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Astra ScheduleDepartment SchedulerUser GuideNovember 2016Office of Space Managementcsus.edu/aba/space(916) 278‐[email protected]

Office of Space ManagementAstra Schedule Department Scheduler User GuidePREFACEThe Astra Schedule Department Scheduler User Guide is specifically designed to introduce DepartmentSchedulers to the look and feel of Astra Schedule. It covers common Astra Schedule features, basic usernavigation and procedures to maintain facility assignments for the Class Schedule. This user guide is notintended to be a comprehensive reference manual. A legend of icons used throughout the guide islisted below. Screenshots included in this user guide were developed using the native version of AstraSchedule; the actual software may vary slightly in appearance due to University branding.LegendTabButtonFieldHint about how to use AstraScheduleList IconAlerts you to importantinformationFacility Detail IconInformation about how data is usedor interpretedExcel IconAstra Schedule Tab or LinkTable IconAstra Schedule Screen Button , Timeline Scroll KeysAstra Schedule Input FieldCaptions – Title of Page orAreaEdit IconCaptions – InstructionsDelete IconCaptions – GeneralinformationDate Filter IconQuick‐Step Guide or Example*Refresh Icon*At the top of most Quick‐Steps and Examples, the path used to navigate to the point where the stepsbegin is indicated.i

Office of Space ManagementAstra Schedule Department Scheduler User GuideCONTENTS1WHAT IS ASTRA SCHEDULE? . 11.11.21.3ASTRA SCHEDULE AND CMS‐SA INTERFACE . 1TIMELINES FOR REAL‐TIME AND BATCH UPDATES . 2USAGE REQUIREMENTS .22ACCESS ASTRA SCHEDULE . 23NAVIGATE ASTRA SCHEDULE . 33.13.23.33.43.53.63.73.83.94VIEW SCHEDULING GRIDS . 94.14.24.34.44.55ADD MEETING TIMES AND DATES . 18SET AVAILABLE ROOMS SEARCH FILTERS . 19VIEW AND PRINT SEARCH RESULTS . 21VIEW FACILITY INFORMATION.236.16.26.37SELECT CALENDAR .10SELECT CALENDAR FORMAT AND SETTINGS . 12VIEW ACTIVITY INFORMATION . 15ADD ACTIVITY TO YOUR PERSONAL CALENDAR . 16E‐MAIL AN ACTIVITY.16FIND AVAILABLE FACILITIES .165.15.25.36HOME TAB . 4GENERAL NAVIGATION, DISPLAYING, PRINTING, EXPORTING . 4LIST PAGE DISPLAY .4DISPLAY OPTIONS .5SEARCH FILTERS .6SET DATE FILTER .7PAGINATION CONTROLS .7PRINT DATA . 8EXPORT DATA. 8SELECT ROOMS OPTION .23SET FACILITY FILTERS.24VIEW ROOM LIST .26VIEW AND SCHEDULE FACILITIES FOR CLASS SECTIONS .267.17.27.37.47.57.67.77.87.9SELECT SECTIONS OPTION .27SET CLASS SECTION FILTERS . 27VIEW SECTION LIST.31VIEW CLASS SECTION INFORMATION . 33VIEW CLASS SECTION MEETING INFORMATION . 34SET EDIT MODE ON CLASS SECTION INFORMATION PAGE. 36USE THE AD HOC SCHEDULER . 37ASSIGN A FACILITY TO A CLASS SECTION . 41DROP THE FACILITY FROM A CLASS SECTION . 43APPENDIX A ‐ ASTRA SCHEDULE EXAMPLES .45A.1 DISPLAY OPTION EXAMPLES .45ii

Office of Space ManagementAstra Schedule Department Scheduler User GuideA.2 SEARCH FILTER OPTIONS EXAMPLE . 47A.3 EXPORT EXAMPLES .47A.4 EXAMPLE – SEARCH FOR SCHEDULED ACTIVITIES BY BUILDING ON A SPECIFIC DATE . 49A.5 EXAMPLE – SEARCH FOR SCHEDULED ACTIVITIES BY BUILDING FOR A SPECIFIC WEEK . 50A.6 EXAMPLE – SEARCH FOR AVAILABLE FACILITIES FOR A SINGLE MEETING . 50A.7 EXAMPLE – SEARCH FOR AVAILABLE FACILITIES FOR A RECURRING MEETING . 53A.8 EXAMPLE – FIND ALL CLASSES FOR A SPECIFIC TERM, SUBJECT, AND MEETING PATTERN. 56A.9 EXAMPLE – SAVE SECTION LIST FILTER FOR A SPECIFIC TERM AND VIEW . 57APPENDIX B ‐ ASTRA SCHEDULE BUILDING CODES AND DESCRIPTIONS .58APPENDIX C ‐ ASTRA SCHEDULE ROOM TYPE CODES AND DESCRIPTIONS.59APPENDIX D ‐ ASTRA SCHEDULE ROOM FEATURES AND CATEGORIES .59APPENDIX E ‐ ASTRA SCHEDULE EVENT TYPES AND DESCRIPTIONS.62APPENDIX F ‐ ASTRA SCHEDULE REGIONS AND DESCRIPTIONS .62APPENDIX G ‐ SPECIAL SCHEDULING CONSIDERATIONS.64iii

Office of Space Management1Astra Schedule Department Scheduler User GuideWHAT IS ASTRA SCHEDULE?Astra Schedule is a comprehensive facility scheduling suite of software tools used by Sacramento Stateto locate and schedule facilities for classes, final exams, and events. The Office of Space Management isresponsible for administering Astra Schedule. Depending on access, campus users may view classes andevents scheduled in Astra Schedule as well as assign facilities for classes using Astra Schedule.Astra Schedule is a Web‐based application available at astra.csus.edu. When Astra Schedule loads,Guest User access is automatically granted. As a Department Scheduler, log in with your SacLinkusername and password. Astra Schedule is available 24/7 on campus or off campus with a VPNconnection.Astra Schedule has an interface with the Common Management Systems Student Administration system(referred to as CMS‐SA in this Guide) that synchronizes facility assignments for classes between the twosystems. Event information is maintained in Astra Schedule only; it is not maintained in CMS‐SA.1.1 Astra Schedule and CMS‐SA InterfaceThe Astra Schedule and CMS‐SA interface is designed to facilitate the coordination of data between thetwo systems.Building, RoomCMS‐SAAstraScheduleActive and TentativeClass Section InformationData that moves from Astra Schedule to CMS‐SA includes:Basic facility scheduling information: Building, RoomData that moves from CMS‐SA to Astra Schedule includes:Basic class section information: Unique Section Meeting ID (concatenated), Title, Subject,Class Section, Instructor, Maximum Enrollment, Actual Enrollment, Start and End Times, Startand End Dates, Days, Building/Room (pre‐assigned), and combined class section information(referred to as ‘cross‐listed’ in Astra Schedule).Courses and class sections are only created in CMS‐SA. Astra Schedule imports class sectioninformation. Facilities are assigned to class sections as required using the Astra Schedule toolset andthen exported back to CMS‐SA. Additionally, as class section details and facility assignments change,updates are sent in both directions to keep the respective information synchronized.Events are created and maintained only in Astra Schedule and are not exportedto CMS‐SA.1‐What is Astra Schedule?1

Office of Space ManagementAstra Schedule Department Scheduler User Guide1.2 Timelines for Real‐Time and Batch UpdatesThe Astra Schedule and CMS‐SA interface has three update modes and runs them concurrently: (Astra to CMS‐SA) A real‐time export runs whenever a fac