Making and Managing Appointments

Navigating TutorTrac

Go to https://tutortrac.hamilton.edu and log in with your Hamilton username and password. 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 an appointment, cancel an appointment, sign up for text alerts. See screenshots below.

Making an Appointment & Viewing Availability

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

Choose Oral Comm Center. You will need to choose a reason for your visit. If you are coming to present in another language, select that language as the reason so you will only be paired with a tutor who can speak that language.

You can also put other constraints on your search:

• 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.

Note: 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.

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.

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: This field should display what you searched for originally.

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.

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.”

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.