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EMS Software, LLC

Using the Academic Book

The Academic Book provides a week-at-a glance graphical view of the courses that are assigned to a specific room or instructor. The view is for one room at a time as opposed to the Reservation Book, which shows all rooms one day at a time. The Academic Book shows only classes during the Planning phase of academic scheduling, but it shows both classes and events post-publish. To open the Academic Book, do one of the following:

• On the EMS Academic Planning toolbar, click the Academic Book icon emsum_EMSCampus_image087.png.

• On the EMS Academic Planning menu bar, click Academic Planning > Courses > Academic Book.

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When the Academic Book first opens, if you are working with a future term, then the date is set to the first Sunday or Monday of a full week of the term; otherwise, if you are working with a current term, then the date is set to the first Sunday or Monday of the current week.

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Whether the date is set to Sunday or Monday is determined by the setting for the Day Label - First Day of the Week EMS system parameter. See the EMS Setup Guide.

In both cases, the display is filtered by Room and Building. You have many options for changing the view in the Academic Book to better meet your working needs

To change the date display

• On the Date field, click the dropdown arrow to open the Calendar. Use the scroll features (< and >) at the top of the calendar to change the month or year. To select a different date for a month, click the date.

Academic Book calendar

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• Use the scroll features at the top of the reservation book display to scroll to a different day, week, month, year, or any different combination of these.

Academic Book calendar scroll features

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To change the view of courses by room

If the Academic Book is in the Room view, then the default minimum and/or maximum capacities that have been configured for a room are displayed next to the room. To change the view of courses by room, change any and all of the available display options—Domain, Term, Scenario (SIS by default or an Optimization scenario if optimization has taken place), the Building/Domain/View, and/or the Time Zone.

Academic Book, courses grouped by room

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To change the view of courses by instructor

To change the view of courses to that by Instructor, click Instructor, and then, change any and all of the available display options—Domain, Term, Subject, and/or Time Zone. To filter the list by a specific instructor, enter a search string in the Name field, and then click Go. Click the name of an instructor in the left pane to see a list of courses that are scheduled for the instructor.

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Your search is limited to the exact order of the characters in the string, but the search is not case-sensitive and it can appear anywhere in the search results. For example, a search string of and returns Anderson, Scott, Sanders, Barry, and so on.

Academic Book, courses grouped by instructor

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To set options for the Academic Book

Click Options in the upper right hand corner of the Academic Book to open the Academic Book options dialog box. You use the options on this dialog box to specify such things as what is to be displayed in the book when it first opens, mouse actions in the book, and so on.

Academic Book Options dialog box, General tab

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Option

Description

General tab

Start Hour

The starting time for the Time grid that is displayed in the Academic Book.

Display

• Event Name/Course—Display the event name/course in the course entry.

• Setup Type—Show the setup type and count in the course entry.

• Group/Instructor—Show the group name/instructor name in the course entry.

Published Booking Colors Based On

For published courses, whether the fill color for a course entry is to be based on the Status color palette or on the Event Type color palette that has been determined in Configuration.

Rooms Without Bookings

The color with which rooms without bookings are highlighted in the Academic Book.

Room Display

• Room Code—Show the room code in the Room list when the courses are grouped by room.

• Room Description—Show the room description in the Room list when the course are grouped by room.

Building Display

• Building Code—Show the building code in the Rooms list when the courses are grouped by room.

• Building Description—Show the building description in the Rooms list when the coursed are grouped by room.

Go to Today on Startup

Not applicable.

Always Prompt for Building on Startup

Opens the Building dropdown list when the Academic Book first opens, which requires that you select a building, domain, or view before you can continue, as opposed to simply opening the building that you last viewed in the Academic Book.

Show (all) in Building list

Make (all) buildings an available option in the Building dropdown list, as opposed to having to choose a single building.

Show Building in Instructor Bookings

Show the Building Code in the course entry when courses are grouped by instructor (space permitting).

Show Room in Instructor Bookings

Show the Room Code in the course entry when courses are grouped by instructor (space permitting).

Tooltip Display (Unpublished)—Select the information that is to be displayed when the mouse pointer is placed on the entry for an unpublished course in the Academic Book.

Tooltip Display (Published)—Select the information that is to be displayed when the mouse pointer is placed on the entry for a published course in the Academic Book.

Tooltip for a course entry in the Academic Book

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To open a course in the Course Navigator

• Double-click a course entry for a non-published course in the Academic Book to open the course in the Course Navigator.

• Double-click a course entry for a published course in the Academic Book to open the course in the Navigator, select the course on the Course Info tab, and then click Course to open the course in the Course Navigator.

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For detailed information about working with the Course Navigator, see Using the Course Navigator”.

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To display the details for a room

To display details about a room, make sure that the Academic Book is in the Rooms view, and then right-click on any room in the Rooms list to open a Room Info dialog box that provides the following information on the appropriate tabs—the bookings for the room, the properties for the room, the pricing for the room, any images of the room and any user defined fields (UDFs) that are associated with the room.

Room Info dialog box

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