2012 Redrock Software

Conference

Mesa, AZ April 11-14, 2012

Redrock Software Corporation

480-752-8533 • www.go-redrock.com

Welcome Welcome to sunny Chandler, Arizona for the 2012 Redrock Software Conference! We are excited to return to the Hilton Phoenix Chandler for the conference this year. Our first year with the Hilton Phoenix Chandler was a great experience and we happy to continue hosting our conference at their facilities. The Hilton Phoenix Chandler is a beautiful hotel just 20 minutes from Phoenix Sky Harbor airport and we know that they will provide excellent service and amenities. Located in south Chandler, Arizona, there is a large shopping mall and dozens of restaurants within walking distance of the hotel. Hilton is providing free Wi-Fi Internet access to conference guests.

INTERNET ACCESS CODE IS HHVIP1 April is a fantastic time of the year in Chandler. The average temperature in Chandler is a pleasant 85° with more than 330 sunny days a year. Attend a cultural event, catch a ballgame, play 9 holes of golf, go shopping, enjoy the action at a nearby casino, or just relax by the pool. There are many great sessions covering a variety of topics in version 4.0 of the Trac software. There are user presentations, Redrock personnel presentations, question and answer sessions, and one-on-one sessions Saturday morning. The number of available one-on-one sessions is limited and sign-up for these sessions will be available Friday afternoon after the Conference Wrap-Up Session. Take this time to get to know the other TutorTrac and AdvisorTrac users. Each of us can be a resource to each other and this is a wonderful networking opportunity. Attend as many sessions as you are able and be sure to take plenty of notes as we will be discussing and presenting features that may be new to you. Thank you for joining us at the 2012 Redrock Software Conference! The Redrock Team

Redrock Software Corporation Founded in 1991 by Kelly and Jennifer Corder, Redrock Software Corporation has always been a leader in educational technology. With the creation of FitnessTrac in 1995, Redrock quickly evolved its Trac engine to accommodate the technology needs of all centers in colleges and universities. One of our favorite parts of our job is meeting with educators and leaders who enable us to improve our product and processes. A family-centered company from the beginning, we have celebrated 20 years of innovative solutions and we look forward to many more years of providing you with the best solutions for your centers. Thank you for your participation!

GET OUT OF YOUR HOTEL ROOM! Break away from the conference grind and bust out of the hotel. Join your Redrock Software Team for a night of shopping, working out, or learning to hula. Transportation will be provided for those that sign up, but you can still join us on your own if you have your own vehicle. There may be a limited number of spots available for each activity, so sign up early. Contact Laura Reed at laura@cordernet.com to sign up for one of the Redrock Software sponsored activities!

Scottsdale ArtWalk in Downtown Scottsdale, Thursday 5:30pm Downtown Scottsdale is at the heart of the city's art scene, with Contemporary and Western Art, Theatre 4301 and a wide variety of outdoor sculptures. The Scottsdale ArtWalk is like a large open house for the Scottsdale Art District located in Downtown Scottsdale. The ArtWalk is free and open to the public each Thursday evening from 7:00 to 9:00pm. Thursday, April 12th, the ArtWalk presents “A Glass Act,” featuring beautiful glass artistry. Join the Redrock Software

Team on an excursion to Scottsdale and enjoy a night out on the town from 6:00-9:00pm.

CrossPIT Workout at Kajukenbo Arizona, Friday 5:30pm Looking for an energetic, fast-paced, enthusiastic workout? Come to Kajukenbo Arizona to join the Redrock Software Team for an old-school workout to clear your mind and move your body! We will be offering a special class for any and all conference registrants at 6:00-7:00pm at 2602 West Baseline Rd, #1, Mesa, AZ 85202.

Learn to Hula at Kajukenbo Arizona, Friday 5:30pm In Hawaiian culture, the hula is more than just dancing. Hula represents a cultural system that celebrates creation and procreation, Hawaiian gods and their descendants on earth, mythological and legendary exploits, historical events and places, ancestral beings and cherished relations, and natural manifestations of life forces that nurture and sustain Hawaiian people. Sacredness permeates much hula, as well as much of the work associated

with creating, teaching, and performing hula. Join the Kaju AZ Hula Team and the Redrock Software Team for a fun night of hula from 6:00-7:00pm at 2602 West Baseline Rd, #1, Mesa, AZ 85202.

