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Updated 5/5/20 - JVS

Timeline

Summer orientation is handled differently than other events during the summer. Per a March 2015 email with the New Student Services office, the timeframe outlined to plan orientation events is as follows. The timeframe can be found on the shared Registrar drive under: (Course Scheduling\Special Agreements\DoS Orientation\20156\New Summer Orientation Scheduling Model ReCap.msg)
Year preceding orientation

  • August: DoS sends complete list of mandatory orientation events that includes the following:
    • Date
    • Time ('from' and 'to')
    • Building and Room for event
    • Title of Event
    • Contact person EID and name
    • Person in charge EID and name
  • September: Scheduling blocks space for mandatory events before classes are scheduled

Year of orientation

  • January-March: DoS requests early confirmation of mandatory events
  • DoS uses Room Scheduling system to look up event information
  • January-February: Various orientation stakeholders request optional events & coordinate with DoS
  • March-April: Scheduling schedules optional events received to date
  • April: Scheduling sends confirmations for event requests to requestors
  • May-August: Scheduling processes change requests per normal business process

Helpful Reminders:

  • Check for partial-control rooms and rooms offline for construction/renovation on the appropriate semester's GPC list
  • Only mandatory events can be scheduled on official University final exam days
  • Group mandatory event requests for exam days by area to limit disruption for students taking exams

For more information regarding summer orientation, New Student Service's website can be found here:
http://orientation.utexas.edu/

Protocol for Addressing Orientation Emails

Many orientation events are planned out months in advance, and are sent directly to Priscilla and Brenda. Large reservations are made for these events on several different confirmation codes in the dataset. Room scheduling should not make any updates to these reservations unless specifically asked to do so.
Summer orientation events scheduled through NSS can be found in excel spreadsheets in the YY6 folder here: \\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\2. Production Phases\Original Phase\Short Course Dataset
New Student Services does allow individual departments, academic units, and entities on campus to reserve space through our office for different sessions during orientation. These departmental events can be processed by our office (or put in the summer queue*), as usual, if screened for the below information:

  • Before placing the request in the queue, inform the requestor that they will receive their confirmation after all summer events have been confirmed, by May 1st at the latest.
    1. If they need confirmation before then, they are welcome to schedule their event through NSS, who works directly with us.
    2. See email template 1 (below)
  • Secondly, scan the reservation request for final exam dates during the summer. We will not schedule any events on these days UNLESS they come from NSS.
    1. We can place other dates in our queue, but they will have to talk to NSS about the exam date.
    2. See email template 2 (below)


*Note that graduate orientations are different than 'big orientation,' and are not coordinated with the New Student Services office. These events will not have the option of getting a confirmation early.
**For more information about the semester queues and processing information, see:
{_}\\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Training and How To's\Internal\How-Tos\Semester Prep and Processing Queue How-To.docx_ (file:////austin.utexas.edu//disk//reg//Registrar//Room Scheduling//Training and How To's//Internal//How-Tos//Semester Prep and Processing Queue How-To.docx)

Email Templates

Email Template 1:

Hi XXXXXX,
Thank you for your email! We have placed this room reservation request for summer orientation events in our summer 2016 queue. Confirmation emails will be sent out after all summer reservation requests have been processed, and by May 1st at the latest. Please feel free to let us know if we can be of further assistance!
Thank you,
YOURNAMEHERE

Email Template 2:- DRAFT

Hi XXXXX,
Thank you for your email! We noticed that one of the dates requested (DATEHERE) is a final exam date. Our office only schedules mandatory orientation events on final exam dates, and only with approval from the New Student Services Office. If you need to schedule your event on this date, please contact their office for this reservation:
nss@austin.utexas.edu
We will be able to process all other dates as requested. Confirmation emails will be sent out after all summer reservation requests have been processed, and by May 1st at the latest. Please feel free to let us know if we can be of further assistance!
Thank you,
YOURNAMEHERE
New Hire First-Week Plan
PRINT-OUTS

  • GPC lists
  • Index of final exams
  • Final Exam Capacity Chart
  • Map
  • FOS Abbreviations/Scheduling Preference Chart
  • Office Organizational Chart
  • [Internal Training Document

  • Z:
    Room Scheduling
    Training and How To's\\Internal
    An Overall Room Scheduling Training.docx]Denise will provide a calendar and a phone list that will include new hire

DAY ONE

  1. AM is spent in HR New Hire Orientation
  2. Tour office
  3. Explain handouts and review academic calendar
  4. Set up Outlook: Scheduling inbox, email signature, add staff calendars
  5. Check access to Mainframe, RSS, Canvas, UTLists, Adobe Acrobat (if not installed contact IT)
  6. Set up Green output
  7. Add email to contacts on printer
  8. New hire can work on HR compliance modules
  9. Once new hire is reflected in the Directory, the new hire can go to http://www.utexas.edu/hr/current/eis.html to log into the 'Employee Information System' where they can restrict any information such as personal phone number and home address that they do not wish to be public information in the Directory. The email address should also be updated to reflect their work email address.

