Content SLCM_AD_300. Overview ZEVPLAN Single Events Shared Events Cross listings Part of Term

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1 Event Planning SLCM_AD_300 1 Content Overview ZEVPLAN Single Events Shared Events Cross listings Part of Term Editing Complex Events Instructors Trouble Shooting Summary 2 1

2 Objective Understand and utilize ZEVPLAN to create and change events to contribute to the building of the schedule of classes. 3 Prerequisites Prereqs: UK_ 100 IRIS Awareness and Navigation. CM_200 Student Lifecycle Management Overview. Signed Statement of Responsibility (SOR) on file with Broadway. Access Access to ZEVPLAN is achieved with successful completion of CM_AD_301 training course and assessment. Roles Authorized ZEVPLAN users are responsible for creating or modifying courses for the benefit of students, faculty, and staff for the schedule of classes for the University. 4 2

3 Overview 5 Key Terms Section Numbers ZEVPLAN Searches Overview 6 3

4 IRIS Term Resource Key Terms In IRIS Building, Room, Instructor Module Course HIS 105 Business Event Type Activity Type Lecture, Lab, Studio, Recitation, etc Time Eventless Event or TBA Independent Event Resource Occurwhen Room, Instructor or both Conflicts are already scheduled. Offering Button that Refreshes Screen 1 Zevplan 7 Section Numbers Course Type Fall/Spring Summer 1 Summer 2 Winter Main Campus Distance Learning Evening Weekend Rural Health Education Abroad 8 4

5 ZEVPLAN 9 Searches Two types of Searches can be conducted. 10 5

6 Module Search Module searches allow the looking up, editing, and building of individual sections of a single course. To conduct a Module Search Select Module Radio Button Type course prefix and number in Object Abbr Field. Click Offering to refresh screen and see sections being offered. 11 Organizational Unit Search Organizational Unit Search allows the looking up and viewing of an entire department or college. Sections can not be edited d or built through an Organization Unit search To Conduct an Organizational Unit Search: Select Organizational Unit radio button. In Object abbr. field input search term. 12 6

7 Organizational Unit Search Click Offering. This will bring up a box with all possible results of the search Select the appropriate result This will bring up the Read offering box. Click Continue to continue search and bring bi up all currently built sections and courses for the department of college that the search was completed for. 13 Organizational Unit Search 14 7

8 Creating 15 Creating Events: Single Regular Meeting Patterns Non Regular Meeting Patterns Eventless Meeting Patterns 16 8

9 Single Event: Regular Schedule Search for course to be built and refresh the screen with Offering button. Assess what sections exist and determine what next section will be according to section to be built. Click on Package/Event (Paper) to continue to Screen 2 17 Single Event: Regular Schedule The new Screen 2 Screen 2 still includes: Screen 2 Vital Stats Section Number SUBITILES Capacity Waitlists Variable Credit Hours Web Registration To continue building input section number and click click the Paper to go to Screen 3. Select the appropriate course type for the course being built. 18 9

10 Single Event: Regular Schedule 19 Single Event: Regular Schedule Screen 3 Information to be input on Screen 3 Capacity Location Meeting Pattern Instructor Room and building* *room and building are to be assigned only if department has ownership of a room. For Main Campus room questions contact Ruth Blackburn. For Med Center room questions contact David Timoney or Angel Schumacher

11 Single Event: Regular Schedule Input course capacity in Optimum and Maximum boxes only and select course location using drop down menu. Location defaults to Main Campus, and will only need to be adjusted if working on an offcampus or Distance Learning course. 21 Single Event: Regular Schedule Input course meeting pattern by typing in Start Time, End Time and selecting Days

12 Single Event: Regular Schedule Input Instructor by selecting Central Person in the OT(Instructor) column and searching for instructor in the Instruct.(Abbr.) column. 23 Single Event: Regular Schedule Search for instructor using *firstfourfirst*firstfourlast* letters of instructor name and press Enter. Central person(1) pop up box will appear. Click on the Green Check to continue. All possible names will appear. Select the appropriate instructor for the course and click the Green Check

13 Single Event: Regular Schedule 25 Single Event: Regular Schedule To add room and building continue scrolling to the right of instructor and click on the drop down menu in the Room(ID) column. Scroll down to find desired building and room. Room and building will populate. If a room will not be needed for the course select No Roomplanning by checking the box

14 Single Event: Regular Schedule After inputting capacity, location, meeting time, days, instructor and room, click on Generate Datesbutton. This isthe firststep step in saving the section. A series of boxes will appear. Click the Green Check on both to continue. If there is a Resource Collision a notification will appear after the second box. At bottom on screen all dates that the course will meet for the semester will appear with Instructor and Building information. 27 Single Event: Regular Schedule Click Save at top of screen. This will return you to Screen

15 Single Event: Regular Schedule Course has been successfully completed when Business event was successfully created appears in bottom left corner of screen. Click Save button at top to continue to Screen Single Event: Regular Schedule Click Offering to refresh the screen

