This page is provided as a general reference. For further guidance, please contact Jason Browning, AdvisorTrac Administrator, at (502) 852-6729.

Establishing Availabilities

Without regard to its various administrative features, AdvisorTrac is primarily an appointment scheduling and record retention tool. Consequently, the accurate and timely establishment of advisor availabilities is critical to ensuring the usability of the system. In AdvisorTrac, availabilities are blocks of time that you are available for individual student appointments. Times that are established as availabilities appear on the schedule of the individual advisor, the schedule of support staff, and the online schedule that is presented to a student (if you department elects to enable this functionality).

• How to establish availabilities: Support Staff (PDF)
• How to establish availabilities: Advisors (PDF)
• Video. View a demonstration of establishing availabilities: Support Staff
• Video. View a demonstration of establishing availabilities: Advisors

Blocking Dates and Times

AdvisorTrac allows support staff to block date ranges and periods of time on the schedule of an individual advisor or for all advisors within a given center. The individual advisor also has the ability to block date ranges and periods of time on his or her individual schedule. During these blocked periods, the advisor will be unavailable for student appointments. A specific date might be blocked, for example, because the advisor will be out of the office; similarly, a specific period of time might be blocked for departmental meetings.

• How to establish date and time blocks: Support Staff (PDF)
• How to establish date and time blocks: Advisors (PDF)
• Video. View a demonstration of establishing date and time blocks: Advisors

Scheduling an Appointment

AdvisorTrac provides several methods to facilitate the scheduling of appointments. These various scheduling options make AdvisorTrac a particularly powerful appointment tracking resource. When an appointment is scheduled through any of these methods, it is instantly updated in the centralized center schedule, the individual advisor’s schedule, and the schedule of the student.

• How to schedule appointments (PDF)

Creating Appointments for Newly Admitted and Prospective Students

AdvisorTrac currently obtains its information from a PeopleSoft data feed established by the Office of Institutional Research. This data feeds includes only students that are matriculated at the University, which excludes the newly admitted student population. Data feeds are being developed that will encompass the entire newly admitted population. All advisors will be notified as these feeds are integrated into the AdvisorTrac system. As an interim measure, the ability to create a student has been added to AdvisorTrac. This document explores the creation of a newly admitted student so that advising notes may be entered.

• How to enter newly admitted and prospective students (PDF)

Using Quick Visit to Record Student Contacts

Advising notes are generally entered into the AdvisorTrac system at the end of a scheduled appointment. Other student contacts, including electronic communication and telephone calls should also be entered into AdvisorTrac so that they may become part of the student’s advising record. Quick visits may also be used to record notes from unscheduled advising sessions.

• How to use Quick Visit to enter other student contacts (PDF)

Master Campus Reference Guides

This page includes several links to training materials that address individual features of the AdvisorTrac system. Users can also review the master campus reference guide for the AdvisorTrac software. This guide covers all of the general features used by both advisors and support staff.

• Reference guide for centralized advising centers (PDF)