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Book an appointment with a tutor!
Find SI and MSG Session Days and Times!
Manage your tutor schedule!

FOR STUDENTS

How do I book an appointment with a tutor in TutorTrac?

Steps to finding a Hub Individual Peer Tutor in TutorTrac:

  1. Login to TutorTrac using Lafayette Network Credentials (ie. smithj, password)
  2. Click Search Availability
  3. Select Center: Peer Tutoring
  4. Select Section Use drop-down arrow
  5. Click Search and Availability Schedule will display Sessions
  6. Click on Time of the session to book
  7. Enter Notes to send to Tutor
  8.  Click Save and Session Booked
  9.  You will receive an email confirmation of the session.
  10. Click Main Menu
  11. Welcome page Upcoming Events displays your appointment.
  12. Email confirmation with appointment details will be sent to your lafayette email.

Where do I meet my tutor?

Setting location for Tutor appointment

  1. Your tutor will contact you via email to arrange the location of your session.
  2. You should arrive on time and be prepared for the session.

How do I add the appointment to my google calendar?

  1. Find and open the Appointment Confirmation Peer Tutoring email from resourcehub@lafayette.edu.
  2. Download the invite.ics found in the email.
  3. Open your Google Calendar.
  4. Find  Other Calendar.
  5. Click (+).
  6. Click Import and  Import box opens.
  7. Select the .ics file on your computer.
  8. Select the calendar you want to add.
  9. Click Import and it is added to your calendar.

Where do I find all the appointments I booked?

  1. Login to TutorTrac using Lafayette Network Credentials (ie. smithj, password)
  2. On the Welcome page find Upcoming Events
  3. All appointments will be listed.

How do I cancel my tutor appointment?

Appointments can only be canceled up to 2 hours prior to the session.  

  1. Login to TutorTrac using Lafayette Network Credentials (ie. smithj, password).
  2. Find Session on student Welcome page Upcoming Events.
  3. Click on (X) and the Appointment Cancellation box opens.
  4. Enter the Reason for canceling.
  5. Click Confirm Cancellation.

How do I get the mobile-friendly version?

  1. Using your phone or tablet
  2. Login to TutorTrac using Lafayette Network Credentials (ie. smithj, password).
  3. Under Student Options box, Click switch to mobile view, ipad/tablet, or phone depending on your device.

Does my course have a Mentored Study Group?

  1. Login to TutorTrac using Lafayette Network Credentials (ie. smithj, password)
  2. Click Search Availability
  3. Select Center: Mentored Study Group
  4. Select Section Use drop down arrow.  Only courses with MSG associated will display for selection.
  5. Click Search and Availability Schedule will display Session.

All sessions are drop-in. No appointment is needed.  Day/Time/Location in the appointment slot.

Full MSG  Schedule by department

How do I find a Supplemental Instruction Session?

  1. Login to TutorTrac using Lafayette Network Credentials (ie. smithj, password)
  2. Click Search Availability
  3. Select Center: Supplemental Instruction
  4. Select Section Use drop down arrow. Only courses that have SI associated with display in the selection.
  5. Click Search and Availability Schedule will display Session with location

Full SI Schedule by department

FOR TUTORS

How do I update appointments to indicate student ATTENDED and Create Visit Record?

ALL ATTENDED APPOINTMENTS NEED TO BE UPDATED IF YOU WANT TO BE PAID FOR YOUR TIME.  THIS NEEDS TO BE DONE AT THE TIME OF THE APPOINTMENT.

NO UPDATE NEEDED IF the session is “No Show” meaning the student did not show up or canceled less than 2 hours prior to the session.  Other cancelations must follow the guidelines for canceling sessions.

  1. In Trac Navigation box Click Tracman
  2. Select Schedule and your schedule for the week will display.
  3. Find the appointment for the session and click on the time and an Appointment Entry box will display.
  4. Center:  Peer Tutoring
  5. Reason: Individual Tutoring
  6. Subject:  Select the COURSE
  7. Status: Attended
  8. Must Click the box “Automatically create the visit when this appointment is saved”.
  9. Click Save
  10.  When a session is longer than an hour, Click on the Visit info tab at top of the box then update Time Out by clicking on the clock icon.
  11. Click Save.
  12. DONE!  Great job.

How to view and check all session visits are recorded for a pay period?

Visits in TutorTrac should match hours requested for payment in Banner with the exception of no-shows.

FIND YOUR VISITS FOR PAY PERIOD:

  1. TutorTrac > Consultant Profile View 
  2. Trac Navigation box hover over Magnifying Glass 
  3. Click on Visits  
  4. Visit Listing Box displays
  5. Click on List Options arrow
  6. Select Search
  7. Go to the Date field, Enter pay period date range using the following format  11/14/202012/11/2020
  8. Click Search and sessions for the pay period will display. 
  9. Edit the individual record Click on the Seq number and visit the record box opens
  10.  Make edit and Click Save 
  11.  If a visit is missing for an ATTENDED appointment, follow the steps.

