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Overview:
Vol State uses Ad Astra Schedule for room and event scheduling. Astra Schedule is a real-time, web-based tool that is integrated with Banner. Vol State employees log into Astra Schedule, located in MyVolstate, with their Vol State username and password. This User’s Guide provides instructions on how to search for and request available space. All rooms will appear
as "Request Only" when they are not already reserved. This means the request goes to the Scheduler to approve. If a room appears as "Unavailable", the room is already reserved. Most spaces on campus, will have academic priority over any event request; classrooms, the Wemyss Auditorium, Gym are a few examples. Once you submit a request it will appear as "Incomplete" until the Scheduler approves it; the status will then show as "Scheduled".
Some of Vol State's large spaces that are reserved through Astra Schedule will be approved based on a a first-come-first-serve basis. Examples of first-come-first-serve spaces include the Rochelle Center, Jim Moore Conference Room, and the Mary Nichols Dining Room A and B. If these spaces are available, they will still say "Request Only". Astra Schedule will allow you to reserve the space and the Scheduler will approve these requests.
Astra Schedule Terminology:
Approving Requests: The Scheduler will approve all event requests. Once the scheduler has approved a space request, the requestor will be notified their request has been approved. Requestors can also check on the status of their request by clicking the Events header on Astra Schedules' Homepage, selecting Events in the drop-down menu, and looking at their Event List.
General User: General users include full-time Vol State faculty and staff. General users can: (a) view available classrooms and meeting spaces, (b) view academic and non-academic events in real-time, and (c) submit requests for the use of available space.
Event: An event is a request for space for: Meetings, Performances, Testing, Maintenance, Practices, Workshops, Conferences, Special Events, etc.
Event Type: Event type describes the general category of events. Examples include: (a) meeting (b) testing (c) conference (d) athletic, and (e) workshop, etc.
Meeting Type: Meeting type describes the general meeting categories for academic courses and sections. Examples include: (a) lecture, (b) lab, (c) clinical, (d) practicum, and (e) private lesson.
Permission: Permission indicates a specific right within Astra Schedule to perform certain actions such as: (a) edit or delete a record and (b) rights to request space.
Room Capacity: Room capacity is the number of physical seats in a room.
Room Type: Room type indicates the overall purpose of the room, e.g., biology lab, art studio, or classroom.
Setup and Teardown Service Window: The setup and teardown window is the period of time scheduled before and/or after an event meeting in which the room must be blocked. Setup and teardown is typically associated with event scheduling.
System Administrator: A system administrator is an individual who has global access to Astra Schedule. The assistant vice president for academic affairs is the system administrator for the scheduling of academic classes. The plant operations scheduler is the system administrator for non-academic class events.
Tentative: Tentative is an event scheduling status that indicates an event creation process is incomplete or in progress.
How to Access Astra Schedule:
Vol State Employees: Vol State employees can access Ad Astra Schedule two ways:
1. Through the myVolState portal’s Ad Astra/Astra Schedule folder, or By using the direct website link: https://www.aaiscloud.com/VolunteerStateCC/
Regardless of which way you access Astra Schedule, the Astra Schedule splash screen will look like this:
2. Non-Vol State Requests for Space: Guests and Vol State Employees wishing to hold a non-Vol State event can Request use of Space through the Plant Ops webpage: https://www.volstate.edu/plantoperations/request-for-use-of-space. All non-Vol State related event requests go to the Vol State Scheduler for approval.
Requesting Space:
There are a few ways to request space in Astra Schedule. (a) Available Rooms (b) Scheduling Grid, (c) Event List. All will accomplish the same goal. Please choose whichever option you prefer.
A. Instructions for Requesting a Room Using Available Rooms:
1.) From the Astra Schedule homepage, select the Calendars icon on the top left header:
2.) Select Available Rooms:
3.) Indicate Search Type: Search For = Location and Purpose of Search = Section or Event:
4.) Select Add Meeting(s) and then select the date and time you would like to reserve:
5.) Choose the date(s) and start and end times and select OK:
6.) If you would like to delimit your space search to a certain campus or type of room, add a filter:
For example, if you are looking for Gallatin classroom space, select Filter Options, Campus: VSCC Gallatin AND Room Type: Classroom. Select Done.
