Event Scheduling

Open "How to Request Events" in a full window

1. Click on the Events tab.
2. Click on Event Request.

3. You will be redirected to the Event Request Wizard.
4. Complete the title of the event and select which form you would like to use.
   • Academic Events: Use this form for events such as Reviews, Exams, Speakers, Course Related Films, Etc.
   • Conference Rooms: Conference rooms that are centrally scheduled through ASFR: Administration 244 and Xcel 212.
   • Student Organizations: Registered student organizations must use this request form.
   • Law School Events: All requests for rooms in the Law School must use this form.
   • Law Student Organizations: Law student organizations must use this request form for rooms in Law or Lanier.
5. Click Next.

6. Fill out the information requested in the form. Fields marked with an asterisk are required fields.

7. In order to select the dates, times and preferred room for the event, click Add/Remove Meetings.
8. If the Meeting Name is different than the Event Name, make this change during this step.
   Note: Event Names and Meeting Names can be different if you are scheduling a large event. The Event Name describes the entire event. The Meeting Names describes the individual sessions. Example: Event Name – Red Raider Orientation
   Meeting Names – Welcome Session, Advising, Registration, etc.
9. Select the Meeting Type that best describes your meeting. Then complete the date & times of your meeting and click Add Meeting. It will then appear to the right under the Meetings tab.
10. Repeat steps 8-10 to add additional dates and times; if there is not a recurring meeting pattern.
    Note:If you select dates/times that occur on a university holiday, Independent Study Day, or Final Exam dates, these will be notated with a red astericks and note that says “*Conflicts with Holiday will not be scheduled.”
11. If your meetings have a recurring pattern, complete the date & times of your first meeting and click Add Recurring Meeting.

12. From the Recurrence Pattern screen, you can choose the times, Day Pattern, and Date Range. Under the Day Pattern, you have the option of Daily, Weekly, Monthly, and Yearly. The Day Pattern will change based on which option you choose. Click OK.
13. Once the meetings have been added, click Request Rooms. If you do not want to request a specific room, you can click Save and Update Request to return to the event request form.

14. A list of rooms will generate and show as Available or Unavailable. If a room is Unavailable it cannot be selected. Click on the room name or Available to select the room(s) preferred.
    Note: All rooms are shown as Unavailable on university holidays due to campus being closed. Note: You can set a filter based on a building, features and/or room capacity. Refer to the How to Set a Filter FAQ for detailed instructions.
15. If the meeting dates and times need to be amended, you can click Edit Meetings and return to the previous screen.
16. If you need additional details about a room, hover your curser over the orange dot next to the room number and Room Details will pop-up.
17. Click Save and Update Request.
18. You will be returned to the event request form. Any information that was not previously completed should be filled in.
    Note: The dates, times and rooms selected will appear under Request Specifics. If a room is not selected or the date of a holiday was chosen, the Location will show as Unassigned.
19. Click Submit Request.
    If you attempt to submit the request without completing all required fields, you will receive an error message and the required field that was not completed will have a red astericks.
20. Once you have successfully submitted your request, you will receive notification your event request has been completed.
21. After an event request has been submitted, you can view the details and status by clicking on the My Events tab. See the How to Review My Events FAQ for detailed instructions.

Open "How to set a Filter While Requesting an Event" in a full window

Setting a filter will allow you to specify exact rooms, buildings, capacities, features, etc. that they would like to be considered when choosing a room for your request.

1. Click Edit Filters.
   
   



2. Select TLB as the Campus. This is the abbreviation for the main TTU campus.
   
   To Set a Filter by Building, continue to step 3.
   To Set a Filter by Room Capacity,
   continue to step 8. To Set a Filter by room Features, continue to step 10.
   
   
3. Select Building from the dropdown menu. From the next dropdown menu, select the abbreviation for the building you prefer.
   
   
   
   
4. Click Search Rooms.
5. To save this filter for future requests, click Save Filter.
6. Give the filter a name under Manage Filters. If this is the main filter you will be using, check the box next to Set As Default. This will replace any previous filters set as the default.
7. Click Save.
   
   
   
   
8. Next to Capacity, enter the minimum and maximum capacities required for your event. Keep in mind that in order for the filter to work properly, a numerical value must be provided in each field.
   
   
   
   
9. Complete Steps 4-7 above to Search Rooms and Save this filter.
10. Click the dropdown menu next to Features to view all room feature options. Select one feature to use in your filter.
    
    
    
    
11. Complete Steps 4-7 above to Search Rooms and Save this filter.

Open "How to Amend Event Requests" in a full window

The My Events List allows you to review events you have submitted in the Astra System.

