1 May 21, 2013 Room Scheduling Using CollegeNet Presented by: Maureen OKeefe, Annette Sanchez Joliet Junior College Aimee Densmore Parkland College

2 Session Rules of Etiquette Please turn off your cell phone/pager If you must leave the session early, please do so as discreetly as possible Please avoid side conversation during the session Thank you for your cooperation!

3 Introduction Joliet Junior College –Averages 4,000+ sections per term (credit and non-credit) –Need for room utilization –New buildings –Remove ownership of rooms concept

4 Introduction Parkland College –Averages 2,500+ sections per term (credit and non-credit) –Need for space availability search –Need for room charts/schedules –Maintain ownership of rooms concept –Need for Public Safety to see all daily events (course sections and special events)

5 Agenda Data Preparation for R25 Decisions needed prior to implementation Procedures need to be in place

6 Joliet Junior College Data Preparation for R25

7 Big picture preparation of Series25: R25Colleague SpacesBuilding Room OrganizationsDepartment code Event typesDefined by you Event categoriesDefined by you Additional set up for events and spaces o Layouts, Attributes, etc.

8 Data Preparation for R25 R25 – building the frameworks (keep it simple)

9 Data Preparation for R25 R25 cabinets hierarchy for academics and events

10 Data Preparation for R25 Academics cabinets (Term, Department, Sections)

11 Colleague Setup for Academics Main Colleague setup screens o R2SP o R2DB o R2ET o R2EC o R2IM o R2CR o R2TC (future setup for JJC) o R2LC (N/A to JJC) o R2RC (N/A to JJC)

12 Colleague Setup for Academics (cont.) R2SP screen setup

13 Colleague Setup for Academics (cont.) R2DB setup

14 Colleague Setup for Academics (cont.) R2ET setup (Codes must be identical in R25 and Colleague)

15 Colleague Setup for Academics (cont.) R2EC setup (Codes must be identical in R25 and Colleague)

16 Colleague Setup for Academics (cont.) R2IM setup

17 Colleague Setup for Academics R2CR Event Types Rule

18 Colleague Setup for Academics (cont.) R2CR Event Categories Rule

19 Parkland College Course Section Data Preparation in Colleague

20 Preparing Colleague Data for Export Run RSMD for entire semester. Run CSPU for entire semester. –Sort by Day/Time – No –Conflict Checking – Yes

21 Creating Conflict Report from CSPU Remove all non-conflicts (Conf – No). Reorder list to create conflict groups, which will become Common Room Groups (CRMG).

22 Create Common Room Groups (CRMG) NUR 113 has four sections that meet together for lecture (known conflict).

23 CRMG Results in Bound Reservation

24 Be Mindful of Cross Listings (SXRF) Cross listed sections will also bind in R25. Instructional methods must be scheduled in same space. –NUR LEC M 08:00AM-09:50AM ACA L111 LAB T 08:00AM-10:45AM ACA L247 –NUR LEC M 08:00AM-09:50AM ACA L111 LAB W 08:00AM-10:45AM ACA L238 Section 002s lab space will fall off during export

25 Colleague Setup for Academics (cont.) R2CX process to select sections for exporting

26 Colleague Setup for Academics (cont.) R2TC for automating the export/import

27 Decisions, Tips Buy in and decisions from Administration Dont underestimate this project, allow plenty of time Decide on security Inventory of building/room information i.e. tables, chairs, computers, software, type of room Procedure in place to keep inventory up to date If using 25Live for events, assign a trainer early and involve the person throughout the entire setup

28 Summary Keep your setup as simple as possible Dont underestimate the project scope

29 Questions & Answers.

30 Thank You! Maureen OKeefe, Annette Sanchez Aimee Densmore © 2013 Ellucian. All rights reserved.

31 CollegeNET Midwest Regional Conference Parkland College Thursday, August 1,