ZEVPLAN NEW V2.pptmyhelp.uky.edu › rwd › HTML › SLCM › SLCM_AD_300 V2.pdf · 2012-08-01 · 2 Objective • Understand and utilize ZEVPLAN to create and change events to contribute

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lEvent PlanningSLCM_AD_300

1Event Planning V2. 3/2012

Content

• Overview • Editing

• ZEVPLAN

• Single Events

• Shared Events

• Cross‐listings

• Complex Events

• Instructors

• Trouble Shooting

• Summary

• Part of Term


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Objective

• Understand and utilize ZEVPLAN to create and change events to contribute to the building of the schedule of classes.


Prerequisites

• Prereqs:– UK 100 IRIS Awareness and Navigation._ g– CM_200 Student Lifecycle Management Overview.– Signed Statement of Responsibility (SOR) on file with Broadway.

• Access– Access to ZEVPLAN is achieved with successful completion of CM_AD_301 training course and assessment.

R l• Roles– Authorized ZEVPLAN users are responsible for creating or modifying courses for the benefit of students, faculty, and staff for the schedule of classes for the University.


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Overview


Overview

• Key Terms

• Section Numbers

• ZEVPLAN

• Searches


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Key Terms

IRIS Term In IRIS

Resource Building, Room, Instructor

Module Course – HIS 105

Business Event

Type

Activity Type – Lecture, Lab, Studio,

Recitation, etc

Time

Independent

Event

Eventless Event or TBA

Resource Occur when Room Instructor or bothResource

Conflicts

Occur when Room, Instructor or both

are already scheduled.

Offering Button that Refreshes Screen 1 Zevplan


Section Numbers

Course Type Fall/Spring Summer 1 Summer 2 Winter

Main Campus 001‐199 010‐199 020‐199 301‐399

Distance

Learning

201‐299 210‐299 220‐299 230‐299

Evening

Weekend

401‐499 410‐499 420‐499 430‐499

Rural Health 501‐599 510‐599 520‐599 530‐599

Education

Ab d

701‐799 710‐799 720‐799 730‐799

Abroad


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ZEVPLAN

Event Planning V2. 3/2012 9

Searches

• Two types of Searches can be conducted.


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Module SearchModule searches allow the looking up, editing, and building of individual sections f i lof a single course.

• To conduct a Module Search

• Select Module Radio Button

• Type course prefix and number in Object Abbr Field.


• Click Offering to refresh screen and see sections being offered.

Organizational Unit Search allows the looking up and viewing of an entire department or college. S ti t b dit d b ilt

Organizational Unit Search

Sections can not be edited or built through an Organization Unit search

To Conduct an Organizational Unit Search:

• Select Organizational Unit radio button.

• In Object abbr field input• In Object abbr. field input search term.


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• Click Offering.


• This will bring up a box with all possible results of the search

• Select the appropriate result

• This will bring up the Read offering box. Click Continue

i h d b ito continue search and bring up all currently built sections and courses for the department of college that the search was completed for.




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Creating


Creating Events: Single

• Regular Meeting Patterns

• Non Regular Meeting• Non‐Regular Meeting Patterns

• Eventless Meeting Patterns


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Single Event: Regular Schedule• Search for course to be built and refresh the screen with Offering button.

• Assess what sections exist and determine what next section will be according to section to be built.

• Click on Package/Event (Paper) to continue to Screen 2


Single Event: Regular ScheduleThe new Screen 2

Screen 2 still includes:

“Screen 2 Vital Stats”

• Section Number

• SUBITILES

• Capacity

• Waitlists

• Variable Credit Hours

• Web Registration

• To continue building input

section number and click

click the Paper to go to Screen 3.

• Select the appropriate course type for the course being built.


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Single Event: Regular Schedule


Single Event: Regular ScheduleScreen 3

Information to be input on Screen 3

• Capacity

• Location

•Meeting Pattern

•Instructor

•Room and building*

*room and building are to be assigned only if department has ownership of a room. For Main Campus room questions contact Ruth Blackburn. For Med Center room questions contact David Timoney or Angel Schumacher.


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Single Event: Regular Schedule• Input course capacity in Optimum

and Maximum boxes only and select course location using drop downmenu.down menu.

• Location defaults to Main Campus, and will only need to be adjusted if working on an off‐campus or Distance Learning course.