Schedule at a Glance

Wednesday, April 11, 2012

Time Session Location 12:00pm – 4:00pm Conference Registration Foyer 1:00pm – 2:15pm Introduction to the Trac System Mojave 2:45pm – 4:00pm In-Depth Review of the Trac System Mojave 5:00pm – 8:00pm Opening Reception Poolside

Thursday, April 12, 2012

Time Session Location 8:00am – 2:00pm Conference Registration Foyer

8:00am - 8:30am Welcome to the 2012 Annual Redrock Software Conference Mojave

8:40am - 9:30am Methods of Recording Visits Mojave Powerful Tools to Navigate Your Trac System Hopi Overview of the Redrock Modules Papago

9:30am – 10:00am Morning Break

10:00am - 10:50am Using the Batch Visit Entry Mojave Reviewing Center Profiles Hopi Options for Appointment Scheduling Papago

11:00am - 11:50am Using SAGE in and Early Alert Program for At-Risk Students Mojave TutorTrac: Your Key to Necessary Data for a Successful Hopi Summer Bridge Program Q&A Forum: Recording Visits Papago

11:50am – 1:00pm Lunch Restaurant

1:00pm – 1:50pm Semester to Semester: How to Make the Transition Smooth Mojave Exploring the Utilities and Preferences Hopi Q&A Forum: Appointment Scheduling Papago

2:00pm – 2:50pm Introduction to Reports in Your Trac System Mojave Configuring System Communications: Email and Text Alerts Hopi Tracking Resources and Materials Papago

3:00pm - 3:15pm Thursday Wrap-Up Mojave

3:15pm Afternoon Snack and Socialize Foyer

5:30pm Downtown Scottsdale ArtWalk Foyer Register for the Scottsdale ArtWalk trip with Laura

Schedule at a Glance

Friday, April 13, 2012

Time Session Location 8:00am – 2:00pm Conference Registration Foyer

8:15am - 8:30am Friday Morning Welcome Mojave

8:40am - 9:30am AdvisorTrac at Miami University: Everything Including Mojave the Kitchen Sink Mobility with Trac 4.0 Hopi Understanding and Setting User Roles and Permissions Papago

9:30am – 10:00am Morning Break

10:00am - 10:50am Starting from Zero: Developing an Early Warning Mojave Program Using SAGE Alternative Uses of SurveyTrac Hopi Set up Student Access and Settings Papago

11:00am - 11:50am AdvisorTrac Customization: Decision Trees Mojave Implementing TutorTrac at the University of Central Missouri's Hopi Student Recreation and Wellness Center Integrate Faculty into the Trac System Papago

11:50am – 1:00pm Lunch Restaurant

1:00pm – 1:50pm Evolution of a Resource Center: TutorTrac as a Catalyst for Change Mojave Q&A Forum: System Management Hopi Q&A Forum: Redrock Modules Papago

2:00pm – 2:50pm Training and Supporting Advisors, Staff, Students, Mojave and Faculty Across Campus Q&A Forum: Reporting Options Hopi Q&A Forum: Getting Technical Papago

3:00pm - 3:30pm 2012 Conference Wrap-Up and Feedback Mojave

3:30pm Afternoon Snack and Socialize Foyer

5:30pm Kajukenbo Arizona hosts CrossPIT Workout and Hula lessons Foyer Register for the CrossPIT Workout or Hula lessons with Laura

Saturday, April 14, 2012

Time Session Location 9:00am – 10:00am Open Floor – General Q & A Mojave 10:00am – 12:30pm One-on-One Appointments Mojave

Presenters

Boston University Michael Lantvet

Michael Lantvet is the Academic Support Specialist at Boston University’s Educational Resource Center (ERC). Michael holds a B.A. in Psychology from University of Massachusetts Amherst and a Master of Education with a Counseling concentration from Boston University's School of Education. At the ERC, he leads both the Peer Tutoring and Organic Chemistry Prep programs in addition to his role as an academic support counselor. Over the past 2 years, he has become the in-office tech support for TutorTrac and has been the project lead for the transition to the software.

Indiana University Purdue University – Fort Wayne (IPFW) Susan Keck

Susan Keck is Assistant Director for technical Services & Assessment in the Center for Academic Support and Advancement (CASA) at Indiana University Purdue University Fort Wayne. CASA began using TutorTrac in the spring of 2004. We are running six centers (Tutoring, Drop-in tutoring, Math Test Center, Writing Center, Supplemental Instruction, and STEPS computer workshops) in TutorTrac now, and are exploring the possibility of adding an additional two centers from other areas of campus. Susan’s job includes working with TutorTrac, administering computer workshops for students, and assessing various programs in CASA.

Miami University Ohio Joe Murray

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Joe Murray has served as the Director of Academic Advising and Retention Services at Miami University’s Hamilton Campus since 1992. He earned both a Bachelor of Science in Engineering and a Master of Science in Human Resource Management degrees from Purdue University. He has helped to develop and refine the Appreciative Advising Inventory and been part of a national taskforce aimed at advancing the concept of Appreciative Advising. Most recently, he served on the faculty for the 2010 national conference on Academic Advising Strategies to Increase Persistence and for the 2011 Appreciative Advising Institute. He has been an AdvisorTrac user since 2003.

