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Event Scheduling

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Academic Scheduling � Ad Astra
  • Ad Astra Course & Event Scheduling
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  • How to Request Events
Event Scheduling

The use of academic space falls under the direction of Academic Support & Facilities Resources. This includes all university owned schedulable space. Reservation requests must be made to ASFR, and are granted based on availability and the priorities of the desired space.

Reserving academic space is a privilege afforded only to those directly affiliated with the university. This includes academic departments, student and support organizations, and individual faculty and staff members.

Event Applications should be submitted a minimum of one week before your event. Please allow 1-2 business days for processing, as event requests are processed in the order they are received. After your request has been approved, you will receive a confirmation containing the details of your event and any special instructions you may need. Please read this confirmation in its entirety.  If additional information is required, an email will be sent to the requestor’s provided email.

Please do not advertise for your event until approval is granted and you have received confirmation from our office.

Request a Room Reservation >>

Frequently Asked Questions

Ad Astra Schedule

How to Request Events

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  1. Click on the Events tab.
  2. Click on Event Request.
  3. Event request
  4. You will be redirected to the Event Request Wizard.
  5. 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 008, 244 and DTCNTR 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.
    • Rawls College of Business Admin Reservations Only: Used to request event in the new Rawls College of Business Administration building. Note: Currently restricted to internal events only. Student organizations associated with the college ma y have their advisor submit events through this form on their behalf.

  6. Click Next.
  7. Fill Out the information required in the form
  8. Fill out the information requested in the form. Fields marked with an asterisk are required fields.
  9. In order to add meetings, provide a name for the meeting(s), and select the applicable meeting type from the pull-down menu.

    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 Name s describes the individual sessions. If the Meeting Name is different than the Event Name, make this change during this step.

    Example:

    • Event Name – Red Raider Orientation
    • Meeting Names – Welcome Session, Advising, Registration, etc.
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  10. Designate start and end times for your meeting(s). Select the desired meeting date(s) from the calendar. Click Create. Your meeting will then appear to the right under the Meetings tab. Note: If more than one date is selected, a meeting group is created, and a meeting group name will be requested.
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    Note: If you select dates/times that occur on a university holiday, Independent Study Day, or Final Exam dates, a Holiday Conflicts box will display, notating which meeting(s) can not be scheduled due to Holiday conflicts.

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  11. If your meetings have a recurring pattern, click the Recurring tab.

    Under Meeting Recurrence, 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. The selected time will apply to all meetings in the pattern. Click Create once the desired recurrence has been set.

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    Note: Spanning should not be used when requesting events. This option reserves a room for multiple days without a break in between, including overnight hours when the university is closed. Use the Recurring tab when selecting multiple days in a pattern.

  12. Once the meetings have been added, click the check box directly under the Assign Rooms button to select all meetings. If you would like to request a room only for specific meetings, click the check box next to the meeting you wish to assign a room. Click Assign Rooms. To delete meetings, click the checkbox next to the applicable meeting and press Delete.

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  13. The Assign Rooms screen will generate and show a list of rooms 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. The meeting will turn green and show as Selected. Use the plus (+) signs on the Room, Score, and Meetings tabs for more details. Expanding the meetings tab will also allow you see what meetings have conflicts, if one is noted.

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    Note: You can set a filter based on a building, features and/or room capacity. Click on the plus sign (+) next to the filter you wish to set and place a checkmark next to your selections.

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  14. If the meeting dates and times need to be amended, you can click Cancel and return to the previous screen.
  15. If you need additional details about a room, hover your curser over the room details icon and the Room Details will pop-up.

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  16. Click OK.
  17. You will be returned to the event request form. Any information that was not previously completed should be filled in.
  18. Click Save at the top left of the screen to submit your request.

    Screenshot

    If you attempt to submit the request without completing all required fields, you will receive an error message and the incomplete field will be underlined in red and will display a red error icon.

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  19. Once you have successfully submitted your request, you will receive notification your event request has been completed.
  20. After an event request has been submitted, you can view the details and status by clicking on the Events tab and selecting "Yes" next to My Events for the desired Time Period. See the How to Review My Events FAQ for detailed instructions.

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How to Review Requested Events

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

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

    review

  3. The list has multiple filters which can be applied to se arch for your events. At a minimum, select your name under Customer Contact to view any events with you as the contact. Additional filters can be applied, such as event dates or the event name in the Keyword field, to narrow the search.

    review

  4. There are several ways to review event details:
    1. The columns in the Event List can be amended by clicking on the drop-down menu on any of the existing columns and placing a checkmark next to the information you wish to have displayed:
      review

    2. Hover your mouse pointer of the information card icon which will display basic event details:
      review

    3. Open the event by clicking on the event name:
      review

 

 

General Questions

Usage of Academic Space

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.

Requesting a Room

  • Reservations for class related activities, department events, or other special events can be made by completing the appropriate form via Ad Astra Schedule
    • 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.
  • 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.
  • 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.

Student Organizations

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, Administration Suite 005. 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

Showing Movies on Campus

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There are certain regulations that have to be followed to show movies on the Tech Campus.

Class Viewing

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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.

Viewings not related to a class

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  • 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

United States Copyright Office

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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.

Additional information regarding copyrights

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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.