Event Planning Event Planning SLCM AD 300 SLCM_AD_300 Event - - PowerPoint PPT Presentation

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Event Planning Event Planning SLCM AD 300 SLCM_AD_300 Event - - PowerPoint PPT Presentation

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Event Planning Event Planning SLCM AD 300 SLCM_AD_300 Event Planning V2. 3/2012 1 Content Content Overview Editing ZEVPLAN ZEVPLAN Complex Events Complex Events Single Events Instructors Shared Events Trouble

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SLIDE 1

Event Planning Event Planning

SLCM AD 300 SLCM_AD_300

1 Event Planning V2. 3/2012

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SLIDE 2

Content Content

  • Overview
  • ZEVPLAN
  • Editing
  • Complex Events

ZEVPLAN

  • Single Events

Complex Events

  • Instructors
  • Shared Events
  • Cross‐listings
  • Trouble Shooting
  • Summary

Cross listings

  • Part of Term

Summary

2 Event Planning V2. 3/2012

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SLIDE 3

Objective Objective

  • Understand and utilize ZEVPLAN to create and

Understand and utilize ZEVPLAN to create and change events to contribute to the building of the schedule of classes the schedule of classes.

3 Event Planning V2. 3/2012

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SLIDE 4

Prerequisites Prerequisites

P

  • Prereqs:

– UK_100 IRIS Awareness and Navigation. – CM 200 Student Lifecycle Management Overview CM_200 Student Lifecycle Management Overview. – Signed Statement of Responsibility (SOR) on file with Broadway.

  • Access

– Access to ZEVPLAN is achieved with successful completion

  • f CM AD 301 training course and assessment
  • f CM_AD_301 training course and assessment.
  • Roles

– Authorized ZEVPLAN users are responsible for creating or u

  • ed

use s a e espo s b e o c ea g o modifying courses for the benefit of students, faculty, and staff for the schedule of classes for the University.

4 Event Planning V2. 3/2012

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SLIDE 5

Overview Overview

5 Event Planning V2. 3/2012

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Overview Overview

  • Key Terms
  • Section Numbers

Section Numbers

  • ZEVPLAN
  • Searches

6 Event Planning V2. 3/2012

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SLIDE 7

Key Terms Key Terms

IRIS Term In IRIS IRIS Term In IRIS Resource Building, Room, Instructor Module Course – HIS 105 Business Event Type Activity Type – Lecture, Lab, Studio, Recitation, etc Time Independent Event Eventless Event or TBA Event Resource Conflicts Occur when Room, Instructor or both are already scheduled. Offering Button that Refreshes Screen 1 Zevplan

7 Event Planning V2. 3/2012

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SLIDE 8

Section Numbers Section Numbers

C T F ll/S i S 1 S 2 Wi Course Type Fall/Spring Summer 1 Summer 2 Winter Main Campus 001‐199 010‐199 020‐199 301‐399 Distance 201‐299 210‐299 220‐299 230‐299 Distance Learning 201 299 210 299 220 299 230 299 Evening 401‐499 410‐499 420‐499 430‐499 Weekend Rural Health 501‐599 510‐599 520‐599 530‐599 Education 701 799 710 799 720 799 730 799 Education Abroad 701‐799 710‐799 720‐799 730‐799

8 Event Planning V2. 3/2012

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SLIDE 9

ZEVPLAN ZEVPLAN

Event Planning V2. 3/2012 9

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Searches Searches

  • Two types of Searches can be conducted.

10 Event Planning V2. 3/2012

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Module Search

Module searches allow the looking up, editing, and building of individual sections

  • f a single course.
  • To conduct a Module Search
  • Select Module Radio Button
  • Type course prefix and number in

Object Abbr Field.

  • Click Offering to refresh screen

and see sections being offered.

11 Event Planning V2. 3/2012

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SLIDE 12

Organizational

Organizational Unit Search allows

g Unit Search

the looking up and viewing of an entire department or college. Sections can not be edited or built through an Organization Unit through an Organization Unit search To Conduct an Organizational Unit S h Search:

  • Select Organizational Unit

radio button.

