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Logging into AdvisorTrac

1. Go to http://tutoring.clayton.edu:8000/ . Enter your User Name (CSU network User ID - e.g., jsmith) and Password (same as User ID - you will be prompted to change your password the first time you login). Click on the LOGIN button.

2. Enter your contact information (optional), change your Password , and click on the Save Changes button.

3. Scroll down to your department and select the Available Specialties you plan to provide. Click on the Add button after each selection.

 

4. Click on the Save Changes button.

Creating Availability

1. Click on Week Schedule .

2. If you want to schedule availability for the current week, skip to Step 3 . If you want to schedule availability for future weeks, click on the Next button until you reach the desired week.

3. Click on the Create Availability hyperlink adjacent to the desired start date.

4. Enter the Start Time (specify AM or PM by entering an "a" or "p"). Enter the Duration (number of hours which you plan to be available - e.g., entering "2" with a start time of 10:00a would indicate that you will be available from 10:00 AM - 12:00 PM). Select the availability Type (e.g., choose "Individual" for advisement appointments with one student). Unless you select "Group" or "Class" as the availability type, leave Max Students set at 0. If you select "Group" or "Class" as the availability type, indicate the maximum number of students that may sign up for the same appointment. Enter a Subject (e.g., "Fall Advising"). Enter your office number for Location . If you are creating group availability, select a Group Reason from the list corresponding to your School (e.g., "General Information" under "Arts & Sciences"). If the availability is not recurring, skip to Step 6 .

5. If your availability is recurring, select the recurring Type (e.g., Daily, MW, TTH, etc.). Caution: Daily means Monday - Sunday . Set the Interval to "1" if you want to permit students to schedule consecutive, back-to-back appointments. Set the Interval to "2" if you only want to permit students to schedule appointments during every other available timeslot, leaving an open slot between each appointment. Set the Total Remaining to the desired number of recurrences not counting the original availability (e.g. entering a "3" with the type set to "MW" would create a total of 4 recurring timeslots: two Mondays and two Wednesdays).

 

6. If you want to split the availability time period into multiple appointments, click the checkbox and indicate the length of each appointment. Click on the Save button.

7. Click on the Return hyperlink.

8. The scheduled availability will be displayed, as shown below.

 

9. Repeat Steps 1 - 8 to create additional availability dates and timeslots.

Deleting Availability

1. To delete a non-recurring timeslot , click on the availability time .
2. Click on the Delete button.

 

3. Click OK .

4. Click on the Return hyperlink.

5. The selected availability will be removed from the schedule as shown below.
   Note: Depending on your browser settings, you may have to click on the Refresh button before the availability is removed from your displayed schedule.

6. To delete part of a recurring timeslot , click on the availability time .

7. Click in the checkbox labeled "Modify this entry only." Click on the Delete button.

 

8. Click OK .

9. Click on the Return hyperlink.

10. The selected availability will be removed from the schedule as shown below. Note: Depending on your browser settings, you may have to click on the Refresh button before the availability is removed from your displayed schedule.

11. To delete all remaining availabilities in a recurring timeslot, click on the availability time.

 

12. Enter "0" in the Total Remaining box, and click on the Save button.

13. Click on the Delete button.

14. Click OK .

 

15. Click on the Return hyperlink.

16. The selected availability will be removed from the remaining dates in the recurring period as shown below.

 

Schedule An Appointment (Student Instructions)

1. Go to http://tutoring.clayton.edu:8000/. Enter your User Name (first initial followed by your last name - e.g., jsmith) and Password (your DUCK pin). Click on the LOGIN button.

 

2. Click on the Make Appointment link.

3. Select your Advisor from the dropdown menu.

4. Enter the Available from and to dates. Click on the Search button.

 

5. Click on the desired appointment time located in the Search Results at the bottom of the screen. Note: Students must schedule appointments at least 24 hours in advance.

6. Select the reason for making the appointment from the Request Help In dropdown menu. Click on the Save Appointment button.
   Note: Both the student and the faculty advisor will receive an email to confirm the appointment. Viewing Student Appointments .

 

Viewing Student Appointments

1. Click on the Week Report hyperlink on the Main Menu .

2. Enter the From and To dates for the time period you want to view, and click on the Generate button. A report indicating your availability and scheduled appointments will be displayed as shown below.
   Note: Each scheduled appointment is hyperlinked to more detailed appointment information.

 

Note: You may also view scheduled appointments by navigating to a specific day from the Main Menu or by navigating to a specific week from the Week Schedule. As with the Week Report, each scheduled appointment is hyperlinked to more detailed appointment information.

Deleting/Canceling Appointments (Student Instructions)

1. Click on the hyperlinked appointment Date . Note: Students are not permitted to delete (cancel) an appointment within 24 hours of the scheduled time.

2. Click on the Delete button.

 

3. In addition to a message displayed in AdvisorTrac (see below), an email will be sent to both the student and the advisor notifying them that the appointment has been canceled.

Deleting/Canceling Appointments (Advisor Instructions)

1. Click on the scheduled appointment.

2. Click on the Delete button.
   Note: An email will be sent to both the student and the advisor notifying them that the appointment has been canceled.

 

3. The appointment will be removed from your schedule as shown below.

Recording Comments During/After Advisement Appointments

1. Click on the scheduled appointment.
   Note: If you are recording information for an appointment which occurred on a prior date, you must first navigate to the appointment date using the previous button or the week schedule link.

2. Enter "Attended" in the Status dropdown menu. Enter in the Time In and Time Out . Select your name from the Advisor/Notes dropdown menu. Select the Reason for the advisement appointment from the dropdown menu, and enter your comments in the Notes box. Select a Follow Up action (if appropriate) from the dropdown menu and enter How many times you have met with this advisee . Click on the Save Appointment button.

 

Viewing Student's Visit History

1. Click on the Search Students hyperlink on the Main Menu.

2. Enter the student's ID (numerical portion of email address) or the student's First Name and Last Name . Click on the SEARCH button.

 

3. Click on the hyperlinked ID corresponding to the student's record.

4. Click on the Visit History hyperlink.

5. The student's Visit History will be displayed as shown below.