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Track & Time© (formerly known as CMTS),created in 1997 (originally as a desktop application). Since that time, Track & Time© has matured into a very robust, completely web-based solution. In use by hundreds of labs, the Track & Time© provides educators with a simple, easy, and secure method for recording the amount of time (and subjects) that a student spends studying in the lab (and provides easy access to, and reporting of, this data at the click of a mouse.)
Since it is provided as a SaaS solution (“software-as-a-service”), it is hosted on the Center for Learning & Development (CLD) server, which means there is no software for you to install, no backups for you to run, no updates or version changes for you to keep up with, and no hassles!
HOW IT WORKS
There are two programs (websites) that make up the Track & Time© software.
The Track & Time© Admin program (http://ttadmin.cldtx.org) is used for adding, editing, and/or deleting students, subjects, teachers, etc, as well as running reports, editing time entries and performing other functions.
The Track & Time© Logon program (http://ttweb.cldtx.org) is used for allowing students to log themselves into the lab and selecting their subject of study.
When you first purchase access to the Track & Time© software, we’ll set up your district and lab(s) in the system. Normally, there will also be one person set up as the administrator for the system, as well as at least one “lab user” for each lab. (Lab users can do anything an admin user can do, except add/edit/delete users and a few other small administrative tasks).
The lab users will then log in and set up subjects and students for their lab. (They do this using the Track & Time© Admin program). Once the subjects and students have been entered into the system, the lab user will log into the Track & Time© Logon program on a computer (or computers) that is easily accessible by everyone and leave the Track & Time© Logon program up and running for the day. As students enter the lab, they select their name and subject and “log themselves in”. When their study session is complete, they log themselves out. At any time, the lab user can log into the Track & Time© Admin program (from any computer) and run reports, add additional students, modify time entries (if a student forgets to log in or out), etc.
Since Track & Time© is set up specifically for each lab (if more than one lab license is purchased), lab users can only see students that are assigned to their lab (and when students are logging in, selecting their name from the list, they only see names of students assigned to that lab). Admin users can log into the Track & Time© program and see all students in the school system and, as a result, run reports for any lab from any computer on the campus. In many cases, this ability alone can save hundreds of dollars in man-hours and printing costs.
KEY FEATURES
There are more features in the software than we can describe here. However, some things you may find important are:
- Simple interface for both lab staff and students
- No special computer skills or training required
- Since it’s web-based, no software to install
- Use from anywhere (with an internet connection)
- Everything is kept electronically...meaning there isn't a need to write things down anymore!
- Administrators can view or print reports from any computer in the district
- Spend less time on tracking and more time engaged with students
- Can be used for any lab setting
- Each lab license includes unlimited students and staff
- Know EXACTLY how many visits and how many minutes each student spends in the lab for
each and every subject
- No more scrambling to put data together for formal reviews, ARD meetings and/or visits from
State agencies or other auditing entities
- Lab users each have their own login and password
- Passwords, if forgotten, can be retrieved automatically via email
- CLD servers are professionally hosted in a hardened data center by the nationwide
leader in dedicated server hosting
- We backup the data each night and store them safely offsite for you
- No responsibilities are added to your already overworked technology department
- You can manually add/edit/delete history for any student
- Enter the student, subject, start time, stop time, total minutes, help given, comments, and
reason for the visit.
- Useful when a student forgets to log out (or forgets to log in at all)
- Keep up with how much assistance is given to each student
- Help level descriptions are customizable
- It is assigned for each session the student logs in
- Keep up with why a student visited the lab
- Unlimited number of reasons
- Completely customizable
- It is assigned for each session the student logs in
- Lab staff can track time spent consulting with teachers
- Useful for documenting resources expended outside the lab
- Comments can be added to each student visit
- There are 5 predefined “flags” for helping track students, as well as 5 customizable flags
- At the end of each school year, we bump each student up one grade level
- If the student’s new grade level is higher than the highest grade on that campus, we’ll move
them automatically to whichever campus their current campus feeds into
- This feature can be disabled if you choose
- We also archive all existing data for each school year and allow admin users to pull up a
Student Details report for prior years for any student that has prior year history
- Complete software documentation is included
- Covers all aspects of using the software (includes screen snapshots as well!)
