To set up a new non-course event, such as meeting:

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1 Campus Event Planning Search for Facilities Schedule the event An event consists of one or more meetings, each of which has its own resources and staff. You can create templates for recurring or similar events by defining the meetings typically required for that type of event. You can then use or modify the template for recurring or similar events that require similar meetings, resources, and staff. Event templates are optional; however, they can be useful guidelines that save time. You can have multiple types of events, such as courses, meetings, interviews. To set up a new non-course event, such as meeting: Step 1. Navigate to Campus Community > Campus Event Planning > Event Management > Events 2. Click the Add a New Value tab. 3. When you create a new event, the event ID is all zeros until you save the page. After you save the page, the system assigns the next available event ID. 4. Click the Add button Page 1

2 5. 6. Enter a Description for the event 7. Enter a Short Description for the event 8. Select the Event Type that describes this event. 9. OPTIONAL: Event Manager, enter the ID of the individual who is managing the event. 10. You can add comments to the Comment field to further identify or describe this event NOTE: While the Delete button is available on the screen, please do NOT delete an Event ID without consulting the Registrar s Office first. Page 2

3 13. If a template exists for this type of meeting, use the Event Template tab to copy the event template information to your meeting. 14. If no template exists, navigate to Meeting Details page: Campus Community > Campus Event Planning > Event Management > Meetings 15. Event Meeting: The number of this meeting in the list of meetings for this event Primary Meeting: When selected, indicates that this is the primary meeting for this event Description: Enter a description for this meeting Short Description: Enter a short description for this meeting Campus Meeting Type: The meeting type that best describes this meeting Meeting Date: The date when this meeting is scheduled to occur Day of the Week: The day of the week when this meeting is scheduled to occur. The system automatically displays the day of the week when you exit the Meeting Date field. Meeting Start Time: The time when this meeting is scheduled to start End Time: The time when this meeting is scheduled to end Contact Minutes: The length or duration of this meeting. The system calculates the contact time based on the meeting start and end times. Expected Attendance: The number of attendees expected at this meeting Maximum Attendance: The maximum number of attendees that can be accommodated at this meeting. Number of Attendees: The number of attendees invited to this meeting. The system displayss the number of invited attendees assigned to this meeting on the Event Attendees page Comments: Comments to further identify or describe this meeting Page 3

4 Click the Meeting Sponsor tab. 18. Page 4

5 19. The information on the Meeting Sponsor tab is optional. It is for informational purposes only. Campus Coordinator: The individual at your institution who is responsible for, or should be contacted about, this meeting. Department Sponsor: The department at your institution that is responsible for this meeting. Manager Name: The name of the responsible department's manager. The system displays the Manager field and manager's name only if a manager is associated with this department on the Department Profile page. Organization ID: The organization that is responsible for or is sponsoring this meeting. Organization Contact: The individual in the responsible organization who you should contact about this meeting. Other Coordinator: The additional individual at your institution who is responsible for, or can be contacted about, this meeting. Name: The name of the additional contact person if the individual does not exist in your database. Phone: The phone number of the additional contact person if the individual does not exist in your database. 20. Click the Meeting Location tab. 21. Page 5

6 22. Campus Facility: When selected, indicates that the location for this meeting is a campus facility. When you select Campus Facility, the system provides the Facility ID field with a prompt list of facility IDs from the Facility Table page. External Organization Facility: When selected, indicates that the location for this meeting is a facility at or arranged by an external organization. When you select the External Org Facility option, the system displays the organization ID and description from the Meeting Sponsor page and provides the External Org Location field with a prompt list of locations for the organization from the Organization Locations page. When you select a location number, the system displays the address for that location. Other Facility: When selected, indicates that the location for this meeting is a facility other than at your campus or at an external organization in your database. When you select the Other Facility option, the system displays address fields for you to identify the address or location of the facility. 23. To search for available Campus Facilities, please see the section on Searching for Room Availability. 24. Click the Meeting Resources tab. Page 6

7 Resource Number: The number of this resource in the list of resources for this meeting. The system automatically enters the next sequential number for each resource that you add. You can override the number to reorder the list of resources. When you return to the page, the resources are in the specified order. Quantity: The number or quantity of the resource required for this meeting. Resource Code: The type of resource, from the Resource Codes page, required for this meeting. Description: A brief description to further identify or describe this resource. Page 7

8 Click the Meetings Staff tab. 29. Page 8

9 30. Staff Number: The number of this staff person in the list of staff required for this meeting. The system automatically assigns the next sequential number to each staff member that you add. You can override these numbers to rearrange the order of the staff. When you return to the page, the staff members are in the specified order. ID: The ID of the staff member responsible for this task. Name: The system automatically displays the individual's name when you select the ID. If the individual does not have an ID in your system, you can enter his or her name in this field. Staff Code: The type of staff required for this meeting Description: The task the staff member is required to perform or participate in for this meeting Hours Required: The number of hours that the responsible individual is required to to perform or participate in for this task. 31. Click the Save button. Searching for Available Facilities Use the Search for a Facility component to search for available facilities when scheduling classes and noncourse events, such as faculty meetings. Step 1. Navigate to Curriculum Management > Facility and Event Information > Search for a Facility 2. Click the Search button to access the Facility Search Criteria page. Page 9

10 3. 4. On the Facility Search Criteria page, enter criteria to help you search for available facilities: dates, days of the week, time of day, etc. You can enter Room Capacity values if you d like (number of seats in the classroom). The other field that may be useful is the Building field if you re looking for a room in a specific building such as CASE or ENG. FYI that Dormitories are also listed in the building list so don t be surprised when you do a look up and see all of those listed. 5. Click the Fetch Facilities button to retrieve a list of facilities that match your request. Page 10

11 6. 7. Another option is Class Facility Usage. Navigate to Curriculum Management > Facility and Event Management > Class Facility Usage 8. On the Class Facility Usage search page, enter the facility ID that you wish to see its usage Click Search Page 11

12 Enter the Term, Session, and Day of the Week for your facility search Click the Fetch Class Meetings button to retrieve all existing event information for the parameters specified If no events are scheduled during your specified parameters, a No Rows Found message will display above the Fetch Class Meetings button. Page 12