Students ::

Finding an Academic Mentor

Disability Resources:
Downloading Your VISA

• Creating Availability

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  An "Availability" is a just span of time (in the past or in the future) entered in TutorTrac using the procedure below.
  For Academic Mentors, these steps make appointments available to students using TutorTrac to find help with a given course or subject.
  Residential Peer Mentors and PLTL Leaders create availability for days and times in the past as the first step toward documenting meetings with students.
  For all Mentors and PLTL leaders, creating availability in TutorTrac is always the required first step in the process of getting paid.
  • Step 1: Log in, and from the Main Menu, click on "Create Availability."
  • Step 2: Enter Date, Time, and Duration of the availability
  • Step 3: Under "Type," always enter "Group."
  • Step 4: For Study Groups, "Max Students" = 8.    For One-on-One, "Max Students" = 1.
  • Step 5: In the "Subject" field, enter as follows:
    • Regular Academic Mentors:
      Always enter * – an asterisk.
      This allows TutorTrac to match your availabilities to the courses for which you are certified as an academic mentor.
    • PLTL, RPM, and Problem-Solving Teams: Enter the appropriate subject, e.g. Calc131, BME141
  • Step 6: Enter "Location" – Optional.
  • Step 7: For "Group Reason", select as follows:

  • Academic Mentors and Residential Peer Mentors (except Writing):

  Look for the appropriate choices under {Academic_Mentoring}.

  • PLTL Leaders:

  Below "{PLTL}" from near the bottom of the list and make the choice for your course, e.g. Calc 131.

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  • Writing Residential Peer Mentors:

    Your Group Reasons can be found further down the list under "{Cornerstone Writing}"...

  • Problem-Solving-Teams:

    Your Reason entries are under "{Problem_Sovling-Teams}".

  • Step 8: In "Recurring Information," enter any details you need (especially for Help Desk).
    PLTL Leaders: You are free to set up recurring availabilities to match your regular meeting times.
  • Step 9: If wanted or needed, check the box next to "Split the availability into increments..." and enter any number or fraction of hours.
  • Step 10: Click on "Save" and wait for the page to completely reload!
  • Next Step: Document Your Visits!
   
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• Searching, Editing, and Deleting Availability
  NOTE:If you have an Availability for which one or more students have already signed up, TutorTrac will send out automatic notices if you cancel or change the meeting time of an Availability, but the messages may not go out immediately and will arrive from tutortrac@wustl.edu.
  
  

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  • Log in and from the Main Menu, use the "<previous" and "next>" buttons to navigate to the day of the availability you want to edit (select "Go To..." and "Week Schedule" if you want a larger view), then click as follows:
    • To Edit Date, Time, Duration, Max Students, Group Reason, and/or Recurring Information:
      Under the column "Start - End," click on the entry for the availability you want to edit.
      • Make changes, click "Save," then wait for the page to completely reload.
      • Delete:
        If you click on "Delete" on this screen, your Availability will be cancelled, and students will receive an appropriate notice from tutortrac@wustl.edu.
    • To Edit Attendance and Communicate with Students:
      Under the column "Who - Type", click on the availability you want to edit.
      • Edit the entries for Attendance or Duration.
      • For an easy way to communicate with your students, click on the button "Send Note to these Students." Include your e-mail address in the note; the note itself will arrive from from "tutortrac@wustl.edu."
      • Delete:
        If you click on "Delete" from this screen, your Availability will only be cancelled if it is the past!
    Illustration: Editing Parts of an Availability
    
    • After saving or deleting, do nothing until your page completely reloads!
    • Editing a Recurring Availability
    • When you set up a recurring availability, TutorTrac creates individual availabilities according to the frequency (daily, weekly, etc.) you specify.
    • You can edit each of these availabilities individually by selecting clicking on under the "Start - End" column for the availability in question. Then click the the "Modify this entry only option."
    • To delete a recurring availability entirely, follow these steps:
      

