1. CM_AD_320 Booking v91 Booking CM_AD_320

2. CM_AD_320 Booking v92 Course Content Unit 1- Create Booking Unit 2 – Edit Booking Unit 3 – Waitlists

3. CM_AD_320 Booking v93 Learning Objectives Upon completing this course, participants will be able to:  Search for a student  Create/Edit/Delete booking (course registration)  Check waitlist  Book student to waitlist  Print student schedule

4. In order to access booking, the user needs:  To complete the CM_AD_320 Booking course and pass the assessment  To be designated as a person with the responsibility for booking students into classes  To sign a Statement of Responsibility (SOR) form located at http://www.uky.edu/IRIS/ If you do not have access, please work with your college contact to get this access assigned  The college contact list is located at http://www.uky.edu/IRIS/CM/cm_group.html CM_AD_320 Booking v94 Prerequisites and Roles

5. CM_AD_320 Booking v95 Navigating To the myUK Web Portal To begin booking students into courses, log onto the myUK Web Portal using your AD (or MC) User ID and password The Booking functionality is contained in the Student Administration section of the portal without the need to enter the IRIS system itself The following steps take you to Student Administration

6. CM_AD_320 Booking v96 Web Portal Navigation To use the myUK Campus Management portal, go to https://myuk.uky.edu/irj/portal

7. CM_AD_320 Booking v97 Web Portal Navigation Enter your AD (or MC) User ID and Password, then click on the Sign On button

8. CM_AD_320 Booking v98 Web Portal Navigation Depending upon your access role in the system, your login screen may look different than this one

9. CM_AD_320 Booking v99 Student Administration Navigation On the Menu bar at the top of the myUK portal screen, click the Student Administration tab

10. CM_AD_320 Booking v910 Student Administration Navigation The Student Administration Welcome page provides current news for Campus Management users

11. CM_AD_320 Booking v911 Unit 1 Create Booking

12. CM_AD_320 Booking v912 Unit 1- Create Booking Search for Students Book Student into Courses Book Student into Variable Credit Courses Display Holds/Stops Using Conditional Add/Drop Printing the Student’s Schedule Override Restrictions

13. CM_AD_320 Booking v913 Navigating Booking Booking is located under Advising Services in the Student Administration section of the myUK portal

14. CM_AD_320 Booking v914 Navigating Booking Click the Advising Services link

15. CM_AD_320 Booking v915 Navigating Booking Click the Registration link

16. CM_AD_320 Booking v916 Navigating Booking The Admin Booking window will display by default

17. CM_AD_320 Booking v917 Search for a Student Enter the student’s Username, Last Name, First Name, Student Number, or a combination. Wildcards (*) may be used in the search. Hint: Entering either the Username or Student Number will pull up the student’s schedule quickly.

18. CM_AD_320 Booking v918 Search for a Student Click on the Search button to begin the search

19. CM_AD_320 Booking v919 Search for a Student If the student has placed a Privacy Flag, the record will be marked Click on the Student’s Name link to pull up the student’s records

20. CM_AD_320 Booking v920 Search for a Student When the privacy message displays, click on the OK button to continue

21. CM_AD_320 Booking v921 Search for a Student When the student’s booking records are displayed, the Privacy Warning will be highlighted again to the right of the student’s name and Student Number.

22. CM_AD_320 Booking v922 Search for a Student The Year/Term field defaults to the current academic year and term. To ensure booking accuracy, it is vital to make sure the appropriate year and term are selected before you search for the student. Use the Drop- Down List icon to select a different Year/Term

23. CM_AD_320 Booking v923 Search for a Student Double-click on the appropriate Year/Term

24. CM_AD_320 Booking v924 Booking Views If the student has booked any classes for the chosen term, the classes will be displayed

25. CM_AD_320 Booking v925 Booking Views To show the entire booking history for a student, click the Show History button This view displays courses which have been cancelled (dropped)

26. CM_AD_320 Booking v926 Booking History To return to the previous view, click on the Show Enrolled button

27. CM_AD_320 Booking v927 Booking Search Views Two Booking Views: Quickbook View Search View

28. CM_AD_320 Booking v928 Booking Views The Quickbook view allows you to key in the information for up to five courses before adding the courses to the student’s schedule.

