Astra Web Client

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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,
  (ADAs).

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Astra Web defined

• What is Astra Web Client?
• What makes it valuable?

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The Bootiful 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 to Use Astra Web

• When you have a single event.

• When you want to choose a specific room.

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1. Click button to login
1. Click the login button
1. Click the login button
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2. Enter username and password. Click login.
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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.
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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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12. Click Single Meeting.
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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.
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15. The radio button should be by View All
Rooms. Click continue.
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• 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.

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17. Click Assign or Schedule . Then, click
Submit event.
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18. Click continue.
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19. Click logout.
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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.

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Example of e-mail message from Astra
10/30/2006 22846 PM The request has been
declined for the following event Event Name
test only Date 11/1/2006 Time 1000
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

• 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

• 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 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
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2. Click Modify User Account Information
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3. Type the password and confirm the password.
Click update at the bottom of the page.
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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?