- Unlimited support via telephone and email
- Unlimited access to our support portal (which includes a searchable knowledgebase and
free help desk ticket submissions)
- No cost or obligation
- Any data put into the system isn’t lost if you decide to purchase (you don’t have to start over)
- You can begin using the system right away (usually within minutes of contacting us!)
REPORTS AVAILABLE IN THE SYSTEM
- Complete listing of all students and subjects that visited the lab that day
- Subtotals of minutes (grouped by subject) for each student
- Provides the number of students (total and per grade level) that have visited the lab for any
date range
- Provides a report of the number of minutes (per subject and total minutes) that a student has
spent in the lab
- Can be generated for a specific period of time (the past 5 days, the past 3 months, etc) or for
the entire year
- Excellent tool for ARD meetings and accountability
- Same report as the daily log, but for a date range, rather than a single day
- Can be grouped by grade or printed alphabetically, etc
- Provides an easy way of finding out who hasn’t spent any time in the lab
- Based on date range that you supply
- You can set up profiles for each student, then run reports to find out who hasn’t met the
required parameters of their profile
- For example, if an ARD meeting requirement is that Johnny needs 90 minutes of lab support for
English and 60 minutes of Math each week, a profile can be created reflecting these requirements.
- When this report is generated, it will let you know if Johnny has met the requirements for that
week/month/semester, etc.
- Profiles (and this report) can also be set up for students who need a certain number of
minutes weekly, etc, but without specifying a subject (just total minutes)
- Admin users can set up the Nine or Six week calendars in the system (by entering the
specific date that each Nine or Six weeks starts and ends)
- This report will then allow the lab user to run a report that shows each student and how
many minutes (and what subject they studied) for the first week, second week, third week,
etc, of that particular Nine or Six weeks.
- Includes the total minutes, total visits, average length of visit, etc
- This report displays the number of visits per hour, for every hour of the day
- It is based on a date range that you supply and can be shown as a chart or basic report
- This report is very helpful in providing documentation to administrators when requesting
additional staff for you lab or can be used as a means of “proof” that you need the staff you
have in the lab.
- The report builder allows you to specify criteria and then generate a report (in the format of
the Date Range Status report) that meets the criteria.
- For example, the Track & Time© has 10 different flags (5 preset and 5 user-defined) as well as fields
for gender, ethnicity, grade level, etc.
- When using the report builder, you can request a report that shows only sixth graders who
are flagged as “walk-in” and are female and are also flagged as “504”, etc. You can use the flags
(both the user-defined and presets) as a means of truly refining your reporting.
- Basic reports, such as a list of subjects, etc
COSTS INVOLVED
When you purchase the Track & Time© software, you are actually purchasing a subscription to our online services. The cost for the first year is $295 (and that includes full access, unlimited students and users, and unlimited technical support for one lab license). Each year thereafter, the cost is $149 per lab license (and that includes full access, unlimited students and users, and unlimited technical support for one lab). We bill the initial cost of $295 at the time of purchase and then the annual renewal a year after your initial purchase.
HOW TO GET STARTED
All we need is a purchase order or form of payment to get things going. Once we have you set up in the system, we’ll send you a getting started guide and try to get on the phone for a few minutes with the lab user(s) to help get them jump-started.
You can typically expect to be up and running within 24 hours!
FINAL THOUGHTS
If you’re still using paper to track students in any lab or after school program, we’ve got a very affordable, easy to use, and highly effective solution! We would love to put you in touch with some of our satisfied customers. Call now and we’ll get you started on a free 30 day trial with no obligations!
* A Windows-based PC
* An active internet connection (preferably broad-band, since dial-up will be very slow)
* Internet Explorer 6 or higher (you MUST use this browser and not Firefox, etc)
* Disable all pop-up blocking features (in Windows and any others, such as Google, Yahoo, etc)
* Adobe Acrobat Reader or any other PDF-compatible software (for viewing reports)
* When using Track & Time©, don't have any other browser windows open
* If your district utilizes any web caching servers, set the web caching to ignore our IP address
Campus Single License:................................................................................................. $295.00
This includes a license for a single installation of the software (on one computer) and full technical support. This software requires an annual subscription fee of $149.00.
(Please add $10 for shipping & handling.)
