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Academic Scheduling – Ad Astra
  • Ad Astra Course & Event Scheduling
    Ad Astra Schedule currently supports the following Web Browsers
    • Internet Explorer 7.0, 8.0, 9.0, 10.0 (compatibility mode recommended)
    • Mozilla Firefox 2.0+
    • Safari 6.0+
    • Google Chrome (portal and calendar access for guest users)
  • How to Request Events
Collage of TTU Campus Photos

Academic Support is dedicated to assisting academic units in maintaining accurate section offerings, evaluating enrollment trends, and efficiently scheduling academic resources to increase the University's utilization.

Other Administrative Support Offices

Frequently Asked Questions

Ad Astra General Navigation

General Navigation for Ad Astra VII

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Everything you need is a click AWAY

The main TABS shown below are visible from every page in Ad Astra which will help you navigate through the application effortlessly
CAPP Areas for Prerequisites

  1. ASTRA HOME: important TTU announcements & quick links
  2. CALENDARS: daily room grid & personal favorites
  3. ACADEMICS: Manage and schedule course offerings
  4. RESOURCES: Browse physical resources or services available through Astra Schedule, including buildings, rooms, equipment
  5. EVENTS: View & request special events and meetings

The Home Page or Portal Page

Depending on your access you will be able to view multiple announcements and quick links.

Please see our other FAQs for more detailed "how to's" on the reaming tabs in the brand new Ad Astra VII

 

How Do I Create a Calendar Filter

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Old Ad Astra Six:

Previously you could set a filter on the Room Grids.

astra 

New Ad Astra VII:

  1. You can create and set multiple Filters from the Calendar tab by selecting Scheduling Calendars and the Edit Search Filter button.

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  2. Once in the Edit Filter box you will set the parameters for the information you would like displayed. Then select View Calendar

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  3. The Calendar filter requested will then be displayed.

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  4. If you would like to Save the calendar for future searches click on Manage Filters

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  5. Give the calendar a name and Save. You can also set is as your default calendar.

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  6. Once you have saved your Filter it will be available in the Main Tool Bar under Calendar and Filter options

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How Do I Access Daily/Weekly Room Grids

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Old Ad Astra Six:

Previously there were calendar option views in the top tool bar. This would allow you to see what was scheduled in a certain room or possibly find out if a room was available to be scheduled.

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New Ad Astra VII:

  1. Navigate to the Calendars tab

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  2. Once there, the toolbar shown will be the main navigational tool to view the calendar in many different ways. Each view is available for a snap shot of the days, weeks, or months events depending on the tab you have chosen.

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    • Grid View

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      NOTE: Hover over the piece of paper icon next to the room number to see room details without having to leave the calendar.

    • Calendar View




    • List View



  3. Use the Calandar icon to change the range of dates you are looking for or search for a specific item.

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  4. Filters can also be added to narrow down the calendar even further. Please refer to the How to create a Calendar Filter FAQ for more instructions on how to use this feature.

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How Do I Change Terms in Ad Astra VII

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Old Ad Astra Six:

In the previous version of Ad Astra there was a date selector that let you set the parameters to show certain terms in the top toolbar

astra    astra

New Ad Astra VII:

  1. Navigate to the Find Sections page by clicking the Academics tab and then Sections.

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  2. Using the drop down menu select the term you would like to view and click Search. The sections that correspond with the selected term will then be displayed to the right of the search field

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How Do I Look Up Room Capacity & Details

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Old Ad Astra Six:

Previously found on the Rooms tab and available to search by building and room number.

astra       astra

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New Ad Astra VII:

  1. Navigate to the Resources tab where you will find the Room file.

     
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  2. Use the filter on the left hand side to enter your search criteria; main campus is under the TLB campus. Select Search to launch the new information. The capacity and room type listed in the main grid to the right of the search box

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  3. For a quick view of the room, hover your cursor over the piece of paper icon next to the room number and the Room Details box will appear

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  4. To see all the entire room record Select the room you wish to view.

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    • In the top section you will find the Room Info.

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    • Below in the Features you will find detailed information for each room including the feature name, quantity, and description. If a room contains a particular feature, it will be listed in this section. Quantity indicates the number of each feature for that room. If the "Quantity" is blank, then it is either not applicable for that feature or unknown.

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    • You can also view Usage Controls, Custom Fields, Partitions, and Notes down below on the same screen.
  5. To go back to the main grid select Back or All Rooms

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How to View Sections with Different Campus Codes

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Old Ad Astra Six:

Previously there was tabbed browsing with all the different campus codes listed on the top tool bar.
Astra 6 tabs

New Ad Astra VII:

  1. Navigate to the Find Sections toolbar by clicking the Academics tab and then Sections.
  2. Using the drop down menu select the Campus you would like to view and click Search. The sections that correspond with the selected Campus Code will then be displayed to the right of the search field

 

Ad Astra Preferences

How to Review Existing Section Preferences

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  1. Navigate to the Academic tab and then click on the Sections link.

