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 Summit Monday, July 22 nd The University of Texas-Pan American Deborah McMillin Project Coordinator, Office of the Registrar Dena EdgeProject Coordinator, Office of the Registrar

2013 Texas Ad Astra Summit Monday, July 22 nd 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

2013 Texas Ad Astra Summit Monday, July 22 nd History of UTPA… Edinburg College Edinburg Junior College Edinburg Regional College Pan American College Pan American University 1989-PresentThe Univ of Texas-Pan American

2013 Texas Ad Astra Summit Monday, July 22 nd 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.

2013 Texas Ad Astra Summit Monday, July 22 nd 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

2013 Texas Ad Astra Summit Monday, July 22 nd UTPA went live in 2011 with Astra v7.3 Upgraded to Astra v , September 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.

2013 Texas Ad Astra Summit Monday, July 22 nd 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)

2013 Texas Ad Astra Summit Monday, July 22 nd 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!

2013 Texas Ad Astra Summit Monday, July 22 nd 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.

2013 Texas Ad Astra Summit Monday, July 22 nd Finding the Building and Room Click “Calendars”, then “Scheduling Calendars”. NEXT Click “Edit Search Filter” (green box).

2013 Texas Ad Astra Summit Monday, July 22 nd 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”.

2013 Texas Ad Astra Summit Monday, July 22 nd 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.

2013 Texas Ad Astra Summit Monday, July 22 nd BlueGreen Now you can see what is scheduled in that room. Boxes in Blue are academic classes, Green boxes are scheduled events.

2013 Texas Ad Astra Summit Monday, July 22 nd How to Use “Scheduling Calendars” to view your Event Enter the Title of your Event in the Search box.

2013 Texas Ad Astra Summit Monday, July 22 nd Click, “List,” then select “Room” in the drop down next to “Group By”.

2013 Texas Ad Astra Summit Monday, July 22 nd 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.

2013 Texas Ad Astra Summit Monday, July 22 nd Click “Add New” in the green box

2013 Texas Ad Astra Summit Monday, July 22 nd Enter the meeting time and days for “Recurring Meeting,” click “ok” at the bottom.

2013 Texas Ad Astra Summit Monday, July 22 nd Next, click the Edit pencil icon for “Room Type,” and select 110-Classroom. Then click “Search”.

2013 Texas Ad Astra Summit Monday, July 22 nd Search Results are displayed.

2013 Texas Ad Astra Summit Monday, July 22 nd Discussion and Questions……….

2013 Texas Ad Astra Summit Monday, July 22 nd Contact Information Debora McMillin, Program Coordinator UTPA Office of the Registrar Dena K. Edge, Program Coordinator UTPA Office of the Registrar