Miami University Ohio Selcuk Misirlioglu

Selcuk Misirlioglu is an Academic advisor/Economics instructor at Miami University where he has served since 2003. He has been using AdvisorTrac in various capacities at Miami University since 2005 and since September 2011 he has been the main support person for the entire Miami University community. Selcuk earned his B.A. in Econometrics in Ankara, Turkey, his M. A. in economics from Ohio University, Athens OH and he is currently a PhD candidate at University of Cincinnati. Selcuk is an instructor for introductory economics classes as well as serving as an academic advisor. He has been a member of AEA, American Economics Association, and NACADA, National Academic Advising Association

Missouri State University Dr. Diana Garland

Dr. Diana Garland has a degree in educational leadership from the University of Missouri – Columbia and an MBA from Missouri State University. She has been employed by Missouri State University for over 20 years and is currently serving as the Director of the Learning Commons. She has been a per course lecturer for over 15 years at both the undergraduate and graduate level, and taught courses using a variety of distance learning delivery systems. Additional Dr. Garland served as a national technology grant reviewer for the past 7 years, presented distance learning research at over 25 state, regional, national and international conferences.

Towson University Tracy Miller

For more than 30 years, Tracy has worked at Towson University in the dual capacity of teacher and administrator. Tracy has helped to develop several early warning programs at Towson in her capacity as Academic Advisor. Currently Transfer Advising Program Manager, she has realized the vulnerability of new transfer students and is working to address that issue. Her teaching ranges from American Studies (a course on the 1960s US—teaching her life) to Business Writing to Teaching and Learning in a Diverse Society. Tracy is an academic utility infielder.

Towson University Liz Scarbrough

Liz Scarbrough is currently the acting director of the Academic Achievement Center at Towson University. For the past 15 years Liz has been actively involved with technology, beginning as a technology trainer and for the past 7 years as a learning specialist. She assisted with the implementation of TutorTrac at the Academic Achievement Center in 2004, as well as the upgrade to 4.0, and serves as the main on-campus support for TutorTrac administration. Liz is also currently the 4-year representative for the Developmental Education Association of Maryland (DEAM).

University of Arizona Dorothy Briggs, Shetera OliwoOlabode, and Amanda Parkman

Dorothy Briggs, Director of University of Arizona’s THINK TANK, needs to have everything set up and ready to go and then cleaned up and reported. Shetara OliwoOlabode, Office Specialist Senior, in order for her staff to do their jobs well, TutorTrac must be in good working order. Amanda Parkman, Office Specialist, enters the fee-based appointments. Amanda oversees the batch data entry and the SI data entry. Advanced preparation in making sure TutorTrac is up to date each semester makes Amanda’s day-to-day tasks easier.

University of Central Missouri Dennis Peirce

Dennis Peirce has been a technician in many capacities at UCM. He has spent time at the Help Desk and as a field technician before moving into his current role as Systems Administrator for the Department of Academic Enrichment in Fall 2006. While he still repairs computers, he also manages the department's web sites, is in charge of technical support for events and even steps into the classroom on occasion. He is one semester away from finishing his Master's degree in Educational Technology. He will marry his fiancée, Natalie, on July 7, 2012.

University of Central Missouri Tom Sturtevant

Tom Sturtevant is the Student Recreation and Wellness Center Facility Supervisor at the University of Central Missouri. He is responsible for tracking patron daily usage via TutorTrac. He provides daily usage, monthly usage, and other various reports that the director needs to make informed decisions. He also assists in updating new patrons in to facility via TutorTrac and supervises overall day-to-day operations at the circulation desk to ensure customer service and accurate accountability via TutorTrac are maintained.

Been working for the University of Central Missouri for almost 10 years in various positions, from a custodian, office professional, Information Services help desk customer service assistance, to current position. Before that, served 21 years in the United State Air Force as an Explosive Ordnance Disposal (EOD) master technician (basically the Bomb Squad). Tom has been married for 29 years to wife Debbie.

University of Oregon Bil Morrill

Bil is currently the Assistant Director for Technology at the University of Oregon's Office of Academic Advising. He has been in that role for almost a year now. One of his main duties is the campus wide administration of AdvisorTrac. He works closely with the Student Affairs IT department to make sure that AdvisorTrac is working smoothly for advisors across campus. He used AdvisorTrac for three years as an advisor before starting in this position. His background is in counseling psychology but has always enjoyed bring technology in to his daily job duties.

University of South Carolina Jane Bouknight

Jane Bouknight is in her second year as the Coordinator of the Academic Centers for Excellence (ACE) in the Student Success Center (SSC) at the University of South Carolina. Jane provides general administration for both the TutorTrac and AdvisorTrac systems used by the SSC. When not managing TutorTrac, Jane is responsible for overseeing several academic recovery initiatives including the FreshStart initiative for students on academic suspension, the class absence referral (CAR) program, coaching interventions for first-year students on academic probation, and implementing interactive academic success presentations in the freshmen seminar course. Jane also supervises ACE Coaches and teaches a general

section of University 101. Jane has a B.A. in Communications from Columbia College (Columbia, SC), M.S. in Communication Studies from Texas Christian University (Fort Worth, TX) and M.Ed in College Student Personnel Administration from James Madison University (Harrisonburg, VA).