  • In Object abbr. field input

search term.

12 Event Planning V2. 3/2012

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SLIDE 13

Organizational

  • Click Offering.

g Unit Search

  • This will bring up a box with

g p all possible results of the search

  • Select the appropriate result
  • This will bring up the Read
  • ffering box. Click Continue

to continue search and bring up all currently built sections and courses for the and courses for the department of college that the search was completed for.

13 Event Planning V2. 3/2012

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Organizational g Unit Search

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Creating Creating

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Creating Events: Single

  • Regular Meeting Patterns
  • Regular Meeting Patterns
  • Non‐Regular Meeting

Patterns

  • Eventless Meeting Patterns
  • Eventless Meeting Patterns

16 Event Planning V2. 3/2012

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Single Event: g

Regular Schedule

  • Search for course to be built and refresh the screen with Offering button.
  • Assess what sections exist and determine what next section will be according to section to be built.

Cli k P k /E t (P ) t ti t S 2

  • Click on Package/Event (Paper) to continue to Screen 2

17 Event Planning V2. 3/2012

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Single Event: g

Regular Schedule

The new Screen 2 Screen 2 still includes: “Screen 2 Vital Stats”

  • Section Number

SUBITILES

  • SUBITILES
  • Capacity
  • Waitlists
  • Variable Credit Hours

Variable Credit Hours

  • Web Registration
  • To continue building input

section number and click click the Paper to go to Screen 3.

  • Select the appropriate course

type for the course being built.

18 Event Planning V2. 3/2012

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SLIDE 19

Single Event: g

Regular Schedule

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Single Event: g

Regular Schedule

Screen 3 Information to be input on Screen 3 C it

  • Capacity
  • Location
  • Meeting Pattern
  • Instructor

Instructor

  • Room and building*

*room and building are to be assigned only if *room and building are to be assigned only if department has ownership of a room. For Main Campus room questions contact Ruth

  • Blackburn. For Med Center room questions

contact David Timoney or Angel Schumacher. 20 Event Planning V2. 3/2012

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Single Event: g

Regular Schedule

  • Input course capacity in Optimum

and Maximum boxes only and select course location using drop down menu.

  • Location defaults to Main

Campus, and will only need to be adjusted if working on an off‐ campus or Distance Learning course.

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Single Event: g

Regular Schedule

  • Input course meeting pattern by

typing in Start Time, End Time and selecting Days.

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Single Event:

  • Input Instructor by selecting Central

g

Regular Schedule

Person in the OT(Instructor) column and searching for instructor in the Instruct.(Abbr.) column.

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Single Event:

  • Search for instructor using

g

Regular Schedule

*firstfourfirst*firstfourlast* letters

  • f instructor name and press
  • Enter. Central person(1) pop up

box will appear. Click on the Green Check to continue.

  • All possible names will appear
  • All possible names will appear.

Select the appropriate instructor for the course and click the Green Check.

24 Event Planning V2. 3/2012

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Single Event: g

Regular Schedule

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Single Event:

  • To add room and building

g

Regular Schedule

continue scrolling to the right of instructor and click on the drop down menu in the Room(ID)

  • column. Scroll down to find

desired building and room.

  • Room and building will populate.
  • If a room will not be needed for

the course select No Roomplanning by checking the box.

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Single Event:

  • After inputting capacity, location,

g

Regular Schedule

meeting time, days, instructor and room, click on Generate Dates button. This is the first step in saving the section.

  • A series of boxes will appear.

Click the Green Check on both to Click the Green Check on both to

  • continue. If there is a Resource

Collision a notification will appear after the second box.

  • At bottom on screen all dates that

the course will meet for the semester will appear with Instructor and Building information.

27 Event Planning V2. 3/2012

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Single Event:

  • Click Save at top of screen. This

g

Regular Schedule

will return you to Screen 2.

