Ad Astra Glossary

Term Description
Academic Scheduling Preferences  Settings that indicate room type, feature, region, building and/or room preferences or requirements. These settings impact a room’s score relative to a section during room assignment. Academic scheduling preferences saved at the system level are automatically applied to sections. Individual section overrides may be applied as needed.
Addition
Sections that could potentially be added to the schedule to meet student need. Situations where the demand indicates that you could fill at least another half section based on average section size.
Addition Candidates Offered The percentage of total sections in a schedule that could potentially be added to the schedule based on sufficient student demand to justify one or more additional sections, limited to courses offered in the analyzed term.
Additional Seats Needed Demand for seats needed in excess of the seats offered.
Analysis Term The academic term selected for the tool to examine. This is often a new, upcoming term created by a roll forward process
Approver Group A list of people to whom requests for events or resources are routed for approval.
Arranged Section A section that has components of its meeting pattern that are undetermined.
Average Capacity Average maximum enrollment per section for the term.
Average Course Load per Student Average number of courses associated per student for the analysis term.
Average Enrollment Average value of the enrollment (census) per section for the term.
Average Load (Hrs.) Average number of credit hours assigned to a student by the analysis run.
Average Seats Average seats offered over the historical like terms.  Total maximum enrollments divided by the number of sections offered.
Average Section Size If analysis term courses are planned, reports may use average section size (total seats offered divided by sections offered) to determine capacity. If no sections are offered, the baseline term average section size is used.
Average Student Load Average course load for all of the students being scheduled for the run. This could be by credit hours or number of courses depending on configuration.
Balanced Course Ratio The percentage of unique courses offered that are balanced with student need, defined as having an Enrollment Ratio between 70% and 95%.
Base Predictive Base Predictive Data performs statistical analysis of student progression through programs and is a way to generate and save copies of this base analysis data for re-use.  
Baseline Analysis This analysis type assesses student demand for courses by comparing enrollments for course offerings in the analysis term to those in the last selected “like” term.
Baseline Demand Course demand based on actual enrollment in last like term.
Baseline Need Demand or seats needed based on the baseline analysis type
Blended Historical Demand Average demand from historical analysis (baseline and historical trend).
Bottleneck A scheduling deficit caused by a scarce resource or heavily used time period.  A bottleneck is indicated when suitable rooms exist, but none are available for a given section. For the purposes of room utilization and HESI metrics, a bottleneck is indicated for rooms at 80% utilization.
Campus The campuses in Astra Schedule should mirror the campus information found in the student information system. These will be geographical divisions used in room assignment and security settings.
Capacity Standard Deviation Population Standard Deviation of the max enrollment values of all sections in the course. A low standard deviation shows that section max-enrollments of a course tend to be close to the average, whereas high standard deviations can indicate the data is spread over a large range of values.
Catalog Versions represents the term starting date on which a set of program rules goes into effect.
Classroom Utilization Primetime The percentage of hours in the primetime subset of a standard week (as defined by each institution’s usage patterns) that a typical classroom is in use.
Classroom Utilization Standard Week The percentage of hours in a standard week (as defined by each institution’s usage patterns) that a typical classroom is in use.
Collection A collection is a grouping of equipment and/or services that is typically reserved as a single unit. Equipment items and services may be required or optional when reserving a collection.
Configuration The name and definition of a room’s physical arrangement used for scheduling purposes. A room may have one or more possible configurations.
Contact Hours This is the number of hours the meeting must meet per week or term. The contact hour value determines the valid meeting patterns for the course meeting type.
Courses Offered Number of unique courses offered in the term
Critical Path A series of dependent (pre-requisite) courses that a student must take in order by a specific term to graduate on time.
Critical Students Number of students who have the course as a pure or absolute requirement and are likely (greater than 50% probability) to take it in the analysis term.
Crosslist A scenario when two or more courses meet in the same room at the same time.
