Astra Scheduling
Office Hours:
Monday - Friday
8:00am - 4:30pm
Jessica Steenbergen
Office of Academic Affairs
Scheduling Applications Coordinator
Wetherby Admin Building - 220
Phone: 270-745-2802
Fax: 270-745-5442
Email
Campus and Community Events
Van Meter Hall - 102
Phone: 270-745-2497
Fax: 270-745-7035
Email Office
Downing University Center
DUC - 228
Phone: 270-745-5793
Fax: 270-745-2457
Email Office
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Instructions for using the On-Line Classroom Reservation System
Requests for academic classrooms/space must be requested via WKU’s on-line reservation system , Astra Schedule. Please read the following information before proceeding to the on-line system. Reservation requests should be made at least 5 business days prior to the event.
- Go to https://Astra.wku.edu/astraschedule. Log in with your NET ID and Password.
- Requesting Event Space (Do NOT use Event Request): Using the tabs at the top of your screen, select the Event tab and then select Event Wizard.
- Enter the Event Name (Please limit the use of abbreviations)
- Select an Event Type (Note: Only Academic/Course information will NOT be displayed on the University’s Calendar of Events)
Step 1 (Event Information) - Select a Customer from the drop down box, then select a contact. If your customer/contact are not listed in the drop down boxes then add yourself with the new button. On the right side please enter your Estimated Attendance. Please note: If you type anything in the Description box it will show with the event on the Calendar. If you types a note in the note box no one can see it but you. Hit next button at the bottom to go forward.
New Customer:
If your department or organization is not listed in the "Customer" drop down menu please choose "New Customer" and add yourself to the list. Please provide your complete organization name as well as your name and contact information (mailing address, phone number and email address). Hit Continue after entering all of the requested data.
New Contact:
If your organization is listed in the "Customer" drop down menu but you are not listed as a "Contact" choose "New Contact" and add yourself to the list. Please provide your complete contact information (First Name, Last Name, Email, etc.). Hit Continue after entering all of the requested data and your name will be in the list from now on.
Step 2 (Create Meetings) - On the left side you'll notice everything came over from the first screen. At the bottom where it says Meeting Times: Please select your date and time frame of the event and hit Add Meeting Button. This will add your meeting on the right side. If you have multiple events please keep adding until you have every date and time listed on the right side of the page. Once you have all meeting entered then hit Next at the bottom.
Step 3 (Select Rooms) - It might take a few seconds for this to load because its loading every building and room. Scroll through the list and select the location you want. When selecting a room you can either select the room number and a green box will pop up that says selected. Or you can hit the word available and the green selected box pops up. You may select more than one room in this list. Once you have your rooms selected please hit the next button.
Step 4 (Select Resources) - For the most part most events will skip this step. This will allow you to pick resources for your event. Things like tables, chairs, tents, staging, etc... If you add a resource to the event then an email is generated to ask for the resource and another email is generated asking to use the room/space. Hit next button.
Step 5 (Review) - Double check your entire entry to be sure everything is right. If you need to make any changes please do so before you move onto finishing. Once you have everything correct hit Finish.
Step 6 (Completed) - It will show and error message across the top (the following meeting was incomplete...") this is an error I'm working to remove just know that your event has gone through the request process.
You’re done.
If your request is approved a confirmation will be emailed to you. Please remember your reservation is not final and your event location should not be publicized until you have received a confirmation from the office responsible for the room.
IF YOUR EVENT INCLUDES PUBLIC ATTENDEES, PLEASE CONTACT PARKING & TRANSPORTATION SERVICES FOR PARKING AND PERMIT REQUIREMENTS. COMPLETE THE ONLINE SERVICES REQUEST FORM FOR THE PARKING PERMITS, SHUTTLE SERVICES, PARKING RESERVATIONS AND MORE.
FOR ALL OFF CAMPUS PEOPLE PLEASE CONTACT THE
CAMPUS AND COMMUNITY EVENTS OFFICE @ 270-745-2497
Proceed to the On-Line
Reservation Astra System
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