University of Tennessee Penny Beasley

Penny Beasley works as an advisor in the College of Business Administration at the University of Tennessee, Knoxville. Her duties include: advising undergraduate students regarding course schedules, study abroad, Academic Probation, and inquiries into the college's major and minor requirements; teaching Business Administration 100: An Introduction to the College of Business Administration; and serves as AdvisorTrac coordinator for the University of Tennessee, Knoxville advising community. She has earned a B.S. in Engineering Physics, M.B.A., M.A. in Economics, and is currently pursuing M.S. in Electrical Engineering.

West Texas A&M University Herschel Neal

Herschel Neal is an Academic Advisor in Advising Services at West Texas A&M University. Herschel has worked with AdvisorTrac for nearly 5 years and is a SysAdmin for 10 AdvisorTrac and TutorTrac Profiles, all but one of which are part of the University’s Student Success Center. Herschel earned his M.A. in English and is a hopeless anglophile.

Thank You Thank you to all of our presenters for taking the time out of their schedules to share their knowledge and experience with the Trac systems and Redrock Modules. The annual Redrock Software Conference would never be the same without your insights and willingness to communicate this to other Trac System users. Thank you to each conference attendee for supporting the annual Redrock Software Conference! We understand that you have to fight for your budgets and that your travel budget is the first thing to go. We strive to provide a fun and friendly learning environment for every participant. Please let us know how we can continue to improve and make the software, our support, and the annual conference even better. We appreciate each of you individually and your continued support and efforts! Thank you for being a part of the Redrock Family! David D. Booth Director of Technical Support Redrock Software Corporation

Redrock Software Corporation

Kelly Dean Corder, President Kelly Dean Corder founded Redrock Software Corporation in 1991 with his wife, Jennifer. Together their goal was simple: Impact colleges and universities with center management software. Kelly is a graduate of the University of Phoenix and is active as a volunteer for the Boy Scouts of America. Kelly and Jennifer also own a karate school, Kajukenbo Arizona. Kelly loves rock climbing, riding his Harley, and hanging out with his wife and two sons.

Jennifer Corder, Vice President Jennifer Corder has been with Redrock since the beginning in 1991 and has been involved in many functions, namely sales, marketing, office management, and accounting. Jennifer is an Arizona native and graduate of Arizona State University. Her biggest passion is Kajukenbo Arizona, the martial arts school that the Corder family operates. Jennifer loves being a part of Redrock because of the people - both employees and clients. She considers both to be the best of the best!

David Booth, Director of Technical Support David Booth joined the Redrock team in 2003 and has been instrumental in all aspects of software development and customer service. David's professionalism and attention to detail makes him a great manager. David is married and father to three boys, ages 11, 9, and 2. He is a consummate handyman and is capable of fixing (or breaking) anything. He enjoys being outdoors and sports. David’s family trains at Kajukenbo Arizona and participates in Cub and Boy Scouting.

Laura Reed, Sales and Marketing Assistant Laura Reed has been with Redrock for almost 11 years as a sales and marketing assistant. Laura is often the first person a prospective customer deals with and she manages our email communication, contact database, as well as customer service and invoicing. She has an ideal situation as she works from home to balance the demands of raising four young kids. Laura is active in Cub and Boy Scouting and loves spending time with her extended family.

Jon Halter, Technical Support and Sales Jon Halter is one of our technical support specialists. He joined the Redrock team shortly after the 2008 Conference and has quickly become a “Trac Expert”. He works on general support, import scripts, authentication scripts, software demonstrations, and training sessions. Jon and his wife have three children: a 17-yr old son, 4-yr old daughter, and a 1-yr old daughter. Jon loves the outdoors and cooks a mean steak.

Jon Smith, Technical Support and Sales Jon “Smalls” Smith joined Redrock in 2009 and works hard with technical support, training and demos. He has become very familiar and proficient with the Trac products. He has been married for 2 years and has a 2-yr old son. In his free time, he attends school, enjoys soccer, martial arts, playing chess, and family time.

Jacob Nash, Technical Support and Sales Jacob Nash joined Redrock in 2010 and has become our demo expert for the Trac products. He has worked hard to learn all aspects of the Trac systems and has become efficient in training and supporting customers. Jacob is married and has 3 boys. Jacob’s sons train at Kajukenbo Arizona. Jacob volunteers with the Boy Scouts of America and is working toward a degree in secondary education.

Iliana Franco, Technical Support and Sales Iliana Franco has been with Redrock for almost two years and has learned the ins and outs of the Trac products. She works on software demos, user training, as well as technical support issues. She was just married in 2011, loves animals, and spends her free time volunteering at animal clinics.

Ron Sanders, Technical Support and Sales Ron Sanders joined Redrock in March and is quickly learning the Trac systems and modules. He is reviewing software demos, training sessions, and support calls and is fast becoming a valuable member of the support team. Ron is a single father of a 12-year old son and two daughters, ages 8 and 10. In his free time, Ron enjoys dancing, DJ-ing, and making electronic dance music.

Jared Shumway, Technical Support and Sales Jared Shumway is the newest addition to the Redrock family and is currently learning the intricacies of the Trac systems. He has spent the last 12 years supporting and training customers on technical products. Jared has been married for six years and has two young boys. Jared is currently finishing up concurrent bachelor degrees in Political Science and Computer Information Systems at Arizona State University. Why Political Science? He wants to go to law school…but don’t hold that against him.

