1. 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

2.  EVENTS Tab – Located at the top of page  Choose event request CREATING A NEW EVENT REQUEST

3. 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

4.  EventName – Enter a short title * Descriptive not Generic * Avoid One Word Titles * Use Test 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

5.  EventMeetings – Automatically filled from EventName field  Meeting Type – Choose “Event” COMPLETING YOUR EVENT INFORMATION

6.  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

7.  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

8.  Registrar Intranet – http://www.utdallas.edu/stude nt/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

9.  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

10.  Return to ASTRA  Meetings Box  Click the Request Rooms button (your box will say ‘Request Rooms’) SELECTING YOUR ROOMS

11.  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

12. 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

13. 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

14.  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

15.  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 4 th 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

16.  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

17.  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

18.  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

19. 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/ 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/ 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 schedule-pub@utdallas.edu SPECIAL CONSIDERATIONS

20. 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

21.  Calendars – Tab located in top menu  Scheduling Calendars – * Defaults to UTD Main Calendar EXPLORING THE CALENDAR

22.  Alternate Calendar View  Edit Search Filter – Click button at top of screen  Define Search Filters  Click View Calendar EXPLORING THE CALENDAR

23.  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

24.  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

25.  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

26. 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

27.  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

28.  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

29. 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

30. 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

31. 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

32. 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

33. 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

34. SCHEDULING RECURRING MEETINGS Questions? THANK YOU FOR ATTENDING

35. 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

36. 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/ 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/ 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 schedule-pub@utdallas.edu SPECIAL CONSIDERATIONS