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SECTION SCHEDULING

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Astra ScheduleTraining Guide SECTION SCHEDULING Module 2Table of Contents Introduction ........................................................................................................ 3 Lesson Audience......................................................................................................... 3 Lesson Objectives ....................................................................................................... 3 Configuration Requirements........................................................................................ 3 Common Practices ...................................................................................................... 3 Best Practices.............................................................................................................. 3 Introduction to Tool...................................................................................................... 3 How to… ............................................................................................................ 3 Lesson 1 – Section record overview............................................................................ 3 Lesson 2 – Using the Available Rooms Tool ............................................................... 3 Lesson 3 – Editing Section Records............................................................................ 3 Lab..................................................................................................................... 3 Lab 1 ...........................................................................................................................3 Lab - Solution..................................................................................................... 3 Lab 1 ...........................................................................................................................3060912_AdAstraTraining_Chapter2.doc 3 Notes: Introduction Lesson Audience This lesson is specifically designed for users responsible for scheduling, or administrating academic sections in the Astra Schedule System. Lesson Objectives • Provide an overall guide to the components and fields that support section scheduling in Astra Schedule. • Teach end users how to edit section information and use the manual scheduling tool to assign rooms. • Provide information to schedulers on available reports and grid views. Configuration Requirements • Astra Schedule Client connected to a viable database containing room inventory information • One term of imported section records with validated support information (instructors, courses, subjects, etc) • See System Administrator Guide for more detailed information on the initial import of room and section data. Common Practices • Roll forward of offerings and room assignments from previous terms • Dual entry and errors due to SIS system / Scheduling incompatibility • Inability to support multiple users creating paperwork nightmares for the scheduling office • Unavailability of a Web client resource060912_AdAstraTraining_Chapter2.doc 4 Notes: • Lengthy scheduling processes and unrealistic deadlines on course scheduling • “Grandfathered” use of room resources resulting in over/under usage of space • Extensive data manipulation and compilation in order to get utilization and scheduling results in an acceptable report form Best Practices The “Return on Investment” possibilities with Astra Schedule are vast. With refined scheduling policies and procedures, and the software to support these efforts, our customers have found ways to better manage space for growing enrollments, schedule in a zone based method to save enormous amounts on heating and cooling, and speed up the event and section scheduling tasks through automated room availability checking and messaging. For further information, please check out our customer Case Studies, Testimonials, and Best Practices documentation available on our website www.aais.com. • SIS integration with scheduling software • Distributed scheduling capabilities to avoid complicated paper trails • Web-based solutions for off campus users • Optimized scheduling based on the institutions scheduling policies through preference weight costing analysis • Scenario capabilities to find the “best fit” schedule in a short amount of time • Resource utilization reporting for immediate result analysis Introduction to Tool Astra Schedule is a best-in-class transactional scheduling application. It can be used by full-time schedulers and anyone outside of your scheduling office: departmental or event schedulers who need occasional access, instructors and students who want to view real-time academic and event schedules and resource managers who want to confirm resource requests and view reports. Astra Schedule manages Room Scheduling for your entire campus. It provides everything you would expect in an advanced scheduling system and a few things you wouldn't expect. Its bulk room optimizer can be tailored to the needs and politics of your campus. Availability lookups simultaneously check all event assignments, bookings inherited from your Student Information System and other academic assignments made by Astra Schedule. Astra Schedule develops and supports interfaces to all major Student060912_AdAstraTraining_Chapter2.doc 5 Notes: Information Systems. Additionally, users can map data from and to a variety of formats - allowing Astra Schedule to integrate with a variety of homegrown systems, with little or no programming. The Tools of Astra Schedule: • Distributed Calendaring (Guests and Registered Users) • Event Request Management • Room Scheduling • Timetabling (Optional) • Space Management • Heating and Cooling Zone Management • Event Management • Resource Management • Formatted and customizable reports060912_AdAstraTraining_Chapter2.doc 6 Notes: How to… Lesson 1 – Section record overview A section is a course offering for a specific academic term. The section record in Astra Schedule stores key information for the section, including the preferences used by Astra Schedule for scheduling. The following steps demonstrate how to access section record information: 1. Click on the Sections tab (refer to Figure 1). 2. Optionally, select Term and Campus tabs as necessary. Figure 1 3. Section records are


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