Astra Training

1. Astra Training For additional copies visit:https://stillwater.sharepoint.okstate.edu/Registrar/RegistrarResources/ClassroomSchRprts/Presentations/Astra%20training.pptx

2. Have an section to schedule in a general university classroom? • Checking availability is easy with Astra Schedule!

3. Sign in to Astra using your current OKEY Information

4. To find a room using the search tool: Select “Calendars” from the top row (to the right of the Astra Home tab). Then Select the Search Function.

5. Select “Add New”From the Available Room and Resource tool

6. Add Meetings Screen: Select Recurring Meeting and set your day/time meeting pattern as well as the date range. Then click OK.

7. Set your filter for the General University Region. This is done by selecting the Pencil under Edit and selecting the appropriate search filter. Alternate Filters may be used, such as looking for rooms with Media Equipment. Note: All General University rooms are the type of Classrooms.

8. A screen like this will appear: It is very important that Section is selected. This will show all General University rooms available and their capacities.

9. Please email the requested room for your section too gurooms@okstate.edu. We will process your request at our earliest convenience.

10. Things to remember about rooms for sections: GU rooms are first come first serve. A room you initially found available during drafting might not be available at a later time. Use this tool to determine if enough rooms are available. Drafts are worked in first come first serve order. Room selections must reasonably match room size.

11. Have an Event to schedule in a general university classroom? • Checking availability is easy with Astra Schedule!

12. Select Request an Event from the home page of Astra

13. Event Request Wizard: Enter the Title of your event. Then Select the Stillwater Event Request Form.

14. Enter your event Information on the Stillwater Campus Form This is the step where Information about your meeting is entered. If for a class, put Course & section information: ‘ECON 1113 001 and 002 REVIEW” If for a meeting, specify the name of the group “Business faculty meeting” and type of activity.

15. GU Room Wizard: Select the GU Room Wizard. This Wizard is where you set your meeting or recurring meetings pattern.

16. GU Room Wizard: Adding Meetings Enter in your requested Times and Days. Then Select Add Meeting.

17. GU Room Wizard: Requesting Rooms Selecting Request Rooms, will bring up a listing of all GU Rooms. Please select a Room that is listed as “Available” and is a relevant size. Then Select, Save and Update Request

18. After you find a room and select the Save and Update Request function, Astra will update the main request screen. This is a good opportunity to ensure your meetings are scheduled at the correct times in the correct rooms. Double Check your Event Information

19. Submitting your Request Once you confirm that Food and Drink will not be served, and that no one is going to be charged for attendance for your meeting, Select Submit Request. We will verify your request and schedule the Event within two business days.

20. Notes for Event Scheduling STANDARD event rules apply: No finals or pre-finals reservations No early reservation for future terms All events must occupy a reasonable amount of the room capacity Food and drink are prohibited Admittance fee’s for events are prohibited

21. To view room usage as a ‘Grid’ • Select ‘Calenders’ and then ‘Grid’ • Filter down to the room you would like to view

22. Other information Astra updates sections every night Event information is in real time

23. This has been a presentation by the Office of the Registrar – Classroom Scheduling • If you have any questions please contact gurooms@okstate.edu or call 405-744-6885.