Custom Field Custom Fields are fields that are defined by users to be displayed on various record types in Astra Schedule. Custom Fields may be desired to capture information in the system that isn’t captured by default. Record types for which Custom Fields may be defined include Buildings, Rooms, Sections, Section Meetings, Events, Event Meetings, and Event Request Forms.
Customer A customer is a client, business, organization, or other entity used in event scheduling to which one or more individual contacts are associated.
Customer Contact A person that is associated with a customer. Customers may have multiple contacts, one of which is the primary contact. A person may be a contact for multiple customers.
Customer Group Customer Group is a customer field that categorizes customers for reporting purposes. Examples include Student Group, Alumni Association, Community Organization, Faculty and Staff, etc.
Delivery Methods Delivery Methods represent the various course offering formats.  Examples include "On Campus", "Blended", "Online", etc.
Demand The probability that the student will take the course during the analysis term. This probability reflects academic history, eligibility and (in the case of Predictive Analysis) student preference and/or offering tendencies of the institution. The sum of Demand for all students for each course is the global result of Program Analysis.
Difference The difference between the planned seats and projected need (a negative number indicates undersupply.  A positive number indicates oversupply).
Do Not Optimize Indicator flag that room assignments should NOT be automatically made for sections of this course during bulk scheduling.
Effective Date A date defined for a record on which changes will occur.  For example, a room may be reconfigured to have scheduling attributes (i.e. seating, features, room type) that become available as of a certain date.
Efficiency Candidates The percentage of total sections/courses in a schedule that could potentially be removed based on insufficient demand.
Efficiency candidates include:
1. Reduction Candidates: Percentage of total sections across multi-section courses that could potentially be removed from the schedule based on insufficient demand to justify these sections.
2. Elimination Candidates: Courses with one section that could potentially be removed from the schedule as long as graduation requirements are not compromised.
Elimination Candidates Courses that could potentially be removed from a schedule entirely as long as graduation requirements are not compromised. The criteria used is any course with a total enrollment less than 10 and less than 50% enrollment ratio (total enrollment < 10 and ((total enrollment / max enrollment) < .5))
Enrollment Ratio Overall average fill rate for course offerings calculated as census enrollment divided by Enrollment Capacity.
Estimated Load Average credit hour load per student estimated in Platinum prior to the Analytics run.
Estimated Savings Product of the number of sections removed from the schedule and a basic cost per section (usually $4,000).
Estimated Students Impacted Number of students that may have access to an additional course based on the additional sections offered.
Event Meeting Type The Event Meeting Type is similar to Event Type, but is specific to event meetings. This field provides a categorization for types of meetings within an event record.
Event Type The Event Type is an event record field that describes the general category of event. The Event Type is used for grouping events, primarily for reporting purposes. Examples include Student, Community, Staff, Athletic, Corporate, or any other category that is important to your institution.
Excess Seats Total unused seats of a course (Total Max Enroll - Total Enrollment).
Facility Layout A standardized physical layout that may be associated with room configurations on one or more rooms.
Feature A permanent attribute of a room or resource that is significant from a scheduling perspective. (e.g. sink, LCD projector, maps, etc.).
Featured A visibility status setting that allows events and reports to be highlighted on the homepage.
Fill Ratio Ratio of average enrollment or max enrollment to the average room capacity. This is based on either actual or max enrollment, depending on the specified report parameter ((Max) Enrollment/Room Capacity).
Historical Average Section Enrollment Average section enrollment for the historical like terms.
Historical Average Section Seats Average section max enrollment or seats offered for the historical like terms.
Historical Baseline Enrollment in the previous like (Fall/Spring) term. 
Historical Equivalents This section allows the entry of non-degree audit, manual equivalents entered for the purposes of program analysis.
Historical Fill Another term for enrollment ratio.  Total enrollment divided by total max enrollment for each course.