29. CM_AD_320 Booking v929 Booking Views The Search View allows you to find a section which fits best into the student’s schedule.

30. CM_AD_320 Booking v930 Using Quickbook Using the Quickbook Registration, type the two- or three-digit Course Subject in the field

31. CM_AD_320 Booking v931 Using Quickbook Enter the Course Number and Section Number

32. CM_AD_320 Booking v932 Using Quickbook All courses default to Normal as the Grade Option. Normal is relevant to the course. If the course is letter grade, then Normal is letter grade. If the course is pass/fail, then Normal is pass/fall. To choose Audit, click on the Drop- down List icon and select Audit.

33. CM_AD_320 Booking v933 Using Quickbook Tip: You may key in the information for up to five courses before adding the courses to the student’s schedule.

34. CM_AD_320 Booking v934 Using Quickbook Click the Add button

35. CM_AD_320 Booking v935 Using Quickbook A processing box may appear while the system processes your request. After the booking request has processed, your screen may go completely white while the system is refreshing it.

36. CM_AD_320 Booking v936 Using Quickbook You will receive system feedback on the success or failure of the booking request.

37. CM_AD_320 Booking v937 Using Search View To book a course using Search View, enter the search criteria into the Search Classes field. You can search by: Course Subject, GLY Course Subject and Number, GLY 120 Part of the course title, “eur”

38. CM_AD_320 Booking v938 Using Search View Tip: For courses with a two-letter course subject, remember to add two spaces after the subject if searching by both the course subject and number. Example: MA__109

39. CM_AD_320 Booking v939 Using Search View Click the Go button or press Enter

40. CM_AD_320 Booking v940 Using Search View A list of courses matching the search criteria will display. If the list is large, use the Scroll Bar on the right side of the screen to move through the list.

41. CM_AD_320 Booking v941 Using Search View Click the appropriate course link

42. CM_AD_320 Booking v942 Using Search View A list of all sections for the course will display. Information includes: Course Instructor Location Meeting Times Hours Seats Open Waitlist Open

43. CM_AD_320 Booking v943 Using Search View Click the Add button to add the course to the student’s schedule

44. CM_AD_320 Booking v944 Variable Credit Courses In Quickbook, a variable credit course will not be added immediately. Scroll down to see the course. It displays in gold with the addition of the Hours selection field.

45. CM_AD_320 Booking v945 Variable Credit Courses Select the appropriate amount of credit hours

46. CM_AD_320 Booking v946 Variable Credit Courses In Search View, the Hours field displays automatically. Select the appropriate amount of credit hours

47. CM_AD_320 Booking v947 Successful vs Unsuccessful Bookings If booking is successful, the course will be added to the student’s schedule and a message will display If unsuccessful, a message should display

48. CM_AD_320 Booking v948 Display Holds/Stops If a student has a hold (stop), the system will display a message when you try to book the student into a course The student will need to get the hold removed before booking can continue Information regarding the hold is available in the portal by clicking on the Advisee Record link or in IRIS using the PIQST00 (Student File) transaction code

49. CM_AD_320 Booking v949 Print Student Schedule To print the student’s schedule, click on the Print Schedule link under the list of booked courses When the Print box appears, your default printer will be chosen Choose the Number of Copies Click on the Print button

50. CM_AD_320 Booking v950 Override Restrictions Student may be restricted from booking into certain courses Administrative access permits the user to book students into restricted courses A warning message appears PRIOR to booking a course  An action is required to proceed with the booking The on-line course covering Course Registration Overrides (WP_320) is available on the myHelp website at http://myhelp.uky.edu/rwd/HTML/CM/CM_WP_320.html

51. CM_AD_320 Booking v951 Exercises 1.1, 1.2, 1.3 Go to the Exercise Guide

52. CM_AD_320 Booking v952 Summary Search for Students Book Student into Courses Book Student into Variable Credit Courses Display Holds/Stops Using Conditional Add/Drop Printing the Student’s Schedule Override Restrictions

