INSTRUCTIONS FOR THE USE OF THE LUKKARIKONE SERVICE

Transcription

1 INSTRUCTIONS FOR THE USE OF THE LUKKARIKONE SERVICE 23 August 2018 Contents 1 The SEARCH tab Searching by group Searching by implementation Searching for a teacher s schedule The SCHEDULE tab Calendar view Spot search The List view A link to the schedules The SETTINGS tab

2 The Lukkarikone (Schedule Machine) service is used for publishing students schedules. You can search for schedules by group or by implementation or a combination of these methods. Lukkarikone can t be used to search for schedules by a teacher or a room. You can generate the schedule of a certain teacher by searching for all of their study implementations, adding them into the Study Basket and then creating a schedule. The Lukkarikone service is available at You don t have to log into the Lukkarikone service. Login will become available later in the autumn and will allow access to the Settings -view. In the schedule, reservations are made for 60-minute periods. Classes always start quarter past, unless otherwise agreed with the teacher. You can find the video guide on the Lukkarikone service here 1 The SEARCH tab You can search for a schedule in three different ways: By group; By implementation; By combining different groups and implementations.

3 1.1 Searching by group All reservations that include the selected group are collected in the group schedule. The search is performed under Group Calendar (1) a) First, type at least three characters of the group ID into the Group ID field. The characters can be anywhere in the string (e.g. LII searches for all groups whose ID includes the string LII ). To search for module schedules for Sepänkatu, use the search term SEPMOD. To search for module schedules for Lemminkäisenkatu, use the search term LEMMOD To search for module schedules for Joukahaisenkatu, use the search term ICTMOD The group ID must be typed in upper case (e.g. PKÄTIS and PRÖNTS), or part of the group name can be used as a search term (e.g. kät or rönt), after which the correct group can be selected from search results (see (b), several search results). Depending on the study programme, schedules have been created for arrival groups (e.g. PMEDIS17) or administrative groups (e.g. PMEDIS17jour). If you type the entire name of the group in the Search field and get no search results, try typing a part of the group ID and select the correct option from the Search Results list. PLEASE NOTE! If you can t find the group you re looking for, no reservations have been made for the group. b) Press the Search button If there s only one search result, the Schedule tab opens and displays the schedule for the selected group. If you want to include other groups or implementations in the schedule, return to the Search tab and perform a new search. The search result is added to the Study Basket. You can use the Study Basket to check what options have been selected for the schedule. To remove added options, delete the check mark

4 before the name. You can start a new search by pressing the Clear basket button. If there are several search results, they are shown in the Search Results list (3). To select a group, press the Add to study basket icon next to the group. The selected group is shown in the bottom left corner, under Study Basket (2). When necessary, you can perform new searches and add new groups to the Study Basket To remove groups from the study basket, delete the check mark before the name of the group or press Clear basket to remove all groups. When you are ready, press the View schedule button under the Study Basket or select the Schedule tab from the upper menu. 1.2 Searching by implementation Reservations for the selected implementations are collected in a schedule based on the implementation. You can perform a search under Search for study implementations (1) a) You can search for course implementations by name/part of the name or ID, the teacher s name or by group ID. The search options can be found in the drop-down box. You can also specify the period of the course implementation ( Active between ). Press Search. b) The Search Results window (3) lists all the implementations that correspond to the search terms. Please note that the maximum of number of displayed results is 100.

5 You can filter the search by Programme (study programme), Office (Type is not available), default Language or starting time (Study starting). PLEASE NOTE! If the search results don t include the implementation you re looking for, it hasn t been published yet. c) Click the name of the implementation to view additional information about the reservation and the course implementation. d) If a List icon is visible between the Add to study basket icon and the name of the implementation, published reservations for the implementation are available. If the icon is not visible, reservations haven t been made yet and you can t create a schedule for the implementation. Clic the List icon to view the published reservations for the implementation. e) To select an implementation, press the Add to study basket icon before the name. To select all implementations, press the Add all to study basket icon. The selected implementation is shown in the bottom left corner, under Study Basket (2). If there is a black arrow before the icon, the implementation includes study in small groups. Click the arrow to see what group you belong to. You can add the classes of only one group in the schedule. If you re not sure what group you belong to, we recommend that you select the entire implementation for inclusion in your schedule. f) You can perform a new search and add more implementations in the Study Basket, if necessary. When you have added all the necessary implementations, press the View schedule button under the Study Basket or select the Schedule tab from the upper menu. 1.3 Searching for a teacher s schedule A direct search for a teacher s schedule is not possible in the Lukkarikone service but you can use the implementation search to compile a schedule. a) In the implementation search, select the option By lecturer s name and start typing the teacher s name in the Search word field. If the teacher s name is not in the list, there are no published reservations for that teacher. Press Search. b) To select all search results, press the Add all to study basket icon in the title bar. The selected implementations are shown in the bottom left corner, under Study Basket. c) When the implementations are in the study basket, press the View schedule button under the Study Basket or select the Schedule tab from the upper menu.

