How to use Astra Schedule - Oklahoma State University

Report
Astra Training
For additional copies
visit:https://stillwater.sharepoint.okstate.edu/Registrar/RegistrarRe
sources/ClassroomSchRprts/Presentations/Astra%20training.pptx
Have an section to schedule in a
general university classroom?
Checking
availability
is easy with
Astra
Schedule!

Sign in to Astra using your
current OKEY Information
To find a room using the search tool:
1.
2.
Select
“Calendars”
from the top
row (to the
right of the
Astra Home
tab).
Then Select the
Search
Function.
Select “Add New”
From the Available Room and
Resource tool
Add Meetings Screen:
Select Recurring
Meeting and set
your day/time
meeting pattern as
well as the date
range. Then click
OK.
Set your filter for the General
University Region.
This is done by
selecting the Pencil
under Edit and selecting
the appropriate search
filter. Alternate Filters
may be used, such as
looking for rooms with
Media Equipment.
Note: All General
University rooms are
the type of Classrooms.
A screen like this will appear:
It is very
important
that Section
is selected.
This will
show all
General
University
rooms
available
and their
capacities.
Please email the requested room for
your section too
[email protected]
We will process your request at our
earliest convenience.
Things to remember about rooms
for sections:
GU rooms are first come first serve. A room you
initially found available during drafting might
not be available at a later time. Use this tool to
determine if enough rooms are available.
Drafts are worked in first come first serve order.
Room selections must reasonably match room
size.
Have an Event to schedule in a
general university classroom?
Checking
availability
is easy with
Astra
Schedule!

Select Request an Event from the
home page of Astra
Event Request Wizard:
1.
2.
Enter the Title
of your event.
Then Select the
Stillwater
Event Request
Form.
Enter your event Information on the
Stillwater Campus Form
This is the step
where
Information about
your meeting is
entered. If for a
class, put Course
& section
information:
‘ECON 1113 001
and 002 REVIEW”
If for a meeting,
specify the name
of the group
“Business faculty
meeting” and type
of activity.
GU Room Wizard:
Select the GU Room Wizard. This Wizard is
where you set your meeting or recurring
meetings pattern.
GU Room Wizard: Adding Meetings
Enter in your requested Times and Days.
Then Select Add Meeting.
GU Room Wizard: Requesting
Rooms
Selecting
Request Rooms,
will bring up a
listing of all GU
Rooms. Please
select a Room
that is listed as
“Available” and
is a relevant
size. Then
Select, Save and
Update Request
Double Check your Event
Information
After you find a room and select the Save and Update
Request function, Astra will update the main request
screen. This is a good opportunity to ensure your
meetings are scheduled at the correct times in the correct
rooms.
Submitting your Request
Once you confirm that Food and Drink will not be served,
and that no one is going to be charged for attendance for
your meeting, Select Submit Request.
We will verify your request and schedule the Event
within two business days.
Notes for Event Scheduling
STANDARD event rules apply:
No finals or pre-finals reservations
No early reservation for future terms
All events must occupy a reasonable amount of the
room capacity
Food and drink are prohibited
Admittance fee’s for events are prohibited
To view room usage as a ‘Grid’


Select ‘Calenders’ and then ‘Grid’
Filter down to the room you would like to view
Other information
Astra updates sections every night
Event information is in real time
This has been a presentation by the
Office of the Registrar – Classroom
Scheduling

If you have any questions please contact
[email protected] or call 405-7446885.

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