Historical Net Sections Sections that may need to be adjusted based on the category type.  Positive numbers are potential additions and negative numbers are potential reductions.  Calculated based on the delta between sections needed and sections offered. For historical demand only.
Historical Total Enrollment Average course max enrollment or seats offered for the historical like terms.
Historical Trend Trend projection based on the upward/downward trajectory of census enrollment in the course (up to 5 previous like terms)
Historical Trend Analysis This analysis type assesses student demand for courses by comparing enrollments for course offerings in the analysis term to those in multiple selected “like” terms. This provides non-student-specific quantitative trending information from historical demand. In other words, how many students took x courses in x terms?
Historical Trend Demand Course demand calculated from mathematical trend of like terms in the analysis.
Homepage A central access point to information from various sources. The Astra Schedule homepage is a gateway to the application and provides configurable views of various pieces of information, both internal and external.
HVAC Zone Heating, ventilation and air conditioning zone; an HVAC zone defines a specific area within a building that can be affected by the buildings climate control system; definition of these zones will allow scheduling decisions that can take into account energy efficiency considerations.
Import ID This is the unique identifier for the course. This value is used during imports to determine course details and determine if the course exists in the database.
Incomplete An event scheduling status indicating that a room assignment is still required or that room or other resource approvals are pending.
Infeasible A scenario in which a section has a combination of scheduling requirements that are impossible to meet.
Institution Contact An institution contact is a person that is available to be listed as an internal contact person for an event.
Instructor Availability Templates

Instructor Availability Templates are used to show when instructors are available for section assignment.  The following details can be populated on the Instructor Availability Template: days, start and end times, campus, and term types.  

Like Mean Performance Mean values for each metric among all 'like' institutions compared.  Example:  four year public.
Like Terms Historical terms against which the Analytics tool will compare the analysis term (i.e., when an upcoming fall term is being analyzed, it will be compared with 3-5 previous fall terms). For example, like terms for Fall 2019 would be Fall 2018, Fall 2017 and Fall 2016.
Load Potential hours taken by a student during the analysis term.
Maximum Average Enrollment Capacity   Average value of the enrollment (census) per section for the term.
Mean Performance Mean values for each metric among all institutions compared.
Meeting Pattern Meeting Patterns are the distinct combinations of Term Type, Meeting Type, days met, and start and end times.
Meeting Type The Meeting Type is an academic field that describes the valid general meeting categories for courses and sections. Examples include Lecture, Lab, Discussion, or any other category used by your institution.
Net Sections Sections that may need to be adjusted based on the category type.  Positive numbers are potential additions and negative numbers are potential reductions.  Calculated based on the delta between sections needed and sections offered.
New Students Students that have academic history in the given term, but never before that point.
Off-Grid Utilization The percentage of scheduling using non-standard meeting patterns during Primetime Hours.
Off-Grid Waste The percentage of capacity wasted by scheduling non-standard meeting patterns during Primetime Hours.
Optimizer The tool used to automatically assign rooms to a large number of sections using scheduling preferences and user-defined optimization parameters.
Optimizer Run Saved optimizer settings and results.
Overage Total of hours offered in excess of allowed weekly prime time hours (if a subject is allotted four prime time hours, and there are six hours offered during prime time, the overage would be "2").
Overloaded Course Ratio The percentage of unique courses offered that are difficult for students to register for because they have an Enrollment Ratio greater than 95%.
Pathway Pathways represent a specific, recommended sequence of courses that can be taken to complete a Program of Study. The goal of a Pathway is to simplify as much as possible the complexity that exists within a set of degree requirements. Pathways are used to help determine demand for courses during Planner Analysis and Simulated Registration. Pathways can be imported or managed manually.
Pent up Demand The demand for a course that may not be evident without reviewing student program rules. For example, if 150 nursing majors need to take a required biology course and the institution offers 100 seats per term, 50 students are prevented from moving effectively on their degree paths.
Percentile of All Institutions Percentile ranking of this institution in comparison with peers.
