Create Campus Visits Tab

The Create Campus Visits tab on the Campus Visit Setup window allows you to enter campus visit criteria and details for a particular process of generating CAMPUS_VISIT rows.

The criteria and details entered on this tab together with criteria from the Exclude Dates and Allow Times tabs are used to generate a scheduling row (an event) on the Campus Visits tab for each campus visit. These rows are available for searching and selecting on the Campus Visit tab of the Edit Item - Event window. The following example details how rows are generated:

Date Range

10/10/2008 to 10/12/2008

Time Range

08:00 to 16:00 (8 hours)

Visit Length (Min)

Days of Week

All except Sunday

Exclude Dates

10/11/2008

Allow Times

10:00 to 11:00

Rows Generated

2 (2 rows for 10/10/2008 at 10:00 and 10:30)

NOTE: No rows were generated on 10/11/2008 because it is excluded, and no rows were generated on 10/13/2008 because Sunday is not selected. Although Time Range allows more schedule rows, the Allow Times do not.

If a row has already been created for a Begin Date and Begin Time combination, another row will not be created and the process continues to the next Begin Date and Begin Time combination. At the end of the process, the following message is displayed: "A campus visit row already exists for one or more of the dates and times specified by this criteria and therefore was not re-created in CAMPUS_VISIT."

Campus Visit Criteria

The following columns are available in the Campus Visit Criteria group box to allow you to enter criteria to use in creating campus visits.

Description

Enter up to 100 alphanumeric characters in this required text box to describe this campus visit process.

Date Range

Enter the beginning and ending dates for this type of campus visit; for example, you may want to enter begin and end dates for a particular semester, an academic year, a month, a counselor, etc. These required date columns default to 00/00/0000 if no dates are entered. The ending date must be equal to or greater than the beginning date.

Time Range

Enter the beginning and ending times for this type of campus visit. These required time columns (HH:MM) are displayed in military time and default to 00:00 if no times are entered. The ending time must be greater than the beginning time.

Time Range is the range within which campus visits should start. For example, if Time Range is 13:00 to 14:00 and Visit Length is 60 minutes and Allow Times are at least 13:00 and 15:00, then meetings are created at 13:00 and 14:00. The End Time plus the Visit Length must be less than or equal to the End Time for the Allow Time for the day in order for the appointment to be generated.

Visit Length (Min)

Enter the length of time (in minutes) for each occurrence. This required column defaults to 0; however, you must enter a number greater than 0.

Max Visitors

Enter the maximum number of persons for each visit. This required column defaults to 0; however, you must enter a number greater than 0.

Days of the Week

Select the checkboxes of days on which campus visits will be conducted. The default is cleared, but you must select at least one day.

Item Details

The following columns are available in the Item Details group box to allow you to enter default details about the Notepad item (campus visits). All columns are optional.

Description

Enter up to 100 alphanumeric characters to describe this item (event).

To Do ID/Name

Enter the ID Number of the person responsible for the interview/campus visit. This ID Number can be assigned after campus visits are generated.

Location

Select the location where the interview/campus visit is to be held from the drop-down list. The location can be assigned after campus visits are generated.

Building

Select the building where the interview/campus visit is to be held from the drop-down list. You must select a Location in order to select a Building. The building can be assigned after campus visits are generated.

Room

Select the room where the interview/campus visit is to be held from the drop-down list. You must select a Location and Building in order to select a Room. The room can be assigned after campus visits are generated.

Buttons

Save and Create Campus Visits

This button saves the criteria and details entered to the Campus Visit Configuration table and creates Campus Visit rows on the Campus Visits tab.

Be sure to enter criteria (if needed) on the Exclude Dates and Allow Times tabs before clicking this button to generate campus visits. If you do not enter exclude dates, the following message with Yes/No buttons is displayed: "You do not have any Exclude Date defined. Do you wish to continue creating the campus visit rows anyway?" Selecting Yes continues the campus visit generation process, and selecting No returns you to the Campus Visit Setup window.

Save

This button saves the criteria and details entered to the Campus Visit Configuration table. No campus visit rows are created on the Campus Visits tab.

This button closes the Campus Visit Setup window. If you have unsaved changes, you will be prompted to save. Clicking Yes saves the changes and closes the window. Clicking No does not save the changes and closes the window. Clicking Cancel leaves the window open.

How To

1. Open the Campus Visit Setup window.

2. On the Create Campus Visits tab, enter the criteria to be used to create campus visits.

3. If you want to just save the criteria and not create campus visits, click the Save button, which saves the criteria to the Campus Visit Configuration table.

4. On the Exclude Dates tab, enter dates when no campus visit will be available. Click the Save button.

5. On the Allow Times tab, enter the times for campus visits for each day of the week. Click the Save button.

6. If you want to save the criteria and create campus visits, click the Save and Create Campus Visits button on the Create Campus Visits tab. A row for each visit is created on the Campus Visits tab.

7. If the process tried to create duplicate rows, the following message is displayed: "A campus visit row already exists for one or more of the dates and times specified by this criteria and therefore was not re-created in CAMPUS_VISIT." Click OK to close the message.