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Please log in to the ASTRA server:https://scheduling.utdallas.edu/AstraVIIProd/Logon.aspx
Open in Firefox, Click ‘I Understand the Risks’ then ‘Add Exception’ then ‘Confirm Security Exception’
Then also open the Registrar Intranet link in a separate window/tab of your browser:
http://www.utdallas.edu/student/registrar/records/index.html
INSTRUCTIONS FOR ASTRA ROOM REQUEST
EVENTS Tab – Located at the top of page
Choose event request
CREATING A NEW EVENT REQUEST
COMPLETING YOUR EVENT INFORMATION
Customer – Locate your department
ContactName – Locate your name
ContactEmail – Automatically populates. * This will be the e-mail ASTRA uses to contact and/or confirm your event
Contact Phone – Input your extension
COMPLETING YOUR EVENT INFORMATION
COMPLETING YOUR EVENT INFORMATION
EventName – Enter a short title * Descriptive not Generic * Avoid One Word Titles * Use Test <your name> Today
Set up/Teardown time – Use only if reserving CN 1.112/CN Lobby * Enter N/A for all other rooms
Max Attendance – Enter number of attendees
COMPLETING YOUR EVENT INFORMATION
EventMeetings – Automatically filled from EventName field Meeting Type – Choose “Event”
COMPLETING YOUR EVENT INFORMATION
Meeting Recurrence – * Single Meeting * Recurring * Spanning
Select Single Meeting
Start Time/End Time – Set Meeting Times
Calendar – Locate date * At Least 48hrs in Future
Click Create Button – Event will appear in Meetings box to the right
REQUESTING A SINGLE MEETING
REQUESTING A SINGLE MEETING
Multiple Meeting Dates – If entering multiple meeting dates, you will receive a “Meeting Group Name” message. Click OK.
Single Meeting With Multiple Rooms – If you need more than one room for a single meeting, click Create again to add an additional row to the Meetings box for each room
REQUESTING A SINGLE MEETING
Registrar Intranet – http://www.utdallas.edu/student/registrar/records/index.html
Room Control/Usage – Open the spreadsheet * Reservation Restrictions * Room Descriptions/Capacity * Departments
Control R – 100% Controlled by the Office of the Registrar
Control S – School Pool rooms, these are shared by the university
SELECTING YOUR ROOMS
Control B – These rooms are blocked and strictly 100% control by the department only. Departments may keep their own calendar to reserve their department's events or they may utilize Astra to reserve events. DO NOT RESERVE ANYTHING IN THESE ROOMS UNLESS THE OWNER (DEPT) OF THE ROOM HAS REQUESTED.
Control D – Controlled by the department but RO will reserve events for department and others who requests the rooms, with some exceptions
SELECTING YOUR ROOMS
Return to ASTRA
Meetings Box
Click the Request Rooms button (your box will say ‘Request Rooms’)
SELECTING YOUR ROOMS
Assign Room Box
Filter – * Set for Ctrl R & S * See Setting Filters in manual for Ctrl B & D
Rooms & Availability – * Click Available to select Room * Red – Room in use * Yellow – Conflict with another event * Green - Room will be held for your meeting request when you save and submit
Click OK
SELECTING YOUR ROOMS
SCHEDULING RECURRING MEETINGS
Event Request Screen – Double-check all meeting dates, rooms, and times
Click Save Button – Located in top left corner
CLICKING SAVE SUBMITS YOUR EVENT-don’t click save until you are ready to submit your completed request
Confirmation Message
FINALIZING A REQUEST
SCHEDULING RECURRING MEETINGS
Event Information – Follow Previous Instruction
Meeting Recurrence – Select Recurring tab
Start Time/End Time – Set Meeting Times
Day Pattern – * Daily * Weekly * Monthly * Yearly
SCHEDULING RECURRING MEETINGS
Daily – * Recurrence * Day of the Week
Weekly – * Recurrence * Day of the Week Monthly – * Do Not Use the Nth Option
Date Range – * Start Date * End Date * Number of Occurrences
Click Create Button – Events will appear in Meetings box to the right
SCHEDULING RECURRING MEETINGS
Holiday Conflicts – Warning will appear and meeting/s will not be scheduled if: * Holiday * University is Closed * Request period is closed for scheduling
Example – * July 4th will not be scheduled because it is a holiday and the university is closed
Important – *It has been noted that a warning box does not always appear. Double-check your meeting dates to see if any dates were not scheduled.
SCHEDULING RECURRING MEETINGS
Meetings – Check this box to see generated meetings
To View – * Click the plus symbol to see a listing of all meetings * Double-check dates/times * Rooms are not yet selected
To Delete – * Check the boxes to the left * Click Delete button
Select meetings using the check box then proceed to Request Rooms (your box will say request rooms) Click ‘Request Rooms’ to select rooms
SCHEDULING RECURRING MEETINGS
Filter – * Capacity * Campus * Feature * Building * Room
Feature – Expand via plus symbol * Set for Ctrl R & S * Scroll to find desired Ctrl room group * Click check box/boxes next to desired additions
Click Search
SETTING FILTERS
Build Search – Setup Search as discussed
Save Button – * Shaped like floppy disk * Located between “custom” box and search button
Save Filter Box – Locate pop up
Filter Name – Name Search
Set as Default Filter – Check box
Click OK
SAVING FILTERS
SCHEDULING RECURRING MEETINGS
Student Union – We do not reserve any rooms in the SU, email all requests to Delvora King . Start here: https://reserve.utdallas.edu/VirtualEms/
ATC rooms – Currently all requests go through the office of Dean Kratz
All other rooms not on the Room Control Spreadsheet are referenced here: http://www.utdallas.edu/events/process/room_reservation/
Special Precautions – * Events involving students cannot be scheduled during reading days or finals week (this includes review sessions). * Event scheduling for a semester will not begin until approximately 3 to 4 weeks after the course lookup goes live. Scheduling events into a future semester prior to course lookup going live requires approval from the Provost.