Permission A permission is a specific right within Astra Schedule to perform distinct actions; permissions include rights to view, edit or delete records, and rights to request, schedule, or approve various resources.
Planned Seats Number of seats offered for the analysis term.
Planned Sections Sections planned for analysis term.
Planner Demand 1) Demand allocation based on the number of students who need the course due where they are in their map sequence. (Demand for course choices like Gen Ed or Electives within the sequence are determined based upon the percentage of seats taken historically within that group.)
OR
2) Demand allocation based on the student's pathway or course sequence, allocated demand to the courses ‘next up’ in the individual student's pathway or planner.
Pre/Post Event Meetings Additional components scheduled in association with an event meeting to accommodate special activities like seating time, meet and greet, question and answer, etc.
Predictive Demand 1)  More nuanced allocation of demand based on popularity of course or student degree progression .
OR
2) Multifaceted allocation of demand based on historical student course choice (popularity) and student degree progressions
(Ex #1: 100 students have a choice to take 1 of 5 courses. Most popular choice gets 60 seats of demand.)
(Ex #2: 100 students could take a course. 70 of whom are more likely to take the course because of where they are in their degree progress-thus, 70 seats of demand.)
Predictive Program Analysis Predictive program analysis is a way to combine the value of program analysis with the value of historical trend analysis to determine a more realistic projected demand for courses for certain institutions.
Preference The priority of a given room type, feature, region, building, or room as determined by course or instructor need.
Preference Mode The preference mode determines how the preference is applied during scheduling. The four preference modes include:
1.Normal - preference weight is considered when scoring room fit
2.Required - preference must be satisfied in room assignment
3.Excluded - preference item must be avoided in room assignment
4.Blocked - preference should not be considered if it has been inherited from another rule
Preference Set A reusable group of saved scheduling preferences (business rules) applied during room assignment to determine “best fit” based on the scheduling process, term, or scheduling goals.
Preprocessing A parameter setting in the optimizer that helps ensure a specific need is met before other rooms are scheduled.
Prime Ratio (or Prime Time Ratio) The percent of total average weekly room hours (by subject) offered during prime time (Prime room hours / Total Room Hours).
Prime Room Hour Utilization Percentage of the prime room hours used in that room / building. The prime week hours are entered as a user defined parameter when the report is run. (Prime Room Hours / (# of Rooms in room / building*Prime Week))
Prime Room Hours Average weekly hours occurring in the user specified prime time. If prime time is M - R, 10a - 3p, a class that meets on MW from 9a to 11a would get counted for four total room hours, but only TWO prime room hours.
Primetime Compression Percentage that Primetime Utilization is higher than an evenly spread scheduled would be.
Primetime Hours The most popular days/times for scheduling academic sections, where room utilization is often disproportionally high. The prime week is a subset of the Standard Week Hours.
Program Academic program used in the Analytic run. Each student is grouped into one program.
Program Analysis Program Analysis looks at individual, active students’ academic career progress to determine those courses that students are eligible to take in the analysis term and that will satisfy currently unmet program rules. Course demand is assessed by inferring the probability of students taking these courses.
Program Demand Objective allocation of demand, accounting for all choices a student has.
(Ex: 100 students have a choice to take one of 5 courses, each of the 5 courses gets 20 seats worth of demand)
Program of Study Programs of Study represent the unique combinations of program, major, minor, and concentration (and student attributes related to degree path if applicable) being pursued by students at your institution. They are created by the Astra Schedule system using the imported student history data.
Projected Need The sum of student demand for all students for each course in the Program Analysis. This projected need is the probability that individual students will take the course during the analysis term. This probability reflects academic history, eligibility and (in the case of Predictive Analysis) student preference and/or offering tendencies of the institution.
Publish The process of updating the production section data with time, days and room assignments made during an optimization run.
Real Students Active students with registration records.
