CELCAT Training. CELCAT Live [inc. Room Booking], Calendar & ical Feed. Dale, Andy / Bommer, Angela / Tooley, Rachel

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1 CELCAT Training CELCAT Live [inc. Room Booking], Calendar & ical Feed Dale, Andy / Bommer, Angela / Tooley, Rachel

2 Contents CELCAT Web Application - Training Sessions... 1 Marking your register [Simple Method]... 2 Marking your register [Advanced Method]... 4 Viewing Staff Timetables... 8 Viewing Other Timetables CELCAT Roombooker Room Booking Wizard CELCAT Calendar CELCAT ical Feed Element Instructions Microsoft Outlook CELCAT Help... 26

CELCAT Web Application - Training Sessions The training notes are designed to walk you through the

The software is available at the link http://celcatlive.bolton.ac.

We have tested all the above with no issues.

3 CELCAT Web Application - Training Sessions The training notes are designed to walk you through the basics of the web application which will be the only way to mark registers from the start of Semester 2. The software is available at the link and works in most browsers, Google Chrome, Mozilla Firefox, Internet Explorer and Safari. We have tested all the above with no issues. Below is the main login page which opens when the link is clicked. Select the timetable you wish to open, University of Bolton 2016/17, highlighted below. Double click on the timetable to open the login screen below.

Your Role is indicated at the top right hand corner of the above screen and highlighted in the snapshot.

4 You should then have the screen as indicated in the screenshot below. Your access rights are dictated by your need to use certain elements of the system, these are set up as Roles. Your Role is indicated at the top right hand corner of the above screen and highlighted in the snapshot. There are two main Roles for staff, Academic colleagues will have the role Academic this role allows them to mark their own registers while Professional colleagues have the role View Only this allows them to book rooms using the Room Booking element. All staff have view access to every element of the system. Marking your register [Simple Method] The easiest way to mark registers is to use the View tab on the screenshot below.

Simply click on the View tab, the lower screen will open and you select My Registers, and

your registers for that day, as screenshot below.

Once you have entered all your marks you will need to Save them, this is done by clicking the

5 Simply click on the View tab, the lower screen will open and you select My Registers, and either Today s Registers or Overdue Registers Clicking on the Today s Registers, brings up your registers for that day, as screenshot below. Marks can then be entered in the usual way using the key shown in the screenshot above. Once you have entered all your marks you will need to Save them, this is done by clicking the green tick at the top right of the above screen, highlighted. Once the register has been marked, completed registers will appear as the screenshot below.

Marking your register [Advanced Method] This method gives the user the option to look at a number of the CELCAT elements including their own timetable, as well as other colleague s timetables and

6 Marking your register [Advanced Method] This method gives the user the option to look at a number of the CELCAT elements including their own timetable, as well as other colleague s timetables and registers on a view only basis. Staff can also mark registers from this screen. On the left hand side of the main screen above are a number of icons, these are representative of the various elements that we schedule in the CELCAT Timetable system. They are from the top.. Modules Rooms Staff Students Groups The remainder with the exception of the week spans, highlighted, are used by ourselves when constructing the timetables. We will start by using the Staff tab as this will get us to your registers and the ability to mark them. The other icons will be covered later in the notes.

7 If we select the staff tab, we can then see a list of staff by name and staff number [Unique Name] on the left hand side of the main screen. At the top of the list is an option to change the search criteria from Name [default] to Unique Name or Subject Area. It is probably easier to leave this as Name. In the box to the right of this box is the Search box which has a fuzzy lookup [the more you type the closer you get], as shown in the left screen shot below, in my case I have typed in Dale as shown on the right hand screen shot below, Double clicking on my name in the list will open up my timetable, as shown below. You will notice that there is a pink bar at the top of the timetable that informs me that I can only view the timetable. The next tab opens up the record information, as shown below. Again you will notice that there is a pink bar at the top of the timetable that informs me that I can only view the timetable. The only information that is imported into CELCAT is information that the system needs to function.

The Attendance tab will open up the register window, as shown below.

an academic, this means I can mark my registers.

have not yet given it any criteria as to which registers to show us.

8 The Attendance tab will open up the register window, as shown below. You will notice that there is no pink bar at the top of this screen if you are an academic, this means I can mark my registers. The screenshot above currently doesn t show any registers, this is because we have not yet given it any criteria as to which registers to show us. In order to do this we will go through the steps below, you only need to do this the first time, as the system will remember your settings.

