictions. All restrictions will be enforced in order to schedule an appointment for a student.

 

Max Appointment Rule 1:

For the first example, let's prevent students from scheduling more than two appointments with the same subject and the same consultant in the same day.  This is a simple restriction, set up easily by entering the maximum allowed number of appointments, checking the consultant and subject boxes, and entering 1 for the number of days.  The first Max Appointment Rule would be set up as below.

 Combining Max Appointment Rules

A student will then be blocked ONLY if they meet all of the requirements that you have set. Meaning if the appointment rules are set as above, a student would still be able to schedule more than two appointments with the same consultant as long as each appointment is scheduled for a different subject.

 

Max Appointment Rule 2:

In the second example, the previous restriction that a student cannot schedule more than two appointments with the same consultant and the same subject in one day remains in force. Now, let's additionally restrict the max number of appointments for a student within a specified number of days. Add a second Max Appointment Rule to restrict students to scheduling only 5 appointments in any 5 day period. Now the student can only schedule those two appointments a day, but they cannot schedule more than 5 appointments in 5 days, regardless of the subject or consultant.

Max Appointment Rule 2

 

Max Appointment Rule #3:

A third Max Appointment Rule can also be added to the settings.  In this example, let's restrict the maximum number of appointments based on a specific date.  By entering a maximum of 15 appointments since 01/01/2016, the number of appointments a student can schedule has been restricted to a total number since a given date.  The previous restrictions by consultant/subject/1 day and within any 5 day window are still in force, but using the third Max Appointment Rule could also add a restriction on the total number of appointments for the semester.

Max Appointment Rule 3

 

The Max Appointment Rules are a powerful tool to enforce rules and restrictions upon students scheduling appointments.  The students may still be given the ability to schedule an appointments but may not overbook or monopolize the consultant schedules.

 

We hope that you find this newsletter helpful and as always if you have any questions on this or any other features please feel free to let us by emailing Helpdesk@go-redrock.com or submitting a ticket.  Enter any comments below.

 

We have completed our look at the Max Appointment Rules but the series continues next week as we dive into Other Scheduling Blocks.

 

 


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