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Single Event:

  • Course has been successfully

g

Regular Schedule

completed when Business event was successfully created appears in bottom left corner of appears in bottom left corner of

  • screen. Click Save button at top

to continue to Screen 1.

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Single Event:

  • Click Offering to refresh the

g

Regular Schedule

screen.

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Single Event:

  • To build a course with a non‐regular

g

Non‐Regular

(distributed) meeting pattern, search for and find the course to be built.

  • Click on Package/Event (Paper) to

continue to Screen 2

31 Event Planning V2. 3/2012

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Single Event:

  • In put course

g

Non‐Regular

  • Section Number
  • Capacity
  • Waitlist
  • Credit hours
  • SUBTITLE
  • Click on Create Event (Paper)

selecting Create bus event selecting Create bus event (non regular schedule) to continue to Screen 3.

32 Event Planning V2. 3/2012

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Single Event:

  • On Screen 3 input course capacity in

g

Non‐Regular

last two capacity boxes.

  • Go to Dates and Resources section of

screen and input the following for the first date

  • Date
  • Start time
  • End time
  • Instructor

Instructor

  • Room*
  • Press enter. First date is complete.
  • To add additional dates click green

plus and input the above information plus and input the above information for the date required.

  • Repeat as many times as necessary.
  • Click Save when finished to go back to

Screen 2.

*only if department owns that room.

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Single Event:

  • Click Save to continue to Screen 1

g

Non‐Regular

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Single Event:

  • Click Offering to Refresh screen and

g

Non‐Regular

see section.

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Single Event:

  • To build an Eventless (TBA) course

g

Eventless

search for and find the course to be built.

  • Click on Package/Event (Paper) to

continue to Screen 2

36 Event Planning V2. 3/2012

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Single Event:

  • Input course

g

Eventless

Input course

  • Section Number
  • Capacity
  • Waitlist
  • Credit hours
  • Credit hours
  • SUBTITLE
  • Click on Create Event (Paper)

selecting Create bus event without dates to continue to Screen 3.

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Single Event:

  • On Screen 3 input capacity in last two

g

Eventless

capacity boxes.

38 Event Planning V2. 3/2012

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Single Event:

  • To add instructor to an Eventless

g

Eventless

Event click on Maintain Instructors button

  • Click little green plus, select object

type and search for and add instructor.

  • Repeat as necessary to add needed

instructors to course. Close box with green check when finished.

  • Click Save to go back to Screen 2.
  • Click Save to continue to Screen 1.

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Single Event:

  • Click Offering to refresh screen and

g

Eventless

see course.

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Creating: g

Shared Events

  • To build a shared event search for and

find the course to be built. Click the paper to continue to Screen 2.

  • On Screen 2 input section number,

subtitle, credit hours, waitlist and capacity Capacity on Screen 2 is to be

  • capacity. Capacity on Screen 2 is to be

set at the number of students for this section of this course. Click Create Event (Paper), and select appropriate schedule type to continue. schedule type to continue.

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Creating:

  • Select appropriate Activity Type and

g

Shared Events

Delivery Mode for the course.

  • On Screen 3 input course capacity
  • On Screen 3 input course capacity,

meeting times, days, instructor and room and building is appropriate.

  • Remember that Screen 3 capacity for

a lecture is the total number of a lecture is the total number of students wanted overall between all the sections being shared.

  • Click Generate Dates and the green
  • Click Generate Dates and the green

check twice.

  • Click Save to go back to Screen 2

42 Event Planning V2. 3/2012

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Creating:

  • When back on Screen 2 click Create

g

Shared Events

Event (Paper) and select the appropriate schedule type and then select appropriate Activity Type and Delivery Mode to build the next portion of the section.

43 Event Planning V2. 3/2012

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Creating:

  • On Screen 3 input course capacity,

g

Shared Events

meeting times, days, instructor and room and building is appropriate.

  • Remember that Screen 3 capacity for

a recitation is the total number of d d j i hi i students wanted just in this section.

