Resource25 Documentation

Viewing Union College's Master Calendar and Requesting Room Reservations

  1. I. INSTRUCTIONS FOR VIEWING THE MASTER CALENDAR ' From Internet Explorer type: events.union.edu ' Click on 'Central Scheduling Calendar' ' Click on 'Click here to visit the Central Scheduling Calendar' The Master Calendar will appear showing the current days events. Since there can be several hundred entries for any given day, the default filter is set to show Academic Events. (TIP: To create a desktop shortcut to this page, right click any non-text area of this screen. When the window opens, click on 'Create Shortcut'. A window will appear stating 'A shortcut to the current page will be placed on your desktop.' Click ok.)
    1. Selections From Top Gray Bar
      1. Events - view events scheduled on a given day, week, or month
        1. What's Hot - lists events scheduled over the next 14 days marked as 'Hot Event' by the requestor
        2. By Date - Chronological list of events
        3. Catalog - Shows an index of how events are defined.
      2. Locations -In this screen, the requestor has the ability to click on a room an event is scheduled in. A separate window appears with information about the room's features and possible layouts. (NOTE: Allow a moment for the computer to search the database and populate the screen with locations and events.)
        1. By date - A grid of all rooms. Gray boxes indicate a room reservation. Moving the curser over the gray box will prompt a pop up window listing the event name.
        2. By name - Requestor must select a location from the room filters located on the right side blue bar. This grid shows all reservations for a particular location. Moving the curser over the gray box will prompt a pop up window listing the event name.
    2. Selections From Right Side Blue Bar
      1. Event Quick Search - Allows requestor to view a specific event.
        1. Choose a type of search (Reference or Name) from the drop-down list. NOTE: Reference refers to the confirmation reference number.
        2. Choose a match method for any Name search (is, starts with, contains, or ends with). NOTE: A reference search always looks for an 'is' match.
        3. Type all or part of the name based on your choices in steps 1 and 2.
        4. Click Go.
        5. A list of results will appear that meet the search criteria. To view event details, click on the event name.
        6. If another search is required, complete the first 3 lines of New Quick Search on top of the page.
      2. View Events on Another Date or Dates
        1. To locate events on another date, use the calendar located beneath Event Quick Search. Choose one of the following options:
        2. Choose Day, Week or Month on the calendar to see events for one day, one week, or one month.
        3. Go to 'Today' beneath the calendar to see events beginning today.
        4. Click on any date on the calendar to see events beginning on that date.
        5. The right or left arrows to move forward or back in time.
      3. Filters
        1. The filter links at the bottom right of the page allow views of:
        2. All events (this filter may take a few moments to load depending on the number of events)
        3. Regularly Schedule Classes by discipline
        4. Academic Events (any academic program outside of regularly scheduled classes)
        5. Electronic Rooms (events scheduled in electronic or presentation rooms)
        6. Special Events (programming such as test prep classes)
        7. Student Activities (events coordinated through the Student Activities Office)
  2. PLANNING EVENTS USING UNION'S MASTER CALENDAR
    1. Begin by finding a suitable date (with 2-3 alternate dates) for your proposed event - preferably before starting other event arrangements. Scan the master calendar for other academic lectures, institutional events (homecoming, commencement, etc), athletic events and student activities. If there are other events scheduled on your proposed date, it is recommended that you do not choose this date to hold your event. How is this done?
      1. Follow the three bulleted instructions from 'Instructions for viewing the Master Calendar' to access the master calendar.
      2. The Resource 25 WebViewer page will appear and momentarily switch to another screen which displays scheduled events for the current day.
      3. In the blue column to the right, there is a calendar. Buttons above the calendar allows a viewer to view events for a particular month and day.
      4. Use the buttons above the calendar to find the appropriate month.
      5. Click into the appropriate month's calendar on the day(s) proposed for your event.
      6. Allow your computer a moment to bring up all events that have been scheduled for that day.
      7. From here, you can see if there are any major or conflicting events on any date you may be considering for your event.
    2. Once a date is found for your event, you'll need to find a suitable space for your event. How is this done?
      1. Follow the three bulleted instructions from 'Instructions for viewing the Master Calendar' to access the master calendar.
      2. The Resource 25 WebViewer page will appear and momentarily switch to another screen which displays scheduled events for the current day.
      3. On the calendar located on the right side in the blue bar, select the month and day you want to hold your event.
      4. On the gray bar, click on the 'Locations' button.
      5. Allow your computer a moment to load events. Select a building form the filter list on the blue bar located on the right side of the screen.
