Going Paperless Using Consultant Certifications and Docs with Tiffany Patterson Hedges

Overview of the Presentation Brief introduction of Ohio University Organization of institutional tutoring programs Transition to a paperless office Certification records to a single location Reports to run the data

Appalachian Mountains 24,210 students Ohio: 18,903 Out-of-State: 3,838 International: 1,442 Ohio University Foothills of the Appalachian Mountains Established 1804 Heath Sciences and Professions 1) Arts and Sciences 2) Communications 3) 4-year Doctoral Research Biological Sciences 1) 2) Journalism 3) Psychology Athens, Ohio

Academic Achievement Center Math and Science Center Supplemental Instruction Peer Tutoring available to all students at no cost; 30 min appts available to all students at no cost; evening study group Program Tutoring College Study Skills Coaching General Tutoring Other Campus Programs Regional Campuses

Transition to Paperless Office TutorTrac Access/Excel + List of all tutors and courses linked together + Tutor schedules available 24/7 + All students log on to schedule one-on-one appointments Tutors did not use it Programs did not use it + Interactive reporting features + Detailed history of each tutor - Multiple lists, duplication Lack of user knowledge upon staff transition One broken link = gone!

Transition to Paperless Office

Transition to Paperless Office

Transition to Paperless Office Consultant Docs: The Set Up (Part 1) As SysAdmin – Go to Trac Navigation -> Tracman Icon -> Utilities and Prefs -> Advance Prefs Tab -> enter in the search bar ‘documentPostTypes’ -> click on documentPostTypes in the list -> enter your list of document types -> Save Examples: Tutor Application, Tutor Observation, Tutor Recommendation, Tutor FERPA

Transition to Paperless Office Consultant Docs: The Set Up (Part 2) As SysAdmin – Go to Trac Navigation -> Search Glass -> Center Profile -> click on your Profile -> Group Access Tab -> click on the group to have access -> choose Post Doc Types and click drop down to choose all documents for group -> Save Note: Continue for all Groups needing document posting responsibilities

Transition to a Paperless Office

Transition to a Paperless Office

Transition to a Paperless Office Consultant Docs: Uploading With Access Rights – Go to Trac Navigation -> Search Glass -> Center Profile -> click on your Profile -> Consultants Tab -> choose specific consultant -> Docs Tab -> click on ‘upload’ select type of document from dropdown list, hover over ‘choose file for upload’ then click ‘browse’ and select document -> Save -> Save Consultant

Certification Records to a Single Location I wonder why we aren’t using TutorTrac for all this?

Certification Records to a Single Location Consultant Certifications: The Set Up As SysAdmin – Go to Trac Navigation -> Search Glass -> Center Profile -> click on your Profile -> Consultants Tab -> choose specific consultant -> Certifications Tab -> click on ‘create new’ -> enter information for your certifications specific for your program -> Save -> Save Consultant Examples: Diversity Training, Observation

Certification Records to a Single Location Consultant Certifications: Reports With Access Rights – Go to Trac Navigation -> Tracman Icon -> Reports -> select ‘Other’ from dropdown, choose ‘Consultant Certification Hours’ and pick center from dropdown choices, range of dates, certification type, and other information to be in the report -> click ‘Generate’

Images and FERPA All images are used under fair use law and were provided through PowerPoint software, Ohio University, or image screenshots of TutorTrac with a “dummy” student account. Any questions or concerns regarding legal use of this presentation may contact Tiffany Patterson Hedges at hedgest@ohio.edu.

Does anyone have any thoughts? Tiffany Patterson Hedges hedgest@ohio.edu 740-593-2644 http://www.ohio.edu/tutoring