Knowledgebase: Preferences
3. Definitions
Posted by Sean Lee on 23 April 2013 09:33 AM

Definition of Terms


Center Profile

Commonly referred to as a Profile, the Center Profile contains the settings, preferences, and rules that govern how specific centers and users operate within the Trac system. A single profile is included with a Trac Product license. Additional profiles may be purchased through to allow for centers and users to operate with a different set of settings and preferences.


You can create an unlimited number of subcenters within your Center Profile. A subcenter could represent a physical center, department, unit, or any other division that you might need to separate activities, users, consultants, schedules, and visits.


Groups define a specific set of privileges that are shared by a group of users and/or consultants. Each group can have unique privileges to access centers, students, visits, schedules, and other information. An unlimited number of groups can be created to separate privileges and access levels.


Users are members of the staff that are not consultants. Users may be administrator-level, front desk or student workers, office assistants, or other staff members that may need to access your Trac system.

Users are created through the Groups Entry. An unlimited number of users can be created within each group. A user may be moved from one group to another to change their privileges.


Course instructors assigned to student registrations.


Consultants are the tutors, advisors, counselors, and staff members that meet with students.


Students are the individuals that utilize the services offered at your center(s).

Sys Admin

The Sys Admin is the highest level of Group Access. The users in the Sys Admin Group will be able to control and set up the entire application and all Center Profiles.


A visit is a record of a student spending time using the services offered in your center. Recording visits are essential to providing accurate data of the students that have utilized the services offered. Visit Data typically includes the Total Number of students who have made a visit, Total number of visits made by students, the Subject and Reason for their visit, Visit Notes (any notes entered by Consultant or student), and which Consultant they saw during their visit to your Center. 

Drop-In Visit

A drop-in visit is a record that was not scheduled, but occurred when the student showed up and utilized services without advance notice.


An availability is an appointed time that a consultant offers for student appointments or drop-in visits.


Record that a student reserved a time to meet with a consultant. An appointment may be assigned a status to identify the outcome of the reserved time.

Appointment Status

Value assigned to an appointment to identify the outcome of the appointment. Appointment Status choices are entered through the Center Profile Preferences.

Supplemental Instruction (SI)

Supplemental Instruction program developed at UMKC that offers peer-led sessions to students registered in specific sections. An SI report compares the grades of the students that participated in the SI program with those that did not participate.

Trac Navigation

The menu and search bar found in the upper-left corner of each page. It is the main source of searching and navigating the Trac system.

TracMan Icon

The TracMan Icon is the image of the Trac symbol that links to the primary menu on the Trac Navigation.

Center Status

Center Status is highly dependent on the scheduling parameters set for your Trac system. If max missed appointment rules are set, for example as two max missed appointments per month, a student’s Center status might be changed to BANNED or NCNS (no call no show) if said student misses two appointments in a week. Students with a special Center Status can then be prevented from booking further appointments.

Section Specialties

If a Consultant specializes in any courses that students are enrolled in, you can indicate which sections they are able to hold sessions in by assigning Section Specialties to the Consultant. Section Specialties determine which availabilities or appointments will appear when students or users select a subject in a search for availability.

Reason Specialties

If a Consultant specializes in any reasons that students may come visit your center for, for example Changing Major or FAFSA applications, you can indicate which reasons they are able to hold sessions for by assigning Reason Specialties to the Consultant. Reason Specialties determine which availabilities or appointments will appear when students or users select a reason in a search for availability.

iCal Attachment

The iCal attachment allows appointments to be posted to an Outlook calendar when an email is received confirming the appointment that was scheduled. If the iCal attachments are utilized, then the appointments will appear on your Outlook calendar when they are scheduled in the Trac system.

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