Academic Import Utility (AIU) Reference Guide

1. In the Main Menu, navigate to Reservations > Academic Import > Academic Import Utility.

   The Sessions window opens.

2. Click New.

3. In Session Code, enter a unique code for that session.

4. In Description, enter a description for that session.

5. In Start Date and End Date, select a start and end date for the session.

6. in Group, select the group that the session belongs to.

7. In Event Type, select Academic Course.

8. In Setup Type, select Academic Setup.

9. In Status, select Academic Confirmed.

10. In Conflict Status, select Academic Conflict.

11. If you cross-list courses:

    1. Select Use Cross List Status.

    2. In Cross List Conflict Status, select Academic Crosslist.

    Else clear the Use Cross List Status checkbox.

12. If you override events already scheduled in the academic space:

    1. Select Override Existing Bookings.

    2. In Override Conflict Status, select Academic Bumped.

    Else clear the Override Existing Bookings check box.

13. From Reservation Source, select Academic Import.

14. Click OK.

As a part of the setup, verify that EMS correctly maps the course date pattern.

To verify the course date pattern:

1. Navigate to System Administration > Settings > Parameters > Desktop Client > Academic Import.

2. Verify that the value under the Value column matches the course date pattern on your Student Information System (SIS) files.

We recommend that all other users log off from the Desktop Client or Web Client while you import the courses. To log off remotely navigate to System Administration > Tools > Active Users. Log off all users other than yourself.

1. Navigate to Reservations > Academic Import > Academic Import Utility.

   The Sessions window opens.

2. Highlight your session and click Load.

3. Navigate to the location of the SIS term file.

4. Choose the SIS term file.

5. Select an import format.

   Select the tab-delimited format in this case.

6. Click Next.

After you import the SIS term, any booking cross lists and/or conflicts for the term appear in the Academic Import Utility Results window.

• To save results to a printable report, click Print.
• To view a booking cross list or conflict, in the Navigator, click Go To.

View post-import course conflicts and event conflicts

1. On the EMS Software window, click the Browser icon.

2. From Browse For, select Reservations.

3. Enter all the filter criteria you want for your reservation results.

   • To find courses that are conflicting with other courses for room assignment, in Booking Status, select Academic Conflict.

   • To find pre-existing events that were bumped by courses, in Booking Status, select Academic Bumped.

4. Click Get Data.

   The Results tab displays all the reservation results based on the filter criteria you entered.

Resolve post-import course conflicts and event conflicts

1. Once you have the conflict results, verify the course information against the SIS.

2. In the Navigator, go to Tools > Wizards > Change Rooms.

3. Assign the correct room to the course in conflict.

4. In the Navigator, go to Tools > Wizards > Change Status.

5. Update the course status to Academic Confirmed.

   For conflicts that involve shared-space courses, change the course status to Academic Crosslist.

Make sure the SIS is updated with the correct information.

1. Reload an existing EMS session with an updated SIS term file.

2. Follow the steps to import courses and resolve conflicts.

After you import courses into a session, any future imports into that session should always include the entire term and not just any additional courses.

When multiple courses for a term get created, modified, or canceled and the AIU is no longer utilized for that term, future additions, changes, or cancellations can be made directly in EMS.

SIS should always be updated after making any changes in EMS.

1. Click the Navigator icon.

2. In the Open Navigator window, choose the reservation for which you want to make the change.

3. Click Tools > Change Room Wizard.

4. You can either Search for Rooms or use Specific Room to find the new room.

5. Click Next.

6. Choose the booking for which you want to change the room.

7. Click Finish.

8. Update SIS.

1. Click the Navigator icon.

2. In the Open Navigator window, choose the reservation for which you want make the change.

3. Click Tools.

4. Click Change Booking Date/Time wizard.

5. In Date and Time, make the changes you want to make to the booking.

6. Click Next.

7. Select the bookings from the reservation to which you want to apply the changes.

8. Click Finish.

9. Update SIS.

1. Click the Navigator icon.

2. In the Open Navigator window, choose the reservation for which you want make the change.

3. Click Change Status.

4. From the Status field choose the status you want to assign to the booking.

5. If you change the status to Canceled:

   1. In Who Cancelled, enter the name of person who initiated the cancellation.

   2. In the Notes text area, enter notes or reasons behind the cancellation.

6. Click Next.

7. Select the booking(s) from the reservation to which you want to apply the changes.

8. Click Finish.

9. Update SIS.

1. Click the Navigator icon.

2. In the Open Navigator window, choose the reservation for which you want make the change.

3. On the Reservation Summary tab, click Edit.

4. Change the 1st Contact to the instructor you want to assign the course to.

5. Update SIS.

1. Click the Navigator icon.

2. In the Open Navigator window, choose the reservation for which you want make the change.

3. Click Tools.

4. Click the Change Miscellaneous Booking Information Wizard option.

5. Select Setup Count.

6. In tSetup Count, enter the new enrollment count for the course.

7. Click Next.

8. Select the booking(s) from the reservation to which you want to apply the changes.

9. Click Finish.

10. Update SIS.