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May 21, 2013
Room Scheduling Using CollegeNet
Presented by:
Maureen O’Keefe, Annette Sanchez
Joliet Junior College
Aimee Densmore
Parkland College
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Session Rules of Etiquette
• Please turn off your cell phone/pager
• If you must leave the session early, please do so as discreetly as possible
• Please avoid side conversation during the session
Thank you for your cooperation!
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Introduction
• Joliet Junior College – Averages 4,000+ sections per term (credit
and non-credit)– Need for room utilization – New buildings– Remove ownership of rooms concept
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Introduction
• Parkland College– Averages 2,500+ sections per term (credit
and non-credit)– Need for space availability search– Need for room charts/schedules– Maintain ownership of rooms concept– Need for Public Safety to see all daily events
(course sections and special events)
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Agenda
• Data Preparation for R25 • Decisions needed prior to implementation• Procedures need to be in place
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Joliet Junior College
Data Preparation for R25
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Data Preparation for R25
• Big picture preparation of Series25:
R25 Colleague
SpacesBuilding<delimiter>Room
Organizations Department code
Event types Defined by you
Event categories Defined by you
• Additional set up for events and spacesoLayouts, Attributes, etc.
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Data Preparation for R25
• R25 – building the frameworks (keep it simple)
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Data Preparation for R25
• R25 cabinets hierarchy for academics and events
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Data Preparation for R25
• Academics cabinets (Term, Department, Sections)
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Colleague Setup for Academics
• Main Colleague setup screensoR2SPoR2DBoR2EToR2ECoR2IMoR2CRoR2TC (future setup for JJC)oR2LC (N/A to JJC)oR2RC (N/A to JJC)
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Colleague Setup for Academics (cont.)
• R2SP screen setup
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Colleague Setup for Academics (cont.)
• R2DB setup
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Colleague Setup for Academics (cont.)
• R2ET setup (Codes must be identical in R25 and Colleague)
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Colleague Setup for Academics (cont.)
• R2EC setup (Codes must be identical in R25 and Colleague)
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Colleague Setup for Academics (cont.)
• R2IM setup
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Colleague Setup for Academics
• R2CR Event Types Rule
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Colleague Setup for Academics (cont.)
• R2CR Event Categories Rule
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Parkland College
Course Section Data Preparation
in Colleague
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Preparing Colleague Data for Export
• Run RSMD for entire semester.• Run CSPU for entire semester.
– Sort by Day/Time – No– Conflict Checking – Yes
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Creating Conflict Report from CSPU
• Remove all non-conflicts (Conf – No).• Reorder list to create conflict groups, which will
become Common Room Groups (CRMG).
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Create Common Room Groups (CRMG)
• NUR 113 has four sections that meet together for lecture (known conflict).
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CRMG Results in Bound Reservation
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Be Mindful of Cross Listings (SXRF)
• Cross listed sections will also bind in R25. • Instructional methods must be scheduled in same space.
– NUR 113 001 LEC M 08:00AM-09:50AM ACA L111
LAB T 08:00AM-10:45AM ACA L247
– NUR 113 002 LEC M 08:00AM-09:50AM ACA L111
LAB W 08:00AM-10:45AM ACA L238
• Section 002’s lab space will fall off during export
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Colleague Setup for Academics (cont.)
• R2CX process to select sections for exporting
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Colleague Setup for Academics (cont.)
• R2TC for automating the export/import
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Decisions, Tips
• Buy in and decisions from Administration• Don’t underestimate this project, allow plenty of
time• Decide on security • Inventory of building/room information i.e. tables,
chairs, computers, software, type of room• Procedure in place to keep inventory up to date• If using 25Live for events, assign a trainer early
and involve the person throughout the entire setup
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Summary
• Keep your setup as simple as possible• Don’t underestimate the project scope
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Questions & Answers
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Thank You!
Maureen O’Keefe, Annette Sanchez
Aimee Densmore
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© 2013 Ellucian. All rights reserved.
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CollegeNET Midwest Regional Conference
Parkland College
Thursday, August 1, 2013
www.parkland.edu/collegenet
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