ADVISORTRAC USER GUIDE FOR STUDENTS San Diego State University EOP

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ADVISORTRAC USER GUIDE FOR STUDENTS San Diego State University EOP Powered By Docstoc
					             ADVISORTRAC USER GUIDE FOR STUDENTS
             San Diego State University EOP/Ethnic Affairs

AdvisorTrac is a software program that allows you to make your counseling appointments from the internet.
Your appointment will occur on the date and time you select. Appointments will be serviced at Student Services
East 2109 (SSE-2109).

Before You Use AdvisorTrac
Please follow the instructions at the following link to download the latest Java Runtime Environment (JRE) and
Internet Explorer (IE) settings. This is a one time event.

http://eop.sdsu.edu/pdffiles/ie_settings.pdf


Setting Up Your User Name and Password

The first time you use AdvisorTrac you will be prompted to create your user name and password. Please use your
RED ID for your user name.

    •   Use an internet browser and go to http://eopadvisor.sdsu.edu/ .

    •   Log on to the AdvisorTrac page by entering your User Name – This will be your RED ID.

    •   Leave the Password blank the first time you log in.

    •   Click Login.




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The user name and password creation page will appear.


   •   Please leave the First Name and Last Name as-is.

   •   Enter your User Name – Please use your RED ID.

   •   Enter your Password – Please use the following rules:

           Minimum Length                 8 characters
           Minimum Numeric                1
           Minimum Symbol (ex #, !, ~)    1 (Do not use the ‘@’ symbol. This is reserved)
           Minimum Uppercase              1

   •   Click Confirm.




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Your personal information will appear.

    •   Click Save: the Student Main Menu will appear.




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To Access AdvisorTrac

After you created your user name and password use the following instructions to access AdvisorTrac.

   •   Use an internet browser and go to http://eopadvisor.sdsu.edu/ .

   •   Log on to the AdvisorTrac page by entering your User Name – This will be your RED ID.

   •   Enter your Password.

   •   Click Login: the Student Main Menu will appear.




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To Schedule an Appointment

Students will have the ability to schedule an appointment with the counselor assigned to them. See the Counselor
Alpha Breakdown on page 8 to determine your counselor. You can schedule an appointment within the timeframe
of two days to three months from the current date. For example; if it is currently a Wednesday the first day you can
schedule an appointment for is Friday. If you need to schedule an appointment outside of this timeframe please
come by the EOP office at SSE-2109 or call us at (619)594-6298.

    •   Click Make Appointment from the Go To dropdown menu.




    •   When the Availability Search screen appears the student’s assigned counselor will default in the Advisor
        field.

    •   On the same page, enter the desired date range.

    •   Type options:

        Individual – To schedule an appointment with counselor. This will be used most of the time.
        Drop-In – To see counselors Drop-In hours. No appointment necessary.
        All Availabilities or Blank – This will bring back both available appointment times and drop-in hours.

    •   Click Search.




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•   When the Search Results page appears, scroll down to view available appointments.

•   Click on a time block in the Availability column.




•   Use the Time drop-down to show specific appointment times available.

•   Click on the appointment time you want to reserve.

•   The Duration time is .5 or 30 minutes.




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•   In the Request Help In drop-down select the reason for the visit. The first option, Academic Advise, will be
    used for most appointments.

•   Click the Save Appointment button.




•   The saved appointment will appear in the Students Main Menu.




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   •   A confirmation will automatically be sent to the student and counselor. A reminder email will also be sent to
       the student and counselor at 5:00 pm the day prior to the appointment.



Counselor Alpha Breakdown
        Fall 2008


Counselor                 Begin Alpha        End Alpha
Wanda Clay Majors         AAA                CASS
Jini Hogg                 CAST               CHAP
Millie Robinson           CHAR               CHZ
Beth Crawford             CIA                COP
Chia Her                  COR                DOA
Sal Flor                  DOB                ED
Liz Alvarado              EE                 HER
Jini Hogg                 HES                MAG
Beth Crawford             MAH                NIC
Sal Flor                  NID                ROA
Millie Robinson           ROB                TOA
Chia Her                  TOB                ZZZ




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To Cancel an Appointment

Students will have the ability to cancel a scheduled counseling appointment. To cancel the appointment online it
must be done at minimum two days before the appointment. For example, if your appointment is for Thursday you
must cancel it online by the previous Tuesday. If you need to cancel an appointment within two days please see
the EOP front desk staff at SSE-2109 or call us at (619)594-6298.

   •   From the Student Main Menu select the appointment link in which you would like to cancel.




   •   The Scheduled Appointment screen will appear.

   •   Click the Delete button.




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•   When the Student Main Menu screen appears the cancelled appointment will no longer appear in the
    upcoming appointments section. A message will show the cancelled appointment.




•   A cancellation email will be sent to the student and counselor.




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To Change Personal Information

AdvisorTrac depends on an accurate email address to confirm and remind a student about appointments. If your
email address changes please update this in AdvisorTrac. You should update your WebPortal account as well.


   •   Select Edit Information from the Go To… menu.




   •   Make any appropriate changes and click the Save button.




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