Room Scheduling System Authorizations
Authorization Levels and Timeline
Level I – Office of the Registrar Staff
Level II – Currently not used, it was previously used to authorize users for testing
Level III – Dean of Students, UIL, UTNIF, and other University staff members with standing agreements
Level IV – University faculty and staff members
1. New Semester Created in Room Scheduling System
Level I |
Level II |
Level III |
Level IIII |
Update Existing Events |
None |
None |
None |
2. Chair Proof Opens
Level I |
Level II |
Level III |
Level IIII |
Update Existing Events |
View |
View |
View |
3. Room Scheduling Opens to Level III Users
Level I |
Level II |
Level III |
Level IIII |
Update Existing Events |
View |
No-class Day Updates |
View |
4. First Class day of a New Semester
Remove previous YYS from Room Scheduling so that it is no longer searchable.
Level I |
Level II |
Level III |
Level IIII |
None |
None |
None |
None |
How to Update or Remove Users
- To update an existing user's authorization
Enter the user's EID
Roomset: '0000000'
Status: Select the new level of authorization
Action: Select 'Update Authorization'
Click 'Update Authorization'
- To remove an existing user's authorization
Enter the user's EID
Roomset: '0000000'
Status: leave as 'select status'
Action: Select 'Delete Authorization'
Click 'Update Authorization'
How to Update an Authorization Level's Access
- In the Room Scheduling System, select 'Set roomset rights'
- Select 'Office of the Registrar' and click 'Select.'
- Select the Semester
Roomset: '0000000'
Status: Select the authorization level that needs to be updated.
Click 'View Rights.'
- Check the necessary boxes and click 'Update Rights.' Use the timeline on page 2 to know when to give what rights to what authorization levels.
How to Remove an Authorization Level's Access
- In the Room Scheduling System, select 'Set roomset rights'
- Select 'Office of the Registrar' and click 'Select.'
- Select the Semester to be removed
Roomset: '0000000'
Level four, three, and one all need to have access removed separately. Start with level four and move upwards.
- Uncheck all boxes and click 'Update Rights.' This will remove all access for this level. Repeat for all levels.
How to Add New Users
- In the Room Scheduling System select 'Authorize users for roomsets'
- Choose 'Office of the Registrar' and click 'Select.'
- Enter the user's EID
Roomset: '0000000'
Status: Select the authorization level. External users are normally level four.
Action: Update Authorization
Click 'Update Authorization'
- After a new user is added to the Room Scheduling System:
- Add as student to Canvas course http://canvas.utexas.edu/
- Add name and email to Room Scheduling list serve room-schedulers@utlists.utexas.edu
- E-mail them important information Access email
- If authorizing a new course scheduler, update the Primary Course Schedulers List.
- Update name, EID, phone number, and email
- Update the word document and save as a PDF called Primary Course Schedulers
- Upload as file on canvas first: https://utexas.instructure.com/courses/1096974/files
-
- Upload that file into modules, Production Tools: https://utexas.instructure.com/courses/1096974/modules
Make sure that the green cloud appears to ensure that it has been published.
For more information, see:
Course Scheduling\5.Training Resources and Authorizations\Authorization Guide & Templates\What and How Authorizations.docx