16 Single Event: Non Regular To build a course with a non regular (distributed) meeting pattern, search for and find the course to be built. Click on Package/Event (Paper) to continue to Screen 2 31 Single Event: Non Regular In put course Section Number Capacity Waitlist Credit hours SUBTITLE Click on Create Event (Paper) selecting Create bus event (non regular schedule) to continue to Screen

17 Single Event: Non Regular On Screen 3 input course capacity in last two capacity boxes. Go to Dates and Resources section of screen and input the followingfor for the first date Date Start time End time Instructor Room* Press enter. First date is complete. To add additional dates click green plus and input the above information for the date required. Repeat as many times as necessary. Click Save when finished to go back to Screen 2. *only if department owns that room. 33 Single Event: Non Regular Click Save to continue to Screen

18 Single Event: Non Regular Click Offering to Refresh screen and see section. 35 Single Event: Eventless To build an Eventless (TBA) course search for and find the course to be built. Click on Package/Event (Paper) to continue to Screen

19 Single Event: Eventless Input course Section Number Capacity Waitlist Credit hours SUBTITLE Click on Create Event (Paper) selecting Create bus event without dates to continue to Screen Single Event: Eventless On Screen 3 input capacity in last two capacity boxes

20 Single Event: Eventless To add instructor to an Eventless Event click on Maintain Instructors button Click little green plus, select object type and search for and add instructor. Repeat as necessary to add needed instructors to course. Close box with green check when finished. Click Save to go back to Screen 2. Click Save to continue to Screen Single Event: Eventless Click Offering to refresh screen and see course

21 Creating: Shared Events To build a shared event search for and find the course to be built. Click the paper to continue to Screen 2. On Screen 2 input section number, subtitle, credit hours, waitlist and capacity. Capacity on Screen 2 is to be set at the number of students for this section of this course. Click Create Event (Paper), and select appropriate schedule type to continue. 41 Creating: Shared Events Select appropriate Activity Type and Delivery Mode for the course. On Screen 3 input course capacity, meeting times, days, instructor and room and building is appropriate. Remember that Screen 3 capacity for a lecture is the total number of students wanted overall between all the sections being shared. Click Generate Dates and the green check twice. Click Save to go back to Screen

22 Creating: Shared Events When back on Screen 2 click Create Event (Paper) and select the appropriate schedule type and then select appropriate Activity Type and Delivery Mode to build the next portion of the section. 43 Creating: Shared Events On Screen 3 input course capacity, meeting times, days, instructor and room and building is appropriate. RememberthatScreen3 3 capacity for a recitation is the total number of students wanted just in this section. Click Generate Dates and the green check twice. Click Save to go back to Screen

23 Creating: Shared Events On Screen 2, note the Event number for the lecture and Click Save to continue to Screen 1. On Screen 1 click Offering to see the new section. 45 Creating: Shared Events To continue building shared event Click Package/Event (Paper) to build the next section. On Screen 2 input section number, subtitle, credit hours, waitlist and capacity. Capacity on Screen 2 is to be set at the number of students for this section of this course. Click Create Event (Paper), and select appropriate p schedule type. This time the only Activity type that will be built is the Recitation to be shared with the Lecture previously built

24 Creating: Shared Events On Screen 3 input course capacity, meeting times, days, instructor and room and building is appropriate. RememberthatScreen3 3 capacity for a recitation is the total number of students wanted just in this section. Click Generate Dates and the green check twice. Click Save to go back to Screen 2 47 Creating: Shared Events When back on Screen 2 click Get Shared Event to connect recitation with the previously built lecture. Select the Event number that matches the Object ID of the lecture to be shared

25 Creating: Shared Events There will now be two lines on Screen 2. Click k Save to continue to Screen Creating: Shared Events On Screen 1 Click Offering to refresh screen and check to see if courses are properly shared

26 Creating: Cross listed Events To build a cross listed event search for and find the course to be built. Click the paper to continue to Screen 2. On Screen 2 input section number, subtitle, credit hours, waitlist and capacity. Capacity on Screen 2 is to be set at the number of students for this section of this section of this course. Click Create Event (Paper), and select appropriate schedule type to continue. 51 Creating: Cross listed Events Select appropriate Activity Type and Delivery Mode for the course. On Screen 3 input course capacity, meeting times, days, instructor and room and building if appropriate. Remember that Screen 3 it the total capacity of all courses involved in the cross listing. Click Generate Dates and the green check twice. Click Save to go back to Screen

27 Creating: Cross listed Events On Screen 2, Click Save to continue to Screen 1. On Screen 1 click Offering to see the new section. Note the Object ID number of the new section. This is the number used to connect the cross listed courses. Search for and go to the other side of the cross listed course. Click Package/Event to build the new section to be crossed with the new section of the first part of the course. 53 Creating: Cross listed Events On Screen 2 input section number, subtitle, credit hours, waitlist and capacity. Capacity on Screen 2 is to be set at the number of students for this section of this course. Click Get shared Event to pull up all possible events available to share with the course. Select the Event number that matched the Object ID number of the previously built course of the cross listing

28 Creating: Cross listed Events Click Save to go back to screen 1 Click offering to refresh screen 1 and see the newly build and cross listed section. 55 Creating: Part of Term Courses A Part of Term course is any course that starts after the first full week of classes or ends before dead week. Only courses with Regular Schedules can be built as Part of Term. Summer has very specific restrictions for Part of Term courses

