Scientia Training Guide

How to create an activity

Joanne Millard

Updated October 2007

Institution Screen

• When you first log onto Scientia you will be greeted with this screen. This is the information screen. From here you can see how many bookings are scheduled, unscheduled etc.

• We have set up the system to automatically save your work.

Creating an activity

• To create an activity you will need to go into the timetabler menu and select activities from the drop down list.

• In this screen you can either create a new activity or duplicate an activity.

To create an activity from new

• Click new here.

• This will then activate the form ready for your modification.

• You will need to change the name to correspond with your activities.

• The name needs to be your department followed by the module code. As indicated here.

• Change the department to who the event is for.

• Enter a full description

• Enter the class size.

• Change the type to teaching unless, you wish to use one of the other fields such as lecture, seminar etc.

• Change the module here to match the module code that you are booking the room for.

• Change the duration to how long the booking is for. The system works in half hours so 2 is 1 hour.

• Select the day required, more than one can be selected if required, as long as they are the same time.

• Select the suggested start time.

• Then click modify.

• This will then create the activity and save the information that you have entered.

• Then click into the resource tab.

• Select the building that you require

• This will then show you the rooms in that building of the planned size that you have indicated.

• Select the required room.

• Select the member of staff teaching the event here, or the bookers name.

• Modify

• Then go into the availability screen.

• Here you will enter the weeks that the room is required for.

• You can use the preset named availability, Estates Autumn, Estates Spring or Estates whole year or leave the tab on none and highlight the weeks individually.

Preset named availability

• By selecting a preset availability you will see the week pattern change here to correspond with the University’s set pattern.

• If you are happy with this then modify.

Selecting your own weeks

• Should you wish not to use the set patterns then leave the tab at none and select the week patterns required.

• Once you are happy with these then modify.

• Then go into the Timetable tab.

• If the room is available you will see a yellow diamond.

• Then click Schedule.

• The room is then booked. You can see that this is scheduled by the blue box and the tick at the bottom.

Duplicating an activity

• Scroll down and find an activity that you wish to duplicate and click the duplicate button.

• The information will stay the same as the duplicated activity. You will then be able to modify as required i.e. change the time, day etc.

• Once you have changed the day and time click modify.

• Then go into the Resource tab and change the room and staff name as required, then modify.

• In the availability tab amend the week patterns as necessary, then modify.

• Enter the Timetabler tab and you will see the yellow diamond, then scheduled.

• Then your booking is made.