Office of the Registrar

Schedule an Event in Astra

The University of Toledo’s scheduling system, Astra Schedule, is a web-based tool available to the UT community for requesting rooms for academic and non-academic events.  Below are some basic tools for reserving space on campus for your meetings or events.


To align with the state's social distancing requirements, the following guidelines are in place regulating all event requests:

  • Requests of 10 or less attendees are permitted without additional approval.
  • Requests of 11-49 attendees require approval from your college dean or vice president.
  • Requests from 50+ attendees also require approval from the university's Senior Leadership Team.  Please forward your request to the appropriate dean or vice president who will facilitate the request to Senior Leadership.
  • Approvals can be forwarded to the appropriate inbox in conjunction with your Astra request.  For academic event requests on Main Campus email Curriculum-Scheduling@utoledo.edu .  For Health Science Campus event requests, email HSCRooms@utoledo.edu .

Additional information on the guidelines for events and gatherings can be found in the university's Rocket Restart COVID-19 manual.


 

How to submit an event request at the University of Toledo using Astra

Step 1: Log into the myUT portal using your UTAD username and password. Navigate to the Employee tab, and select Astra Scheduling within the Workplace Tools channel on the right hand side of the page.

Step 1a: Enter  your UTAD username and password again on the Astra Schedule page.

 Astra Schedule Sign In 2a

Step 2: In the banner at the top of the page click the Events icon and select Request Event.

Step 3: Select an Event Request Form - there are a couple options so please select carefully

  • MC Academic Request - Course Related - Use this form to request the use of a Main Campus general purpose classroom for a course related purpose. This request requires the subject, course number, and CRN.

  • MC Non-Credit Event Request Form - Use this form to request the use of a general purpose classroom for a non-course related purpose. 

  • HSC Event Request Form - Use this form to request the use of  general purpose room for a meeting or event on the Health Science Campus.

Step 4: Complete the Contact Information and Event Information portion of the online event form. Your name and email address is automatically filled in for you. Fields with an "*" are required. When completing the Event Name, an appropriate and descriptive name is important. If the name is too general, it may be changed during the approval process. The additional comments box is information that will only be viewed by the Room Scheduler.

Step 5: Complete by adding a Meeting by clicking the blue Add Meeting button

  • Select Single, for a onetime event, or Multiple, for one event that occurs on different days, or Recurring, for one event that happens at the same time weekly, bi-weekly, or monthly

  • Enter Start and End Time

  • Enter Start and End Date

  • Enter Meeting Name, Meeting Type, and Max Attendance

  • Then click the blue Add Meeting button

  • Once back on the event form click the blue Request Rooms button

  • The Assign Room box appears

  • Rooms and Availability - rooms are displayed in the best-fit order. For example, if you need a room for 100 attendees, only those rooms that will accommodate that number of guests are displayed as options and those that fit best (closet to 100 person capacity) will display first. 

    • Click an available room to select it. It is important to only select one room
    • Red - Room highlighted in red is unavailable for day/time of your event
    • Yellow - One or more of the meeting dates have a conflict with another course or event
    • Green - The room will be held for your meeting request when you save and submit
  • Hint - If you need additional details about a room, hover your cursor over the bullet icon and the details about the room will pop-up. The 'score' column refers to how well that room fits your request. 
    • Select the room for your event. It will be highlighted green 
    • Click the OK button 

Step 6: Verify event details and submit 

  • After clicking submit, you will be brought to a page acknowledging that your event request has been received. 

Astra Schedule Verification

Event Request Messages

When an event request form is submitted, an email message is automatically generated and sent to the requestor as confirmation. Additionally, when action is taken by an event request approver, you will receive an email message that your event request was either confirmed or declined, or that more information is requested.

Cancelling or Changing an Event

Cancellations or changes cannot currently be performed online. To cancel or change an event, email the appropriate scheduling staff:

MC non-credit event reservations - rubye.johnson@utoledo.edu
Main Campus Academic Reservations in General Purpose Room - curriculum-scheduling@utoledo.edu
HSC Campus General Purpose Room - hscrooms@utoledo.edu

 

 

 

Last Updated: 8/10/20