The first step is to click on the Attendance tab at the top of the main screen, highlighted

The Option we want is at the left hand side and is called Advanced Mode. Click the Advanced Mode.

If you now go back to the Attendance window you will see that at the top of the screen are is an

9 The first step is to click on the Attendance tab at the top of the main screen, highlighted above, this will the open a drop down with a number of options. The Option we want is at the left hand side and is called Advanced Mode. Click the Advanced Mode. Once you have clicked the button it will turn blue as shown below. If you now go back to the Attendance window you will see that at the top of the screen are is an option to show registers From To using the drop down calendars, plus the word (today) followed by a small downward arrowhead, then a button Apply. As shown below.

By using the two calendars you can select the period [from and to] that you would like to view.

If you change any of the search criteria detailed above you must click the Apply button to implement the change.

At the top of the list is an option to change the search criteria from Name [default] to Unique Name or Subject Area. It is probably easier to leave this as Name.

10 By using the two calendars you can select the period [from and to] that you would like to view. As shown below By clicking on the downward arrowhead, you are presented with a number of options from today through to a week or month. If you change any of the search criteria detailed above you must click the Apply button to implement the change. Viewing Staff Timetables If we select the staff tab again, you can see a list of staff by name and staff number [Unique Name] on the left hand side of the main screen. At the top of the list is an option to change the search criteria from Name [default] to Unique Name or Subject Area. It is probably easier to leave this as Name. In the box to the right of this box is the Search box which has a fuzzy lookup [the more you type the closer you get], as shown in the left screen shot below, in my case I have typed in Dale as shown on the right hand screen shot below, Double clicking on my name in the list will open up my timetable, as shown below. You will notice that there is a pink bar at the top of the timetable that informs me that I can only view the timetable.

11 The timetable at this point looks a little confusing as it is showing all the weeks for the whole academic year. In order to make this easier to read we will quickly go through the week setup. We can do this in two ways, at the bottom left of the screen below you will see a number of blue squares these indicate the weeks that are currently in view. You can click over any of these weeks to remove them from view.

12 The screen below now shows only week 21, which is the week commencing 12 th December, this is far easier to read than the timetable above. The other way to do this is to open up the Week Spans on the left hand side of the screen, shown below, this shows all pre-determined week spans that have been set up in CELCAT. If we take the top one which is Academic Teaching - Semester 1. If you move your mouse over the week span then hold down the left hand button and drag this down to the section showing the blue squares it will only show those week included in Semester 1. All weeks

Semester 1 only Viewing Other Timetables We have looked above at staff timetables, to view any of the other timetabled elements the process is the same as for staff.

13 Semester 1 only Viewing Other Timetables We have looked above at staff timetables, to view any of the other timetabled elements the process is the same as for staff. I would suggest that for all other elements that you use the Unique Name to search. Modules the Unique Name is the Module Code, this will be followed in CELCAT by -16-A, the 16 indicates the Academic Year 2016/17 and the A the occurrence. Rooms this is the actual Room number, not room names, Queens rooms are also prefixed by a Q to avoid confusion with Deane/Eagle. Students the Unique Name for students is their student number in SITS eg Groups these are actually Courses and the Unique Name is the Course Code followed by HE3, HE4, HE5, HE6 or HE7 depending on level.

Please do not book rooms for teaching as these need to be done by ourselves in order that registers are set up correctly and any

14 CELCAT Roombooker Once you are logged into the system in the same way as been described above, you will be able to book rooms for meetings. Please do not book rooms for teaching as these need to be done by ourselves in order that registers are set up correctly and any teaching hours are associated to the correct module. The easiest way to book a room is to use the Room Booking Wizard as described below. Room Booking Wizard Select the Room Booker tab at the top of the welcome page. Select Room Booking Wizard.

15 You will be taken to the following screen: The Room Booking wizard has three different modes of operation, these are shown below: I need to find a room - This operation allows you to process a room booking request for a specified time and find an available room. I know the room I want, but need to find a time - This operation allows you to process a booking request for a specified room and find an available time. I know both the time and room I want - This operation allows you to process a room booking request for a specified time and room. The one that most people will find useful is the first of the three and this is the one we will concentrate on in these guidance notes.

16 Select - I need to find a room - click next. Select the date the room is required by clicking on the calendar icon in the start date field. Then select the start and finish times required. Click next. [NOTE: Please note the system restrictions shown in RED]

17 Select room capacity by clicking on the arrows in the capacity field. Select required site by clicking in the Site field and select your site from the pop up screen. Click OK. Please note: To widen your search do not specify a site.

