There is a way to grant Tutors administrative privileges without them having access to TutorTrac’s main menu like an administrator. A unique administrative account can be created to assign privileges to tutors. A single account can be created for tutors in all centers, or separate accounts may be created for tutors in each center. This account is in addition to the tutors’ own accounts and privileges. Users never log into TutorTrac with this account; it is created only to assign privileges to the tutors.
To create this unique administrator account, the user must be logged in as an Administrator with access to create administrator accounts. In the middle of the Main Menu, click on Administrators under the Search For heading. In the list of Administrators, browse for an account called TUTORS. Click on the name to open the account if it already exists. If there is not an existing TUTORS account, then click on New Record to create a new administrator.
The full details of the administrator account specifics are described in the Administrators section. Below are only the administrator account specifics that pertain to the TUTORS administrative account.
To create a single TUTORS account for all tutors in all centers, type TUTORS for the account login. To create TUTORS accounts for each center, type TUTORS:centername for the account login, where centername equals the center that the account is being created for.
For the full name, just enter a description (i.e. Tutors Privilege account).
Select either the Administrator or the Student Worker user type. Selecting an Administrator user type will NOT give the tutors administrative privileges.
The password will never be used and may be forgotten after entering it.
If the tutors may view the log listing, then enter the center for which they may view logins. If this account is for a specific center (TUTORS:centername), then enter the center for which this account is being designated. Multiple centers may be designated when separated by a comma (centerA,centerB,centerC). Leave the field blank to allow the tutors to view logins from all centers.
If tutors access the log listing, choose whether they can see student photos.
If the tutors may access the log listing, then enter the center into which the tutors may log students. Multiple centers may be designated when separated by a comma (centerA,centerB,centerC). Leave the field blank to allow the tutors to log students into all centers. If ‘Ask Center on Login’ is unchecked on page five of the preferences, then a single center must be entered.
If the tutors may view the schedule for other tutors, then enter the center for which they may view the schedule. If this account is for a specific center (TUTORS:centername), then enter the center for which this account is being designated. Multiple centers may be designated when separated by a comma (centerA,centerB,centerC). Leave the field blank to allow the tutors to view the schedule for all centers.
Allow tutors to view the appointment schedule for all tutors designated in the center from ‘Show Schedule for.
Allow tutors to edit each other’s availabilities. ‘Can Edit Schedule’ must be checked in the tutor’s own record as well.
Allow the tutors to block days on their own schedule and their center’s schedule if they have access to the center schedule.
Allow tutors to view each other’s classifications on the center schedule.
Allow tutors to view each other’s locations on the center schedule.
Allow tutors to schedule appointments for each other. ‘Can Edit Appointment’ must be checked in the tutor’s own record as well.
Allow tutors to view the student’s phone number next to their appointment. Provides a point of contact without accessing the student records.
Allow tutors to view the student’s email address next to their appointment. Provides a point of contact without accessing the student records.
Allow tutors to log resources in and out.
Allow tutors to click on a student’s name on the Log Listing or an appointment to open the student’s record. ‘Can Access Students’ must be checked in the tutor’s own record as well.
Uncheck this box. This should never be a tutor privilege.
Allow tutors to have additional search criteria on the student search screen. This will allow the user to perform a search based upon the values of student custom fields, progress reports, or visit fields. ‘Can Access Students’ must be checked in the tutor’s own record as well.
Allow tutors to create batch visits for Supplemental Instruction sessions.
Allow tutors to create batch visits for groups of students.
This preference is unique to the TUTORS accounts and will create a link on the Tutor Main Menu to access a list of their recent visits. Enter a numeric value for the number of days to enter in this visit listing. Leave the field blank to turn off the recent visit listing. Enter zero for today only. Enter –1 for all past visits. This preference was created for tutors to access their visits with students without accessing the student records. Accessing their visits with students allows the tutors to enter session notes while preventing them from viewing sensitive information.
This preference is unique to the TUTORS accounts and sets the tutors view of the Visit Entry screen. Set the view to Standard access to allow the tutor full access to the Visit Entry. Set the view to Brief1 access to allow the tutor a limited access to the Visit Entry.
This preference was created for tutors to enter their session notes without the capability of modifying their visit data. With the brief view, tutors are unable to change the date, time, or duration of their tutoring sessions.
This preference is unique to the TUTORS accounts and controls whether the tutors can access the Log Listing or not. Check the box to allow the tutor to access the Log Listing. Uncheck the box to hide the Log Listing from tutor access. This preference was created to prevent tutors from logging themselves in and out when a campus uses TutorTrac to track the tutors’ hours for payroll.
Allow tutors to bypass scheduling parameters established in the preferences.
Allow tutors to access visits locked by an advanced preference.
Prevent tutors from making changes to records.
Prevent tutors from viewing student IDs on appointments or the Log List.
Restrict tutors to only editing the status of the appointment. ‘Can Edit Appointment’ must be checked in the tutor’s own record as well.
Select the tutors’ access to the student records: Full administrative access, View but cannot modify, or a brief view of only the student’s name and ID. ‘Can Access Students’ must be checked in the tutor’s own record as well.
Enter a center name in curly brackets, {center}, in this field to restrict tutors to only viewing student visits and visit notes to the specified center. If this account is for a specific center (TUTORS:centername), then enter the center for which this account is being designated. Separate multiple centers by the return character.
Example:
{centerA}
{centerB}
{centerC}