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  2. Pull up the section details by clicking on the Course/Subject Name and click Search.

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  3. In the Section grid choose the section by clicking on the section title.  

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  4. Under the Meetings detail box users may click on the arrow icon to the left of the listed meeting type to expand the preference listings.

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Amending Your Section Preferences

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  1. Navigate to the Academic tab and then click on the Sections link.

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  2. In the Section grid choose the section by clicking on the section title or by clicking the edit icon (pencil).

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  3. Once in the section you will click the Edit button at the top right of the page.  edit
  4. It is VERY important that you click on the Section Meeting Type to drill into the section.

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  5. Once you click the meeting type the information displayed will look similar to the Preference Application Tool used in the Global Preference Edits.

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  6. Adding Preferences:
    • If you would like to Add any preferences to a section of the Preference Application Tool that already contains information you will check the Do Not Inherit box and then click the Add button.

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      Note: Area will become editable once the box is checked.

    • If you would like to Add any preferences to a section that does not contain any information click the Add button. Check the Required box, if it is not required then set the necessary Weight.

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  7. If you would like to Delete any preferences to a section of the Preference Application Tool that already contains information you will check the Do Not Inherit box and then click the Delete icon.

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  8. Click the Save button found at the top right side of the page  save

 

Ad Astra Scheduling

Navigating the Section Detail

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  1. Navigate to the Academic tab and then click on the Sections link.

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    In the Find Sections box enter your search parameters. i.e. Term, Subject, Campus then click Search


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    1. Keyword: Allows you to enter keyword search criteria, only
      sections with matching keywords will be returned
    2. Start/End Date: Shows the date range that the section meets.
    3. Days Met: Simply check the appropriate meeting days and only the sections containing those days will be displayed.
    4. Term: Allows you to select one specific term at a time.
    5. Subject: Allows you to search by one subject at a time.
    6. Course: Allows you to search by one course at a time.
    7. Instructor: Allows you to search by the Instructor’s full name; you
      can also type the instructor’s name.
    8. Campus: Allows you to select from any of the schedulable campus
      codes of Texas Tech.
    9. Building: Shows all building selections on Campus
    10. Room: Shows all room selections on Campus
    11. Search: This is the most important button in Ad Astra. Results will
      not be filtered until the Search button is pressed.

      The default filter shows ALL Terms, Subjects, & Campuses

         


  2. Now you can see a complete list of sections that meet your search criteria; to change the display order simply click on the column headings or choose from the drop down menu.

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  3. To see the Section Details hover over the icon to see a snap shot of the section

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    • To see additional information you can do one of two things:
      • Click on the Course/Section Name OR
      • Click on the View Section Details in the section snap shot.



  4. In the Section List choose the section by clicking on the section title
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    Couse/Section Details: Once you open the Course/Section details you can see all the important information.
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    1. Section Info: This box contains all of the critical information about section.
    2. Subject: This is the Subject of the section as it has been entered in Banner.
    3. Course: This is the numerical representation of the Course entered in Banner.
    4. Delivery Method: This represents the various course offering formats utilized during the creation of sectio ns. By default, all courses are assumed to have a “Standard” delivery method.
    5. Section: This is the individual section of the Subject & Course entered in Banner.
    6. Title: The title is entered in Banner on SCACRSE and all changes should go through IR.
    7. Campus: The campus code is entered in Banner & reflects where the section is being taught
    8. Term: This number represents the Academic Term in which the section was built.
    9. Import Id: D isplays the academic term followed by the CRN for use in Banner. For example: 201427_18184 . Term: 20 1427, CRN 18184 .
    10. Max Enrollment & Enrollment: Enrollment shows the number of students currently enrolled & this is updated nightly. Max Enrollment shows the maximum enrollment allowed. Note: This cap is set in Banner and is not the maximum room capacity

    11. menu
      Meetings: This box contails all the Meeting information.

    12. Meeting Type: This shows the current Meeting Type for the section.
    13. Start/End Time: Shows the current meetings start & end times. This information feeds from Banner.
    14. Day: Shows the current meeting days. This information feeds from Banner.
    15. Start/ End Dates: This information feeds from Banner and shows the date range the section meets.
    16. Instructor: This shows the instructor of record. This information feeds from Banner.
    17. Room: Shows the current building and room assignment for this section.
    18. Cross - List Info: This shows any other s ections that are also cross - listed with the current section. This infor mation feeds from Banner and should never be entered in Ad Astra .
    19. Cross - List Id: This is the cross - list identifier used to identify multiple sections associated with an identical code.

 

How to Schedule a Room

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  1. Navigate to the Academic tab and then click on the Sections link.

    menu 

  2. In the Section grid choose the section by clicking on the section title or by clicking the edit icon (pencil icon).

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  3. In the expanded Section Details you can click the Edit button at the top right of the page.

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  4. This will allow the user to assign a room on the section level by simply clicking on the assign button (House icon) located at the end of the Meetings Detail box.

