Academic Coordinator Workflow

Overview: 

These instructions describe how to use the Astra Scheduling application to schedule curriculum. This workflow is for users who want to make requests in the Astra Scheduling system as Academic Coordinators or Curriculum Coordinators.

Step 1: Astra Schedule

Navigate to SCHEDULE.UAHS.ARIZONA.EDU on the browser of your choice.

Log in with your UA Net ID and password using the Log In button or Sign In button (top right of the application screen) to authenticate in the system.

Step 2: Requesting Your Academic Sessions

Click on the Request an Academic (Credit Bearing) Course button on the Academic Scheduling Menu section of the Homepage:

Image
Academic Scheduler button on Astra

Step 3: Add Details

Build out the course meeting components.

A. Event Name: Enter the course number, name, and expected attendance. (i.e. MED 808 - Life Cycle Team Learning  - est. 35 or PT 685 - est. 68)

B. Description: This is an optional internal description that is for your records only. Some users enter the room numbers they are requesting or technology that will be utilized in the room.

C. Contact: Start to type your last name. The system auto-populates your name and Customer. 

D. Customer: The college or department the contact is associated with. 

E. Event Type: Select Academic (Credit Bearing) or Administrative/Academic Related. The other selections of; Student and Special Event are used in other parts of the application.

F. Est. Attend:  This field reflects the student enrollment numbers for the course. Schedulers typically include the supporting faculty members. 

Academic Scheduling Event window

Step 4: Add Meeting

 When the Add Meeting button is selected, the meeting(s) window displays.

Add Meeting Button

 

 

 

 

Here you will add your meeting details under one of three schedule types: Single, Multiple, or Recurring.

A meeting that takes place on one day or multiple meetings that occur as part of the same event, without a set date and/or time pattern.

a. Time: The system defaults the end time a ½ hour after the start time.

b. Date: Verify the single event has the same start and end date. The single event should not span over more than one day.

Event Form Single Button

A grouping of multiple random days (no pattern) meetings.

a. Select the dates on the left and move them to the box on the right by clicking the red arrow button.

b. To schedule multiple dates at different times; select the dates first, select the times, and click the red arrow button. Continue to add more dates with different times and then click the red arrow button.

  • To remove a date that was previously selected, click the date again.
  • To remove a meeting from the list, click the red X in the meeting box.
Event Form Multiple button

A series of regularly scheduled meetings (ex: every Monday and Wednesday at 2 pm, every second Thursday of the month at 9 am).

Please confirm the following fields when populating a recurring meeting:

  • End Time - The system defaults the end time a ½ hour after the start time.
  • End After - The system defaults to the “End after” field with 10 occurrences. If this is not ideal, then click the “End by” and select the date.
  • Recurrence Summary - Review this field and confirm all information is accurate before clicking Add Meeting button.
Event Form Recurring Button

 Select the Add Meeting button within the window when done.

Step 5: Adding Rooms and Resources

Select the meeting(s) for which you would like to request rooms or resources.

Request Rooms:

  • (Phase 1 scheduling) During the open scheduling window, request rooms by providing the primary and secondary room preferences or room types in the description field. For example, "HSIB 444 & 445- joined" or "Lecture style classroom"
  • (Phase 3 scheduling) After your academic scheduling window has closed, request rooms by selecting the Request Rooms button, located on the meetings tab on the lower part of the screen.
Request Rooms & Resource buttons

This window displays where you can select and request your desired room(s). Use the key below to navigate this window.

Assign Rooms/Request Rooms window

A. Filter - Filter in different building regions of rooms. Remove any defaulted filters to view all scheduled areas or enter search criteria for specific areas. 

B. Rooms - Click on the room column header, and this displays the rooms in sequential order.

C. Bullseye - Hover the cursor over the bullseye to display room details, such as room type and capacity. Note: choose a room with the correct capacity for the event meeting. Safety first!

D. If a room is reserved, it displays the conflicts in yellow and the unavailability in red.

  • If you click the yellow cell, the system displays which event(s) conflict with your event. Here you have the option to resolve some or all the conflicts. 
  • To view the conflicting event limited details, hover your cursor over the event link in blue.
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Resolve Conflicts window

E. If you have multiple meetings, click the plus (+) button at the top right corner of the event to show or hide all the meeting dates and times you are requesting.

 

Request Resources: 

Click on the Request Resources button, located on the Meetings tab on the lower part of the screen to request resources such as Web Conference or Microphones.

Step 6:

Saving your Reservation

After confirming your event information, first Save and then Save and Close your event (See Image “A or B”).

A.

Save and Close buttons

B.

Save and Send Notification Button

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