18 In the Subject Area always select General Rooms at either Deane/Eagle or Queens from the pop up screen shown below click ok - click next. The screen below will show you all available rooms that match your requirements. Select the room you would like and click next.

Complete the Event Subject Area field by clicking on green

19 Complete the Booking Request fields marked with an asterisk [*], these are mandatory fields then click next. Complete the Event Subject Area field by clicking on green icon and selecting relevant area this is a mandatory field. Click next.

20 To review the booking information click on the Show button. Review your booking details and if everything is ok, then click finish, or use the Back button to correct any errors or to make any changes.

21 After clicking the Finish button the box below will pop-up detailing your booking reference number. Make a note of your reference number, this will be useful if you need to change the booking at a later date. Click ok. As soon as your booking has been authorised you will receive a confirmation from rooms@bolton.ac.uk. Please do not reply to the .

CELCAT Calendar This is a new web based feature added to CELCAT in the last few weeks, it allows staff and students to see their timetables in much the same way as we currently show them through the

It is a very simple system to use, you log in using the link below and you can see your personal timetable on a week by week basis.. http://timetables.bolton.ac.uk/login.aspx.

22 CELCAT Calendar This is a new web based feature added to CELCAT in the last few weeks, it allows staff and students to see their timetables in much the same way as we currently show them through the publication process. This however is a direct link to the CELCAT database and as a consequence there is no time delay waiting for publication. It is a very simple system to use, you log in using the link below and you can see your personal timetable on a week by week basis.. use your normal login details. The login screen is shown below All staff can view the same information as that which is available using CELCATLive, Staff, Students, Modules and Groups. The search facility on this screen uses the same fuzzy logic to find a particular element. On the staff page you can see if you have any outstanding registers and on the student page you can see what marks have been entered for a student.

The link is highlighted on the screenshot below Students can only see

23 You can also view rooms, a link is provided on the room screen to CELCATLive should you wish to book a room. The link is highlighted on the screenshot below Students can only see their personal timetable, which will also show them what marks have been entered for each session.

CELCAT ical Feed Element This is a way to link your timetable into your Outlook or other mail calendar or even to your mobile phone. It is available for both staff and students to register as a user.

24 CELCAT ical Feed Element This is a way to link your timetable into your Outlook or other mail calendar or even to your mobile phone. It is available for both staff and students to register as a user. Staff should use their long address joe.bloggs@bolton.ac.uk Students should use their short TT2BLT@bolton.ac.uk The link to the registration page is shown below with a screenshot of the introduction page. On submission of this page you will get a screen message stating if the submission was a success or not, if your long returns a failure then please try your short . Alternatively please timetables@bolton.ac.uk and we will see what the issue may be. You will also get an from ical Timetables, this contains a link which you will need to copy and paste into your preferred mail software. The link will look something like the one below..

Select the Account Settings option shown above, the Account Settings window will appear select the Internet Calendars Tab and the New command

25 Instructions Microsoft Outlook 2013 These instructions describe how to subscribe to a CELCAT calendar feed in MS Outlook Open Microsoft Outlook 201 and select the File, this will open the window shown below then Account Settings as shown by the arrows below. Select the Account Settings option shown above, the Account Settings window will appear select the Internet Calendars Tab and the New command shown by the arrow below. The New Internet Calendar Subscription window will pop up, cut and paste the link from the e- mail into this box, then click the Add button

default eg. CELCAT Timetable, then click the OK button.

26 The Subscription Options dialog is then displayed as shown below. You can change the Folder Name at this point to something more descriptive than the default eg. CELCAT Timetable, then click the OK button. At this point you see the new calendar listed in Outlook as shown below. Tick the checkbox shown by the arrow to display the calendar appointments.

Right click on the CELCAT Timetable tab and select the

27 The CELCAT Timetable events then appear in an Outlook Calendar alongside your main Outlook calendar as shown below. Right click on the CELCAT Timetable tab and select the overlay option This will lay one timetable over the other as shown above.

28 CELCAT Help Further information is available on the Timetables Homepage at the link below. We will add a link to a FAQ page on the above website, so that as we progress through these training sessions this will build up as an additional self-help resource. If you have any problems then please contact any of the following timetables@bolton.ac.uk

CELCAT On line Registers

University of Bolton CELCAT On line Registers SELF HELP GUIDE May 2009 ii Contents Introduction... 1 Obtaining a Personal Timetable... 1 Selecting your registers (Using your Staff Timetable)... 3 Marking