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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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