Central Timetabling Support Unit 21 April 2023
CELCAT Room Booking Training Workshop
Central Timetabling Support Unit 21 April 2023
Agenda
• Setting up• Key concepts• Creating an event• BREAK• Adviser• Clash checking• Printing• Questions
Central Timetabling Support Unit 21 April 2023
Central Timetabling Support Unit 21 April 2023
Setting Up
• Connect to the server
• Log in / Change Password
• Set Options
Central Timetabling Support Unit 21 April 2023
Log on
• Celcat6_Training
• Username - trainXX
• Password - trainXX
Central Timetabling Support Unit 21 April 2023
Key Concepts - Resources
Seven components which, together with time and date, make an event
1. Modules
2. Rooms
3. Students
4. Groups
5. Equipment
6. Staff
7. Teams
Central Timetabling Support Unit 21 April 2023
Key Concepts - Classifications
Seven groupings used to categorise events and resources
1. Course2. Departments3. Event Categories4. Faculties5. Fixtures6. Layouts7. Sites
Central Timetabling Support Unit 21 April 2023
Key Concepts - Event
An Event is created when one or more resources are combined for a period.
Central Timetabling Support Unit 21 April 2023
EVENTSRooms
Students Groups Equipment
Teams
StaffModules
Departments
Departments
Departments Departments Departments
Departments
Departments
Departments
Courses
FixturesLayoutsSites
Faculties
Event Categories
Central Timetabling Support Unit 21 April 2023
Print / Print windowResourcesNavigationBrowse / Add / DeleteEdit / Accept / Cancel
Desktop
Tool bar
Status bar
Open
Central Timetabling Support Unit 21 April 2023
Filtering and Browsing
Central Timetabling Support Unit 21 April 2023
Records
Central Timetabling Support Unit 21 April 2023
Viewing Weeks
Save / Load Weeks
Central Timetabling Support Unit 21 April 2023
Calendar
Central Timetabling Support Unit 21 April 2023
Creating an event
Central Timetabling Support Unit 21 April 2023
Exercise 1
• Exercise 1.1 - creating an event
• Exercise 1.2 - modifying an event
Central Timetabling Support Unit 21 April 2023
Resource records
• CTSU create records for:– Rooms– Staff– Students
• Users create records for:– Modules– Groups– Teams– Equipment
Central Timetabling Support Unit 21 April 2023
Exercise 2 & 3
• Exercise 2.1 - adding resources
• Exercise 3.1 - adviser
Central Timetabling Support Unit 21 April 2023
Clash Checking
• Dynamic / retrospective
• Resource double bookings
• % over capacity
• Clashes with global events
• % under capacity
• Staff / student breaks
Central Timetabling Support Unit 21 April 2023
Clash advisor
Central Timetabling Support Unit 21 April 2023
Exercise 4
• Exercise 4.1 - clash checking
Central Timetabling Support Unit 21 April 2023
Usage chart
Central Timetabling Support Unit 21 April 2023
Exercise 5
• Exercise 5.1 - usage chart
Central Timetabling Support Unit 21 April 2023
Printing - setup
Select weeks, days, and times to printSelect the grid orientationCreate headers and footers Select font options Choose information to appear in the grid Set further options
Central Timetabling Support Unit 21 April 2023
Exercise 6
• Exercise 6.1 - grid print
• Exercise 6.2 - list print
Central Timetabling Support Unit 21 April 2023
Web Publishing
Web Publishing Example
Central Timetabling Support Unit 21 April 2023
Rooms and Catering Booking System
• Book Seminar and Learning Centre rooms online• Order delivered catering• Open to any member of College staff
Catering Website
Central Timetabling Support Unit 21 April 2023
Central Timetabling Support Unit
• Central point in College for timetabling matters• Training and documentation• First line support• Maintenance of back office data• Upgrade testing• Reporting• Access arrangements• Website - www.imperial.ac.uk/centraltimetabling
Central Timetabling Support Unit 21 April 2023
What to do if…• You require a new staff, room or student records• You have a general timetabling query• You experience a technical problem• You require CelCAT to be reinstalled
Central Timetabling Support Unit 21 April 2023
Cross Charging
• Room cross charging only applies for rooms at South Kensington.
• Charges are calculated monthly• The “department” and “module” field must be
populated when booking an event.
• Cross charging
Central Timetabling Support Unit 21 April 2023
Any questions?
Central Timetabling Support Unit 21 April 2023
Email: [email protected]
Web: Centraltimetabling
Contacts