2013 Texas Ad Astra Summit Monday, July 22 nd “Teaching the Academic Community to Fish” Using Calendars in Academic and Event Scheduling

2013 Texas Ad Astra SummitMonday, July 22nd

“Teaching the Academic Community to Fish”

Using Calendars in Academic and Event Scheduling


The University of Texas-Pan AmericanDeborah McMillin Project Coordinator, Office of the RegistrarDena Edge Project Coordinator, Office of the Registrar


About UTPA….• Located in Edinburg, TX• Approximately 10 miles from the US/Mexico

Border• Off Campus Locations in Harlingen, McAllen

and Rio Grande City• 19,302 Students in Fall 2012


History of UTPA….• 1927-1933 Edinburg College• 1933-1948 Edinburg Junior College• 1948-1952 Edinburg Regional College• 1925-1971 Pan American College• 1971-1989 Pan American University• 1989-Present The Univ of Texas-Pan

American


June 14, 2013

Governor Rick Perry signed into law the creation of a new university in the UT System. This new university will merge UTPA and UTB and also create a medical school.


At UTPA……..• Astra Schedule is called “USchedule”.• Managed in the Office of the Registrar.• Event Scheduling is progressively moving from a

centralized to a decentralized process.• Academic Room Scheduling remains centralized

with the Registrar’s Office.• IT Managed Computer Labs are scheduled

separately via USchedule


• UTPA went live in 2011 with Astra v7.3• Upgraded to Astra v7.5.6.98, September 2012.• Provided regularly scheduled group training

opportunities in event scheduling in 2011 and again in 2012 with the upgrade.

• Training for event scheduling is now done as requested.• Use of calendar features in Uschedule is incorporated

into training that is provided to the academic community for building the academic schedule of classes.


• What’s Currently in Our Tackle Box?

• 139 Classrooms (110)• 70 Class Labs (210)• 2 Auditoriums• 33 Computer Labs• 13 Conference Rooms• 8 Meeting Rooms• 1 Chapel• 1 Ballroom• New Fine Arts Auditorium

(under construction)• Academic & Administration

Building (under construction)


The most common questions asked…..• Is this/a room available?• We want to add another section of a course.

At what meeting day/times are there available classrooms?

• Help! I can’t find my event on the calendar!


Calendar Options…..

Scheduling Calendars• Great for a quick check on the availability of a

specific room at a specific day and time.• Provides a snapshot of the usage of a room,

events vs. sections.


Finding the Building and Room• Click “Calendars”, then “Scheduling Calendars”. • NEXT Click “Edit Search Filter” (green box).


• Under “Campus” click “All or M” and choose a building from the drop down list.

• Next, under “Room”, choose the room to search.• Scroll down to the bottom, click “View Calendar”.


• To view the room, click this icon to bring up the calendar.

• Click on the date you want to see, use the right arrow to change the month if you need to.


• Now you can see what is scheduled in that room. Boxes in Blue are academic classes, Green boxes are scheduled events.


How to Use “Scheduling Calendars” to view your Event• Enter the Title of your Event in the Search box.


Click, “List,” then select “Room” in the drop down next to “Group By”.


Calendar Options…..

Available Rooms Calendar• Useful in locating available rooms for an event

that requires more than one room at the same day/time.

• Provides an up-to-date list of available classrooms for an academic term.


Click “Add New” in the green box


Enter the meeting time and days for “Recurring Meeting,” click “ok” at the bottom.


Next, click the Edit pencil icon for “Room Type,” and select 110-Classroom. Then click “Search”.


Search Results are displayed.


Discussion and Questions……….


Contact Information

• Debora McMillin, Program Coordinator UTPA Office of the Registrar [email protected] 956.665.5356• Dena K. Edge, Program Coordinator UTPA Office of the Registrar [email protected] 956.665.8786

mailto:[email protected]

mailto:[email protected]

Documents

2013 Texas Ad Astra Summit Monday, July 22 nd “Teaching the Academic Community to Fish” Using Calendars in Academic and Event Scheduling