* If the holiday blocker is preventing you from reserving CN 1.112 for a future event, please e-mail [email protected]
SPECIAL CONSIDERATIONS
SCHEDULING RECURRING MEETINGS
10-28-2013- Course lookup goes live for Spring 2014
We are estimating to begin accepting event requests for Spring 2014 around 11-11-13
IMPORTANT DATES
Calendars –Tab located in top menu
Scheduling Calendars – * Defaults to UTD Main Calendar
EXPLORING THE CALENDAR
Alternate Calendar View
Edit Search Filter – Click button at top of screen
Define Search Filters
Click View Calendar
EXPLORING THE CALENDAR
Limit Search Results
Keywords
Location – * Campus * Room * Room Type * Capacity
Sections – * Department * Subject * Course * Instructor
Events – * Event Type * Customer * Meeting Status
Show Setup/Teardown
USING CALENDAR FILTERS
Academic Planning * Calendar can be used to help with academic planning
Set Filter to Show – * All buildings * A particular subject * Remove events * Remove Setup/Teardown
Shows Course Layout
Shows Course Conflicts
USING CALENDAR FILTERS
Instructor Schedules * Calendar can be used to help view Instructor Schedules * To switch between instructors you will need to switch your calendar filter back to the UTD Main campus or other saved filter before selecting a new instructor.
Set Filter to Show – * All buildings * A particular instructor * Remove events * Remove Setup/Teardown
Shows Time Conflicts
USING CALENDAR FILTERS
How to set a filter
Save Calendar
Manage Filters – Click button at top of screen
Name Calendar –Select a name for your new filter
Default Box –Check to set as default filter
Click Save
EXPLORING THE CALENDAR
Using the Grid Function * the Grid function will allow you to see where a certain room is available
Shows Course Layout
Shows Course Conflicts
USING THE GRID FEATURE
Go to ‘Edit Search Filter’ • In the location box, filter to
your building of choice using the dropdown list by building
• In the Events box, select ‘Show Events’
• Scroll down to the bottom and select ‘View Calendar’
USING THE GRID FEATURE
Here’s what the week view looks like in Grid View
• Toggle between ‘Day’, ‘Week’ and ‘Month’ views in the top left hand corner
• Notice each room of the building is listed on the left hand side.
• Click between rooms to see what’s in each one
• If you are looking at the whole campus, you can only look at weekly view on one room at a time
USING THE GRID FEATURE
Tips for using Grid View
• Rooms in red means there are things scheduled , room in blue means the room is empty
• Rooms in BLUE are most likely ctrl B or D rooms. Double check your Room Control Spreadsheet before requesting
• If you are looking at the whole campus, you can only look at weekly view on one room at a time
USING THE GRID FEATURE
Here’s what the day view looks like in Grid View
• Things in green are events, things in blue are classes
• Time of day is located across the top of the screen
• Individual rooms are located down the left hand side of the screen
USING THE GRID FEATURE
Go to the Reporting tab
• Select Reports link
• Once selected, you will see a new screen with a list of reports
• Use the arrow keys at the bottom of the screen to toggle between pages
• Reports of Note: ‘Space Utilization by Building and Room with Seat Fill’ and ‘Summary of Scheduled Section Room Hours’
HOW TO RUN A REPORT
Space Utilization by Building and Room with
Seat Fill
• Pulls room utilization by room
Summary of Scheduled Section Room Hours
• Shows peak class times across campus
• Helpful when planning large student events
HOW TO RUN A REPORT
SCHEDULING RECURRING MEETINGS
Questions?
THANK YOU FOR ATTENDING
SCHEDULING RECURRING MEETINGS
10-28-2013- Course lookup goes live for Spring 2014
We are estimating to begin accepting event requests for Spring 2014 around 11-11-13
IMPORTANT DATES
SCHEDULING RECURRING MEETINGS
Student Union – We do not reserve any rooms in the SU, email all requests to Delvora King . Start here: https://reserve.utdallas.edu/VirtualEms/
ATC rooms – Currently all requests go through the office of Dean Kratz
All other rooms not on the Room Control Spreadsheet are referenced here: http://www.utdallas.edu/events/process/room_reservation/
Special Precautions – * Events involving students cannot be scheduled during reading days or finals week (this includes review sessions). * Event scheduling for a semester will not begin until approximately 3 to 4 weeks after the course lookup goes live. Scheduling events into a future semester prior to course lookup going live requires approval from the Provost.
* If the holiday blocker is preventing you from reserving CN 1.112 for a future event, please e-mail [email protected]
SPECIAL CONSIDERATIONS