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  5. After you click the assign icon, the Available Rooms Tool will appear. Any acceptable room that does not have a conflicting assignment will appear in the list for selection. You will have the ability to schedule or request based on your user access .

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  6. Once you have decided on the room, click Available under the Section Column next to the room you would like to assign. Then, click OK.

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  7. Your room assignment will be now be displayed in the Meetings Box under the Section Detailed Information. If you are satisfied with your selection then click the Save Button.

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Navigating & Understanding the Available Rooms Tool

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  1. Navigate to the Academic tab and then click on the Sections link.

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  2. In the Section grid choose the section by clicking on the section title or the edit icon (pencil icon).

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  3. In the expanded Section Details you can click the Edit button at the top left of the page.

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  4. Click the assign icon (House icon)

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  5. Once you are in the Scheduler display window, users may review all of the available spaces. Expand the column to show more information.

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    1. Room: The building name and room number appear in the Room column.
    2. Regions: E ach academic area is assigned a region which indicat es who has advanced access.
    3. Capacity: S hows the capacity of the room. Note : If a capacity is incorrect , contact ASFR
    4. Room Type: Room Type is the official coding of the academic space determined by TTU’s Operations Division of Planning and Administration (ODPA) .
    5. Score: This column illustrates the overall score of the preference set and the percent fill of the room
    6. Pref. Score: shows the percentage that a particular room meets your preferences
    7. Seat Fill Score : Displays the percentage of seats that should be fil l ed based on m aximum e nrollment. The State’s Space Utilization Efficiency ( SUE ) score requires a minimum of 65% seat fill.
    8. Section Meeting informat ion: Expand the column to view individual meeting instances. Rooms may be selected for the entire meeting pattern by clicking in the meetin g pattern column or for individual instances by clicking the desired room row under each meeting instance .
    9. Page: O ften there will be multiple pages of results, depending on the preferences entered.
    10. Room Availability Status : The rooms that are available wi ll either have Available under the section column based on your user access. Rooms that are unavailable will have Unavailable or Conflicts listed and you may hover over the status to view the information. Note : The Advanced Access Dates still apply and requests should not be submitted prior to that date.


  6. Expand the Meeting Pattern column to display individual meeting times as well as additional room conflicts and availability. You may select a room by clicking on individual instances or the entire meeting pattern.

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  7. Room Conflicts: By double - clicking on a conflict in the Meeting Patterns form, you are able to select a room where available, or double - book a room. NOTE : Double - booking is accessible based on proper user access.
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  8. Hover Option: You may hover over the icon next to the room name and the R oom Details will be displayed, i ncluding a picture if available. For full room details, you may also visit the Resources tab and search by room.
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How to Drop a Room Assignment

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  1. Navigate to the Academic tab and then click on the Sections link.

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  2. In the Section grid choose the section by clicking on the section title or edit icon (pencil icon).

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  3. In the expanded Section Details you can click the Edit button at the top left of the page.

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  4. Click the Drop icon (House icon) button if you are needing to remove the room assignment for this section.

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  5. The room will appear as unassigned. If you are finished simply click Save.

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How to Re-Assign a Room

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  1. Navigate to the Academics tab and then click on the Sections link.

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  2. In the Section grid choose the section by clicking on the section title or edit icon (pencil icon).

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  3. In the expanded Section Details you can click the Edit button at the top left of the page.

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  4. Use the Assign Room (House icon) button if would like to see what other rooms are available without dropping your current room assignment.

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  5. After you click the Assign Room icon, the Available Rooms Tool will appear. Any acceptable room will appear based on the preferences you have set for that section. You will have the ability to schedule or request based on your user access.

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  6. Once you have decided on the new room location, click Available under the Meeting Pattern column . This will automatically unselect the previously assigned room and select the new room. Click OK.

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  7. Your room assignment will be now be displayed in the Meetings tab under the section information. If you are satisfied with your selection then click the Save Button.

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How to Crete an Exception: Cancelling a Room

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Exceptions are used to handle irregularities in a section meeting pattern, whether a cancellation or meeting in a different location.

  1. Navigate to the Academic tab and then click on the Sections link.

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  2. In the Section grid choose the section by clicking on the section title or by clicking the edit icon (pencil).

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  3. To remove an exception you will need to click the EDIT button  menu

  4. Click on the pencil icon to the left of the meeting information to drill into the section:

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  5. Under the Meetings box towards the bottom of the page you will see the dates of the course listed; this is how you know you can now cancel an Exception.

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  6. Use the Delete menu ICON to cancel the class meeting & room assignment for that date only. Once deleted the Meeting Dates will be updated as follows:

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  7. Click Save and the meeting time and date has been removed.

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How to Create an Exception: Changing Locations

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  1. Navigate to the Academic tab and then click on the Sections link.

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  2. In the Section grid choose the section by clicking on the section title or by clicking the edit icon (pencil).

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  3. To remove an exception you will need to click the EDIT button  menu

  4. Click on the pencil icon to the left of the meeting information to drill into the section:

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  5. Under the Meetings box towards the bottom of the page you will see the dates of the course listed; this is how you know you can now cancel an Exception.