•Input course meeting pattern by typing in Start Time, End Time and selecting Daysselecting Days.


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•Input Instructor by selecting Central Person in the OT(Instructor) column and searching for instructor in the Instruct.(Abbr.) column.


Instruct.(Abbr.) column.


• Search for instructor using *firstfourfirst*firstfourlast* letters of instructor name and press Enter. Central person(1) pop up


Enter. Central person(1) pop up box will appear. Click on the Green Check to continue.

• All possible names will appear. Select the appropriate instructor for the course and click the Green Check.


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• To add room and building continue scrolling to the right of instructor and click on the drop downmenu in the Room(ID)


down menu in the Room(ID) column. Scroll down to find desired building and room.

• Room and building will populate.

• If a room will not be needed for the course select No Roomplanning by checking the box.


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• After inputting capacity, location, meeting time, days, instructor and room, click on Generate Dates button. This is the first step


Dates button. This is the first step in saving the section.

• A series of boxes will appear. Click the Green Check on both to continue. If there is a Resource Collision a notification will appear after the second box.

• At bottom on screen all dates that• At bottom on screen all dates that the course will meet for the semester will appear with Instructor and Building information.


• Click Save at top of screen. This will return you to Screen 2.



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• Course has been successfully completed when

Business event was successfully created


created

appears in bottom left corner of screen. Click Save button at top to continue to Screen 1.


• Click Offering to refresh the screen.



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•To build a course with a non‐regular (distributed) meeting pattern, search for and find the course to be built.

•Click on Package/Event (Paper) to

Single Event: Non‐Regular

•Click on Package/Event (Paper) to continue to Screen 2


•In put course •Section Number

•Capacity

•Waitlist


•Waitlist

•Credit hours

•SUBTITLE

•Click on Create Event (Paper) selecting Create bus event (non regular schedule) to continue to Screen 3.


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•On Screen 3 input course capacity in last two capacity boxes.

•Go to Dates and Resources section of screen and input the following for the


screen and input the following for the first date

•Date

•Start time

•End time

•Instructor

•Room*

•Press enter. First date is complete.

•To add additional dates click green plus and input the above information for the date required.for the date required.

•Repeat as many times as necessary.

•Click Save when finished to go back to Screen 2.

*only if department owns that room.


•Click Save to continue to Screen 1



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•Click Offering to Refresh screen and see section.



•To build an Eventless (TBA) course search for and find the course to be built.

•Click on Package/Event (Paper) to

Single Event: Eventless

•Click on Package/Event (Paper) to continue to Screen 2


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•Input course •Section Number

•Capacity


•Waitlist

•Credit hours

•SUBTITLE

•Click on Create Event (Paper) selecting Create bus event without dates to continue to Screen 3.


•On Screen 3 input capacity in last two capacity boxes.



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•To add instructor to an Eventless Event click on Maintain Instructors button


•Click little green plus, select object type and search for and add instructor.

•Repeat as necessary to add needed instructors to course. Close box with green check when finished.

•Click Save to go back to Screen 2.

•Click Save to continue to Screen 1.


• Click Offering to refresh screen and see course.



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Creating: Shared Events

•To build a shared event search for and find the course to be built. Click the paper to continue to Screen 2.

•On Screen 2 input section number, subtitle, credit hours, waitlist and capacity. Capacity on Screen 2 is to be set at the number of students for this section of this course. Click Create Event (Paper), and select appropriate schedule type to continue.


•Select appropriate Activity Type and Delivery Mode for the course.


•On Screen 3 input course capacity, meeting times, days, instructor and room and building is appropriate.

•Remember that Screen 3 capacity for a lecture is the total number of students wanted overall between all the sections being shared.

•Click Generate Dates and the green check twice.

•Click Save to go back to Screen 2


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•When back on Screen 2 click Create Event (Paper) and select the appropriate schedule type and then select appropriate Activity Type and


select appropriate Activity Type and Delivery Mode to build the next portion of the section.



•Remember that Screen 3 capacity for


Remember that Screen 3 capacity for a recitation is the total number of students wanted just in this section.




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•On Screen 2, note the Event number for the lecture and Click Save to continue to Screen 1.


•On Screen 1 click Offering to see the•On Screen 1 click Offering to see the new section.


