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Configuring Academic Units

An academic unit is a level of organization within an institution that defines responsibility for making schedule requests for a portion of a domain. Academic units are used when assigning permissions to academic users and when filtering reports. When you configure your academic units, you must specify the event type that is to be used when you publish your courses in EMS, the group for which the course reservation is to be made, the rooms that the units control, and the subjects that are associated with the units. The rooms that are defined within an academic unit give the unit the ability to require these spaces during optimization. The subjects that are defined within an academic unit determine the courses that are listed when filtering by the unit. Both subjects and rooms can belong to more than one academic unit.

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The term “domain” is controlled by an EMS system parameter (Campus: Academic Unit Title Singular and Campus: Academic Unit Title Plural), and typically, it is changed to Department or Division to better describe how course scheduling requests are divided. See Editing System Parameters”.

To configure academic units

1. On the EMS Campus menu bar, click Academic Planning > Configuration > Academic Units. The Academic Units window opens. This window lists the units that are associated with a specific domain.

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2. On the Domain dropdown list, select the domain for which you are configuring the units, and then click New. The Academic Unit dialog box opens. The Academic Unit tab is the active tab.

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3. Enter the information for the new academic unit.

Option

Description

Academic Unit Code

Required field. Abbreviated text that conveys the unit name or description. For example, if a unit is named Department of Life Science, then a code for the unit could be LIFESCI.

Note: The code can be a maximum of 10 characters, including spaces.

Academic Unit

Required field. The name of the unit.

Note: The name can be a maximum of 30 characters, including spaces.

Domain

The domain with which the units are associated.

Note: The value that is displayed here is the value that you selected in Step 2 but you can select a different value if needed.

Building Preference

You can leave the building preference set to the default value of (no preference), or you can select a specific building, area, or view. If you select a specific building, area, or view, then this specific building, area, or view is set to the default value for all courses that are held in this academic unit during Set Preferences mode, but a user can select a different value if needed. If you select Required, then the specific building, area, or view is the only value that is allowed for all courses that are held in this academic unit during Set Preference modes.

Event Type

The event type that is to be used for the room bookings when publishing your courses in EMS for the unit.

Note: You can also specify the event type at the course type level. The event type specified here is used if you choose not to associate course types with event types. See Configuring Course Types”.

Virtual

Web User

Web Process Template

Optionally, you can select a web user for this academic unit and a default web process template. After the term is published, this web user will see the courses that are associated with this academic unit in the View My Requests section of VEMS. To select a web user, click the Search icon emssg_EMSCampus_image011.png to open the Web Users dialog box and search from a list of registered web users.

• You can search by User Name or Email Address.

• To search a list of all available web users, leave the Search field in the Web Users dialog box blank, and then click Display.

• To search for a specific web user, enter a search string in the Search field, and then click Display.

Note: The string is not case-sensitive, but your search is limited to the exact order of characters in the string and it must begin with the information for which you are searching. For example, if searching by Email Address, a search string of bob returns bob.worth@emssoftware.com but not dbobbett@emssoftware.com.

To return these fields to their default values at any time, click Reset.

4. Open the Rooms tab, and optionally do one or both of the following:

• On the Building dropdown list, select (all) buildings, or select a specific building.

• On the Room type dropdown list, leave the value set to (all), or select a specific room type.

All rooms that meet your search criteria are displayed in the Available list.

5. On the Available list, select the room, or CTRL-click to select the multiple rooms to which the academic unit should have access, and then click the Move (>) button to move the selected rooms to the Selected list.

6. Open the Subjects tab, and on the Available list, select the subject, or CTRL-click to select the multiple subjects that are associated with the academic unit’s schedule, and then click the Move (>) button to move the selected subjects to the Selected list. The Academic Unit dialog box closes. You return to the Academic Units window the newly configured academic unit automatically selected.