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  6. Use the drop menu ICON to drop the existing room assignment for that date only.

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  7. Then click on the edit menu ICON and the Available Rooms Tool will appear. Choose your desired parameters and then choose a room:
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  8. After assigned your new room will be filled in under the Location in the Meeting Dates.
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  9. Click Save and your new Room has been added!
Note: Due to the limitations of Ad Astra if you need to Request a room for an Exception/Additional Meeting Time that you do not have advanced access to please send room request information to asfr.academics@ttu.edu.

 

How to Schedule Additional Room Assignments

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Often professors request an Additional Room for test dates, you can now assign this additional room through Ad Astra VII to any section during their regularly scheduled class time.
Note: This information will not appear on the student’s schedule

  1. Navigate to the Academic tab and then click on the Sections link.

    menu 

  2. In the Section grid choose the section by clicking on the section title or by clicking the edit icon (pencil).

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  3. If you clicked on the section title, click the EDIT button  menu

  4. Check on the pencil icon next to the section information to drill into the section.

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  5. Under the Meetings box you will see the dates of the course listed, this is how you know you can now add an additional room. Click the Add Meeting Date button:

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  6. Add Meeting Date box will already have the section meeting time. Type the date or use the Calendar Icon to enter the date. You must Save the Meeting Date before Assigning a room.

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  7. After you have saved your Meeting Date it will appear in the list of Meeting Dates in RED & the Location will say ‘unassigned’. To assign a room click on the Edit Icon (pencil).

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  8. The Add Meeting Date box will re-appear.
    Select the desired parameters you wish to use and select the room you wish to schedule from the list on the right.

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  9. Simply Save and your Additional Room has been added!

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Note: Due to the limitations of Ad Astra if you need to Request a room for an Exception/Additional Meeting Time that you do not have advanced access to please send room request information to asfr.academics@ttu.edu.

 

Helpful Ad Astra Reports for Scheduling

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Daily Instructor Grid by Selected Subject

This report will let you view a daily schedule for all Instructors in the selected department. It will also give you the option of seeing the section details and information.

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Instructor Summary Grid

This report shows all the instructors and also a color coding of sections showing the enrollment ratio.

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Low Enrollment Sections by Subject for Selected Term Report Key

This report allows you to view all sections that do not meet a minimum enrollment requirement. This can provide information on what courses may not be cost effective to offer due to low enrollment. (ex. Courses below ten)

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Low Enrollment Ratio Sections by Subject for Selected Term

This report allows you to view the percent fill for all of your department’s sections. The state report ing minimum percent fill for optimal utilization is (65%), so a more suitable room is necessary if your sections fall below this mark.

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Section Room Hour Usage by Building & Room for Selected Date Range

This report will show you the hours per week a classroom is being used by showing the sections that meet in the space with a total of hours per week listed. This will return all the buildings and rooms on campus. Please note that 38 the minimal requirement for hours per week.

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Sections by Building and Room for Selected Term

This will show the sections that are located in a specific building and room by Term. This report returns all the buildings and rooms on campus.

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Sections by Region for Selected Term

This report shows all the sections scheduled in a certain region. This report returns all regions on campus for a selected term.

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Sections by Selected Instructor for Selected Term

Report is broken down by individual instructor and term and returns what sections they are assigned to, including time, days, and room number.

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Sections by Selected Meeting Type for Selected Term

This report allows you to run a report to show sections with a particular meeting type (ex. Lecture, discussion, etc.). This report returns all sections and is currently not available to be broken down by Subject

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Sections by Subject for selected Date Range

This report lets you enter a selected date range to display sections. If looking for all sections you can enter the start and end date for a semester. T his can also be used to view additional meeting times if those dates are entered. This returns all subjects on campus.

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Sections by Subject for Selected Term

This report allows you to view all sections for all subjects by term. This will return all the information from all subjects across campus.

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Sections for Selected Subject and Term

This report will let you select a specific subject and term and see all sections associated with them.

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Sections by Selected Term with SIS Key

This report will show sections by Term and will also include the CRN.

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Subject Enrollment Fill Ratio

This report show the enrollment fill ratio for each course and all sections offered. This report provides you with an overall room fill ratio for each course offered. This report returns all sections on campus.

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These reports will help you in scheduling and can be run for up to date information. They can also be exported to excel and filtered to exclude unnecessary data. For instructions on how to export to Excel please review the How to Navigate the Reporting Tool FAQ. Please let us know if a certain field or search parameter is needed to get you the desired information, as we are working to make the reports as functional as possible.

How to Navigate the Reporting Tool

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1. Navigate to the Reporting tab and click on Reports.
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2. In the Find Reports menu use the drop down to select Section Lists.
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3. Select report by clicking on the title hyperlink.
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4.  Click on the small calendar icon to view the parameter (depending on the report running select Subject, Term, Instructor, etc.)
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5.  When all the parameters are set Click Apply & report will be displayed.
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6. To export to another format click on the small disc icon
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7. Choose the format desired (recommended: Microsoft Excel/Data Only)
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Distributed (Distance) Education

Distance Education and Creating Two Sections

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Distributed learning

A model in which the instructor, students and content can all be located in different, non-centralized locations, so learning can occur independent of place and time.

