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 schedule-pub@utdallas.edu

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 schedule-pub@utdallas.edu

SPECIAL CONSIDERATIONS