1. Going Paperless Using Consultant Certifications and Docs
with
Tiffany Patterson Hedges

2. 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

3. 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

4. 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

5. 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!

6. Transition to Paperless Office

7. Transition to Paperless Office

8. 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

9. 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

10. Transition to a Paperless Office

11. Transition to a Paperless Office

12. 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

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

14. 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

15. 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’

16. 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

17. Does anyone have any thoughts?
Tiffany Patterson Hedges