      6. Another screen appears listing all events scheduled in that building by room.
      7. From here, you can investigate as many spaces as you like for this particular date.
    3. When you have a date, time and space to hold your event, reserve the space by using the on-line requestor form.
  3. INSTRUCTIONS FOR REQUESTING A ROOM ' From Internet Explorer type: events.union.edu ' Click on 'Central Scheduling Calendar' ' Click on 'Click here to schedule an event or reserve a room on campus' ' A window appears labeled 'Connecting to events.union.edu' ' Type in the first username and password authorizing access to the scheduling server. The Master Calendar will appear showing the current days events. Since there can be several hundred entries for any given day, the default filter is set to show Academic Events.
      1. On the gray, bar click on 'My Requests'. A log on screen will ask for the requestor's username and password. This log on will authorize access to the requestors individual R25 files.
      2. An Event Request form appears. (When requesting a room, please complete as many fields as possible. The information provided will populate fields on the Master Calendar.)
      3. Event Name - Input a descriptive name for the event - one that will be used by others when referring to the event.
      4. Event Type - Categorizes the type of event. Choose from the drop-down menu.
      5. Sponsoring Organization - Select from the drop-down menu the department that is sponsoring the event.
      6. Expected Head Count - Estimate the attendance for this event.
      7. Start/End Date/Time - Enter the start and end date and times.
      8. Repeat - Allows requestor to select reoccurrences for the event. For an event that: Has this Repeat Pattern Select… Does Not repeat The 'None' radio button Repeats on random schedule The Ad Hoc radio button and specify a repeat date. Press 'Enter' to add the date to the list. Repeat as needed. Repeats daily or specified # of days The 'Daily' button and select the number of days between occurrences and the length of time for the number of repetitions. Repeats weekly The frequency, one or more weekdays, and the length of time or the number of repetitions.
      9. Space Preferences - Select a space preferred by using one of the following options: Specific Space Click this radio button and select a space from the drop-down list. Any Space In Click this radio button and select a building a space is preferred in from the drop-down list. Other Type in preference if not available in above options.
      10. Resources - Indicate a quantity of any of the resources listed that may be needed.
      11. Custom Attributes or Requirements - Choose additional characteristics and requirements appropriate for this event. For example: If publicity is needed, Communications has a few key questions they would like answered in order to expedite their process.
      12. Comments - Add any comments or details about this event that may be of interest to the campus community.
      13. At bottom of page, click 'Next' button to view a summary of the event request; or click 'Reset' to clear all the data entered.
      14. Event Request Summary - NOTE: At this point the request has not yet been processed. Carefully review the summary information. If everything is correct, click 'Submit Request' button. Request will be electronically sent to Central Scheduling for processing and will appear in Pending tab. Otherwise, click 'Make Changes' to edit request form.
      15. Event Request Confirmation - NOTE: This is not an event confirmation, but rather a confirmation that the request has successfully been sent to Central Scheduling. A copy of this will appear in the Pending tab until processes.
      16. Event Confirmation - Once request has been processed by Central Scheduling, an confirmation will be emailed to the requestor. A requestor can also check the 'Pending' and 'Approved' tabs to check on the status of the event request.
      17. In general, event requests submitted before 1:00pm (on a weekday) will be processed by the end of that business day (4:30pm). Event requests submitted after 1:00pm will be processed by 12:00pm the following business day. Event requests submitted on the weekend will be processed by 12:00pm the following business day.
    2. Event Request form
  4. MISCELLANEOUS INFORMATION
    1. Pending and Approved Requests
      1. Pending - Any request that has been submitted, but not yet approved will appear on this page.
        1. View Event - Click on event name to view details of the request or to edit a request
        2. View Space - Click on space name to view details of the space.
      2. Approved - Once an event has been approved in R25, it appears on this page.
        1. View Event - Click on event name to view details of the event
        2. View Location - Click on the location to view details of the space
        3. All Requests - (This link appears under the 'My Approved Requests' line.) Click on this link to view all approved requests - those that have pasted and those in the future.
        4. Only Requests with Reservation in the Future - (This link appears under the 'My Approved Requests' line.) Click on this link to view only future approved requests.
    2. Event or Space Lookup Click on 'Look Up' in the gray bar to search for events or spaces by full or partial name; or to search for an event using its confirmation reference number.
      1. List of Events by Name
        1. Choose a search match option (is, starts with, contains, or ends with) from the drop-down list.
        2. Type the criterion in the appropriate Name box. For example, choose 'ends with' and type 'Conference' to list all reservations for events whose name ends with 'Conference,' such as 'Future Technology Conference.'
      2. List of Events by Reference
        1. Type the event reference number in the Reference box and click go.
      3. List of Spaces
        1. Choose a search match option (is, starts with, contains, or ends with) from the drop-down list.
        2. Type the search criterion in the appropriate Name box.
        3. Click go.