29 Creating: Part of Term Courses Go to Screen 3 of the course to be made Part of Term. Part of Term dates are programmed at the Relative Start and Relative End input boxes under Schedule Description. 57 Creating: Part of Term Courses Setting the Start Date In the Relative Start Unit Box input the number of days that will pass from the date classes start for the term and the date the course is to start including Saturday and Sunday. Start counting this number from the second full day of classes for the semester. In the drop down box immediately following the unit box for Relative Start select 8 Day(s) After Start of Class Period 58 29

30 Creating: Part of Term Courses Setting the End Date Inthe Unit Box input the number of days between the last day of final week and the date the course is to end including Saturday and Sunday. In the drop down box immediately following the unit box for Relative Start select 11Day(s) Before End of Class Period 59 Creating: Part of Term Courses After the dates have been set press Enter on your keyboard to see the date range that is now set for the course below Schedule and Resource Reservation. If the dates are how they need to be continue building and saving the course as normal. If the dates that show aren t the desired dates for the course double check how many days occur between the start or end of the semester and the start or end of the date desired

31 Part of Term Courses If a course has a late Start Date but ends normally with the semester, only the Start Date information needs to be input. If a course starts with the semester but has an early End Date only, the End Date information needs to be input. Any time a part of term course is edited, the date sequence MUST BE RE ENTERED otherwise the course will default to meeting for the full semester. 61 Editing 62 31

32 Edit: Regular Search for and find course to be built. Select the section that needs to be adjusted and Click on Event Package/Event button (Pencil) to go to Screen 2 of that section. 63 Edit: Regular The following can be adjusted on Screen 2 SUBTITLE Capacity WebRegistration Waitlist To continue editing the section select the appropriate event at the bottom of screen and click on the Event (Pencil) button to continue

33 Edit: Regular On Screen 3 the following can be adjusted Capacity Location Meeting time Meeting days Instructor Room To makes changes to a course with a regular meeting pattern select the line in Sched.Elements with course information and type over Time Days Instructor Select different room* *only do this if your department owns their own rooms 65 Edit: Regular Before After To make changes stick to course Click on Generate Dates button. A box will come up asking to overwrite course. Click Yes and Save 66 33

34 Edit: Regular When back on Screen 2 click Save again to continue to Screen 1. Click Offering to Refresh screen and view changes made to section. 67 Edit: Non Regular 1. Search for and find course to be built. Select the section that needs to be adjusted and Click on Event Package/Event button (Pencil) to go to Screen 2 of that section

35 Edit: Non Regular The following can be adjusted on Screen 2 SUBTITLE Capacity WebRegistration Waitlist To continue editing the section select the appropriate event at the bottom of screen and click on the Event (Pencil) button to continue. 69 Edit: Non Regular To change dates Click Exceptions Click through Green Check on next two pop up boxes. This process will remove all dates currently assigned to the course

36 Edit: Non Regular To add new days back to the course click on the little green plus Type in course date and start and end times. Press enter. Click the green plus for each date to be entered until all dates have been added. Click Save to go back to Screen 2 Click Save again to continue to Screen Edit: Non Regular Click Offering to Refresh screen and view changes made to course

37 Instructors: More information to come in the future for updating instructors in ZEVPLAN Portal Course Instructor Management 73 Trouble Shooting To make the Object ID number not show in drop down menus and allow for easier searching, turn off keys with the followingsteps. Click on Customize Local Layout located at the top right of screen and select Options in the drop down menu

38 Trouble Shooting Complete the following in the pop up box Select Sl tinteraction ti Design folder Select Visualization 1 Under Controls deselect Show keys with in dropdown lists Click Apply Click OK Nowwhen when searching for a roomoror location in ZEVPLAN the drop down list no longer contains Object ID numbers and is searchable with the keyboard. 75 Time Table Clock Time IRIS Time 8:00 AM 08:00 9:00 AM 09:00 10:00 AM 10:00 11:00 AM 11:00 12:00 PM 12:00 1:00 PM 13:00 2:00 PM 14:00 3:00 PM 15:00 4:00 PM 16:00 5:00 PM 17:00 6:00 PM 18:00 7:00 PM 19:00 Clock Time IRIS Time 8:00 PM 20:00 9:00 PM 21:00 10:00 PM 22:00 11:00 PM 23:00 12:00 AM 24:00 1:00 AM 01:00 2:00 AM 02:00 3:00 AM 03:00 4:00 AM 04:00 5:00 AM 05:00 6:00 AM 06:00 7:00 AM 07:

39 Help!! Questions regarding Event Planning should be directed to Leslie Woltenberg and her team. Leslie: KT: Ruth: (Main Campus Classrooms) Dave: (Med Center Classrooms Only) Angel: (Med Center Classrooms Only) Questions regarding logging on, authorizations etc, should be directed to IRIS at Additional help and resources can be found through: myhelp IRIS Website 77 Summary You are now able to search, create and edit courses and their related ltdobjects and resources to help produce the schedule of classes for the University