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Astra Web Client. Training for Scheduling Officers October 31, 2006 The “Boo” tiful benefits of Astra Web. Presented By:. Stacy Fair Assistant Registrar-Courses & Curricula Holly Swart University Scheduling Officer Beth Self Scheduling Assistant-Events. Who does what in scheduling.

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Astra web client l.jpg
Astra Web Client

Training for Scheduling Officers

October 31, 2006

The “Boo” tiful benefits of Astra Web


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Presented By:

Stacy Fair

Assistant Registrar-Courses & Curricula

Holly Swart

University Scheduling Officer

Beth Self

Scheduling Assistant-Events


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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).


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Astra Web defined

  • What is Astra Web Client?

  • What makes it valuable?


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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.


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When you have a single event.

When you want to choose a specific room.

When to Use Astra Web


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1. Click button to login

1. Click the login button

1. Click the login button



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Astra Web will welcome you by name.

3. Click Request Events.


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  • 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.)


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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.



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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.


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14. Click on Pick Rooms. 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.



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17. Click Assign or Schedule . available. Click “Select” when you find a classroom that will suit your needs.

Then, click Submit event.


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18. Click continue. available. Click “Select” when you find a classroom that will suit your needs.


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19. Click logout. available. Click “Select” when you find a classroom that will suit your needs.


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What happens next? available. Click “Select” when you find a classroom that will suit your needs.

  • 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.


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Example of e-mail message from Astra available. Click “Select” when you find a classroom that will suit your needs.

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...


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Reasons for room request denials available. Click “Select” when you find a classroom that will suit your needs.

  • 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.


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Tips for submitting valid requests: available. Click “Select” when you find a classroom that will suit your needs.

  • 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.


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Weekend Policy * available. Click “Select” when you find a classroom that will suit your needs.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.


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1. To change your password, Click on User Preferences available. Click “Select” when you find a classroom that will suit your needs.


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2. Click Modify User Account Information available. Click “Select” when you find a classroom that will suit your needs.


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3. Type the password and confirm available. Click “Select” when you find a classroom that will suit your needs.

the password. Click update at the bottom of the page.


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Wrap up available. Click “Select” when you find a classroom that will suit your needs.

  • 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?


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