Aston University
Information Systems Aston (ISA)
Aston:Vision Training Document
Celcat InductionTimetabling
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Aston:Vision Training Document
Celcat Induction Timetabling
Creation Date:
16 March 2010
Created By:
Joy Atkins
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Information Systems Aston (ISA)
Aston:Vision Training Document
Celcat InductionTimetabling
Version History
Version
No.
1.0
2.0
Release Date
Released By
Description of Changes
26 Feb 2008
16 Mar 2010
Joy Atkins
Joy Atkins
Initial Copy
Final Copy
Document Information
Purpose of Document
To provide detailed instructions to University staff on the procedures for creating the Celcat events
records which will subsequently produce personalised induction student timetables. The student
data in SITS is exported to Celcat by use of a Plugin. A single corporate installation of Celcat is
used.
The Teaching Facilities Manager (Registry and Planning Services) has access to book University
rooms. This will require on-going communication and coordination between the Schools with the
Teaching Facilities Manager.
Intended Audience for this Document
This document is intended for:
Staff creating student induction timetables.
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Aston:Vision Training Document
Celcat InductionTimetabling
TABLE OF CONTENTS
VERSION HISTORY ........................................................................................................................ 2
DOCUMENT INFORMATION .......................................................................................................... 2
PURPOSE OF DOCUMENT ................................................................................................................ 2
INTENDED AUDIENCE FOR THIS DOCUMENT ...................................................................................... 2
1
THE SITS RECORD ................................................................................................................. 4
2
CREATING THE CELCAT RECORD........................................................................................ 4
2.1
2.2
2.3
2.4
2.5
2.6
2.7
Setting up Celcat ...................................................................................................... 4
Creating the Events and selecting a Course Group of Students ................................ 4
To Add a Room to an Event ...................................................................................... 6
To Add a Member of Staff to an Event ...................................................................... 6
To Add a Category to an Event ................................................................................. 6
To Add a School/Department to an Event ................................................................. 6
To Add Notes to an Event ......................................................................................... 7
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1.
Aston:Vision Training Document
Celcat InductionTimetabling
THE SITS RECORDS
The SCE (Student Course Enrolment) student records are exported from SITS into Celcat.
Therefore groups within Celcat will be by course code and block e.g. USEAEA022 1 will include all
current students in year one on the BSc in Logistics course.
2.
CREATING THE CELCAT RECORDS
2.1
Setting up Celcat
When you open Celcat for the first time, the event ID needs to be set to show on each event. This
will be required by Teaching Facilities Management if you wish to request one of the central
University pool rooms.
Once you have logged in:



2.2
Select Tools  Options  General Options from the menu bar at the top of the screen.
Click on the Records tab of the dialogue box that appears.
Tick the option Show internal ID and then click Ok to save your settings.
Creating Events and Selecting a Course Group of Students
Toolbar

Click on the

Click on the browse
OK.
icon to access the Group that is to be timetabled.
button and select the appropriate group course code and select
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Aston:Vision Training Document
Celcat InductionTimetabling

Click on the “Timetable” tab at the bottom of the window.

Click on the

Click on the appropriate week record. This will ensure that the correct dates and times will
be available for the user to timetable events.
icon (Week Span) and the following screen appears.
To create a new event on a Monday from 11am – 12 noon right hand click on the appropriate cell
and select “Add Event”. The following screen appears:
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2.3
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Celcat InductionTimetabling
To Add a Room to an Event
To add a room that is owned by your academic school:



Click on “Rooms” in the event window
Browse for room or to see all rooms insert * in the browse window
Select appropriate room.
To add a Central University pool room:


2.4
To Add a Member of Staff to an Event

2.5
Click on Staff and follow the same procedure for allocating a room.
To Add a Category to an Event

2.6
The room field in the event window must be left blank.
The event ID, shown on the bottom right of the event window, for your event must be
entered into the room request spreadsheet provided by Teaching Facilities
Management along with other details about the room you require. For more information
on this process please contact Ifti Khan in Teaching Facilities Management.
Double click in the Category field and select the appropriate type of event e.g. Lecture,
Tutorial, Laboratory etc.
To Add a School or Department to an Event

Double click in the School or Department field and select the appropriate School.
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2.7
Aston:Vision Training Document
Celcat InductionTimetabling
To Add Notes to an Event
When timetabling for the Aston Welcome week, the notes field is used to provide extra information
to the student about the event taking place. Anything that you place inside the notes field will be
displayed on student timetables.
Important Note: The notes field is only shown to students on Aston Welcome Week
timetables. For teaching timetables, usually timetabled separately, it is to be used for
administration only, e.g., informing the Teaching Facilities department that this lecture is for 150
students. This information will be retrieved by the teaching facilities department and a pool room
will be allocated centrally. This note will not appear on the student timetables and will be deleted
centrally when all the rooms have been allocated.
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