ACF Scheduler Guide

Overview

The new ACF scheduling system was implemented in April of 2008 to make the process of reserving an instructional lab as efficient and user-friendly as possible. Although the user interface is fairly intuitive, some questions may arise when attempting to reserve a lab. In fact, because there are some notable differences between the new scheduling system and its predecessor, it would be wise to review the following before requesting a reservation for the first time:

Notable Changes

Selecting Your Class

• You may select your class by either...

entering the CRN
or
using the pull-down menus to choose the rubric name, number, and section.

Section Numbers

• When selecting your class, a new requirement is that you must include the section number as well (otherwise the request cannot be submitted). Section numbers will be displayed on the room calendars, minimizing confusion among students who use the calendars to confirm class meeting times.

Recurring Meeting Times

• Class sections with more than one meeting time may now be scheduled with one reservation request.
  
  
  • For instance, suppose you have a class section that meets on Mondays at 8:00 AM and Wednesdays at 8:00 AM. Previously, both of these meeting times would have to be entered as separate instances (two requests in total). Using the new system, you only have to submit one request. After setting the meeting time, all you need to do is select the day(s) of the week (in this case, Monday and Wednesday) in which the class recurs.
    

Request Will Appear Immediately On Schedule

• One of the biggest changes with the new system is that a class will appear on the calendar as soon as a request has been submitted. In the old system, classes would only show on the calendar once they were approved.
  
  
• Please be aware that until your request is approved by a member of ACF Staff, the class will be labeled as Tentative on the calendar.
  
  
  • All classes are initially labeled as tentative so that a member of ACF Staff may review the request to ensure the meeting times (and other pertinent information) are accurate. For example, a request for a class on Friday evening at 7:00 PM would still show up on the calendar as tentative, even though the facility closes at 5:00 PM on Fridays. Even an absurd request (such as 3:00 AM) will show up on the calendar as tentative, but NO reservations are official until approved by a member of ACF staff.
    
    
• Once the class has been approved, the tentative label will disappear and a confirmation email will be sent to the requestor.

Adding Instructors

• Additional instructors may be added to your request by selecting Add New Person under the section entitled People. The user filling out the reservation request will be listed the "Requestor."
  
  
• This feature is important when...
  

  someone besides the actual instructor is filling out the request (e.g., a secretary)
  and/or
  the course is taught by more than one instructor (e.g., a T.A.).