What questions to ask when building a distance education section……….

  • Who will be registering in the class?
  • Who are the students that will be taking this class?
  • Where will the student be when they are receiving instruction?
    • Are they at an alternate campus and the feed will be streamed to them?
    • Will they be at a personal computer and can log on at their own leisure?
    • Will the student be required to log onto an online service at a particular time?
  • When will the students receive instruction?
    • Will the students be required to log onto the course at a certain time?
    • Making the section have times associated with it?
  • How will the student be receiving instruction?
    • Will the instructor be emailing the students their assignments and requesting them to submit their work electronically
    • Will the instructor post requirements in an online course tool such as Blackboard?
    • Will the instructor require face to face meetings with their students? If so, how often?

Examples

  1. The student will be located at the TTU main campus but the instructor is in Houston and they will be broadcasting the course material back to the student. How should this section be built?
    • This section should be built with a campus code of TLB, since this is where the students are located, and an instructional method of ITV, since the class will be fed live to the students.
  2. Now, the instructor mentioned in Example One will also have students attending the course in Houston, can they be enrolled in the same section?
    • No - these students will need to be enrolled in a section that carries a campus code of TUO (Other Texas) and an instructional method of Face to Face, since the students will be in the same location as the instructor.
  3. I have no idea where the student is located but all instruction will be taking place online but the course requires the student to log on at a certain time and particiapte in class discussions. How should this section be built?
    • This section should be built with a campus code of TDE, since all instruction will take place online, and the instructional method should be MULTI, since the students will be required to log on during a certain time and participate in synchronous activity and also post and submit assignments via email or a course management tool.

The Coordinating Board Definitions

  • Distance Education - The formal educational process that occurs when students and instructors are not in the same physical setting for the majority (more than 50 percent) of instruction.
  • Distance Education Course - A course in which a majority (more than 50 percent) of the instruction occurs when the student(s) and instructor(s) are not in the same place. Two categories of distance education courses are defined:
    • Fully Distance Education Course - A course which may have mandatory face-to-face sessions totaling no more than 15 percent of the instructional time. Examples of face-to-face sessions include orientation, laboratory, exam review, or an in-person test.
    • Hybrid/Blended Course - A course in which a majority (more than 50 percent but less than 85 percent), of the planned instruction occurs when the students and instructor(s) are not in the same place.

Why is the campus code important?

Student fees are assessed by the campus code and in order for the student to not have all of the fees associated with the main campus (TLB) they must register for a section that is coded with an alternate location or campus code.

Blackboard Integration and Scheduling

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Recently Blackboard was integrated with Banner and that means that your faculty will have more up to date information regarding their student enrollment within their Blackboard sections.  The good news is that with this new integration, faculty can request their shell within 24 hours of being added as the instructor of record in Banner.

To request a shell, the faculty member needs to visit the following website: http://appserv.itts.ttu.edu/BlackboardCourseRequest/default.aspx

After logging in with their eRaider, the faculty member will see a list of courses that they are assigned to in Banner:

Blackboard Course Information

Why is this important to the scheduling community?

Now that Banner and Blackboard are integrated, changing the Instructor of Record can result in lost work for the instructor.  A few things to know:

  • If you Record - Remove the existing instructor and enter the new instructor before you SAVE – only the new instructor will have access to the existing Blackboard shell. 
  • If you Record - Remove the instructor and SAVE and then add the new instructor, both instructors will have access to the existing Blackboard shell.

If a shell has been requested in Blackboard the Integration Partner code will appear on the section in Banner:
Integration Partner: TTU
PLEASE DO NOT REMOVE THIS CODE FROM THE SECTION IN BANNER

What needs to be done if a section Instructor of Record is changed in Banner after the Blackboard shell is created?

If a faculty member is reassigned to a new section or CRN in Banner, and they have already created information within their previous shell in Blackboard, they must contact Karissa.Greathouse@ttu.edu in order to have the information transferred to their new section. 

Campus Codes and Internships

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Campus Codes

  • TLB – Main campus code & carries all main campus fees
  • TDE – Distance Education
  • *TUO – In Texas but off Campus
  • *TOT – Out of State

It appears that we have two kinds of internships if the students are not located on the main campus of TLB. Please choose one of the following when building internships or practicums:

  1. Students are in one location and faculty are here and the students are corresponding over email and the internet. For these sections they will be coded as TDE campus codes with the appropriate instructional method.
  2. Students report to the internship, and then the departments receive information at the conclusion of the term by a survey filled out by the employer. These internships should be coded as a campus code of TOT or TUO depending where the student is located.

