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Guides

TracCloud Instructional Resources

Adding Availability to Your TracCloud Schedule

To show when you are available to meet with students, you can add availability to your TracCloud schedule. These availabilities can be added at the beginning of the term and extended for the entire term. This will enable your tutor supervisor to easily schedule student meetings when you are working and allow you to manage your work time. Watch the following video to learn about:

  1. Adding appointment availabilities to the schedule
  2. Adding repeating availabilities
  3. Specifying 'section' and 'reason'
  4. Making availabilities bookable by students, ASC admin staff, or by yourself
  5. Adding red blocks in your schedule to show when you are unavailable For example: for staff meetings, lunch hour, vacation, personal appointments, or long weekends...
  6. Dragging appointment blocks to edit your schedule

Adding Individual Appointments Booked Outside of Your Availability

When a student is referred to you, you can create an individual meeting time within your TracCloud schedule and invite the specific student to that meeting. Students may be referred to you from ASC admin, through Early Alert, from the Student Association, from Counselling, or from the School of Indigenous Education. Watch the following video to learn about:

  1. Accessing information about the student from a tutoring referral
  2. Scheduling an appointment to meet a student who has been referred to you
  3. Scheduling an appointment to meet a student during a Help Desk availability
  4. Selecting the student who you will meet during the appointment
  5. Inserting the meeting link to virtually meet the student
  6. Indicating ‘subject’ and ‘reason’ for the student meeting
  7. Adding notes to the tutor and student
  8. Uploading a document to the appointment time to share with the student

TracCloud sends an automated email to the tutor and student with the day, time and location, or online meeting link, after the meeting has been created.

Note: Student information used with permission.

 

Adding Individual Appointments Booked Within Your Availability

When a student is referred to you, you can create an individual meeting time, within your TracCloud schedule, and invite the specific student. If the time you will meet the student occurs within your availability you must create the meeting outside of your availability and drag it into your existing availability. Watch the following video to learn about:

  1. Booking an individual appointment outside of your availability
  2. Selecting the student who you will meet during the appointment
  3. Inserting the meeting link to virtually meet the student
  4. Indicating ‘subject’ and ‘reason’ for the student meeting
  5. Adding notes to the tutor and student
  6. Dragging the meeting to the appropriate time within your availability

TracCloud sends an automated email to the tutor and student with the day, updated time and location, or online meeting link, after the meeting has been created.

Note: Student information used with permission.

Adding Help Desk/Writing Centre Appointments

Tutors can make themselves available for Help Desk or Writing Centre appointments by creating specific availabilities within TracCloud. Tutors will meet with students one-on-one during Help Desk and Writing Centre sessions. Students are allowed to sign up for up to two 30 minute appointments with the same tutor each week. If you sign up a student for over two sessions in a week, TracCloud will give a warning notification. Watch the following video to learn about:

  1. Creating Help Desk availability within the TracCloud schedule so that students can select a time that fits their schedule
  2. Specifying a 'reason' for the session
  3. Adding your online meeting link
  4. Creating recurring sessions
  5. Creating incremental appointment times by telling TracCloud to split up session times automatically
  6. Booking a specific student in an existing Help Desk or Writing Centre appointment
  7. Indicate 'subject' and 'reason'
  8. Writing notes and uploading documents within the appointment

After the appointment has been created, TracCloud sends an automated email to the tutor and student with the day, time and location. If an online appointment, students will receive instructions on how to connect with their tutor online in the confirmation email. 

Adding Review Workshops

Review workshops are workshops that a tutor provides on a re-occurring basis. Review workshop attendance is optional and students from multiple programs can choose to attend these workshop in order to supplement the information they are learning in their classes. The tutor decides the topic of the workshop based on feedback from the instructor or from the course outline. Before scheduling a review workshop, ensure that the day and time do not conflict with students' classes. Watch the following video to learn about: 

  1. Creating a review workshop time in the TracCloud schedule.
  2. Indicating the 'subject' of the workshop so students can sign up for the correct workshop.
  3. Selecting the 'reason' for the workshop.
  4. Adding the workshop meeting link.
  5. Creating a re-occurring appointment
  6. Sharing workshop information by communicating with instructors, tutoring supervisor, or posting on the Library website

No automated email is sent from TracCloud for a Review workshops. Communicate with your tutoring supervisor to send emails to applicable students to invite them to the Review workshop.

Adding Group Sessions or Group Bookings

The tutor can schedule small group sessions in TracCloud when 2-10 students have asked for help with the same topic from the same course. The students may request this group session themselves or the request may come from an ASC admin. Often these group sessions are called "Targeted-Limited" appointments because the same students will meet over a certain number of weeks (limited) to work on a particular task (targeted). Watch this video to learn about:

  1. Creating a study group in TracCloud schedule.
  2. Selecting the 'subject' or correct course
  3. Selecting the 'reason': Study Group led by ASC staff
  4. Adding the online meeting link
  5. Adjusting the correct day and time for the study group
  6. Making group session re-occurring
  7. Avoiding conflicting availabilities
  8. Communicating study group information with instructors and tutoring supervisor to allow more students to attend

No automated email is sent from TracCloud. The tutor needs to email the students with the day, time, and location, or meeting link, for the group session.

Editing Your Schedule

After you have your TracCloud schedule set up with availabilities, individual student sessions, and workshops, you may need to change certain sessions if unexpected issues come up such as a doctor's appointment. Watch this video to learn about:

  1. Changing your availability by dragging or editing
  2. Marking an appointment as attended
  3. Deleting an appointment
  4. Marking an appointment as missed
  5. Extending an appointment

Note: Student information used with permission.