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May 21, 2013

Room Scheduling Using CollegeNet

Presented by:

Maureen O’Keefe, Annette Sanchez

Joliet Junior College

Aimee Densmore

Parkland College

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Session Rules of Etiquette

• Please turn off your cell phone/pager

• If you must leave the session early, please do so as discreetly as possible

• Please avoid side conversation during the session

Thank you for your cooperation!

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Introduction

• Joliet Junior College – Averages 4,000+ sections per term (credit

and non-credit)– Need for room utilization – New buildings– Remove ownership of rooms concept

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Introduction

• Parkland College– Averages 2,500+ sections per term (credit

and non-credit)– Need for space availability search– Need for room charts/schedules– Maintain ownership of rooms concept– Need for Public Safety to see all daily events

(course sections and special events)

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Agenda

• Data Preparation for R25 • Decisions needed prior to implementation• Procedures need to be in place

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Joliet Junior College

Data Preparation for R25

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Data Preparation for R25

• Big picture preparation of Series25:

R25 Colleague

SpacesBuilding<delimiter>Room

Organizations Department code

Event types Defined by you

Event categories Defined by you

• Additional set up for events and spacesoLayouts, Attributes, etc.

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Data Preparation for R25

• R25 – building the frameworks (keep it simple)

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Data Preparation for R25

• R25 cabinets hierarchy for academics and events

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Data Preparation for R25

• Academics cabinets (Term, Department, Sections)

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Colleague Setup for Academics

• Main Colleague setup screensoR2SPoR2DBoR2EToR2ECoR2IMoR2CRoR2TC (future setup for JJC)oR2LC (N/A to JJC)oR2RC (N/A to JJC)

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Colleague Setup for Academics (cont.)

• R2SP screen setup

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Colleague Setup for Academics (cont.)

• R2DB setup

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Colleague Setup for Academics (cont.)

• R2ET setup (Codes must be identical in R25 and Colleague)

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Colleague Setup for Academics (cont.)

• R2EC setup (Codes must be identical in R25 and Colleague)

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Colleague Setup for Academics (cont.)

• R2IM setup

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Colleague Setup for Academics

• R2CR Event Types Rule

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Colleague Setup for Academics (cont.)

• R2CR Event Categories Rule

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Parkland College

Course Section Data Preparation

in Colleague

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Preparing Colleague Data for Export

• Run RSMD for entire semester.• Run CSPU for entire semester.

– Sort by Day/Time – No– Conflict Checking – Yes

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Creating Conflict Report from CSPU

• Remove all non-conflicts (Conf – No).• Reorder list to create conflict groups, which will

become Common Room Groups (CRMG).

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Create Common Room Groups (CRMG)

• NUR 113 has four sections that meet together for lecture (known conflict).

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CRMG Results in Bound Reservation

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Be Mindful of Cross Listings (SXRF)

• Cross listed sections will also bind in R25. • Instructional methods must be scheduled in same space.

– NUR 113 001 LEC M 08:00AM-09:50AM ACA L111

LAB T 08:00AM-10:45AM ACA L247

– NUR 113 002 LEC M 08:00AM-09:50AM ACA L111

LAB W 08:00AM-10:45AM ACA L238

• Section 002’s lab space will fall off during export

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Colleague Setup for Academics (cont.)

• R2CX process to select sections for exporting

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Colleague Setup for Academics (cont.)

• R2TC for automating the export/import

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Decisions, Tips

• Buy in and decisions from Administration• Don’t underestimate this project, allow plenty of

time• Decide on security • Inventory of building/room information i.e. tables,

chairs, computers, software, type of room• Procedure in place to keep inventory up to date• If using 25Live for events, assign a trainer early

and involve the person throughout the entire setup

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Summary

• Keep your setup as simple as possible• Don’t underestimate the project scope

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Questions & Answers

.

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Thank You!

Maureen O’Keefe, Annette Sanchez

mokeefe@jjc.edu

asanchez@jjc.edu

Aimee Densmore

adensmore@parkland.edu

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© 2013 Ellucian. All rights reserved.

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CollegeNET Midwest Regional Conference

Parkland College

Thursday, August 1, 2013

www.parkland.edu/collegenet