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Conference Sessions

Wednesday, April 11th

Pre-Conference Session 1 (Wednesday, April 11th 1:00 PM) Session 1: Introduction to the Trac System Mojave

Jon Halter, Redrock Software Corporation You’ve heard of TutorTrac and AdvisorTrac, but what is the Trac System? This session will introduce you to the Trac System and how TutorTrac, AdvisorTrac, FitnessTrac, and LabTrac all fit together and cooperate as a single system. Learn what the basic functions of each of the Trac Products offer and how they are utilized.

Pre-Conference Session 2 (Wednesday, April 11th 2:45 PM) Session 2: In-Depth Review of the Trac System Mojave

Jon Halter, Redrock Software Corporation The various features of the Trac System will be reviewed in more detail. Technical specifications will be touched on as well as advanced management options. An explanation of the structure and relationship between Profiles, Subcenters, Groups, Users, Consultants, Faculty, and Students will be covered as well. Gain an understanding of the depth of the Trac System, as well as insight as to which concurrent sessions will be most beneficial for you.

Thursday, April 12th

Concurrent Sessions Block 1 (Thursday, April 12th 8:40 AM) Session 3: Methods of Recording Visits Mohave

Jacob Nash, Redrock Software Corporation Keeping a record of each contact with a student is the essential component of your Trac System. Each record is stored in your Trac system as a visit. Visits can be recorded in several different ways to accommodate your specific needs. Explore several methods you can use to record visits including kiosk sign-in stations, quick visits, batch visits, SI batch visits, barcode scanners, handheld portable scanners, and many more. Discussion will focus on utilizing the different visit recording methods as well as setup and configuration. A follow-up Question and Answer session is available at 2:00pm in Mojave. The first half (2:00pm-2:20pm) of the Q&A will be dedicated to answering questions about recording visits. Session 4: Powerful Tools to Navigate Your Trac System Hopi

Iliana Franco, Redrock Software Corporation Searching and finding the correct records in your Trac System is vital to your services. The Trac Navigation is a quick and effective search tool, but most people will never go beyond just entering a Student ID or Name to find a student. Learn how to effectively use the Trac Navigation, Standard Search, Utility Search, and Power Search tools. Searching and identifying student, visit, registration, or faculty records in your Trac System has never been easier. Trac 4.0 puts you in control of finding the exact records that you need. Session 5: Overview of Redrock Modules Papago

Jon Halter, Redrock Software Corporation The Redrock Modules expand the capabilities of your Trac system. Learn how to identify, reach out, connect, and share information. Gather detailed feedback from students with SurveyTrac. Identify and reach out to at-risk students with the SAGE Early Warning module. Meet with your students online and conduct tutoring sessions in a virtual environment with Whiteboard. Expand your communications to include SMS Messaging to reach your students “on-the-go”. This session will provide a quick intro to each of the modules and how they can enhance your services.

Concurrent Sessions Block 2 (Thursday, April 12th 10:00 AM) Session 6: Using the Batch Visit Entry Mojave

Susan Keck, Indiana University Purdue University Fort Wayne Using the Batch Entry can save time by allowing multiple student visits to be created at one time. At IPFW the Batch Visit Entry is used to record our Supplemental Instruction visits and also workshops presented by our department. This session will show you how to several methods for using the Batch Entry, along with some reports created especially for Supplemental Instruction. Session 7: Reviewing Center Profiles Hopi

Jon Smith, Redrock Software Corporation The introduction of the Center Profile to the Trac System opened a “Pandora’s Box” of new options, features, and questions. Profiles allow for a separation of settings and privacy of data, but still allow information and access to be shared. This is done through the careful planning and setup of profiles and group access. Learn how to determine if additional profiles are needed, how to set up the additional profiles, and how to effectively work as a unit with multiple profiles. Session 8: Options for Appointment Scheduling Papago

Jacob Nash, Redrock Software Corporation The Appointment scheduling features in the Trac System are extensive and very full-featured. The schedules in your Trac system can be set up in a very basic and simple manner, or they can be more advanced. The schedule can be utilized by all centers, a few centers, just one center, or no centers. Learn how to set access levels, establish different types of availabilities, schedule appointments, and send appointment reminders. A follow-up Question and Answer session is available at 2:00pm in Mojave. The second half (2:30pm-3:00pm) of the Q&A will be dedicated to answering questions about scheduling appointments.