1. Click on the Events tab.
2. Click on My Events.
   
   
   
   
3. The list can be filtered by Time Period or specific dates.
   
   
   
   
4. You can view event details such as:
   1. Event Name
   2. Type
   3. Status
      1. Approved – Event has been approved and room(s) scheduled
      2. Incomplete – Event requested was started but not submitted
      3. Information Requested – The event approvers have requested additional information from you, via email, that is necessary to complete your event request.
      4. Pending – Your event request has been submitted and is in queue for review.
      5. Declined – Your event request has been declined.
   4. Created Date
   5. If you are able to edit the request or not.
      1. If you are able to edit the request or not.
      2. Events can be edited by clicking on the "pencil" icon. This will open the event request form that can be amended and resubmitted.

Open "How to Amend Event Requests" in a full window

If your request has been submitted and the Status shows as “Pending” or “Information Requested”:

1. Click on the Events tab.
2. Click on My Events.

3. Use the search box on the left to locate the event you wish to amend.

4. Click the pencil to the right of your event.

5. Correct any parts of the request you wish to change.
6. Click Submit Request at the bottom of the request form.

You will receive an email with an updated copy of the “Notification of Event Requested”.

Please allow 1-2 business days for your request to be processed and you will receive an email confirmation from no-reply@ttu.edu. Please check your Junk Mail to ensure the confirmation was not marked as spam.

If your request has been submitted and the Status shows as “Approved” or “Declined”: The system will not allow you to amend an event that has been approved or declined. Please forward your confirmation email to Patricia Cardenas, Events Coordinator, (patricia.cardenas@ttu.edu) with details on how your event needs to be amended. Once the changes have been made, you will receive an updated confirmation from no-reply@ttu.edu. Please check your Junk Mail to ensure the confirmation was not marked as spam.

Open "Using the Ad Astra Calendar" in a full window

To see room availability, the best place to look is in the calendar. ASFR suggests using the Grid view either in Day or Week. Remember to set your filters to increase efficiency.

Calendar

1. Using your eRaider, log onto Ad Astra http://academicscheduling.ttu.edu/Astra_Schedule. A link can also be found on the ASFR website www.depts.ttu.edu/asfr.
2. Click the Calendars tab at the top of the page. The unfiltered university calendar will appear.

Setting a Filter

1. Use the Edit Search Filter button in the Calendars tab to set and create filters.

2. In the Edit Filter box set Campus Code to TLB for TTU Lubbock, then choose the desired Building and Room from the pull-down menus. Once these are chosen, select View Calendar. No other parameters are required.

3. Click Manage Filters after setting the desired filter to save it for future use.

4. Give the Filter a name, set as default if desired, and click Save when finished. This will add the filter to a pull-down menu for future access.

Setting the View

1. Click Grid and Week views to view all scheduled activities for the week.

2. Use the Calendar to select the time frame. In Week view, the date selected will be the first date shown.

Requesting Events from the Calendar

If the desired meeting time and date is available, click the open space in the grid. This will bring you to the event wizard. Request your event as usual. If a recurring meeting is desired, select the date and time of the first meeting, and set the recurrence in the event form.

The space and facilities of the university are intended primarily to support the on-going instructional program of the institution. Secondary priority is given to programs sponsored and conducted by university academic and administrative departments, by organizations affiliated with such departments, or by registered student organizations. Other use of campus space and facilities may be permitted for activities intended to serve or benefit the university community.

View Classrooms - You can view classroom features, pictures, and room schedules via Ad Astra. Please use the Ad Astra FAQs to help navigate through the system; access to the site requires a valid eRaider account.

View TTU Conference Rooms and Contact Information - Conference rooms on the TTU Campus are under direction of a specific department and reservations are made at their discretion.

To request a room please refer to the Requesting a Room FAQ below

Academic activities always have priority over the use of academic space. When reserving space for reviews or study sessions, there must be a TTU professor or instructor present.

• Reservations for space in academic buildings may be requested through the office of Academic Support and Facilities Resources by completing one of the forms below or contacting the office at 806-742-3658.
• Academic activities always have priority over the use of academic space. When reserving space for reviews or study sessions there must be a TTU professor or instructor present.
• Reservations for conferences and other special events can be made by completing the appropriate form via Ad Astra Schedule or by contacting Academic Support and Facilities Resources by phone or email.
  • How to Request Events
  • You can also view classroom features, pictures and room schedules.  Please use the Ad Astra FAQs to help navigate through the system; access to the site requires a valid eRaider account.
• There is no rental fee for the use of academic space, but custodial or security charges may be necessary depending on the circumstances.
• Please allow two business days for a confirmation of reservation.

We accept reservations for student organizations from a home department (Engineering Student Group request from the Engineering office); however, we strongly encourage departments to allow your students to request the room so they can read and agree to guidelines listed.