  • Click Generate Dates and the green

check twice.

  • Click Save to go back to Screen 2
  • Click Save to go back to Screen 2

44 Event Planning V2. 3/2012

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Creating:

  • On Screen 2, note the Event number

g

Shared Events

for the lecture and Click Save to continue to Screen 1.

  • On Screen 1 click Offering to see the

new section.

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Creating:

  • To continue building shared event

g

Shared Events

Click Package/Event (Paper) to build the next section.

  • On Screen 2 input section number,

subtitle, credit hours, waitlist and capacity.

  • Capacity on Screen 2 is to be set at
  • Capacity on Screen 2 is to be set at

the number of students for this section of this course.

  • Click Create Event (Paper) and select
  • Click Create Event (Paper), and select

appropriate schedule type .

  • This time the only Activity type that

will be built is the Recitation to be h d ith th L t i l shared with the Lecture previously built.

46 Event Planning V2. 3/2012

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Creating:

  • On Screen 3 input course capacity,

g

Shared Events

meeting times, days, instructor and room and building is appropriate.

  • Remember that Screen 3 capacity for

a recitation is the total number of d d j i hi i students wanted just in this section.

  • Click Generate Dates and the green

check twice.

  • Click Save to go back to Screen 2
  • Click Save to go back to Screen 2

47 Event Planning V2. 3/2012

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Creating:

  • When back on Screen 2 click Get

g

Shared Events

Shared Event to connect recitation with the previously built lecture.

  • Select the Event number that matches

the Object ID of the lecture to be shared.

48 Event Planning V2. 3/2012

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Creating:

  • There will now be two lines on Screen

g

Shared Events

2.

  • Click Save to continue to Screen 1.

49 Event Planning V2. 3/2012

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SLIDE 50

Creating:

  • On Screen 1 Click Offering to refresh

g

Shared Events

screen and check to see if courses are properly shared.

50 Event Planning V2. 3/2012

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Creating: g

Cross listed Events

  • To build a cross listed event search

for and find the course to be built. Click the paper to continue to Screen 2.

  • On Screen 2 input section number,

subtitle credit hours waitlist and subtitle, credit hours, waitlist and

  • capacity. Capacity on Screen 2 is to be

set at the number of students for this section of this section of this course. Click Create Event (Paper), and select Click Create Event (Paper), and select appropriate schedule type to continue.

51 Event Planning V2. 3/2012

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Creating:

  • Select appropriate Activity Type and

g

Cross listed Events

Delivery Mode for the course.

  • On Screen 3 input course capacity
  • On Screen 3 input course capacity,

meeting times, days, instructor and room and building if appropriate.

  • Remember that Screen 3 it the total

capacity of all courses involved in the capacity of all courses involved in the cross listing.

  • Click Generate Dates and the green

check twice check twice.

  • Click Save to go back to Screen 2

g

52 Event Planning V2. 3/2012

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Creating:

  • On Screen 2, Click Save to continue to

g

Cross listed Events

Screen 1.

  • On Screen 1 click Offering to see the
  • On Screen 1 click Offering to see the

new section.

  • Note the Object ID number of the

new section. This is the number used to connect the cross listed courses.

  • Search for and go to the other “side”
  • f the cross listed course. Click

Package/Event to build the new section to be crossed with the new section to be crossed with the new section of the first part of the course.

53 Event Planning V2. 3/2012

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Creating:

  • On Screen 2 input section number,

g

Cross listed Events

subtitle, credit hours, waitlist and capacity.

  • Capacity on Screen 2 is to be set at

the number of students for this i f hi section of this course.

  • Click Get shared Event to pull up all

possible events available to share with the course.

  • Select the Event number
  • Select the Event number

that matched the Object ID number of the previously built course of the cross listing.

54 Event Planning V2. 3/2012

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SLIDE 55

Creating:

  • Click Save to go back to screen 1

g

Cross listed Events

  • Click offering to refresh screen 1 and

see the newly build and cross listed see the newly build and cross listed section.