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    • Step 1: Navigate to the first instance of the recurring availability and click under the "Start - End" column for the availability you wish to delete.
    • Step 2: Change the "Total Remaining" entry to zero.
    • Step 3: Click on "Save" and wait for the page to completely reload.
    • Step 4: These steps will delete all availabilities except for the first in the sequence. If you wish to delete this one as well, navigate to it, click under the "Start - End" column, and click on "Delete." When the page reloads, your availability will be completely gone.
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• Getting Paid: Help Desk Mentors and Residential Peer Mentors
Help Desk Mentors and Residential Peer Mentors (RPMs) should follow the same procedures as outlined here for all other academic mentors.
The only differences are that (a) Help Desk Mentors and RPMs always "create availability" after-the-fact, i.e. to document visits that have already happened; and (b) are paid for all available hours, regardless of whether they meet with students.
The steps are as follows:
• Step 1: At or shortly after the end of your shift, log in to TutorTrac and use the Create Availability procedure to document your hours.
• Step 2: After you have used this procedure to document your hours, go back and use the procedure for documenting visits to record any time spent working with students.
• Getting Paid: Documenting Visits After Pre-Scheduled Availability
Creating Availability is the first step to getting paid for your time, but it is not the last. After every meeting – or "Visit" – with a student, you must log in to TutorTrac and record Visit details. Then come back and document which students you worked with.

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• Step 1: Log in to TutorTrac and from the Main Menu, navigate to the day of the Visit you are documenting. To view your availability for an entire week at a time, point to "Go To..." and select "Week Schedule".
• Step 2: Under the column "Who / Type ," click on the entry for the availability corresponding to your Visit.
• Step 3: Search on the student(s) you met with by either of these methods:
  • Search on Student ID (best): In the blank at the upper right of your screen, enter one student's ID and click on the "Find Student" button on the left.

    

  • Search on the Student's Last Name: Enter the last name in the blank at the upper right of your screen and click on the "Find ??" button on the right.
• Step 4: Your Student's name will appear in the upper left under "Student Info."
• Step 5: Leave the "Fund" and "Status" fields empty. Do NOT enter ATTENDED under "Status."
• Step 6: Click on "Save Appointment" and wait for the page to completely reload.
• Step 7: Repeat for each student who attended. Add ALL of your attendees before you proceed to Step 8.
• Step 8: You're not done yet!
  
  Look at the entries for each student under the "Attended" column and, as appropriate, click on each "No" to change it to a "Yes."

  

  
   
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Students Seeking Mentoring - How To Use TutorTrac

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• What TutorTrac Does
• Logging In and Using TutorTrac
• The 24-Hour Rule
All appointments must be made with at least 24-hour notice. You may search for availabilities within 24 hours, but to make the appointment you will need to e-mail the Mentor to check their availability.

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• Getting Started: Making an Appointment
• Step 1: From the Main Menu, point at "Go To..." and select "Make Appointment."

  

• Step 2: On the next screen, select the appropriate date range in the upper left corner.
• Step 3: Under "Select a Center," choose as follows:
  • Writing Help Desk and Writing Fellows: Choose "Cornerstone_Writing."
  • Mentoring related to a specific course: Choose "Academic_Mentoring."

    

• Step 4: At this point, the page will update itself. DO NOTHING until your browser finishes loading!
• Step 5: In the lower box on your screen, you will see a list of the courses in which you are currently enrolled. Click on the course for which you are looking for academic mentoring. For example:

  

• Step 6: Click on "Search" and wait for the page to completely reload.
• Step 7: SCROLL DOWN to the bottom of the page, where you will find a list of available mentors, days, and times.
• Step 8: Choose the appointment that fits best, then click under the column marked "Availability" for the time you choose

  

• Step 9: On the next screen, note any location. If you see none, expect the Mentor to contact you with location information. You can also use this page to include a message to the mentor.
• Step 10: Click on "Save" and wait for the page to completely reload.

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• Viewing and Cancelling Appointments
• When you first log in to TutorTrac, your Main Menu will show you appointments coming up that day.

  

• From here, you can click on "week sched." to jump ahead or review your past appointments.
• To cancel an appointment, click on the date associated with the appointment. On the next screen, click "Delete" and wait for the page to completely reload.
• IMPORTANT: Cancellations within three hours of the appointment will be treated as a "missed" appointment. After two missed appointments, TutorTrac will prevent you from scheduling new ones.

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Disability Resources: Downloading Your VISA (Verification of Individual Student Accommodation)

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• Step 1. Check your e-mail for a message from Cornerstone containing a TutorTrac user ID and password. If you didn't receive an e-mail or need a password reset, please call 935-5970 between 8:30 and 5:00 p.m. Mondays through Fridays.
• Step 2. Log in via tutortrac.wustl.edu.
• Step 3. From the opening screen, point to "Go To ..." and click on "Document Post."
• Step 4. Under "File Name," click on the file that has your name and the last two digits of your student ID number in it. If your name is Jane Doe and your student ID number is 123456, for example, your file will be janed56_visaFY09.pdf
• Step 5. Print your VISA and present it to your instructors in the classes for which you wish to make use of your accommodations.

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