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ASC: Supports for Students - Tutoring

Booking Rules

Appointment Booking Rules:

  1. Appointments may only be booked between 24 hours and 7 days in advance.
  2. Students may book up to two appointments per week in each of the ASC Centres, up to a maximum of four appointments total across all centres per week.
  3. Students may cancel appointments without penalty up to 24 hr before the meeting.
  4. Appointment cancellations are not permitted less than 24 hours before the meeting.
  5. Appointments that are not attended will be logged as MISSED appointments.
  6. Students that have missed 3 appointments will be blocked from booking tutoring appointments until they have met with the Tutoring Supervisor to clarify attendance expectations.
  7. Webex required for connecting with tutors for online appointments. Meeting through MS Teams can be arranged with your tutor via email after booking the appointment.
  8. Students must log in to TracCloud shortly before the appointment time to access the link to the tutor’s online Webex meeting room. (The Webex meeting link will be available 15 minutes before the meeting start time and until the end of the appointment).

TracCloud Overview


TracCloud is where students can book appointments for a variety of RRC Polytech student services, including tutoring and other academic supports provided by the Academic Success Centre.


Meeting Your Tutor / ASC Advisor Online

Attending an Online Appointment with ASC Staff

  1. On the day of the appointment, return to shortly before your meeting time. 
  2. Your appointments for the day will be listed in your student dashboard.
  3. When your meeting link becomes active, the appointment box will update to show the message - 'Your online session is available', and an 'Arrow' icon will appear.
  4. Click the 'Arrow' to connect to the online meeting location set up for the meeting.
  5. Alternatively, you can open the appointment editor by clicking the 'Notepad' icon and access a meeting link from there.

If you attempt to join a scheduled meeting before the start time, you will be notified how long you need to wait for your link to become available.

Appointment Options: Document Uploads

Appointment Options: Document Uploads

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...

  • Click the 'Documents' tab, then click '+ New'. This will open a document window.
  • Click 'Browse' to locate the file on your computer.
  • Keep 'Type' set to Student Document'.
  • Describe your document in the 'Notes', then click 'Save'.
  • 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 appointment already booked

Documents can be added to an appointment at any time. To add a document to an upcoming appointment in your schedule, follow these steps:

  1. Log in to RRC TracCloud at
  2. Upcoming appointments will be listed on the student dashboard.
  3. Scroll through the dates and locate the appointment, then click the 'Notepad' to open the appointment editor and add the document, as in the previous example '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...

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