Distance Education and Creating Two Sections

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  1. Build your section in Banner with all the correct information beginning with a section number of D##. Include campus code, instructional method, and hours. If you have already completed the section build for your Distance sections then please jump to step #2.
    Section Details
  2. Then build an IDENTICAL section with a section number beginning with an X##. Uncheck the Voice Response box to hide this section from the open class list:
    Uncheck Voice Response Box
  3. Once the main page is built, please list the days and times and instructor, these should be identical as well. You will NOT need to use the override code for the instructor since these should be TBA sections.
  4. Once the sections are built completely, then cross list the two sections by using one of the codes provided to your department (see Banner Training guide for complete list). This can be done by accessing Banner and using the form SSAXLST:
    Cross List Group Identifier
  5. Once this is done the sections are identical and can be used for reporting purposes:
    Previously Suggested
    TTU 1301-D01 (all students registered) TTU 1301-D01* (formula funded students)
    TTU 1301-X01* (non formula funded students)  
    *piggy backed or cross listed together.   

Online & Off-campus Course Section Coding Policies

Corequisites, Prerequisites, Restrictions & Permits

Advisor Advice

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Before Preregistration:

  • Check all sections for prerequisites, co-requisites, and restrictions in Raiderlink under the “Course Catalog”
  • Submit any changes to IR (attention Tess Barlow or Ashley McPherson)

During Preregistration/Registration:

When students send error messages, find out what the error message is, ask questions – we will!

  1. If it is a prerequisite error:
    1. Verify the student has completed the prerequisite course ( s ) required.
    2. Is the code on SSAPREQ correct?
      1. If the code is either incorrect or missing , email asfr.academics@ttu.edu; include the CRN, Subject/Section, a summary of the error received, and what prerequisite should be listed .
      2. If further research is needed ASFR will assist in the resolution process – allow for a standard resolution time between 24 - 48 business hours.
  2. If it is a co-requisite error :
    1. Did the student enter both sections' CRN at the same time? To avoid the co - requisite err or, the two CRNs must be submitted on Raiderlink simultaneously .
    2. Check SSADETL to verify your section(s) are properly coded. A change to the co - requisite infor mation needs to be submitted t o Institutional Research .
  3. If it is a link error:
    1. Did the student enter both sections' CRN at the same time? To avoid the link error, the two CRNs must be submitted on Raiderlink simultaneously.
    2. Verify the student is attempting to enroll using the correct CRN information.
    3. If at least one of the sections does not have a code on SSASECT and/or SSADETL email in ASFR.

How do I enter multiple permit(s) for one course?

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Multiple permit codes can be entered on a single section on SFASRPO.

Example: Course has multiple restrictions such as a pre-requisite and the course is full.

What to do?

Step 1 - Go to SFASRPO

Step 2

  • Permit Field - Enter in PREREQ (this will override the pre-requisite restriction)
  • CRN - Enter the CRN to be permitted

Step 3 - Go to next available line

  • Permit Field - Enter ENROLLMNT (this will override the closed class limit)
  • CRN - Enter the same CRN as above

Step 4 - Save

Override

How to Check Your Prerequisites, Restrictions & Permissions

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PREREQUISITES make sure that SSAPREQ has a check mark in the CAPP areas for Prerequisites codes.
CAPP Areas for Prerequisites

It should also have a prerequisite code attached that starts with the letter Q in the section CAPP area prerequisites restriction block.
Section Information

RESTRICTIONS are things like majors only or juniors only and those should be listed on SSARRES.
Restrictions

PERMISSIONS are special approvals that must be given for students to register – like advisor or instructor permissions. Those are found on SSASECT.
Permissions

 

How to Set Up Corequisites

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Co-requisites: These are two courses that the students are required to take in the same semester but have different course prefixes.  Links will not work for these courses!

  1. Log into SSADETL in Banner and enter your CRN for the course you would like to review and next block
  2. Click the CRN icon located half way down the page
    CRN
  3. Another screen will pop up and show the co-requisite sections that you need. SELECT and CLICK "OK"
    CoReq Sections
  4. This is how it should be after you select the co-requisite section.
    All fields should be filled out with data.

If you have courses that you think it should have co-requisites and it is not showing in section please contact Tess Barlow or Ashley McPherson

Section Prerequisites and Restrictions

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ALL prerequisites and restrictions in BANNER are now handled and maintained by Institutional Research (IR) Attention: Tess Barlow or Ashley McPherson (2-2080 ext 382 or 384).

Prerequisites, restrictions, and attributes can be viewed under “Course Catalog” or “Class Schedule” in the Faculty/Advisor Tab in Raiderlink or portal (http://raiderlink.ttu.edu/).

RESTRICTIONS (SSARRES Form):

All restrictions (College, Major, Classification, or Program) are coded in the course level. When sections are created, these restrictions should roll and can be found in SSARRES Form.