Concurrent Sessions Block 3 (Thursday, April 12th 11:00 AM) Session 9: Using SAGE in an Early Alert Program for At-Risk Students Mojave

Herschel Neal, West Texas A&M University The presentation will include a brief history of the Early Alert program at West Texas A&M University and describe how we have successfully customized the SAGE module of AdvisorTrac for creating Early Alert referrals and then documenting and reporting on our follow-up efforts. We have committed significant resources to this program, and the efficient use of time, personnel and resources is vital. It will demonstrate both how SAGE can be customized to fit the specific needs of your campus, and also how the various features and functions of AdvisorTrac can be used to enhance efficiency. Session 10: TutorTrac: Your Key to Necessary Data for a Successful Summer Bridge Program Hopi

Diana Garland, Missouri State University The presenter will discuss results of the first summer bridge program (Jump Start) at Missouri State and how TutorTrac was used to help the program coordinators monitor these high risk students. By tracking their use of the BearCLAW (Center for Learning and Writing), Jump Start program coordinators were able to encourage appropriate study habits for these students who were underprepared for college. Session 11: Q&A Forum: Recording Visits Papago

Jacob Nash, Redrock Software Corporation Recording your contacts with students is the essential tracking component of your Trac system. Your Trac system includes many methods of recording sessions and they were briefly covered during earlier sessions. You may have some specific needs for recording visits within your own Trac system. This Q&A session is set to answer any questions you may have about recording sessions. Members of the Redrock Support Team will conduct this session and break off into sub-groups as questions and topics may demand.

Concurrent Sessions Block 4 (Thursday, April 12th 1:00 PM) Session 12: Semester to Semester: How to Make the Transition Smooth Mojave

Dorothy Briggs, University of Arizona Shetara OliwoOlabode, University of Arizona Amanda Parkman, University of Arizona Transitioning from semester to semester has to be a smooth, well-planned process. UA THINK TANK has multiple services and uses multiple methods of data entry. Services include: Supplemental Instruction, Drop-In Tutoring, Individual Appointments, Weekly Course Reviews, Workshops, etc. Data entry includes logging in at the front desk, batch entry, and SI entry. To make the data management more complicated, we offer services at multiple locations. We have developed a transition check list that makes our process smooth. Come see how we wind up one semester (including reporting) and prepare TutorTrac for next semester. We will even give you a copy of our checklist! Session 13: Exploring the Utilities and Preferences Hopi

Jon Smith, Redrock Software Corporation Custom Utilities provide tools for the administrators to perform essential functions. Run an import, check the results of the last import, reset the missed appointment counts, or more. The System Preferences contain some of the standard global options, such as the Current Term and your Trac System Colors. The Advanced Preferences contain more customized global options that should not be edited without the direction of Redrock Support personnel. The LDAP and Email Tools provide you with forms to test and find the correct settings to implement those features. Automated Events provide an interface for setting up events that will occur on automatic variables, including reminder emails and data backup. Learn all about the features in this area of administration. Session 14: Q&A Forum: Appointment Scheduling Papago

Jacob Nash, Redrock Software Corporation Scheduling appointments with students is a key component of your Trac system. Your Trac system includes many methods of scheduling appointments and they were briefly covered during earlier sessions. You may have some specific needs for scheduling appointments within your own Trac system. This Q&A session is set to answer any questions you may have about scheduling appointments. Members of the Redrock Support Team will conduct this session and break off into sub-groups as questions and topics may demand.

Concurrent Sessions Block 5 (Thursday, April 12th 2:00 PM) Session 15: Introduction to Reports in Your Trac System Mohave

Jacob Nash, Redrock Software Corporation Collecting data is meaningless without an effective reporting tool. The Trac System has several reports available to provide you with your data in the format that you need. Whether you need to put together your cumulative data or obtain detailed visit information and notes about specific visits, you can access all of this information quickly in the standard reports in your Trac system. Advanced Report options allow you to set favorite reports, email reports, and automate reports to simplify your life. Learn how to maximize your report functions and capability in this session. An in-depth Q&A Forum will take place in a session Friday afternoon. Session 16: System Communications: Emails and Text Alerts Hopi

Jon Smith, Redrock Software Corporation The Trac System provides interfaces to communicate to your students through emails and text alerts. This requires the proper set up of your Trac System settings to connect to your institution mail server to process the emails. Appointment Confirmations, Appointment Reminders, Appointment Cancellations, Missed Appointment Messages, and more can be configured within your Trac System and individual profiles. The latest module integrates text alert communications into the Trac System and allows students to ‘opt in’ to receive text alerts of upcoming appointments. Learn how to take advantage of these features and customize them to your needs. Session 17: Tracking Resources and Materials Papago

Iliana Franco & Jon Halter, Redrock Software Corporation Resources such as books, videos, CDs, calculators, laptops, and more can be effective tools to support your students and staff. Learn how to manage and maintain resources in the Trac System. Search, access, create, checkout, organize, and report on the resources that are available and utilized in your center(s). Create barcode labels and use a barcode scanner to check out and return recourses. Participants receive live instruction and learn how to apply these features on their own Trac System

Friday, April 13th

SCHOOL SPIRIT DAY!

