Astra Web Client

1. Astra Web Client Training for Scheduling Officers October 31, 2006 The “Boo” tiful benefits of Astra Web

2. Presented By: Stacy Fair Assistant Registrar-Courses & Curricula Holly Swart University Scheduling Officer Beth Self Scheduling Assistant-Events

3. Who does what in scheduling • Beth processes requests for events or meetings. • Holly processes requests for classes and handles forms and most items related to the scheduling production cycle each semester. • Stacy processes changes to courses and curricula, (ADA’s).

4. Astra Web defined • What is Astra Web Client? • What makes it valuable?

5. The “Boo”tiful Benefits • Scheduling Officers can see exactly what room is available for the day and time of their event or meeting. • The event request can be submitted online and confirmation will be close to immediate during regular business hours when the scheduling team is in the office.

6. When you have a single event. When you want to choose a specific room. When to Use Astra Web

7. 1. Click button to login 1. Click the login button 1. Click the login button

8. 2. Enter username and password. Click login.

9. Astra Web will welcome you by name. 3. Click Request Events.

10. Enter the event name. • Title the event using your “department prefix” “-” • “name of event”. For example: • “RR-registration meeting” 5. Enter the number of seats needed for your event. 6. Describe the event. (This field is not required.)

11. 7. Enter Event Type as “Department.” 8. Enter Privacy Level as “Public.” 8. 9. Choose your department from the drop down menu. 10. Choose yourself as the contact using the drop down menu. 11. Click Continue.

12. 12. Click Single Meeting.

13. 13. Click Calendar to choose start and end date. Attendance should fill in from the previous screen. Select the beginning and ending time from the drop down menus. Leave set up and tear down as none and rooms as “1.” Click submit at the bottom of the page.

14. 14. Click on Pick Rooms.

15. 15. The radio button should be by View All Rooms. Click continue.

16. You will get a list of all 110 classrooms, showing which are available. Click “Select” when you find a classroom that will suit your needs.

17. 17. Click Assign or Schedule . Then, click Submit event.

18. 18. Click continue.

19. 19. Click logout.

20. What happens next? • The event request will be received by the Scheduling office. • You will receive a confirmation or in rare cases a denial of the request in your e-mail.

21. Example of e-mail message from Astra 10/30/2006 2:28:46 PM The request has been declined for the following event : Event Name : test only Date : 11/1/2006 Time : 10:00 PM Building : N Room : 01120 Customer : Registration and Records Contact : Stacy Fair See attachment for details...

22. Reasons for room request denials • If there are multiple requests for the same room on the same day and time, only one can be granted. • If the request is for a 110 classroom that is generally considered “off-limits” the request most likely will be denied. • If your request for a particular room is denied, we will provide options for your consideration.

23. Tips for submitting valid requests: • Refer to the room chart when making requests. Make sure the room is not locked during the time of your event. Make sure the room has no special notes that would restrict its use. • Do not request rooms in Carmichael Gym, Reynolds Coliseum, Witherspoon, or G107 in Caldwell.

24. Weekend Policy *Very Important* • Please note that the majority of campus buildings are locked on the weekends. If you are requesting a room on the weekend, you MUST follow the following procedure: • 1) Provide the name of the student, faculty, or staff who will call Campus Police (515-3000) to unlock the building doors on the day of the event.2) This person must have a copy of the confirmation email with his/her name in the email to present to Campus Police.3) This person must also have a photo id for verification.4) When the program is over, this person must call and wait for Campus Police to arrive and lock the building. • Please request rooms only in Broughton, Poe, or Mann or in your own priority space for the weekends. • Weekends begin Friday night and continue through Sunday.

25. 1. To change your password, Click on User Preferences

26. 2. Click Modify User Account Information

27. 3. Type the password and confirm the password. Click update at the bottom of the page.

28. Wrap up • If your department has specific policies for your priority space, please send them to Beth so we can update our room chart. • What questions do you have for us?