NOTE - the following are restrictions or requirements that CANNOT be coded in the Course Level in Banner:

  • Restrictions for a specific section can only be done in the section area. If a restriction is added or attached in a course and you wanted one or two sections not to have this particular restriction, you need to take the restriction out in SSARRES, (highlight the restriction [example: under Major: BIOL] then go to the top drop down Menu “Record” and select “Remove”).
  • Permission by an instructor, advisor, dept, or college” cannot be coded in the course level. This permission must be added in the SECTION level only under “Special Approval” in SSASECT form.
  • Other restrictions or requirements such as “field experience” or “must have 300 hours in internship, or must learn CAD applications and etc.,” are examples that cannot be add in Banner. You can add this as text in the section area (SSATEXT). Please note that this is not a restriction and will not prevent a student to register in that section.

PREREQUISITES in the SECTION (SSAPREQ Form):

Prerequisites in Banner are coded in the course level using CAPP Areas for Prerequisites and are attached in SCAPREQ form. When you create a new section, this should roll and can be found in SSAPREQ.

IF a course has prerequisite, please make sure of the following:

  • In SSAPREQ, the “CAPP Areas for Prerequisites” indicator must be checked.
    CAPP Areas for Prerequisites
  • AND in the next block Section Area Prerequisite Restrictions,” should have an attached prerequisite code that starts with “Q” (ex QPSY3304-Prerequiste for PSY 3304). All prerequisite code names in Banner start with “Q.”
    Section Area Prerequisite Restrictions

    NOTE: “QCE3309 – Prereq for CE 3309” is just the FILE NAME and Description for the prerequisite.

WHERE to find or view Prerequisites and Restrictions in Banner – Class Schedule

  1. CLICK this link to go to the portal or Raiderlink: http://raiderlink.ttu.edu
  2. Under MyTech or Faculty/Advisor Tab, CLICK “Class Schedule” and search for the classes or section you want.
    Raiderlink - Faculty/Advisor tab
  3. SELECT the TERM, then CLICK “Submit”
    Raiderlink - Select Term
  4. SELECT a SUBJECT and/or COURSE, then CLICK "Class Search"
    Select Subject and/or Course
  5. CLICK AGAIN the section to see the detailed information. (In this example HOM 5308.001 CRN-18560)
    Detailed information on Section
  6. This is the Detailed Class Information. If a course has a prerequisite, you will find PREREQUISITES at the bottom of the class information. Restrictions and Attributes will be shown above the Prerequisites.
    Detailed Class Information

 

What Registration Permits should I use on SFASRPO?

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In Banner, there are multiple permit types available. Depending on the issue the student is experiencing when trying to process their registration and what your department’s policy is will determine the permit type(s) you should enter on SFASRPO. Update access to SFASRPO is only given to Academic Advisors who have been given permission to post permits by their department.

More than one permit type can be issued on a student (if needed). Examples of SOME but not all permits that can be issued:

The section is full.

  • First, you need to determine if your department has given permission to allow any students to enroll in a section that has already met its enrollment limit.
  • If the department decides to allow additional students into a section, you would set an ENROLLMNT permit.

The section has a pre-requisite.

  • First, determine if your department approves specific students to enroll in a section even if they do not have the proper pre-requisite requirements.
  • If the department allows the student to enroll in the section even though there are requirements, you would set a PREREQ permit.

The section has a major restriction.

  • First, you need to determine if your department will approve the student with a different major to enroll into the section.
  • If the department allows the student to enroll into the section, you would set an MAJOR permit.

The section is full and has a pre-requisite (multiple restrictions).

  • A student can have multiple permits entered on their records giving them permission to register into the section.
  • After the department determines it is allowable for the student to register into the section, you would set ENROLLMNT and PREREQ permits.

Questions:

  • Have specific questions about setting permits? Contact your Registrar’s office
  • Have questions in regard to an issue on a section? Contact your academic scheduler or email  Janessa Walls and Nicci Price
  • Need to learn how to set permits? Register for a Banner Student Come-N-Go Workshop, or Send an email to AFISM.2know@ttu.edu

Important: You must only issue permits for the department(s) you are assigned to

Reports & Search Tools

How Do I Run a Report in Cognos?

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https://cognos.texastech.edu

  • You will login with your eRaider and then select Cognos Content
  • You will see several different folders; select the blue next arrow to go to the next page.
  • Then select the Student Folder, then the ST Registrar Folder.
  • It is report IMR054. You can then select the criteria you need to run for your report.
    Academic Period & College Criteria Campus, Unit, Department, Sort Criteria
  • You can use the Select All function, if you need everything for a College.
  • Just click Finish and the report will run
  • You can export to other formats by using the icon in the upper right corner:
    Export Formats - HTML, PDF, XML, Excel

Problems viewing report:

  1. From the Tools menu in IE7, select Internet Options and then go to the Security tab.
  2. Select Trusted sites and click on the Sites button.
  3. Add your Cognos server to the list (https://cognos.texastech.edu), and make sure that the Require server verification (https:) for all sites in this zone is not checked.
  4. Use the slider to set security for trusted sites to Low. (If the slider is not available when you click ‘Trusted sites’ then click on ‘Custom Level’ and then ‘Reset Custom Settings’ to Low and click the ‘Reset’ button. It will ask if you really want to make the change. Click OK.
  5. Click OK

How do I view the class roster in Banner?