6 PLEASE NOTE! The calendar only shows reservations related to the implementation, not the teacher s other reservations (meetings, etc.). 2 The SCHEDULE tab In the Schedule tab you can browse, print or modify the schedule view. You can view the schedules in the Calendar or List view (1). 2.1 Calendar view To view additional information about the implementation, click the reservation in the Calendar view. The List icon in the upper right corner displays all published reservations for the implementation. If a List icon is not visible, there are no other published reservations for the implementation. Click the Hide this reservation icon to hide a single reservation in the schedule. There is a Hidden reservations button in the upper right corner (2). It shows a list of hidden reservations. To display hidden reservations, select the Show checkbox. PLEASE NOTE! Any modifications made to hidden reservations are not displayed in your schedule. Only hide reservations that you don t need to see in your schedule.

7 2.1.1 Spot search To search for classes offered during your free periods, click an empty spot in your calendar view. Then select the duration of the free period and the place, when necessary. Click Search for study implementations. In the list of search results: To add the implementation in your schedule, press the To studybasket button You can see how well the class fits in your schedule You can see the name of the implementation You can see the implementation number > click it to view information about the course You can see the time of the implementation > click it to view other published reservations for that implementation You can see the place (campus) 2.2 The List view The List view shows a list of all future reservations. You can filter the reservations with search terms or hide reservations using the red line in the Hide column. To display hidden reservations, click the Hidden reservations button in the upper right corner. It shows a list of hidden reservations. To display hidden reservations, select the Show checkbox. PLEASE NOTE! Any modifications made to hidden reservations are not displayed in your schedule. Only hide reservations that you don t need to see in your schedule.

8 2.3 A link to the schedules There is a Star icon in the upper part of the Schedule tab, above the Calendar or List view. Click on the icon to view a direct link to the schedule you have created. You can save the link in your browser s bookmarks or the home screen of your mobile phone to have direct access to the up-to-date schedule view. Please note! If you copy the link as text, make sure you copy the entire link.

9 3 The SETTINGS tab To access the settings, the user must log in through login options in the top right corner with their own TUAS credentials at Saving a schedule In Settings, you can save or load a schedule that has been earlier saved. Saving takes place on the basis of information collected in the basket. Therefore, you must first log in and compile a schedule according to your wishes. After this, move on to Settings, name the schedule you are saving and select Save. You can also set one of your saved schedules as a default schedule. In this case, the default schedule automatically opens as you log in.

10 3.2 Automatic schedule An automatic schedule is constructed on the basis of the space reservation system of reservations in which the user is: the person who made the reservation - other than teaching reservation (no implementation or student group attached to the reservation) the person who made the reservation - teaching reservation (an implementation or student group attached to the reservation) attached to the study unit implementation related to the reservation (the student participates in the implementation related to the reservation) attached to the student group related to the reservation (e.g. exams, reservations with no implementation attached, but a student group of which the user is part is attached) separately attached to the reservation (other space reservation to which the user has separately been attached, such as an invitee in a meeting reservation) 3.3 Other settings In Settings, you can also Edit the calendar view (select which information shows in the calendar view). Copy the direct URL of a saved schedule (the star icon by a saved schedule). Copy the contents of the study basket to your own TUAS calendar or save the contents in ical format. You can select the interval for copying the entries. NOTE: Copying takes place according to the information available at the time. This means that changes made to the schedules may not be updated in calendars (in the ical format, there is no automatic updating and in Outlook, only removing reservations usually meaning that a class has been cancelled is updated in your own calendar). It may take up to a minute after an Outlook transfer before the calendar entries are updated in your calendar.