Reduction Candidates Sections that could potentially be removed from the schedule without negatively impacting student need.
Region User-defined groups of buildings and/or rooms used to set  academic scheduling preferences and user security restrictions.  Regions can also be used as a filter option in various views throughout the system to limit the scope of records returned.
Report Server The report server is a server component installed with Astra Schedule that manages the Crystal Reports integration, makes saved Crystal Reports files available, and allows the scheduling and delivery of Crystal Reports files.
Report Subscription Report subscriptions provide automatic delivery of reports to anyone via email.  The recipient address, report format, and delivery interval are specified at the time the subscription is created.
Requirement Rating The likelihood that a student needs to take a particular course at some point during the completion his/her program. This value could also be described as the pure probability and is used in the calculation of an adjusted probability.
Resource Any schedulable item in the Astra Schedule system, including rooms, equipment, food, people and services.
Resource Category Resource categories are used to help navigate and filter the equipment list for purposes of maintenance, scheduling, management, and security assignment.
Each resource may belong to only a single category. Examples might include things like “A/V”, “Furniture”, “Computers”, or “Sporting Goods”.
Resource Grid A calendaring option that provides a resource-centric view of activities. This view provides at-a-glance room or resource availability.
Resource Group Resource groups are used to help navigate and filter the resource list for purposes of maintenance, scheduling, management, and security assignment. Additionally, resource groups are used for purposes of specifying which resources must be approved before scheduling and by whom.
Unlike resource categories, groups are more like keyword tags. A resource may belong to many groups to help define the various kinds of resources being utilized on your campus. Because groups can be used (in addition to categories) to achieve user security and selection, the group tag can be applied as needed to convey the type of resource or something entirely different, like geographic location. Group examples might include “DVD Players”, “Tables”, “Laptops”, or even “Jones Auditorium”.
Responsibility A person’s responsibility in Astra Schedule reflects a group or groups to which they belong. These include student, user, instructor, customer contact, institution contact, etc. The responsibility tag may affect the kind of data and functionality available for the person’s record.
Returning Students Students that have academic history in the given term, no academic history in the prior term, but have history in the other like or prior terms.
Role A role is a user-defined collection of permissions that is applied to a user to define their access to the application. A role’s definition can also include profiles that dictate the data elements to which these permissions apply.
Room Capacity The number of physical seats in a room. This is frequently more than the number of seats offered for sections scheduled in the room.
Room Hour Utilization Percentage of the standard hours used. (Room Hours / Standard Hours).
Room Hours Number of section hours scheduled in that room during the selected date range. Room hours are rounded up to the next quarter hour (a class meeting from 8:00a to 9:40a would get counted as 1.75 hours).
Room type A room description that defines room the intended overall purpose or use for a room (e.g., biology lab, art studio, auditorium, classroom)
Savings Potential Potential savings used when multiplying efficiency candidates by a per section cost.
Scheduling Priorities An optimizer setting that specifies the balance between subjective (preference priority) and objective (seat fill priority) scheduling.
Score A numeric representation of a room’s suitability for scheduling, based on scheduling preferences and seat fill. Score is used to suggest room assignments during manual scheduling and to make room assignment during optimization.
Seat Fill Percent of seats in use when room is scheduled (Actual or Max Enrollment / Capacity).
Seat Fill Utilization - Enrollment The percentage of seats in use (base on enrollment) in a classroom when it is scheduled (Average Enrollment divided by room capacity).
Seat Fill Utilization – Enrollment Cap The percentage of seats in use (based on section enrollment caps) in a classroom when it is scheduled (Average Enrollment Capacity divided by room capacity).
Seats Offered (or Seats) The number of seats offered. Also called enrollment capacity or maximum enrollment.
Seats Needed The number of seats needed in the analysis term based on historical and baseline demand. 
Section A Section record is a term-specific offering of a course.
