TracCloud Help

TracCloud is where students can book appointments for a variety of RRC Polytech student services, including tutoring supports provided by the Academic Success Centre. On this page you will find instructions for how to:

1. Book a TracCloud Tutoring Appointment
2. Upload and share documents with your tutor
3. Join an online appointment.
4. Cancel an upcoming appointment.

Tutoring Appointment Rules

How to Book a Tutoring Appointment

1. Log in to HUB. Then, click the TracCloud link found in the 'applications' list.

2. Search TracCloud for available tutoring sessions:  Go to the 'Book a staff or peer tutor for your course' panel then, CHOOSE A SUBJECT and click SEARCH.

After clicking 'Search', you will be presented with a list of the available tutoring sessions for your selected course for the next two weeks. By default, the next available sessions will be listed first. Use the up or down arrows to scroll through the list or, to search for a session on a specific date, select a date using the calendar tool.

Bookable time slots are colour coded as follows:

3. Choose an available time slot. When looking for a tutoring session to book, consider the following:

• Check if the session is online or in-person. Some time slots allow you to choose between online or on campus meetings, while others time slots are set to be on campus or online only.
• Make note of the appointment time, and if the appointment is in-person, the on-campus meeting location.
• Hover your mouse pointer over the consultant icon to reveal more information about the session type. Red icons indicate a session with an ASC Staff Tutor. Blue icons indicate a session with a peer tutor.
• To learn more about the services available in each centre, click on the centre name in the bottom left corner of each time slot.
• To view more information about the tutor, click on their name.

4. Confirm the appointment details:

1. Verify the appointment DATE and TIME.
2. Choose between an online or in-person appointment, if possible.
3. Enter some notes to let your tutor know what you wish to go over in the tutoring session.
4. Finally, click 'Save' to book the appointment.

After clicking 'Save' your appointment will be booked. Next, check your RRC Polytech student email for a confirmation message with the meeting details, an online meeting link (if required), cancellation instructions, and your tutor's contact information.

The confirmation email will also contain an iCal calendar attachment which you can "accept" to add the meeting to your Outlook Calendar (optional).

5. Attend your appointment. If your tutoring session is in-person, plan to arrive at the location listed in the confirmation email a few minutes before the appointment begins.

If the meeting is online, a link will be sent to you in the confirmation email. This link will activate 10 minutes before the start of the appointment and remain open until he end of the appointment time. Click the link to be taken to your tutor's online meeting room. If you are unable to join your online tutoring session, please email your tutor directly for assistance using the email address listed in the confirmation email for the appointment.

Upload and Share Documents

Once an appointment has been created in TracCloud, students have the option to upload a document to share with their tutor. This can be done when booking the appointment, or any time before the scheduled meeting time.

Adding a document to your appointment when booking:

After saving the appointment, the 'Documents' tab will appear. To add a document to your appointment...

1. Click the 'Documents' tab, then click '+ New'. This will open a document window.
2. Click 'Browse' to locate the file on your computer.
3. Keep 'Type' set to Student Document'.
4. Describe your document in the 'Notes', then click 'Save'.
5. You will immediately receive an email confirming that your document has been uploaded, and your document will be listed in the appointment.

Adding a Document to an Existing Appointment.

Documents can be added to an appointment at any time. Students can upload documents to appointments they book themselves, or to appointments that have been booked for them by ASC staff. To add a document to an upcoming appointment in your schedule, follow these steps:

1. Log in to RRC TracCloud through HUB.
2. Locate the upcoming appointment that you wish to add a document to on the day schedule.
3. Click the 'Notepad' to open the appointment editor.
4. Follow the steps above for 'Adding a document to your appointment when booking'.

Making changes to document uploads

You can add, remove, or make other changes to the documents uploaded to TracCloud appointments at any time before the meeting. To do so...

1. Open the appointment and click on the 'Documents' tab to see the files already added to the appointment. 
2. To add more files, click the '+ New' button and follow the steps for adding a document.
3. To make changes to a document, click the 'Notepad' icon next to the file to open the document window.
4. Click 'Save' or 'Delete'. (Deleting files cannot be undone, though you can upload the document again).

Joining an Online Appointment

There are two ways to access the online meeting link for a tutoring appointment:

1. From the confirmation email for the appointment. TracCloud emails are sent to your RRC Polytech student email account.
2. On the TracCloud student dashboard. Log in to TracCloud through HUB, then view your appointment on the calendar section of the dashboard.

Note that if you attempt to join a scheduled meeting before the start time, you will receive a notice letting you know how long you must wait for the link to become available.

Cancelling a Tutoring Appointment

To cancel an upcoming appointment, follow these steps:

1. Log in to RRC TracCloud at https://success.rrc.ca.
2. Locate the upcoming appointment that you wish to cancel on the day schedule.
3. Click the 'X' to cancel the appointment.
4. Provide a reason for the cancellation then click 'Cancel Appointment'.

The meeting will then be removed from your upcoming appointment list and cancellation notices will be emailed to you and the tutor.

Rescheduling an Appointment

If you wish to reschedule an appointment less than 24 hours before the start time, email the tutor directly to request a time change. Check the appointment confirmation email for the tutor's email address.

If your tutor is not able to accommodate the change, email the ASC at tutoring@rrc.ca and someone will assist you in possibly connecting with a different tutor.