How to Request an Event using Ad Astra

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How to Request an Event using Ad Astra Navigate to the Astra guest portal (best used in Mozilla Firefox or Google Chrome) (https://asapp02.aaiscloud.com/une_schedule/portal/guestportal.

1 How to Request an Event using Ad Astra Navigate to the Astra guest portal (best used in Mozilla Firefox or Google Chrome) ( *If your page looks like a log in screen, click Astra Schedule on the top left to bring you back to the main page. You do not need to log in.* To begin your request, click on Request an Event. This will bring you to the Event Request Form. Please make sure to review the Ad Hoc Room Scheduling Policy. Completing this form does not guarantee your reservation. You will receive an stating that your request has been received (if you do not receive a confirmation of receipt , your request did not go through properly). You will receive a second with a reservation number once availability has been verified and your space has been reserved. Please complete all sections. Incomplete requests will not be processed. Anything marked with an * is a required field. Updated January 20,

2 Contact Information This needs to be filled in with your information. *Be sure to type in your address correctly. Incorrectly typed s will cause you to not receive any confirmation s.* Event Information The Event Title can be viewed by anyone looking at the calendars. Be sure to write an appropriate and descriptive title. Anything titled Meeting will be changed. The additional comments box is information that will only be viewed by the Room Scheduler. *Separate work orders must be filed for any request that you need with your reservation such as food or table set up, etc. - Facilities Work Order Sodexo Services Information Technology - Event Meetings Updated January 20,

3 Currently there is only one Event Type: Meeting. You must select this from the drop down box (do not type in). More types will be added at a future date. Anything written in the description will be visible to the public. Meeting Recurrence You will select the date and times of your event in the Meeting Recurrence box at the bottom left of the form. *If your event/meeting requires set up and break down, please include the buffer in the Start Time and End Time. Always select the type of meeting recurrence first (single meeting, recurring, or spanning). Then change the start and end time. Then select your date(s). Single Meetings The default meeting option when creating meetings is Single Meeting(s). Using this option you can enter a time, browse dates on the calendars, and quickly select one or more meeting dates. Using this option you can create single date meetings, or multi-select dates to create a meeting "group". Meeting groups are displayed as a single row in lists and can be expanded to view individual dates if desired. When creating multiple meeting dates as a group, the system will prompt you for a group name. This name is displayed for the roll-up event meeting row in lists. Selected dates will show as gray when clicked. Recurring Meetings The Recurring option allows you to define a pattern to create a recurring series of meetings. A recurring meeting will appear on lists as a single row that can be expanded to view its meeting dates. Work your way down this box starting with the Start and End times. Updated January 20,

Pay special attention to the Day Pattern and select the appropriate pattern for your meeting (daily meetings, weekly, every two weeks, every Tuesday and Thursday, the first and third Wednesday

Remember to fill in the Date Range Start and End or select how many occurrences before the event is complete.

4 Pay special attention to the Day Pattern and select the appropriate pattern for your meeting (daily meetings, weekly, every two weeks, every Tuesday and Thursday, the first and third Wednesday of every week, etc). Select the pattern first (Daily, Weekly, Monthly or Yearly) and then fill in the information that is specific to each pattern. Remember to fill in the Date Range Start and End or select how many occurrences before the event is complete. Spanning Meetings The Spanning option allows you to create a single meeting that occurs continuously from one day to another, across midnight. **After you select the dates and times for your event (whether it is for a single, recurring, or spanning meeting), you must click the Create Button.** Updated January 20,

This will pop your Meeting Recurrence over to the right hand box labeled: Meetings.

** Clicking Request Rooms will pop open a new box labeled: Assign Room.

look for the room you want (The Building or Room Filter can help you find a specific room faster).

5 This will pop your Meeting Recurrence over to the right hand box labeled: Meetings. **To Request a Room, click on the checkbox to select your meeting and then click Request Rooms.** Clicking Request Rooms will pop open a new box labeled: Assign Room. Here you can filter out your request to help find you a room (best to use when you don t know what room you want) or you can simply look for the room you want (The Building or Room Filter can help you find a specific room faster). - To use the filter, click on the plus sign next to the Category you wish to filter. For example, if you want to see only Biddeford room, you will click the Plus Sign next to campus and then select Biddeford. Rooms that are available will appear gray or white and say Avail (Request). Updated January 20,

Once you have selected your rooms, click OK. - Unless you sort by conference rooms or classrooms, you will see a list of all spaces which includes labs.

6 Rooms that are not available will be red and say Unavailable. When you select a room, it will appear in Green and then read Selected. You can select multiple rooms for the same date if you require multiple rooms. If your request includes multiple dates, you will select rooms for each date. Once you have selected your rooms, click OK. - Unless you sort by conference rooms or classrooms, you will see a list of all spaces which includes labs. Any request for a lab will typically be denied unless you event specifically needs a lab. If you are not sure what kind of room you are look at, hover over the box to the left of the room name and a room information box will appear with information specific to that room. You will see that your Meeting Line now lists a room. Updated January 20,

If you need to add in additional meeting times, be sure to uncheck the box before creating new meeting rows or

Set Up/Break Down Time If you need to request set up and break down time, you can do that with the Request

If you need both, select both. Then Click Ok.

7 If you need to add in additional meeting times, be sure to uncheck the box before creating new meeting rows or it will create duplicates. Set Up/Break Down Time If you need to request set up and break down time, you can do that with the Request Resources button. From here you can select a set up service and/or a teardown service. If you need both, select both. Then Click Ok. **From here you simply need to click the Submit Button on the top left of the screen.** Once you hit submit, you will receive an confirming that your request has been submitted. If the meeting is approved, you will receive a Room Request Confirmation. Updated January 20,

Should the Registrar s Office or the approver of the room require more information, you will be contacted. If you do not respond, you event will be declined.

8 Should the Registrar s Office or the approver of the room require more information, you will be contacted. If you do not respond, you event will be declined. Cancelling or Changing an Event If you need to cancel or change an event, simply the confirmation to UNERooms@une.edu and state what you need to be done to the event (cancellation, extend times, change rooms, etc). If you don t have the confirmation, please at least have the Reservation # which should look similar to this: FAQs - How do I know what rooms are classrooms and what rooms are labs? o When you are viewing rooms, there is a small box to the left of each room name. If you hover over this box, a Room Details box will appear that gives you details on the space (Room Type, Capacity, Features, etc). Tips - Why can I not see the space I am looking for? o There is a good chance you have something in your filter that is blocking you from seeing the space you want. Clear out your filter and try again! Don t forget to sort the rooms alphabetically so you can see each room easier. - Why was my request declined? o Your request may have been declined for the following reason: It was incomplete (i.e. not choosing a room) You requested a space that is not scheduled (i.e. lab space) It is not available. Someone requested it before you did. Updated January 20,

9 - Double check all of your dates and times! Your event is approved how it comes through so be sure you double check your information before submitting your request. - Be sure to select a room or your event will be declined and you will need to submit a new request. - Check the Room Scheduling Policy and separate your requests (i.e. a Fall Semester request and a Spring semester request). Updated January 20,

Jacobs School of Music Room Scheduling Ad Astra

Jacobs School of Music Room Scheduling Ad Astra Navigating to Ad Astra: (Shortcut URL: http://go.iu.edu/1cnk) 1. Firefox and Chrome are the preferable browsers to use 2. Go to One.iu.edu 3. In the Search box, type Ad Astra 4. Under tasks, click on Ad