Sections Needed Estimated number of needed sections in the analysis term based on dividing blended demand divided by average baseline max enrollment (if average baseline max enrollment is 0 or null, baseline max enrollment is divided by 15 for this calculation).
Sections Offered The number of academic course sections in the schedule for a given term.
Service Schedulable activities often performed by a person, including setup and tear down services, usher, parking attendant, security, etc.
Setup and Teardown Service Window A period of time scheduled before and/or after an event meeting during which room blocking services must be performed.
Simulated Students Students added to an analysis to mimic incoming freshmen, transfer and returning class.
SISKey A SISKey is a key value that links a record to a corresponding record in another system (typically a student information system).  Astra Schedule only populates that value for any given record if the record was established either through import, or for the purposes of import.  It’s through this value that records are recognize and matched up for incoming data.  Records that are created by hand do not get SISKey's generated automatically, but in many cases a SISKey can be manually added so that it can be recognized during imports.  For example, room records that are manually created in Astra Schedule cannot be used to assign sections during import unless they have a SISKey entered.
Standard Deviation Percentage Percentage of Capacity Standard Deviation compared to Average Max. Enroll. This shows the relationship of the standard deviation compared to the size of the class.
Standard Meeting Patterns Only meeting patterns selected as “Is Standard”.  
Standard Week Hours The number of hours in all the days/times that are available for scheduling academic sections. 
Statistical Excess Seats Seats offered for courses in excess of Projected Need
Student PIDM Student ID of actual students in the system. If the student is registered, the term "Registered" will appear next to the PIDM. Simulated students are identified by the term "Simulated Student" rather than a PIDM.
Student Success Candidates Another term for addition candidates or sections that may need to be added to the schedule to meet student need.
Student Survey Analysis (coming soon) The Student Academic Planner Analysis assesses course demand through a direct online survey of individual students on their desired/needed courses and availability for an upcoming academic term. This data can come from Ad Astra’s Academic Planner, or from other planners. The combined survey data feeds into the Platinum Analytics analysis run to provide key insights from the student perspective.
Student Total Total number of students in the academic program (includes both actual and simulated students).
Suitability Suitability determines whether or not a room is appropriate for a course section. Suitability takes into consideration campus, number of seats, and whether or not the room satisfies any required preferences.
Supply Source Indicates whether the seats offered came directly from the student information system or if an adjustment was made
Tentative An event scheduling status that indicates an event creation process that is incomplete or in progress. Any scheduled rooms or other resources are not reserved, and no messaging is triggered.
Term Terms are defined date ranges during which course sections are offered.

Terms are manually created and configured before section records are imported.
Term Type Label used to categorize a term. Examples include “Summer”, “Fall”, “Intercession”, etc.
Total Analysis Students The difference between Total Students Imported and Total Students Not Analyzed. These are the students that will be included in the analysis run.
Total Courses Offered Number of courses being offered for the term.
Total Enrollment Total enrollment in all sections of the course.
Total Max Enrollment Total max enrollment for all sections of the course.
Total Room Hours Average number of weekly hours offered of that subject. Note, this is a weighted formula to adjust for class length. A class that meets from 8:00a to 9:00a on MWF for the entire specified term would get counted for three room hours (one hour each day on Monday, Wednesday, and Friday). If that same class met for only half of the specified term, it would only get counted for one and half hours of usage. Class hours are rounded up to the next quarter hour (a class meeting from 8:00a to 9:40a would get counted as 1.75 hours).
Transfer Students Students hat have just started in the given term that have transfer history from another institution.  They have no prior history at the institution. 
Under-Utilized Course Ratio The percentage of unique courses offered that are an inefficient use of faculty and classroom resources because they are under-enrolled, defined as having an Enrollment Ratio less than 70%.
Usage Policy A set of rules applied to a specific room or resource that define when and if the item may be used and for what type of activities.
Usage Policy (control) A set of rules applied to a specific room or resource that define when and if the item may be used and for what type of activities.

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