•To continue building shared event Click Package/Event (Paper) to build the next section.


•On Screen 2 input section number, subtitle, credit hours, waitlist and capacity.

•Capacity on Screen 2 is to be set at the number of students for this section of this course.

•Click Create Event (Paper), and select appropriate schedule type .pp p yp

•This time the only Activity type that will be built is the Recitation to be shared with the Lecture previously built.


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•Remember that Screen 3 capacity for


Remember that Screen 3 capacity for a recitation is the total number of students wanted just in this section.




•When back on Screen 2 click Get Shared Event to connect recitation with the previously built lecture.


•Select the Event number that matches the Object ID of the lecture to be shared.


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•There will now be two lines on Screen 2.

Cli k S t ti t S 1


•Click Save to continue to Screen 1.


•On Screen 1 Click Offering to refresh screen and check to see if courses are properly shared.



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Creating: Cross listed Events

•To build a cross listed event search for and find the course to be built. Click the paper to continue to Screen 2.2.

•On Screen 2 input section number, subtitle, credit hours, waitlist and capacity. Capacity on Screen 2 is to be set at the number of students for this section of this section of this course. Click Create Event (Paper), and select appropriate schedule type to continue.


•Select appropriate Activity Type and Delivery Mode for the course.


•On Screen 3 input course capacity, meeting times, days, instructor and room and building if appropriate.

•Remember that Screen 3 it the total capacity of all courses involved in the cross listing.




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•On Screen 2, Click Save to continue to Screen 1.


•On Screen 1 click Offering to see the new section.

•Note the Object ID number of the new section. This is the number used to connect the cross listed courses.

•Search for and go to the other “side” gof the cross listed course. Click Package/Event to build the new section to be crossed with the new section of the first part of the course.


•On Screen 2 input section number, subtitle, credit hours, waitlist and capacity.

•Capacity on Screen 2 is to be set at


Capacity on Screen 2 is to be set at the number of students for this section of this course.

•Click Get shared Event to pull up all possible events available to share with the course.

•Select the Event number

that matched the Objectthat matched the Object

ID number of the

previously built course of

the cross listing.


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•Click Save to go back to screen 1


•Click offering to refresh screen 1 and see the newly build and cross listed section.


Creating:Part of Term Courses • A Part of Term course is any

course that starts after the first full week of classes or ends before dead week.

• Only courses with Regular Schedules can be built as Part of Term.

• Summer has very specific restrictions for Part of Term courses.

Event Planning V2. 3/2012 56

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Creating:Part of Term Courses

• Go to Screen 3 of the course to be made Partcourse to be made Part of Term.

• Part of Term dates are programmed at the Relative Start and Relative End input boxes under Schedule DescriptionDescription.



Setting the Start Date

• In the Relative Start Unit Box input the number of days that will pass from the date classes start for the term and the date the course is to start including Saturday and Sunday. Start counting this number from the second full day of classes for the semester.classes for the semester.

• In the drop down box immediately following the unit box for Relative Start select “8 Day(s) After Start of Class Period”


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Setting the End Date

• In the Unit Box input the


In the Unit Box input the number of days between the last day of final week and the date the course is to end including Saturday and Sunday.

• In the drop down box immediately following the unit box for Relative Start select “11Day(s) Before End of Class Period”


After the dates have been set press Enter on your keyboard to see the date range that is


now set for the course below Schedule and Resource Reservation.

If the dates are how they need to be continue building and saving the course as normal.

If the dates that show aren’t the desired dates for the course double check how many days occur between the start or end of the semester and the start or end of the date desired.


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Part of Term Courses

• If a course has a late Start Date but ends normally with the semester only the Start Datewith the semester, only the Start Date information needs to be input.

• If a course starts with the semester but has an early End Date only, the End Date information needs to be input.

• Any time a part of term course is edited, the dateAny time a part of term course is edited, the date sequence MUST BE RE‐ENTERED otherwise the course will default to meeting for the full semester.


Editing


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Edit: Regular• Search for and find course to be

built. Select the section that needs to be adjusted and Click on Event Package/Event buttonEvent Package/Event button (Pencil) to go to Screen 2 of that section.


The following can be adjusted on Screen 2

• SUBTITLE

• Capacity

Edit: Regular

Capacity

• WebRegistration

• Waitlist

To continue editing the section select the appropriate event at the bottom of screen and click on the Event (Pencil) button to continue.