DAY TWO

  1. Review RG 400 Training PowerPoint
  2. Explain RSS System
  3. Review Internal Training (file:////austin.utexas.edu//disk//reg//Registrar//Room Scheduling//Training and How To's//Internal//An Overall Room Scheduling Training.docx)
  4. Have new hire shadow as you respond to emails and process reservation requests

DAY THREE

  1. Explain Daily Deletions
  2. Shadow new hire as they respond to emails and process reservation requests
  3. When ready, have new hire respond to all emails and process reservation requests
  4. New hire can work on HR compliance modules or any special projects

DAY FOUR

  1. Explain Delsey
  2. Have new hire do the Daily Deletions while you shadow
  3. Have new hire respond to all emails and process reservation requests
  4. If ready, have new hire log into UCD phone line
  5. New hire can work on HR compliance modules or any special projects


DAY FIVE

  1. Explain Building Report
  2. New hire can do Daily Deletions
  3. New hire can respond to all emails and process reservation requests
  4. New hire can be logged into UCD phone line
  5. New hire can work on HR compliance modules or any special projects


This How-To goes over importing the All Sections text file into an Excel spreadsheet that is formatted for easy accessibility to data.

  • If you have a newer excel version, you must enable legacy mode to accomplish Importing All Sections. Please see the addendum at the bottom of this documentation to see how this is done.

  • Open Excel to a new/blank worksheet. With your cursor in the top left cell (A1), select 'From Text' option in the 'Data' tab. The Import Text File window will appear. From the /scheduling server, select the 'CCYYS_All-Sections…' text file that you would like to import, and click 'Import'.

  • The Text Import Wizard window will appear. The 'Delimited,' button should be selected. For the 'Start important at row' field, enter '6' and click 'Next'.




  • The next screen in the Text Import Wizard will appear. The 'Tab' button should be checked. Click 'Next'.


  • The next screen in the Text Import Wizard will appear. In the 'Data preview' box
    1. scroll using the down arrow until you see multiple column headers. The first column header will always be 'CCYYS.'
    2. Once the column headers are visible, scroll all the way to the right to the last column. Hold down the 'Shift' key and click the last (farthest right) column to select all columns.
    3. Select the 'Text' button under 'Column data format.'



  • Next, scroll all the way back to the left to the CCYYS column. Change any numeric fields to import as 'General.' To do this, select the following columns and click 'general': ANCL, CLMT, SEATS TKN, 12THDAY, TOT ANCL, TOT CLMT, TOT SEATS TKN, TOT 12TH DAY, #XLISTGS, #TL, FROM T1, TO T1, CAP1, FROM T2, TO T2, CAP2, FROM T3, TO T3, and CAP3.


  • Next, scroll all the way to the right to view the last columns. Select the 'Data Check' column and any columns to the right of it, and mark these as 'Do not import column (skip).' Click 'Finish'.


  • The next Import Data popup window dictates where the data will be viewed in the workbook. The location defaults to whichever cell has been selected by your curser. To insert into the topmost left-hand column of an existing worksheet, make sure the cursor is clicked in the 'A1' cell (or enter as '=$A$1') then click 'OK'.


  • Scroll to the bottom of the Excel sheet and delete the bottom 5 rows. These rows contain data that is not necessary for this report.





  • Next add a filter. To do this, select the first row by clicking the '1' by the first column. This will highlight the whole first row. Now click the 'Filter' button found under the 'data' tab.


  • !worddav9f4a2a06ad64da6b3b622c59aa1eb93b.png|height=130,width=338!Resize the columns to fit the data.
    1. Select all your columns by clicking the box in topleft between column 'A' and row '1'. This selects the entire sheet.
    2. Resize columns: Double click between the 'A' and 'B' column to resize all columns.
    3. Manually Reduce size of size XLIST INFO column: Select the 'XLIST INFO' column only, right click to choose 'column width', enter '25,' click 'OK.'


  • Freeze Panes for scrolling:
    1. Put cursor in cell A2
    2. Select the 'View' tab and click the 'Freeze Panes' option, and then click 'Freeze Panes.' This will freeze the header row, so that the viewer can see it whenever they scroll down.



    1. File should be saved as "allsections_CCYYS_MMDDYY."
    2. Also save the file on the scheduling server, in the external GPC folder under the same name, so other users can access the report: \\austin.utexas.edu\disk\reg\scheduling\external_gpc_report


B. Addendums

  • Enabling Legacy menus in newer versions of Excel:
    1. Go to "File" and then Options
    2. In the Options menu click "Data" and you should see a Subsection for "legacy data import wizards"
    3. Ensure that all of these boxes are checked.(See example below)


  • With Legacy menus enabled you can now start the process of importing the data
    1. On the Task Ribbon go to the "Data: tab
    2. Go to "Get Data" and then hover over "Legacy Data"
    3. Click "From Text(Legacy)"
    4. The rest of the process is described in this original documentation, see the beginning of this document for instructions

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