Penn State Mark

ARUAE - Event Room Assignment

Purpose

This screen is used to schedule events into classrooms and to review scheduled events. Provisions exist to search for specific classrooms and to schedule, change, or delete events. Screens AMMU and ARUAS indicate when the activities begin at UP.

Related Screens

  • AMMU - University Calendar
  • ARUAS - GPC Scheduling Priorities
  • AMMP - Maintain Scheduling Sequences
  • ARUXF - Maintain Facilities Data

Screen Functions

Search or schedule a classroom

  1. At SEM, enter specific semester
  2. At LOCATION, enter specific campus location
  3. At EVENT:
    For department users:
    • EVENT will default to the department for which the user has security access
    • Department user authorized for multiple departments, the default will be their first assigned department
    For registrar and college-level users:
    • This field will be blank
    • A value is required, entry of "?" will open a list of valid codes
  4. Press ENTER
  5. A list of scheduled rooms for this event will appear
  6. To schedule a room for a new event, at ACT, enter A
  7. Press ENTER
  8. At ACTIVITY, enter a brief description including course number and section
  9. At CONTACT/ADDRESS, you may enter contact name, userid, etc.
  10. At PD, you may enter a valid period or "?" to access a list of valid periods and meeting times from which to choose OR enter a valid begin/end time at BEG/END TIME.
  11. To schedule an event for only one date
    • At BEG DATE, enter date for event
  12. To schedule an event for multiple, consecutive dates
    • At BEG DATE, enter first date for event
    • At END DATE, enter last date for event
    • For semester-long events,use the last date of classes
  13. Optional fields used to restrict room search may be used to search on:
    • # Seats, building, zone, department, type seating, technology, room features (max 2)
    • To schedule a dept room, enter a valid code in DEPT field to search specialized rooms controlled by a specific department
    • To schedule a computer lab, enter RGSTR in DEPT field and enter STEC under the TECH field
  14. Press ENTER
  15. Day of week will appear in MEETING DAYS field and a list of available rooms will appear
    • July 2013: For FALL & SPRING only
    • Newly created E type event periods (see AMMP) - allow for any day-of-the-week combination
    • Normal course periods must match day-of-the-week combinations defined in AMMP
  16. Use PF7 and PF8 to page up and down the list of available rooms
  17. To select a room for scheduling:
    • Tab to SEL field
    • Enter A for the room you wish to schedule
  18. Press ENTER
    • To schedule only one room for this event, PF12 to update. User will be returned to main ARUAE screen
    • To schedule multiple rooms for this event, PF9 to update. All information will remain on screen for next selection. User may PF5 to reset to main ARUAE screen

View scheduled rooms by event code

  1. At SEM, enter a specific semester
  2. At LOCATION, enter a specific campus location
  3. At EVENT:
    For department users:
    • EVENT will default to the department for which the user has security access
    • Department user authorized for multiple departments, the default will be their first assigned department
    • To view events scheduled by another department enter the name of the other department or a valid event code. Entry of "?" will open a list of valid codes
    For registrar and college-level users:
    • This field will be blank
    • A value is required, entry of "?" will open a list of valid codes
  4. User may enter a specific date to begin output display.
  5. Press ENTER

Change time/date of a scheduled event

  1. At SEM, enter specific semester
  2. At LOCATION, enter specific campus location
  3. At EVENT:
    For department users:
    • EVENT will default to the department for which the user has security access
    • If department user is authorized for multiple departments, the default will be your first assigned department
    • To view events scheduled by another department enter the name of the other department or a valid event code. Entry of "?" will open a list of valid codes
    For registrar and college-level users:
    • This field will be blank
    • A value is required, entry of "?" will open a list of valid codes
  4. User may enter a specific date to begin output display.
  5. Press ENTER
  6. At ACT, enter C
  7. Enter C at the ACTIVITY field of the event to be changed
  8. Press ENTER
  9. Tab to field(s) to be changed and enter the revision(s)
    • If changing date, user must enter correct day of week
    • To search for different rooms in the same building. Press ENTER
    • To search for rooms in a different building, either enter the name of the new building or enter "?" to open a list of valid codes
  10. Press ENTER
  11. Use PF7 and PF8 to page up and down the list of available rooms
  12. To select a room for scheduling:
    • Tab to SEL field
    • Enter C for the room you wish to schedule
  13. Press ENTER
  14. PF12 to update