53. CM_AD_320 Booking v953 Unit 2 Edit Booking

54. CM_AD_320 Booking v954 Unit 2- Edit Booking Add Courses Drop Courses Change Grade Type Booking History

55. CM_AD_320 Booking v955 Edit Booking Log into the myUK portal Navigate to Student Administration  Advising Services  Registration  Admin Booking Select the appropriate Year/Term Search for the student

56. CM_AD_320 Booking v956 Use one of the following choices to enter a course:  Quickbook View  Enter the Course Subject, Course Number, Section Number, and Grade Option  Click on the Add button  Search View  In the Search Classes field, enter the Course Subject, the Course Subject and Number, or part of the course title  Click on the Go button  Click on the appropriate course subject and number link  Click on the Add button to the left of the appropriate section number Add Courses

57. CM_AD_320 Booking v957 Drop Courses To drop a course that is currently on the student’s schedule, click in the box to the left of the appropriate course Click on the Drop button

58. CM_AD_320 Booking v958 Change Grade Type To change the grade type for a course, click on the Change link in the Grading Type column for that course Using the Drop-Down List icon, select the appropriate grade type (normal, pass/fail, or audit)

59. CM_AD_320 Booking v959 Change Grade Type Click on the Save button Remember that restrictions apply to grade types

60. CM_AD_320 Booking v960 Exercises 2.1, 2.2 Go to the Exercise Guide

61. CM_AD_320 Booking v961 Summary Add Courses Drop Courses Change Grade Type Booking History

62. CM_AD_320 Booking v962 Unit 3 Waitlists

63. CM_AD_320 Booking v963 Unit 3 – Waitlists Book Student to Waitlist Open Seats and Waitlist Seats Force Normal Booking

64. CM_AD_320 Booking v964 Book Student to Waitlist The number of seats on a waitlist is based upon a percentage of the course capacity  In most cases, the waitlist is 20% of the open seats  Example: if an event package (section) capacity is set to 100 students, and the waitlist is available, 20 students could waitlist the course The waitlist works on a “first come, first served” basis  Graduating seniors and/or majors who need priority placement in a course may need to be “force booked” into the course

65. CM_AD_320 Booking v965 Book Student to Waitlist In Quickbook View, the student will be waitlisted for the class automatically if enough waitlist spaces are available The placement of the student on the waitlist also will be listed

66. CM_AD_320 Booking v966 Book Student to Waitlist In Search View, click on the Waitlist button located to the left of the course and the number of seats on the right If successful, the course will be added to the student’s schedule in a Waitlist status

67. CM_AD_320 Booking v967 Open Seats and Waitlist Seats  If the number is positive, it is the number of seats available  If the number is zero, the course is only available for waitlist The Waitlist Seats column displays the number of empty seats left on the waitlist for the section The Open Seats column displays the number of seats available in the section

68. CM_AD_320 Booking v968 Exercises 3.1 Go to the Exercise Guide

69. CM_AD_320 Booking v969 Summary Book Student to Waitlist Open Seats and Waitlist Seats Force Normal Booking

70. CM_AD_320 Booking v970 Booking Help Websites myHelp website: http://myHelp.uky.edu/rwd/HTML/CM.html  Contains Quick Reference Cards, updated course manuals, Simulations, CM Frequently Asked Questions, CM Go-Live Book, and other job aids IRIS website: http://www.uky.edu/IRIS/CM/  Contains Information Directory, Forms, and other references

71. CM_200 Student Lifecycle Management Overview v10 71 SLCM Training Courses Classroom Lab Courses – Register at http://www.uky.edu/IRIS/tr/  CM_AD_300 Event Planning  CM_AD_340 Programs of Study & Majors SLCM Web Courses - http://myhelp.uky.edu/rwd/HTML/CM.html  CM_200 Student Lifecycle Management Overview  CM_AD_310 Student Records  CM_AD_315 Booking Rules  CM_AD_320 Booking  CM_WP_210 Grading  CM_WP_220 Overrides  CM_WP_230 SLCM Faculty Overview  CM_WP_310 Advising

72. CM_AD_320 Booking v972 Course Summary Search for a student Create/Edit/Delete booking (course registration) Check waitlist Book student to waitlist Print student schedule