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On Screen 3 the following can be adjusted

•Capacity

•Location

Edit: Regular

Location

•Meeting time

•Meeting days

•Instructor

•Room

To makes changes to a course with a regular meeting pattern select the line in Sched.Elements with course information and type over

•Time

•Days

•Instructor

•Select different room*

*only do this if your department owns their own rooms


Edit: Regular

Before

After

To make changes stick to course Click on Generate Dates button. A box will come up asking to overwrite course. Click Yes and Save


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Edit: Regular•When back on Screen 2 click Save again to continue to Screen 1.

•Click Offering to Refresh screen and view changes made to section.


Edit: Non‐Regular

1. Search for and find course to be built. Select the section that needs to be adjusted and Click on Event Package/Event buttonEvent Package/Event button (Pencil) to go to Screen 2 of that section.


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The following can be adjusted on Screen 2

• SUBTITLE

• Capacity

Edit: Non‐Regular

Capacity

• WebRegistration

• Waitlist

To continue editing the section select the appropriate event at the bottom of screen and click on the Event (Pencil) button to continue.


Edit:Non‐Regular•To change dates Click Exceptions

•Click through Green Check on next t btwo pop up boxes.

•This process will remove all dates currently assigned to the course.


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•To add new days back to the course click on the little green plus

Edit:Non‐Regular

•Type in course date and start and end times. Press enter.

•Click the green plus for each date to be entered until all dates have been added.


•Click Save again to continue to Screen 1.


•Click Offering to Refresh screen and view changes made to course.

Edit:Non‐Regular


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Instructors:• More information to come in the future for updatingin the future for updating instructors in ZEVPLAN

• Portal – Course Instructor Managementg


Trouble Shooting

•To make the Object ID number not show in drop down menus and allow for easier searching, turn off keys with the following steps.the following steps.

•Click on Customize Local Layout located at the top right of screen and select Options in the drop down menu.


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•Complete the following in the pop up box

S l t I t ti D i f ld

Trouble Shooting

•Select Interaction Design folder

•Select Visualization 1

•Under Controls deselect Show keys with in dropdown lists

•Click Apply

•Click OK

•Nowwhen searching for a room orNow when searching for a room or location in ZEVPLAN the drop down list no longer contains Object ID numbers and is searchable with the keyboard.


Time Table

Clock Time IRIS Time

8:00 AM 08:00

Clock Time IRIS Time

8:00 PM 20:00

9:00 AM 09:00

10:00 AM 10:00

11:00 AM 11:00

12:00 PM 12:00

1:00 PM 13:00

2:00 PM 14:00

9:00 PM 21:00

10:00 PM 22:00

11:00 PM 23:00

12:00 AM 24:00

1:00 AM 01:00

2:00 AM 02:00

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3:00 PM 15:00

4:00 PM 16:00

5:00 PM 17:00

6:00 PM 18:00

7:00 PM 19:00

3:00 AM 03:00

4:00 AM 04:00

5:00 AM 05:00

6:00 AM 06:00

7:00 AM 07:00

Event Planning V2. 3/2012

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Help!!

• Questions regarding Event Planning should be directed to Leslie Woltenberg and her team.

Leslie: 257‐3107 [email protected]

KT: 257‐3107 [email protected]

Ruth: 257‐4903 [email protected] (Main Campus Classrooms)

Dave: 257‐2875 [email protected] (Med Center Classrooms Only)

Angel: 257‐2433 [email protected] (Med Center Classrooms Only)

http://www.uky.edu/Registrar/event.htm

• Questions regarding logging on, authorizations etc, should be directed to IRIS at 257‐6023.

• Additional help and resources can be found through:

– myHelp

• http://myhelp.uky.edu/rwd/HTML/SLCM.htm

– IRIS Website

• http://www.uky.edu/IRIS/CM


Summary

• You are now able to search, create and edit d th i l t d bj t dcourses and their related objects and

resources to help produce the schedule of classes for the University.


Documents

ZEVPLAN NEW V2.pptmyhelp.uky.edu › rwd › HTML › SLCM › SLCM_AD_300 V2.pdf · 2012-08-01 · 2 Objective • Understand and utilize ZEVPLAN to create and change events to contribute