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Creating: Creating:

Part of Term Courses

  • A Part of Term course is any

course that starts after the course that starts after the first full week of classes or ends before dead week ends before dead week.

  • Only courses with Regular

Schedules can be built as Part of Term. Part of Term.

  • Summer has very specific

i i f P f T restrictions for Part of Term courses.

Event Planning V2. 3/2012 56

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Creating: Creating:

Part of Term Courses

  • Go to Screen 3 of the

course to be made Part

  • f Term
  • f Term.
  • Part of Term dates are

d t th programmed at the Relative Start and Relative End input boxes under Schedule under Schedule Description.

57 Event Planning V2. 3/2012

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Creating: Creating:

Part of Term Courses

Setting the Start Date

  • In the Relative Start Unit

Box input the number of days that will pass from the date classes start for the term and the date the i t t t i l di course is to start including Saturday and Sunday. Start counting this number from the second full day of the second full day of classes for the semester.

  • In the drop down box

immediately following the immediately following the unit box for Relative Start select “8 Day(s) After Start

  • f Class Period”

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Creating: Creating:

Part of Term Courses

Setting the End Date

  • In the Unit Box input the

number of days between number of days between the last day of final week and the date the course is to end including g Saturday and Sunday.

  • In the drop down box

immediately following y g the unit box for Relative Start select “11Day(s) Before End of Class Period”

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Creating:

After the dates have been set

Creating:

Part of Term Courses

press Enter on your keyboard to see the date range that is now set for the course below Schedule and Resource Reservation. If the dates are how they y need to be continue building and saving the course as normal. If the dates that show aren’t the desired dates for the course double check how many days occur between the start or end of the semester and the start or end of the date desired.

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Part of Term Courses Part of Term Courses

f h l S b d ll

  • If a course has a late Start Date but ends normally

with the semester, only the Start Date i f ti d t b i t information needs to be input.

  • If a course starts with the semester but has an

early End Date only, the End Date information needs to be input.

  • Any time a part of term course is edited, the date

sequence MUST BE RE‐ENTERED otherwise the course will default to meeting for the full semester.

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Editing Editing

62 Event Planning V2. 3/2012

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SLIDE 63

Edit:

Regular

  • Search for and find course to be
  • built. Select the section that

needs to be adjusted and Click on Event Package/Event button (Pencil) to go to Screen 2 of that section.

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Edit:

The following can be adjusted on

Regular

Screen 2

  • SUBTITLE
  • Capacity
  • WebRegistration
  • Waitlist

To continue editing the section select the appropriate event at the the appropriate event at the bottom of screen and click on the Event (Pencil) button to continue.

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SLIDE 65

Edit:

On Screen 3 the following can be

Regular

adjusted

  • Capacity
  • Location
  • Meeting time
  • Meeting days
  • Instructor
  • Room

To makes changes to a course with a regular meeting pattern select the line in Sched.Elements with course information and type over information and type over

  • Time
  • Days
  • Instructor
  • Select different room*
  • Select different room

*only do this if your department owns their own rooms

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SLIDE 66

Edit:

Regular

Before After To make changes stick to course Click

  • n Generate Dates button. A box will

come up asking to overwrite course. Click Yes and Save

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SLIDE 67

Edit:

Regular

  • When back on Screen 2 click Save

again to continue to Screen 1.

  • Click Offering to Refresh screen and
  • Click Offering to Refresh screen and

view changes made to section.

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SLIDE 68

Edit:

Non‐Regular

1. Search for and find course to be

  • built. Select the section that

needs to be adjusted and Click on Event Package/Event button (Pencil) to go to Screen 2 of that section.

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SLIDE 69

Edit:

The following can be adjusted on

Non‐Regular

Screen 2

  • SUBTITLE
  • Capacity
  • WebRegistration
  • Waitlist

To continue editing the section select the appropriate event at the the appropriate event at the bottom of screen and click on the Event (Pencil) button to continue.