There will be a numerical number next to the Locations Filter Options categories you selected. Select OK:
After selecting OK, your chosen filters will be displayed:
Select the Search icon. After selecting the Search icon, Astra Schedule will provide the available spaces for your specified space/time:
7.) Select the Room you would like to reserve:
8.) Select Create Event. Before Astra Schedule requests the space reservation on your behalf, a request synopsis window will pop-up on the screen. Please verify the date, time, and space you are requesting. Then add an Event Name, Event Type, and indicate an event point of Contact. You can select the More Options button to add additional details such as Estimated Attendance. Select Save and Send Notification.
9.) Astra Schedule allows you to send an Event Summary to additional people. This is not a mandatory step. You can choose not to add recipients and select OK. Your request will be sent to the Scheduler.
10.) Once you have submitted your space request, you will be able to see the request by selecting Events from the header bar:
Then select Events:
The Events List will show your requests:Status will say "incomplete" until the Scheduler has approved the request.
If you do not see your request(s), select the blue Filters tab on the far left. Adjust the date or other filters. You should now be able to see all your space requests:
B. Instructions for Requesting a Room Using the Scheduling Grid:
The Scheduling Grid allows you to look at available space by the: (a) room, (b) room’s resources, (c) day, or (d) week.
Rooms are presented in a grid of dates and times.
1.) Select Scheduling Grids from the Calendars tab on the red header bar:
2.) Select Administrative Grid from the Choose Calendar on the top middle of the screen:
3.) Select the day or week you would like to reserve space:
A Scheduling Grid will populate on the right of the screen denoting which rooms have available space and what times the rooms are available:
4.) From the Scheduling Grid you can see a room’s details (capacity and features). Click on the round circle to the left of the room:
5.) To schedule a room from the Scheduling Grid, select the box that aligns with your chosen room and time. For example, if you would like to reserve Caudill 101 on 1/17/2023 from 7:00 – 8:00 am, click on that box (example highlighted below):
6.) Selecting the box that aligns with your chosen room and time brings up a Create Event box. Enter your Start Date and Time, End Date and Time, Event Name, Event Type, and Contact. Select Save and Send Notification. You can select the More Options button to add additional details such as Estimated Attendance. Then confirm your save by selecting yes:
C. Instructions for Requesting a Room Using the Event List
1.) Select Events in the drop-down menu of the Event tab. This will take you to Event List.
2.) Under Event List select the +Add button
3.) In the Create Event box, enter your reservation request details. Select More Options to enter Estimated Attendance. Hit Save and Send Notification.
Multiple View in Create Event box.
Reoccurring view in Create Event bo.
Approvers:
Vol State has identified an owner for all College space. System Administrators identify approvers for each space based on who owns the space. Space can have more than one approver if the room owner chooses to do so. In that case, an Approver Group is created
When an employee submits a space request through Astra Schedule, the approver receives a request entry in their Astra Schedule Notification List. When an Approver Group is used, a notification goes to all the individuals within the Approver Group. Only one user in the group is required to approve a space request.
A. Accessing Notifications and Approving Room/Event Requests:
1.) Select Notifications from the Events tab on the red header bar:
2.) After selecting Notifications, a list of notifications will appear:
3.) To review an request’s details, hover over the gray double circle 
:
4.) Please see Section A.), Number 10 above for how to see your request once it has been submitted.
IMPORTANT: A request for space in Astra Schedule only reserves the event space. If you need a room setup or Media Services support, you MUST complete additional requests (see #5/6 below).
5.) To request a room setup, visit the Plant Operations web-page, and submit a service request. This link takes you to SchoolDude: https://www.volstate.edu/plantoperations Enter your Vol State credentials and note what type of setup you require.
6.) For event assistance from Media Services, visit the Office of Marketing, Communications, and Media Services web-page, and select the Event Submission Request (for Events Calendar) link. https://www.volstate.edu/marketing-communications-media-services
Non-Vol State Events, including requests from Vol State Employees, will need to be requested through the Request for Use of Space form located on the Plant Ops web-page, and are approved by the Scheduler. You can find the page here:
https://www.volstate.edu/plantoperations/request-for-use-of-space
Relevant Vol State Policies:
Use of Campus Property and Facilities Policy
Traffic and Parking Regulations
Programs for Minors on Campus
Tobacco and Smoke Free Campus
Firearms and Other Weapons
For Additional Help:
Contact the IT Help Desk at 615-230-3302
Vol State Scheduler at 615-230-3616
Ad Astra Help Center https://help.adastra.live/hc/en-us