1. A Little Bit of Everything
Presented by Cathy Craig
North Central State College
My name is Cathy Craig and I work for North Central State College. When I first started working with AdvisorTrac, I was the Testing Coordinator for the college and the administrator of AdvisorTrac. Now I work for the college in an Admissions and Advising Technical support capacity. I still administer the AdvisorTrac and TutorTrac systems. I have quite a few topics that I want to cover with you (maybe too many), but my objective is to provide you with some ideas on how another college uses the system so you can grow your system any way that you would like. That is the beauty of these Redrock products is that they are customizable into what you need them to be for your institution. I will go quickly through these topics to stay within my time limit and give you a chance for questions at the end, but if you have questions, don’t hesitate to ask at anytime.

2. 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
We needed to get our applicants into the AdvisorTrac system so they would be available to make appointments for testing and advising before being enrolled as students. This helped cut down on the number of duplicate records amd records without complete information, such as phone number, address, major, and intended start term (cohort).

3. Log Listing
I wanted to share our LogListing with you so you could see some unique things that we do. Students are logged into the Advising Center at the front desk or through a KIOSK. Advisor clicks when they are being seen and then the Advisor logs the student out when they leave. Notice the Purple Dot that appears in the upper right corner when logging a student into the center. This indicates to the front desk the type of student which directly connects to the reason that should be selected and may also give an indication of which advisor the student should be directed to. Notice on the LogListing the student type is listed along with any special notes. I will show you how we achieved all of these on the coming slides.

4. 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.
When the student is logged out of the center, the advisor has several questions to answer. Some of these questions require answers or they cannot continue, such as “Who initiated contact?”, “Type of contact?”, and “Career Counseling Referral?”. These all help us with reporting later on. We have also worked with Redrock to “Send Notes to Advisor” when a particular reason was selected which deals with a student dropping a course. Next, I will show you how we created these.

5. 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 from Log Listing
We utilize all 9 of our custom campus fields to capture information from our SIS, such as special student populations, Assigned Advisor and advisor . We also record Start Term and Year for ease in pulling reports. On our Center Info tab, we have included the student type and a notes box which will appear on the Log Listing. This can help personalize the student’s experience when we know their nickname of the phonetic spelling of their name. We also use the notes field to alert advisors when something needs to be completed, such as a Change of Major or verification of phone number or address.

6. Center-Based Student Custom Fields
Center Info tab items can be 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
Can be shown only to select groups
Custom fields are created in the Center Profile Prefs tab under Custom Fields tab. When creating a new Custom Field, you can choose when to display – at Login, Logout, or on the Student Entry Only. You can also choose if the field is required and whether to display on the LogList. You must add your user’s Group Access in order for them to see the field. If you create a new Group Access type, remember to add them to the custom fields that they need to see.

7. Custom Visit Fields
Custom questions can be used to further define visits
Setup in Center Profile – Prefs – Custom Fields
These fields can be required
Can be shown to select groups through Group Access settings
Custom visit field questions can be created to further define the visit. What type of visit was it? – In person, Phone, , etc. Were there any referrals made during this visit? – Financial Aid, Registrar’s office, Academic Dean, etc. These custom visit fields can also be required and shown only to the groups you choose. You decide when to display these questions – at Login, Logout, or on Visit Entry only. Keep in mind that visit fields that are marked required are only required for the groups that have access. Visit Fields can also be shown on the LogList or on KIOSK entry only.

8. 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
The search tools provided in the system make it so easy to find the right students and make changes to their record, add them to a list, or simply find out how many or which students visited for a particular reason. Most of you are probably familiar with the standard search in the Trac Navigation bar, but you may not have ever used the Utility Search or Power Search options. Using a Utility Search, you can find a group of students by ID or using the Power search find a person with a specific phone number or address. Searching for a group of students at once makes it easy to change values for the entire group with a few clicks. On the Student Listing, click List Options and then choose Utility Search. Choose the “Find by Value” tab (the one in the middle) and then choose ID from the Field box. In the Values box, paste in or type in your list of ID numbers and click Find by Value. Once you have your list of students, click “Utilities and Prefs” under the Tracman. Choose the Field that you would like to update. In this case, I am updating one of our custom fields and I know that it is field number 4. I add the desired new value in the value box and click Apply change. Now you have updated all these students records at one time.

