Appointment Policies FAQ

All UCAE appointments for Personal Academic Consultations (PAC), Workshops, and Tutoring are made through our scheduling software called TutorTrac. To sign up for any of these three services, students will go through their TutorTrac account. See below for our FAQ regarding UCAE PAC, Workshop, & Tutoring Appointments. Guidelines for SOS appointments can be found at the end. 


I'm a Graduate Student interested in attending a UCAE Service, how can I sign up?
  • Graduate students may attend UCAE Workshops, Personal Academic Consultations, & tutoring for any undergraduate, pre-requisite courses for which you are currently registered.
  • Graduate Students need to request a student account in TutorTrac in order to book appointments. Please contact us at uncc-ucae@uncc.edu to request an account.
How often can I schedule services?
  • Students are allowed to make 2 tutoring appointments per week, per subject.You can attend tutoring more than two times in 1 calendar week (Sunday - Friday) if the tutoring sessions scheduled are for different subjects.  
  • Students can make 2 Personal Academic Consultations per week. If you would like to make multiple PAC appointments for 1 calendar week, please contact a representative at ucae-uncc@uncc.edu.
  • Students are allowed to attend multiple workshops per week, as long as each workshop is a unique topic. For example, you could attend the Time Management Workshop and the Study Smarter workshop in 1 calendar week, but you cannot attend two Time Management workshops in the same week.
How far in advance can I schedule an appointment?
  • Our appointment times display 21 days (3 weeks) at a time. So if you do not find the date you're looking for, check back 3 weeks in advance. 
  • All appointments must be scheduled at least 12 hours in advance of the appointment start time. 
    • Some programs have drop-in availability, please see the PAC & Workshop webpages for more information.
How long are appointments?
  • Tutoring appointments are scheduled for 1 hour but if you arrive late, you are cutting into your own time. In addition to this, Tutors will cover material for about 50 minutes before they start to review and wrap up the session so that you are finished within 60 minutes. 
  • Personal Academic Consultations are 30 minutes.
  • Workshops are approximately 45 minutes in length. 
How do I cancel my appointment?
  • Students can cancel their appointments online, via phone, or in person up to 4 hours in advance of your appointment start time. This is the same for PAC, Workshop, and Tutoring services. 
  • It is unacceptable to email or text the UCAE service provider that you wish to cancel your appointment. All communication about UCAE appointments must go through the office (704-687-7837). 
  • You are allowed to cancel a total of 3 times before your student account in TutorTrac is suspended, preventing you from scheduling future appointments. 
    • To cancel online, sign in to your TutorTrac home page and click the "X" button located next to the appointment you want to cancel. 
    • To cancel via phone, please call us at 704-687-7837. You can also stop by Colvard 2200 to cancel in person. 
    • Information about reactivating your student account can be found here.
  • Cancelations made 13+ hours in advance of the appointment are appreciated as this will re-open the appointment time so that another student can take the unused appointment. 
What happens if I cancel with less than 4 hours notice?
  • Students who cancel an appointment with less than 4 hours advanced notice are recorded as a No Show. When your appointment is listed as a No Show, your scheduling privileges are deactivated and you are prevented from scheduling any new appointments until you've completed the reactivation process.Information about that is found here.
  • It is unacceptable to email or text the UCAE service provider that you wish to cancel your appointment. All communication about UCAE appointments must go through the office (704-687-7837).
  • In some cases, No-Shows are lifted by the UCAE Senior Staff. Please contact us at ucae-uncc@uncc.edu if you believe you have an extenuating circumstance.  Be advised that this happens very rarely, so do not expect it to apply to you.
What happens if I don't show up to my appointment and I did not cancel it?
  • Students who do not attend their appointment are recorded as a No Show. When your appointment is listed as a No Show, your scheduling privileges are deactivated and you are prevented from scheduling any new appointments until you've completed the reactivation process.Information about that is found here.
  • 1 No Show in any of these UCAE appointments (tutoring, PAC, workshop) will result in deactivation. 
  • It is unacceptable to email or text the UCAE service provider that you wish to cancel your appointment. All communication about UCAE appointments must go through the office (704-687-7837).
  •  In some cases, No-Shows are lifted by the UCAE Senior Staff. Please contact us at ucae-uncc@uncc.edu if you believe you have an extenuating circumstance.  Be advised that this happens very rarely, so do not expect it to apply to you.
What should I do if I get an error message that says "access denied" but I haven't missed any appointments nor have I cancelled 3+ appointments ? 
  • Try clearing your browser history & saved passwords. If you continue to have access issues, please call 704-687-7837. 
How should I prepare for my appointment?
  • Please arrive a few minutes before your appointment start time, so that you can check in with a representative in Colvard 2200
  • Come prepared! This means brining your questions, pen and paper, as well as any notes, text books, calculators, etc. that you may need. 
How do I reactivate my student account, so that I can continue to schedule appointments?
  • More information about the reactivation process is located HERE.
  • To access the reactivation form, you need to log on to your uncc Google account.
  • Once you have submitted your reactivation documents, please allow up to 3 business days for your account status to be updated. You will receive an email notification once your privileges are restored. 
How do I cancel an SOS mentoring appointment? 
  • Contact your SOS mentor directly to schedule, cancel, or reschedule a peer mentoring appointment. Do not cancel in TutorTrac or call the front desk.