Change room/building of a scheduled event

  1. At SEM, enter specific semester
  2. At LOCATION, enter specific campus location
  3. At EVENT:
    For department users:
    • EVENT will default to the department for which the user has security access
    • If department user is authorized for multiple departments, the default will be your first assigned department
    • To view events scheduled by another department enter the name of the other department or a valid event code. Entry of "?" will open a list of valid codes
    For registrar and college-level users:
    • This field will be blank
    • A value is required, entry of "?" will open a list of valid codes
  4. User may enter a specific date to begin display.
  5. Press ENTER
  6. At ACT, enter C
  7. Enter C in the ACTIVITY field of the event to be changed
  8. Press ENTER
  9. To search for different rooms in the same building,
  10. Press ENTER
  11. To search for rooms in a different building, either enter the name of the new building or enter "?" to open a list of valid codes. If BUILDING field is blank, the search will be campuswide
  12. Press ENTER
  13. To search for a department room, enter a valid code to search specialized rooms controlled by a specific department
  14. Press ENTER
  15. To search for a computer lab, enter RGSTR in DEPT field and enter either IBML, MACL, or UNIX in ROOM FEATURES field
  16. Press ENTER
  17. Use PF7 and PF8 to page up and down the list of available rooms
  18. To select a room for scheduling:
    • Tab to SEL
    • Enter C for the room you wish to schedule
  19. Press ENTER
  20. PF12 to update

Change event activity information

  1. At SEM, enter specific semester
  2. At LOCATION, enter specific campus location
  3. At EVENT:
    For department users:
    • EVENT will default to the department for which the user has security access
    • If department user is authorized for multiple departments, the default will be your first assigned department
    For registrar and college-level users:
    • A value is required, entry of "?" will open a list of valid codes
  4. User may enter a specific date to begin display.
  5. Press ENTER
  6. At ACT, enter C
  7. Enter C in the SEL field of the event to be changed
  8. Press ENTER
  9. At ACTIVITY, enter revision
  10. Press ENTER
  11. PF12 to update

Delete scheduled event(s)

  1. At SEM, enter specific semester
  2. At LOCATION, enter specific campus location
  3. At EVENT:
    For department users:
    • EVENT will default to the department for which the user has security access
    • If department user is authorized for multiple departments, the default will be your first assigned department
    • To view events scheduled by another department enter the name of the other department or a valid event code. Entry of "?" will open a list of valid codes
    For registrar and college-level users:
    • A value is required, entry of "?" will open a list of valid codes
  4. User may enter a specific date to begin dispaly.
  5. Press ENTER
  6. At ACT, enter D
  7. At SEL, enter D for each event to be deleted
  8. Press ENTER
  9. PF12 to update