Student groups who choose not to use the form available at Ad Astra Schedule should make reservations at the ASFR office, Texas Tech Plaza, 1901 University Ave., Suite 502. Only registered student organizations are eligible to reserve space in academic buildings. Students should read and follow the rules that allow their use of classrooms. Academic activities always have priority over the use of academic space.

More Information for Student Organizations

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If all of the following are true, then the movie does not have to be in the public domain and/or viewing rights do not have to be purchased:

1. the movie is shown during class (or at another time scheduled by the professor which is listed on the syllabus);
2. the viewing is restricted to only registered students in that class;
3. the movie serves educational purposes;
4. there is no charge for admission; and
5. the viewing is not advertised in any venue, such as the TechAnnounce.

Open this question in a full window

• Movies that are shown outside of a class must be in the "public domain" for viewing.
• In order to show these movies they must be restricted to only a certain group and not open to the public.
• The movie must also serve an educational purpose. 
• If the film is open campus wide there has to be some sort of viewing rights purchased if you are showing a movie that is not in the public domain. 
• If you want to be able to show these movies to all of campus try to reserve a room in the Student Union Building as they have purchased the rights to several movies and that is how they are able to show them. 

Examples of Shows in the Public Domain

• The Three Stooges have at least four shorts in the Public Domain: Disorder in the Court, Malice in the Palace, The Brideless Groom, and Sing a Song of Six Pants.
• Some Laurel & Hardy, Popeye, Bugs Bunny, Our Gang, The Bowery Boys / East Side Kids, and many Buster Keaton shorts too.
• ALL works (movies, songs, books, plays, etc.) created before 1925 are in the Public Domain. Many, but not all, works created prior to 1965 are also in the Public Domain.
• For options of movies in the Public Domain: www.openflix.com

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The following is an excerpt from the United States Copyright Office website

Can a school show a movie without obtaining permission from the copyright owner?

If the movie is for entertainment purposes, you need to get a clearance or license for its performance.

It is not necessary to obtain permission if you show the movie in the course of “face-to-face teaching activities” in a nonprofit educational institution, in a classroom or similar place devoted to instruction, if the copy of the movie being performed is a lawful copy. 17 U.S.C. § 110(1). This exemption encompasses instructional activities relating to a wide variety of subjects, but it does not include performances for recreation or entertainment purposes, even if there is cultural value or intellectual appeal.

Questions regarding this provision of the copyright law should be made to the legal counsel of the school or school system.

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What is a “copyright”?

Copyright law secures for the creator of a creative effort the exclusive right to control who can make copies, or make works derived from the original work.

What cannot be copyrighted?

• Works put out by the US Government – Including things like Hubble photos, films, reports, judicial and congressional works.
• Works in the “Public Domain” – Which includes ALL works created before 1925 (many, but not all, works created prior to 1965 are also in the “public domain”).

Common Misconceptions:

• “If I don’t charge admission, it’s not a copyright violation.” - FALSE
• “If it’s posted on the Internet it’s in the public domain.” - FALSE
  • Copyrighted files, music, movies, books, and other works do not lose their copyright just because someone has placed them on the internet. Even if the artist places the work on the internet, the copyright is still in force.
• “Schools always fall under the ‘Fair Use Exemption.’” - FALSE
  • The “fair use” exemption to (U.S.) copyright law was created to allow things such as commentary, parody, news reporting, research and education about copyrighted works without the permission of the author.
  • “Fair use” only insures that copyright law does not block a teacher’s freedom to comment and express his/her own arguments and ideas – not the right to publicly display other people’s works.
  • “Fair use” is usually a short excerpt and almost always attributed.
  • It should not harm the commercial value of the work, in a sense of people no longer needing to buy the CD or rent the movie.
• “Copyright infringement isn’t a crime.” - FALSE
  • While copyright law is mostly civil law pursued by the private owners, there are now felony criminal statutes which apply when pirated works are worth over $2,500.
  • Under Congress’s new law, a commercial copyright violation involving more than 10 copies and valued over $2,500 is a federal offense felony.
  • This applies to songs downloaded from P2P networks like Napster and Kaazaa, as well as movies and other works downloaded or copied.
  • The Justice Department, the FBI and the Customs Departments are “fully committed to this law!”
• “I own the movie, CD, DVD, program, etc., so I can use it.” - FALSE
  • To own a copy of a work (even when you paid for the copy) is not to own the work itself!
  • Even though you may have bought a DVD or CD, you cannot play it at public events.
  • This also applies to movies and DVD’s which you rent at Blockbuster or other rental outlets.
  • A copy does not equal a license.