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 No-Class Day Updates Schedule Conflicts Update Class Info Schedule Specials Update Room Info View	None	None	None

2. Chair Proof Opens

Level I	Level II	Level III	Level IIII
Update Existing Events No-Class Day Updates Schedule Conflicts Update Class Info Schedule Specials Update Room Info View	View	View	View

3. Room Scheduling Opens to Level III Users

Level I	Level II	Level III	Level IIII
Update Existing Events No-Class Day Updates Schedule Conflicts Update Class Info Schedule Specials Update Room Info View	View	No-class Day Updates Schedule Specials View	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 *remove last	None	None	None *remove first

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:
1. Add as student to Canvas course http://canvas.utexas.edu/
2. Add name and email to Room Scheduling list serve room-schedulers@utlists.utexas.edu
3. E-mail them important information Access email
If authorizing a new course scheduler, update the Primary Course Schedulers List.
1. Update name, EID, phone number, and email
2. Update the word document and save as a PDF called Primary Course Schedulers
3. Upload as file on canvas first: https://utexas.instructure.com/courses/1096974/files

1. 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

Michael Lee

Room Scheduling System Authorizations

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