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SLIDE 70

Edit:

Non‐Regular

  • To change dates Click Exceptions
  • Click through Green Check on next

two pop up boxes.

  • This process will remove all dates
  • This process will remove all dates

currently assigned to the course.

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SLIDE 71

Edit:

  • To add new days back to the course

Non‐Regular

click on the little green plus

  • Type in course date and start and end
  • Type in course date and start and end
  • times. Press enter.
  • Click the green plus for each date to

be entered until all dates have been added.

  • Click Save to go back to Screen 2

Click Save to go back to Screen 2

  • Click Save again to continue to Screen

1.

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SLIDE 72

Edit:

  • Click Offering to Refresh screen and

Non‐Regular

view changes made to course.

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SLIDE 73

Instructors:

  • More information to come
  • More information to come

in the future for updating instructors in ZEVPLAN

  • Portal – Course Instructor

M t Management

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SLIDE 74

Trouble Shooting

  • To make the Object ID number not

show in drop down menus and allow for easier searching, turn off keys with the following steps.

  • Click on Customize Local Layout

located at the top right of screen and select Options in the drop down menu down menu.

74 Event Planning V2. 3/2012

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SLIDE 75

Trouble Shooting

  • Complete the following in the pop up

box

  • Select Interaction Design folder
  • Select Visualization 1
  • Select Visualization 1
  • Under Controls deselect Show

keys with in dropdown lists

  • Click Apply
  • Click OK
  • Now when searching for a room or

location in ZEVPLAN the drop down list no longer contains Object ID numbers d i h bl ith th k b d and is searchable with the keyboard.

75 Event Planning V2. 3/2012

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SLIDE 76

Time Table Time Table

Clock Time IRIS Time Clock Time IRIS Time Clock Time IRIS Time 8:00 AM 08:00 9:00 AM 09:00 Clock Time IRIS Time 8:00 PM 20:00 9:00 PM 21:00 10:00 AM 10:00 11:00 AM 11:00 10:00 PM 22:00 11:00 PM 23:00 12:00 PM 12:00 1:00 PM 13:00 2:00 PM 14:00 12:00 AM 24:00 1:00 AM 01:00 2:00 AM 02:00 2:00 PM 14:00 3:00 PM 15:00 4:00 PM 16:00 2:00 AM 02:00 3:00 AM 03:00 4:00 AM 04:00 5:00 PM 17:00 6:00 PM 18:00 5:00 AM 05:00 6:00 AM 06:00

76

7:00 PM 19:00 7:00 AM 07:00

Event Planning V2. 3/2012

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SLIDE 77

Help!! Help!!

d l h ld b d d l

  • Questions regarding Event Planning should be directed to Leslie

Woltenberg and her team.

Leslie: 257 3107 lnhami2@email uky edu Leslie: 257‐3107 lnhami2@email.uky.edu KT: 257‐3107 kespra0@email.uky.edu Ruth: 257‐4903 ruth.blackburn@uky.edu (Main Campus Classrooms) Dave: 257 2875 davidtimoney@uky edu (Med Center Classrooms Only) Dave: 257‐2875 davidtimoney@uky.edu (Med Center Classrooms Only) Angel: 257‐2433 aschu3@email.uky.edu (Med Center Classrooms Only)

http://www uky edu/Registrar/event htm http://www.uky.edu/Registrar/event.htm

  • Questions regarding logging on, authorizations etc, should be directed to IRIS at 257‐6023.
  • Additional help and resources can be found through:

– myHelp

  • http://myhelp.uky.edu/rwd/HTML/SLCM.htm

– IRIS Website htt // k d /IRIS/CM

  • http://www.uky.edu/IRIS/CM

77 Event Planning V2. 3/2012

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SLIDE 78

Summary Summary

  • You are now able to search, create and edit

courses and their related objects and j resources to help produce the schedule of classes for the University classes for the University.

78 Event Planning V2. 3/2012