Making and Managing Appointments

The Oral Communication Center has upgraded our appointment scheduling system, making it easier for you to book conferences, confirm appointments, and provide feedback. To get started, go to https://tutortrac.hamilton.edu and log in using your Hamilton username and password.

PDF of Guide


Note: TutorTrac works best in Firefox

Once you’ve logged in, you will see a welcome notice as well as a list of upcoming appointments. You can use TutorTrac to make appointments, cancel appointments, and sign up for text alerts

TutorTrac Main Menu

Making an Appointment & Viewing Availability

Click on “Search Availability” (to the left of the welcome message), which will bring up the search criteria screen.

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On the search criteria screen, choose the Oral Communication Center. You can also limit your search in other ways:

  • You can choose a date range to search. The system will give a default window based the Center you are searching.
  • If you want to look only for certain days or times, you can choose those restrictions as well.
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Note: you can book up to 60 days in advance and no less than 4 hours before an appointment time. If you are trying to make a last minute appointment, please call 315-859-4401 or email oralcomm@hamilton.edu.

You will be presented with a list of available appointments that meet your criteria, sorted by day. Each green block is an available appointment.

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Note: If you are coming to the OCC with a group (all working on the same project), only one group member should schedule the appointment.

To make an appointment: click on the time that you want to book. You will then be asked
some additional questions to help us prepare for your conference.

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Subject: Pick which of your classes you are coming in for. If you are not coming in for a class, you can select from the other options to tell us what best fits your visit.

Reason: Give us an idea of what you hope to accomplish. If you searched with reason, that information will be already completed.

Other Questions: Each Center will ask different questions under field C and may request different information in the Notes box. There may also be questions under the Notes box for you to answer.

Be sure to click “save.” You should now see the appointment on the main menu of TutorTrac and also have an email confirming the appointment.

What if the search doesn’t show any appointments?

If your search finds no results, you can try adjusting your search to see other options. If that doesn’t work, email us at oralcomm@hamilton.edu with information about your needs and we will do our best to get you set up.

Canceling an Appointment

On the TutorTrac Welcome screen, find the appointment on your list of Upcoming Appointments. Click the X next to the appointment. You must cancel at least 4 hours in advance of your appointment time. If you need to cancel closer to your appointment, you must contact the OCC directly.

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Note: Excessive last-minute cancellations or missed appointments may affect your ability to book future appointments.

Verify that you have selected the right appointment to cancel. Enter a note about why you are canceling (e.g., “my assignment due date changed”). Be sure to click “Confirm Cancellation.”

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Signing up for Texts

You can choose to receive text messages that confirm appointments and cancellations as well as reminders. When you’ve logged in to TutorTrac, look for a block to the right. Check the “Activate” box and a set of directions and options will appear. Regardless of this setting, you will still receive email notifications and reminders.

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Contact Information

Amy Gaffney

Oral Communication Center Director
Kirner-Johnson 222
315-859-4401 oralcomm@hamilton.edu


Sep 9 – Dec 15

S 3 p.m. – 10 p.m.

M 3 p.m. – 10 p.m.

T 3 p.m. – 10 p.m.

W 3 p.m. – 10 p.m.

T 3 p.m. – 10 p.m.

Drop-ins welcome; appointments recommended.

Schedule an Appointment
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