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SFASLST

Once you are in this form you will want to enter the CRN and hit next block.

At that point you will want to scroll all the way to the bottom. The second number on the bottom left hand side of Banner is the number of students registered:

Number of Students Registered

If you notice, the sequence number is NOT the total number of students enrolled in this course it is simply the number of records that have been entered!

The second number i.e. Record 14/14 is the total number of students registered.

Don’t forget there is a Banner form equivalent to TechSIS screen 105 as well which is SSASECQ (the “Q” meaning this is a query form so don’t forget to use the F8 key). SSASECQ will show you the max limit set for the course, the total number of students enrolled, and the number of seats available.

How to Export to Excel from the Summary Class List

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Use the instructions for Complete Class Roster from Raiderlink for Instructors in order get to a Summary Class List of one of your classes. This is an example of what is should look like.

Example of Summary Class List

Select or highlight the fields and students that you would like to move to Excel.

Highlight fields to export

Then do a right click of your mouse to copy or select edit then copy from the menu bar at the top of your browser.

Open Excel to a new worksheet in order to copy the data

This step is very important in order to get it to paste correctly.

If you are using any version of Excel, you can click in the cell for A1 and then do a right mouse click and you will select the item Paste Special, not Paste.

Select Paste Special

It will then bring up a box that asks you to select an option for pasting, select Text and click OK

Select "Text" as type

This is what the results should look like.

Excel spreadsheet results

You are then able to edit as needed.

How to Run an Enrollment Report in Cognos

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  1. Log into Cognos found at the following link:  https://cognos.texastech.edu
  2. Choose My Home
    Select "My Home"
  3. From here please choose the TTU folder located within the Student Folder:
    Select TTU Folder
  4. From here please choose the Course/Section Scheduling Folder:
    Course/Section Scheduling folder
  5. The report is titled R092 Available Seats by Term and Course Level:
    R092 Available Seats by Term and Course Level
  6. The first required filed is to select a term from one of the pre-populated choices:
    Academic Period is required
  7. After the term is selected you can drill down by College:
    College field is optional
  8. You can choose from departments within the selected College and even specific SUBJECTS if desired:
    Department and Subject are optional
  9. The report will exam the % of seats available compared to the Maximum Enrollment set in Banner.
    Percent Available Seats
    This field is required and any percentage can be used. ASFR uses 30% when running these reports for distribution.
  10. Finally the Course Level can be selected for review:
    Course Level is optional
  11. To run these reports please use the FINISH icon.
    Finish

How to use the Linked Search Tool

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If you have questions regarding what sections are linked together, you can use the Linked Section Search Tool to help. Start by logging into Raiderlink and looking under your Faculty & Advisor tabs. To the right of the page is a list of helpful links. Use the Linked Section Search Tool to help advise students and check your work!

  1. Click on the Linked Section Search Tool
    Linked Section Search Tool in Faculty and Advisor Links

  2. To view linked course details, choose a term, a subject, and a course, then click on Display Linked Courses button. Linked courses need to be registered together, click the Plus Symbolsymbol to expand the listing of associated sections.
    Example of sections

Review your own UTILIZATION numbers

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They can be found on the Report Portal of the Operations division: http://is.operations.ttu.edu/planadmin/odpareportportal/default.aspx    

  1. Go to Report Selection
    Report Selection
  2. Expand the Restricted Reports
    Click the plus sign to expand the restricted reports
    If you do not have access to these reports simply supply your rRaider and we will get you access. 
  3. Expand the Space Usage Efficiency Room Reports
    Click the plus sign to expace the Space Usage Efficiency Room Reports
    1. The report is titled Section Percent Fill ( it is the last report listed)
      1. This report examines the percent fill using actual enrollment versus the maximum capacity of the scheduled space
      2. These numbers are updated weekly and not nightly.
    2. To execute the report select the report and hit the magnifying glass icon.
      Note you can select the term for the report
    3. One the report is generated you can view it online or export it for future use.
      You can export to Excel by using the drop down menu

This report is of all the course sections that are currently scheduled for the upcoming fall term and shows their current percent fill (Space Utilization Efficiency Metrics or SUE).  The goal is for every Classroom or room with a coding of 110 to reach the 65% fill marker. Appropriate scheduling of academic courses will not only assist the students with their end goal of graduation but it also has the potential to increase University funding.

Campus Verification for Enrolled Students

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It is important to verify the locations of students for their respective campuses so that we may properly ascertain and verify SBS billing. This report identifies and pulls campus code discrepancies between the schedule offering and students’ course registrations for easy review.

Process

enrollment Verification Process
  1. Select Academic Period
    enrollmen Verification Academic Period
  2. Optionally Select Reservation Status:
    enrollment Verification Regisration Status
    1. Select Campus Comparison:
      Enrollment Verification Campus Compare
      finish button
  3. enrollment Verification Status