Concurrent Sessions Block 6 (Friday, April 13th 8:40 AM) Session 18: AdvisorTrac at Miami University: Everything Including the Kitchen Sink Mojave

Joe Murray, Miami University Selcuk Misirlioglu, Miami University This session is intended for new and current users of 4.0. We will provide an overview of AdvisorTrac usage at Miami University. We have over 290 active consultants assigned to 54 different centers serving over 25,000 students with more than 100,000 student records in the system. We will briefly cover how to create user accounts, centers and groups, kiosks, recording visits and notes. A greater focus will be given to discussing how AT can impact student success and retention and provide better service to students. Tools included in these success strategies will include:

• Tagging and tracking student groups (we use over 220 different lists) • Running reports and leveraging their information • Surveys to change office practices and procedures • Tracking on campus student activities for retention and funding • Study halls for NCAA reporting • Document postings • Intrusive advising strategies

The audience should only attend IF they are willing to ask questions, be challenged to think outside the box for creative solutions and are looking for that “Aha!” moment. Session 19: Mobility with Trac 4.0 Hopi

Jon Halter, Redrock Software Corporation As a web-based application, your Trac System is mobile with the latest devices and technology. Using your web-enabled devices, you can bring your data with you and work from anywhere. iPods, iPhones, iPads, Android phones & tablets, Windows 7 phones & tablets, and netbooks have all advanced your mobility. Learn how to take advantage of the new devices and work with your Trac System, anywhere, anytime. Session 20: Understanding and Setting User Roles and Permissions Papago

Jon Smith, Redrock Software Corporation Administrators, Staff, Student Workers, Faculty, Consultants, and Students are all created in the system with different levels of privilege and access. The Group Entry is your primary tool to set up these levels of access. Learn how to effectively use the Groups to govern the access of your administrators, staff, student workers, and consultants. While this session may touch on Faculty and Student access, it will not go into depth on access for those records. A concurrent session is going over the setup and access for the Faculty and Student records.

Concurrent Sessions Block 7 (Friday, April 13th 10:00 AM) Session 21: Starting from Zero: Developing an Early Warning Program Using SAGE Mojave

Tracy Miller, Towson University Liz Scarbrough, Towson University Once upon a time, Towson University sought a way to warn its new students that they needed to pay attention to their academics. We developed a very labor-intensive program to warn students. While it was effective, it was costly and therefore halted. That was before SAGE. Now, Towson has customized SAGE to make it very easy for faculty to use, and we are ready to “go live” in the fall. This session will discuss the journey and preview the process. Session 22: Alternative Uses of SurveyTrac Hopi

Jane Bouknight, University of South Carolina The SurveyTrac module is an effective tool for gathering feedback and assessment data. The Student Success Center at the University of South Carolina has taken an alternative approach in the utilization SurveyTrac to streamline the intake and post-visit notes process. This session will show you how we utilize the SurveyTrac features to create forms that are used to gather additional student and visit information, potentially increasing the efficiency of your programs. We will highlight the ACE Coaching program which uses SurveyTrac to: 1) gather appointment intake information, allowing coaches to better prepare for sessions and 2) streamline the visit notes process, allowing for a more uniform note taking system and decreasing the time coaches spend writing visit notes. Session 23: Student Access to Your Trac System Papago

Jacob Nash, Redrock Software Corporation Involving students in your Trac System is a major benefit of using the Trac System. Students may be provided access and instruction to specific areas of the Trac System. There are levels of control at the global, profile, and group levels for the students. Scheduling appointments, reviewing visit histories, accessing consultant notes, reserving resources, uploading electronic documents, and more can be allowed for your students. Learn how to navigate and set the various settings and view the Trac System from a student point of view.

Concurrent Sessions Block 8 (Friday, April 13th 11:00 AM) Session 24: AdvisorTrac Customization: Decision Trees Mojave

Penny Beasley, University of Tennessee The requirements of different centers in a large university setting may vary widely. Some may be able to work within the AdvisorTrac framework as it is but others may want to customize it to suit their specific needs. One area in which customization may be required is the appointment scheduling process. Certain centers may want to use criteria to direct students to specific consultants based on the information imported from the student information system. At the University of Tennessee, Knoxville, we have two centers that have requested this type of customization. The purpose of this session is to discuss the development process and the lessons we have learned from it. Session 25: Implementing TutorTrac at the University of Central Missouri's Student Recreation and Wellness Center Hopi

Dennis Peirce, University of Central Missouri Tom Sturtevant, University of Central Missouri When TutorTrac arrived at the University of Central Missouri (UCM), it was simply a more user-friendly, web-based visit tracking alternative to its predecessor. Since then, TutorTrac has spread to multiple departments that use if for visit tracking and equipment checkout. In the Spring of 2011, the Student Recreation and Wellness Center (SRWC) opened and they needed to track all visits for funding purposes. This led to some major tweaks in TutorTrac to meet their specific needs. This session will include a short history of TutorTrac at UCM and a detailed discussion of how we have and are still working with TutorTrac support to meet the unique needs of the SRWC. Session 26: Integrate Faculty into Your Trac system Papago

Jon Halter, Redrock Software Corporation The Trac system is a valuable resource for faculty and instructors. The instructors can be a valuable resource in identifying the students that are struggling or may need more assistance. When the instructors have asked their students to utilize the tutoring services, they will need a method to follow-up and check on their students’ progress. Learn how the Trac System provides faculty the opportunity to be proactive and more fully support their students.

