Media Loan- Schedule Evergreen

1 Overview
- 1.1 What does it do?
- 1.2 Who uses it?
  - 1.2.1 Students:
  - 1.2.2 Faculty, Staff, and Student Staff:
2 How do I Access Schedule Evergreen
3 Logins
- 3.1 With your Student Login you can see:
- 3.2 Sponsored Work Accounts:
4 Interface
5 Media Services Center Interface
6 Scheduling a Space for a Patron

Overview

Schedule Evergreen is the college's primary space and related resource management system for all curricular and event scheduling across the Olympia and Tacoma campuses.

What does it do?

Schedule Evergreen manages campus space requests and confirmations, manages publishing of events, and provides user specific schedules. Space Requests: all spaces, except a small amount of administrative meeting spaces managed by specific offices, are reservable through Schedule Evergreen. Event Publishing: all campus events, both curricular and not, are advertised through Schedule Evergreen. User Driven: all authenticated users (students, faculty and staff) have access to their own view of Schedule Evergreen from my.evergreen.edu, where they can request space, see confirmed spaces, and see events.

Who uses it?

Students:

Students can view availability of, or reserve spaces for specific areas on campus that support their academic work. Students can work with a faculty, staff or student group sponsor in order to reserve space for an event, except for select specialty spaces that they can self-schedule. Students can see their academic schedule once they have registered for an offering.

Faculty, Staff, and Student Staff:

Faculty and Staff can research and see if any space is available for their event or offering (faculty only). They can see what other events are confirmed for the space that they are researching. Faculty and staff can create event with a schedule of activities and request space for the activities. Faculty and staff can see their own schedule that included events they own and/or have subscribed to.

How do I Access Schedule Evergreen

URL: http://schedule.evergreen.edu
For testing and training purposes use: http://schedule-test.evergreen.edu/

Logins

With your Student Login you can see:

Class schedules
Calendars-- Individual lab times from all campus space centers
Spaces-- All spaces on campus, which can be searched by building

Interface

Calendar

Lets you toggle between personal vs campus calendars-- with your work account, most likely there won't be anything in your personal calendar view.

My Events

Let's the user create and see events-- this will not show for your sponsored work account

Class schedules

Let's a logged in user see class schedules for any class-- this will not show for your sponsored work account

Spaces

This is how to check room availability across campus-- this will not show for your sponsored work account

Centers

Select Media Services to schedule Media Services spaces
Select Performing Arts to see COM audio spaces and classroom schedule to verify key checkouts
NEVER schedule a space that is outside of the Media Services Center, unless staff have authorized it

Media Services Center Interface

Daily Schedule

Provides an overview of everything in the Media Services Center by day
Search by Space Group

Space Groups a collection of spaces and resources for the purpose of controlling attributes that define how the space(s) gets scheduled. Note that space groups are typically organized around the kinds of spaces that they are, but this does not imply that spaces must be grouped in this way. Media Services has to consider building hours, proficiencies, and type of lab to form our space groups.

Weekly Schedule

Allows the user to search by week and Space Group
Clicking into the day calendar with the unlock takes you back to the daily view

Space Requests

DO NOT USE THIS FEATURE UNLESS AUTHORIZED BY STAFF

Event Search

This will not be needed much at the Media Loan desk.

Allows you to search for an Event by:

Title
Owner
Sponsor

An event has a definable start and end date that can be a single activity or that can tie together multiple activities. Think about conference events where one event can have multiple meeting spaces. Each event has an event type which further defines how these events are labeled created and subscribed to.

An activity is the part of an event where space can be assigned.

Student Search

This allows you to search by a#, user_name, last name, or first last name.
Faculty and staff also show up in this search.
From this page you can see Upcoming Reservations, Enrollment Info, and the badges assigned to the faculty, staff, or student.

Open Access

Probably won't use this feature, this is used for open hours for things like the ceramics studio

Badges

Badges are assigned to a lab or a space group. This is like proficiencies in WCO.

Badges are used for:

Proficiency
LNA--Late Night Access
Access lists
To block patrons on hold with the Banned User Badge

Individual labs can only have one badge, but space groups can have multiple. Proficiencies are tied to the individual spaces and LNA and Access Lists are set at the space group level.

Assigning Badges

Click into the Badge option on the sidebar.
Select Assign Badge
Select the Badge Type with the drop down menu
By selecting the type of badge, a default expiration will be set
Enter a name, a# or username or last, first *this should also work with a barcode scanner and an student ID card
Click on the user
Hit the Assign Badges button

Reviewing Members Assigned to a Badge

Under the badges page all individual badges are listed with the number of users assigned to the badge.
Click on the underlined number associated with the badge.
The results can be sorted by name, the date the badge was received the expiration date, who added the badge, and the current class/program registration.
The data in badge categories was transferred from another data management system, so there could be a few errors from the transfer.
If a patron tells you they have received a badge for a space but they are not listed, try to find a staff or a lead to make a determination about the information.

Help Wiki

Currently there aren't a lot of completed Wiki pages for Schedule Evergreen. This system is brand new, so this will get developed over time.

Media Services Groups

Media Services have to take into account building hours, Late Night Access, class/program registration, etc to determine our space groups. We have labs in both the Library and Communications Buildings.

Library Building is 24/7 if students have an exterior door fob.

The Communications Building closes at 2:00am and requires (LNA) Late Night Access after 9pm and all day on Sunday. Students need a fob for the exterior building doors.

The Media Services Space Groups are:

Animation - Com:

Com 309 - 2D Animation Multi-Use Lab: This room can require LNA badge and a proficiency badge
Com 310 - 3D Animation Lab: This room can require LNA badge, a proficiency badge, and an access badge
Com 310A - Animation Rotoscope: This room can require LNA badge and a proficiency badge
Com 310B - Animation Pencil Test: This room can require LNA badge and a proficiency badge

Animation and Film - Lib:

Lib 1408 - 2D Animation and Rotoscope Lab: This room requires a proficiency badge
Lib 1521 - 16mm Film Transfer: This room requires a proficiency badge

Audio - Lib:

Lib 1328 - 5.1 Mix Room: This room requires a proficiency badge
Lib 1358 - Sound Effects Studio: This room requires a proficiency badge
Lib 1520 - Audio Mix Bench 2: This room requires a proficiency badge
Lib 1525 - Audio Mix Bench 1: This room requires a proficiency badge

Audio Studio - Lib:

*DO NOT SCHEDULE THIS SPACE UNLESS STAFF TELL YOU TO

Lib 1360 - The Audio Lab: This room requires a proficiency badge and an access badge

Film - Com

Com 311B - Archive Found Footage: This room can require LNA badge, a proficiency badge, and an access badge
Com 325A - Film Bench Edit: This room can require LNA badge and a proficiency badge
Com 325B - Film Bench Edit: This room can require LNA badge and a proficiency badge
Com 325C - Film Bench Edit: This room can require LNA badge and a proficiency badge
Com 325D - Film Bench Edit: This room can require LNA badge and a proficiency badge

Lynda Lab - Lib