9. 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
Include several fields to return the desired list of students
The Power search allows you to search for one field or combine several fields into one search. Again on the Student Listing, under List Options, choose Power Search. Click on field to select the appropriate field. In this example, I am looking for a person with a specific address. Then click search. If any person in your system has this address, they will be displayed on the Student Listing screen. Another option would be to look for “Visit Data”. Here I chose Date in and put in a date range by separating the dates with 3 periods. Then I selected another field and chose Visit Data – Reason ID. I typed in the name of my visit reason. Then I added a custom field called TFS, typed in TFS and then clicked Search. This search will return a list of students who had visits between April 1, 2016 and August 24, 2016 for New Student Orientation, who happen to be in a special population called TFS.

10. 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
There are two different types of lists – Static and Dynamic. I will show you how to manage both types. The Static list requires a student be manually added to the list. This is done by opening the Student Entry form, going to the Lists tab and choosing the appropriate list from the “Add to List” dropdown. Dynamic lists are created based on certain criteria and students are automatically added to that list if they meet the criteria.

11. Static and Dynamic Lists
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
A group of students can be added to a Static List by first conducting a search – this could be done with a Utility Search to find students by a list of ID numbers. Once you have your group of students, click List Options. Now you can add the students to a new list (Note that consultants in the same “Group Access” as the person creating the list will automatically get access to this list while others will have to be added from the Center Profile.), removed from a list or intersected with an existing list. For example, if you use a Utility Search to find students by ID #, you could then intersect with the “Active” student list to find the active students from your original list of ID’s. Keep in mind that Adding and Removing students only works with Static Lists. However, Dynamic Lists can be used when intersecting lists.
On you Lists tab, notice the difference between the way a Dynamic and Static List name appear. The Static list is in green with an “X” for removing the student from the list while the Dynamic list name is blue and does not have an option to remove. To remove the student from a Dynamic list the criteria that was met would have to change on the student’s record or in the set up of the Dynamic List criteria. I will show you how to create a dynamic list next.
Static
Dynamic

12. Static and Dynamic Lists
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
Search
Once the search returns the desired list, type in a List Name or pick from existing lists
Make sure “Dynamic” is selected
Search again
Now I will explain how to create a Dynamic List. Start from the Student Listing, choose Power Search under List Options. There are several fields that can be chosen – any student entry field, custom field, or you can use visit, appointment, or registration data to find your desired students. In this example, I am looking for students with the last name “Sample” and adding another field to look for a status of “Not Enrolled”. After entering your criteria, click the Search button. After confirming that my search resulted in the list that I expected, I enter the criteria in the Power Search again, exactly the same way or I tweak it until I get what I want and then select your Dynamic List name from the dropdown or type in a name if this is a new list. Make sure that Dynamic is selected in the box and Search again. Now the list has been created and anytime a new student is created with the last name of Sample and a status of Not Enrolled, they will automatically be added to this list.

13. Creating a Dynamic List
This is a short video that shows the steps that I just described to create a Dynamic List. You will see how easy it is to do.

14. 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
Now that you have some lists created in your system that help identify your student populations, you can add those lists to a “Watch List” and have a particular colored dot identify those students very quickly. This is especially helpful on Login and Student Listings to quickly identify the type of student you are dealing with. This set up must be done by a System Administrator but anyone can view them. Go to the Utilities and Prefs under the Tracman. On your System Prefs tab, scroll to the very bottom and you will find “Watch List Indicator #1 - #9”. Click on any one of them to set it up. In the setup screen, you will choose the list that you want to link. Indicate the color that you want to appear to identify that population. And then decide when you want the colored dot to display. Your choices are on the Log List, Log in/Out, Student Entry, Student Listing, or Appt Entry. Notice in this Student Listing that these students all have colored dots, some of them have more than one. I can tell that Samantha is a CCP student, Sammy has received an Academic Alert in the past year and is on Academic Probation, Student is a College Ready student, but he has received an Academic Alert recently, and Susie has been promoted from our Directions Advising program, but also has an Academic Alert. I know all this and I didn’t even have to open up their file!

15. Generating Reports
I won’t go into great detail about creating reports, but I do want to share a few tips. 1. When you perfect a report that you will use over and over again, save it as a Favorite. From your Main Menu, you can click on any report to run it without opening up the Report Manager. If that report is date driven, for example if you always want last week or this semester, be sure to checkmark the Auto Recompute box before you save the report. You can search for students on a particular list or registrations for a certain class or term. If you use a term in a saved report, don’t forget to update it before you “Generate Report”.