Concurrent Sessions Block 9 (Friday, April 13th 1:00 PM) Session 27: Evolution of a Resource Center: TutorTrac As a Catalyst for Change Mojave

Michael Lantvet, Boston University The Educational Resource Center at Boston University has gone through a rapid evolution of 2 of our key programs over the past 2 years. Both our Writing Assistance and Peer Tutoring programs have changed dramatically with the addition of TutorTrac. This presentation will provide an understanding of where we started when implementing TutorTrac, and how we came to provide our services in new ways that have increased our levels of service and flexibility for an ever-changing population of students. Whether you’re currently thinking about how you are going to use TutorTrac to help you change your own programs, or are just looking to see how a different institution has tackled this process, this breakout session will illustrate some of the major steps along our own evolution. Session 28: Q&A Forum: System Management – Profiles, Groups, Faculty, Students, and Multiple Trac Systems Hopi

Jon Smith, Redrock Software Corporation From Advanced Utilities and Preferences to Center Profile settings to Group configurations, there are a lot of areas that allow you to customize the Trac system to your needs. Earlier sessions touched on these various topics and you may have some specific questions regarding the settings and configuration within your own Trac system. This Q&A session is set to answer any questions you may have about managing your system. Members of the Redrock Support Team will conduct this session and break off into sub-groups as questions and topics may demand. Session 29: Q&A Forum: Redrock Modules – SurveyTrac, SAGE, Whiteboard, Text Alerts, and MobileView Papago

Jon Halter, Redrock Software Corporation The various Redrock modules expand capabilities of your Trac system. From gathering feedback after sessions to enabling an early alert program to using your system with mobile devices, this session will cover questions that may have arisen during the previous sessions that touched on the use of these modules. You may have some specific needs in your Trac system that can be addressed by the Redrock Modules and this Q&A session will answer any questions you may have about the various modules. Members of the Redrock Support Team will conduct this session and break off into sub-groups as questions and topics may demand.

Concurrent Sessions Block 10 (Friday, April 13th 2:00 PM) Session 30: Training and Supporting Advisors, Staff, Students, and Faculty Across Campus Mojave

Bil Morrill, University of Oregon Use of AdvisorTrac on our campus started out with just one office and a handful of advisors. Over the years, we have grown to multiple offices, divisions, Schools and Colleges across campus that use AdvisorTrac on a daily basis. Training of staff from student workers to administrative staff to advisors to administrators is one of the most important tasks we can do as administrators of AdvisorTrac on our campus. In this session we'll cover what we are doing to train students and staff. We'll look at technology we have used to assist in training staff across campus and also non-technological tools (appropriate note-taking, etc.) we have used. Once we have our staff trained on the proper use of AdvisorTrac we need to give our staff quick and efficient support. We will talk about how we use Request Tracker (RT) to track issues with staff across campus and how having an AdvisorTrac helpdesk has helped improve usage over the last few years. We also hope from this session we'll be able to learn about methods other campuses are using to train and support staff, including what best practices are being used and how others can implement these systems. Session 31: Q&A Forum: Advanced Reporting – Formatting, Delivery, Automation, and Customization Hopi

Jacob Nash, Redrock Software Corporation Obtaining your data is key in any database. Your Trac system provides many reports that can be saved with formatting and delivery options. The reports were briefly reviewed in a Thursday session and this Q&A session is set to answer any questions you may have about running reports on your Trac system and taking full advantage of the advanced reporting features. Members of the Redrock Support Team will conduct this session and break off into sub-groups as questions and topics may demand. Session 32: Q&A Forum: Getting Technical – Installation, Security, Authentication, and Imports Papago

Jon Halter, Redrock Software Corporation It is important to understand the technical aspects of your Trac system, from installing the system properly to securing your data to connecting your Trac system to your college or university systems. This Q&A session will review the technical areas of your Trac system and answer any questions you may have in regards to the technical requirements and set up of the Trac system to meet your needs. Members of the Redrock Support Team will conduct this session and break off into sub-groups as questions and topics may demand.

Saturday, April 14th

Open Floor Q & A (Saturday, April 14th 9:00 AM) General Questions & Answers About the Trac System Mojave

Redrock Software Support Personnel This session allows participants to pose individual questions to the Redrock Support personnel and receive some individualized attention. Members of the Redrock Support Team will be on hand to work with you and answer your questions.

One-On-One Sessions (Saturday, April 14th 10:00 AM) Redrock One-On-One Sessions Mojave

Redrock Software Support Personnel Users who have signed up for a session will be able to meet with a member of the Redrock Support Team to discuss their specific needs and implementation. The one-on-one sessions are 30 minutes in length and are schedule back-to-back so please come prepared with your questions. Session attendees will be able to sign up for the one-on-one sessions after Friday’s wrap-up session (3:00pm – 3:30pm).

Conference Maps – Meeting Rooms

Conference Maps – Airport to Hotel