Additional Field Level Detail

Field
Description
SEM Semester you wish to access (ex. FAxxxx)
LOCATION Campus location (CLOCN or CCRSELOC)
EVENT Identifies group of events
DATE Entry allows user to begin search on a specific date (ex: mmddyyyy)
When you enter SEM, LOCATION, EVENT and press ENTER, you will see the following fields:
SEM Semester you wish to access (ex. FAxxxx)
LOCATION Campus location
EVENT Identifies group of events
ACT
Identifies function to be performed:
A - Add a classroom (one room per transaction)
C - Change a classroom (one room per transaction)
D - Delete a classroom (multiple rooms per transaction)
SEL
Identifies function to be performed:
C - Change a classroom (one room per transaction)
D - Delete a classroom (multiple rooms per transaction)
ACTIVITY Describes event (20 spaces, should include course name and number)
DATE Date event is scheduled
• Semester-long events will be shown as MON, TUE, WED, THU, FRI, SAT, SUN
• Non-semester-long events will be shown as individual dates (ex. MM-DD-YYYY)
BEG Begin time of a period (ex. xxxxA (a.m.) or xxxxP (p.m.)
END End time of a period (ex. xxxxA (a.m.) or xxxxP (p.m.)
ROOM Room scheduled for each event (ARUXF)
BUILDING Building scheduled for each event (CBLDGLOC)
USER ID of person who scheduled the event
When you enter SEM, LOCATION, and EVENT, press ENTER, enter A in ACT, and press ENTER, you will see the following fields:
SEM Semester you wish to access (ex. FAxxxx)
LOCATION Campus location (CLOCN or CCRSELOC)
EVENT Group of events
ACTIVITY Describes event (20 spaces, should include course name and number)
CONTACT/ADDRESS Contact information (Optional)
ACT
Identifies function to be performed:
A - Add a classroom
MEETING DAYS
Indicates the meeting day(s) of an event:
M - Monday
T - Tuesday
W - Wednesday
R - Thursday
F - Friday
S - Saturday
Y - Sunday
(This field is not used when scheduling an event for one date)
PD

Meeting period of event
• Automatically populates begin/end times upon using the ENTER
• Enter ? to open a window of standard periods (AMMP)
• Only registrar personnel can override these values

BEG TIME Begin time of event
• Format - xxxxA (a.m.) or xxxxP (p.m.)
• Field will automatically populate if PD value was entered
• If time does not match any AMMP record, user cannot complete the transaction
• User must correct time or contact Registrar's office
END TIME End time of event
• Format - xxxxA (a.m.) or xxxxP (p.m.)
• Field will automatically populate if PD value was entered
• If time does not match any AMMP record, user cannot complete the transaction
• User must correct time or contact Registrar's office
BEG DATE Begin date of event (ex. MMDDYY)
END DATE End date of event (ex. MMDDYY)
• Not required when scheduling for one date
• Required when scheduling for multiple dates
• Semester-long events, enter last day of class
SEATS Number of seats to begin search (defaults to 1)
ROOM Identifies a room in a building (ARUXF)
BUILDING

Building you wish to search (CBLDGLOC)
• Enter ? to view code set
• If field is blank, the search will be campus wide

ZONE Specific group of building in a geographic area on campus (CBLDGZON)
• Enter ? to view code set
DEPT Department that has control of classroom (CDEPT)
TYPE Type of seating (CSEATTYPE)
• Optional field
• Enter ? to view code set
TECH Type of technology found in a classroom (CTECH)
• Optional field to limit search by type of technology (ITEC/PTEC)
• Enter ? to view code set
ROOM FEATURES Displays first seven characteristics of a classroom (CROOMCHC)
When you enter SEM, LOCATION, and EVENT, enter A in ACT, press ENTER, and enter information in the required fields (activity, begin/end times, begin date) you will see the following additional fields:
SEL
Identifies function to be performed:
A - Add a classroom (one room per transaction)
 
ROOM Identifies a room in a building (ARUXF)
BUILDING Building you wish to search (CBLDGLOC)
• Enter ? to view code set
CAP Seating capacity (ARUXF)
TYPE Type of seating (CSEATTYPE) (ARUXF)
• Optional field
• Enter ? to view code set
TECH Type of technology found in a classroom (CTECH) (ARUXF)
• Optional field to limit search by type of technology
• Enter ? to view code set
ROOM FEATURES Displays first seven characteristics of a classroom (CROOMCHC)

Function Keys

Key
Function
ENTER Brings up record
PF1 Help
PF2 Menu
PF3 Main
PF4 Exit
PF5 Reset
PF7 Page back
PF8 Page forward
PF9 Update record to schedule multiple rooms
PF11 Prints list of available rooms when doing search
PF12 Update record to schedule a single room