ADD MISSING SESSIONS:

  1. In Trac Navigation box Click Tracman
  2. Select Schedule and your schedule for the week will display.
  3. Find the appointment for the session and click on the time and an Appointment Entry box will display.
  4. Center:  Peer Tutoring
  5. Reason: Individual Tutoring
  6. Subject:  Select the COURSE
  7. Status: Attended
  8. Must Click the box “Automatically create the visit when this appointment is saved”.
  9. Click Save.
  10.  RECHECK BY FOLLOWING STEPS 2-7 of FIND VISITS FOR PAY PERIOD.

How do I update appointments that I canceled?

Be respectful of the students when making cancelations as they are counting on you.

  1. In Trac Navigation box Click Tracman
  2. Select Schedule and your schedule for the week will display.
  3. Find the appointment for the session and click on the time and an Appointment Entry box will display.
  4. Change Status to Cancelled using drop down selection.
  5. Click Save.

IF students did not cancel their sessions via TutorTrac,

Steps to follow when students cancel by email NOT in TutorTrac.

The appointment status is changed to “cancelled” if the student emailed you within 1 hour of the appointment otherwise you do not make a status change and the system will update to “no show”.

  1. In Trac Navigation box Click Tracman
  2. Select Schedule and your schedule for the week will display.
  3. Find the appointment for the session and click on the time and an Appointment Entry box will display.
  4. Change Status to Cancelled using drop down selection.
  5. Click Save.

How do I block time on my schedule or block a current appointment time?

  1. Login to TutorTrac using Lafayette Network Credentials (ie. smithj, password)
  2. In Trac Navigation box Click Tracman
  3. Select Schedule and your schedule for the week will display.
  4. Go to the day and start time to block. If a student has booked this time slot, you need to cancel the appointment first by clicking on the (x). Then Hold your mouse click, and drag the arrow down to an End Time. Then release the mouse click.
  5. Availability Box will open.  UnClick the “is Availability?” Box in the upper right corner.
  6. Check that date, start, and end time are correct. Click Save.  
  7. Students can not book appointments for the blocked time.
  8. This can be repeated for any time throughout the semester that you need to block off your appointment availability.

How do I add appointments to my schedule?

  1. Login to TutorTrac using Lafayette Network Credentials (ie. smithj, password)
  2. In Track Navigation box Click Tracman
  3. Select Schedule and your schedule for the week will display.  Use month on left to go to the week you want to add time.
  4. Go to the day and start time.  Hold your mouse click and drag your mouse down to an End Time. Then release the mouse click.
  5. Availability Box will open.
  6. Update Reason to Individual Tutoring
  7. Change Max:  to 1 Students
  8. Check that date, start, and end time are correct. Click Save.  
  9. Students can then book that time or you can add a student you are working with to that availability.  Steps for adding tutee to appointment outlined in next FAQ.

How do I add a student to an appointment?

  1. In Track Navigation box Click Tracman
  2. Select Schedule and your schedule for the week will display.
  3. Find the day and time-slot that you want to add tutee.
  4. In the appointment time slot, Click on the white drop-down arrow.  A search box will open.
  5. Enter the tutee’s last name in the search box.  Select the tutee from the list by clicking on the >>>>>.
  6. An appointment box will open. Update the following using drop-down arrow:
    1. Subject:  (course to be tutored)
    2. Reason:  Individual Tutoring
  7. Click Save.
  8. The tutee is now booked for the appointment.
  9. You and the tutee will receive the confirmation emails.

How do I add a session in TutorTrac that did not have an appointment?

  1. Login to TutorTrac and be in your consultant profile.
  2. Find the Quick Visit box, click on Quick Visit.
  3. A Visit Entry box will display
  4. Click on the “Student ID” hyperlink to search for your student. Use @LastName@ or @FirstName@ for search then click on the >>>>> to select student.
  5. Populate the following fields
    1. Date: Click on the calendar icon for date of session.
    2. Time In:   Click on the “clock” icon, Enter the time the sessions began.  Please round to the nearest 1/4 hour.
    3. Time Out: Click on the “clock” icon, Enter the Time Out and the “duration” should populate.   Please round to the nearest 1/4 hour
    4. Location: Use drop down to select location of session.
    5. Center:    Peer Tutoring
    6. Subject:   Using the drop down select the course you are tutoring. If the Subject does not appear in the drop down notify resourcehub@lafayette.edu as a setting is incorrect.
    7. Reason:   Use the drop down and select Individual Tutoring.
    8. Consultant:  Your name should be populated.
    9. Notes:      Type in “No appointment for this session”
    10. Click SAVE for information to be entered into the database.  To enter multiple sessions, click “Save and New”.

How do I cancel an appointment?

APPOINTMENTS CAN ONLY BE CANCELLED UP TO 2 HOURS PRIOR TO THE TIME IN TUTORTRAC.

  1. In Trac Navigation box Click Tracman
  2. Select Schedule and your schedule for the week will display.
  3. Find the appointment to be deleted and click the “X” in the right corner.
  4. Click Delete to confirm.  You and the student will receive an email cancelation notice.