16. Using Batch Visits
The Batch Visit Entry is a quick way to record visits for several students at one time. For example, if a faculty member visited a classroom or sent an to all of his/her advisees, they can pull up the list of students in that course or assigned to them and complete the Batch Visit Entry to record them all at once. Caution should be used to conduct the search and then immediately enter the Batch Visit Entry before conducting another search, otherwise, you may end up recording visits for the wrong students. After searching and finding the appropriate students, click Batch Visit Entry under the List Options. Choose the appropriate Center from the dropdown and click Choose. Adjust the Date, Time In, Time Out, Consultant, Reason, and any custom visit questions. Then click “SELECTED”. Notice that it will tell you how many students you have chosen. If this doesn’t show the correct number, it would be best to close and start with your search again. Notes can be added to describe the visit. Then click Creat Visits and all visits are recorded at one time. It doesn’t get much easier than that!

17. Batch Visit Entry Create a document for faculty
Step-by-Step instructions
How to Search
Switch to Consultant Profile
Complete the Batch Visit Entry
I have created a few Training documents to share with Faculty and Advisors for completing searches and Batch Visits.

18. Academic Alerts using SAGE
SAGE uses Reasons and Recommendation
Reasons
Why would a faculty member send an Academic Alert?
Recommendations
What does the faculty member want the student to do?
Custom Questions can be included to add information
A section of checkboxes has been added for Advisor Follow-up
We use SAGE to generate many different types of referrals, but the most-frequently used is probably the Academic Alert. This gives faculty the power to alert the assigned advisor anytime during the semester when the student is not performing at a satisfactory level. This can also be used when the student has stopped attending class. The hope is that their advisor may be able to help remove any obstacles (transportation, child care, etc.) and encourage the student to get back on track by regularly attending or going to the Tutoring Center. The alert has been pre-populated with the most-often used Reasons and Recommendations for sending an Academic Alert. The faculty member checks off the appropriate reasons and recommendations. They enter their name and address. Custom questions can be created for notes to the advisor or student or other reasons for sending the alert if their reason was not listed. This triggers s to the student, their advisor, and a copy goes back to the faculty to confirm that it was sent. The advisor attempts to reach the student to discuss the issue and then checks a few boxes to indicate their success or lack of, marks the Alert “Processed”. This then triggers an back to the faculty and student as a record of the decisions/recommendations. The hope is, of course, that we can retain the student in the class, but sometimes it is best for them to withdraw and protect their GPA.

19. Academic Alert Instructions
Messages can be put on the Faculty Main Menu page to let them know who to contact if they are having trouble. Also, we have used the Welcome tab and custom faculty tabs to give details about how to submit an academic alert.

20. Academic Alert Instructions
Faculty Steps to Send an Academic Alert
Sending an Academic Alert as Consultant
These are documents that I have created to give faculty step-by-step instructions on sending academic alerts. I also created a document with instructions on how to send an alert as a consultant. Often times, we have more than one instructor sharing teaching duties for one class. In AdvisorTrac, we can only list one faculty member. So when the second faculty member logs in, they do not see the course in their list. In this case, we have them “Switch to Consultant Profile”, search for the student by name or ID # and submit the alert.

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 on your business practices
NC State also uses SurveyTrac. There are several different ways that this can be utilized. It is not just for satisfaction surveys after visits. This is the list of when a survey can be triggered.

22. SurveyTrac - Document
The “Display on Document Posting” option allowed us to create a survey that remains on the student’s file and can be accessed by those that you give permission to see it. This survey was created to capture information about the student’s plans, work, family, and challenges. This helps the advisor have a more holistic view of the student and promotes better advising.

23. SurveyTrac Associated with Appointment
Create custom questions
Gather information before your student arrives for their appointment
View the answers in the appointment entry at any time
Another option with SurveyTrac is to add questions to a appointment. These answers may inform your testing or advising center and allow you to better serve the student.

24. Questions?
Custom Campus & Center Info
Lists
Log Listing
Reports
Batch Visit Entry
Utility and Power Search
SAGE & Academic Alerts
SurveyTrac
I may have been very energetic in thinking that I could cover this many topics in 50 minutes, but my objective was to give you an overview of how other colleges use their system. These are the topics that were touched on in this presentation. Does anyone have any questions?