NEC Student Services Administrator Guide

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Student Services - Administrator Guide SCHEDULED EVENTS
Chapter 5 SCHEDULED EVENTS
Scheduled Events is the primary function of Student Services. Events can be 
scheduled that allow different operating privileges for a station or a group of 
stations. These events can be recurring events or they can be scheduled as a one-
time occurrence.
Event TypesThree Event Types are available in Student Services:
Normal  --- the usual event type for recurring or ongoing events.
Special Start  --- an event start that will override an existing normal
event.
Special End  --- an event end that will reset the current special event
and return settings to the current normal event.
The Normal event is used for everyday and recurring events. Routine schedules for 
station and group telephone operations are best set with a Normal event type.
A Normal event can be overridden by a Special event. The Special event is a one-
time event or special situation, separate from a Normal event. This could be a 
holiday, activity break, or other situation different from the normal scheduled 
routine.
The Special event is divided into two components: Special Start and Special End. 
Special Start will activate the new parameters for the selected stations or groups, 
overriding the current Normal event conditions for these same stations or groups. 
Special End will return the selected stations or groups back to the current Normal 
event, for these stations or groups.
Events are assigned on a station-by-station basis. Any station will either be under 
a Normal Event condition, Special Event condition, or no scheduled event 
assignment. See Appendix A for some example scheduled events.
Event TimesWhen an event is activated, the operational information is sent to the PBX for all 
event associated stations and groups. A few minutes may be required to transfer 
this information to the PBX, depending on how many stations are affected. 
Because of this transfer time, avoid setting any event time intervals less than ten 
minutes.
Special Event 
TimesWhen setting times for a Special event, set times slightly different from any 
existing Normal events. Set the time of a Special Start slightly ahead of a 
corresponding Normal event and set a Special End slightly later than the Normal 
event. This simplifies information transfer to the PBX for the events and will speed 
operation.
Example:
  An existing normal event is scheduled from 4:00PM to 10:00PM. For 
a Special Event during the same time period, set Special Event Start to 
3:58PM and the Special Event End to 10:02PM. 
						

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SCHEDULED EVENTS Student Services - Administrator Guide
Using Scheduled Events
A Note on Selecting Commands
In the following procedures, a step may call for pressing the Tab key to select a 
command. It may be required to press the Tab key multiple times in order to select 
the specific command. When reading a step, understand to press the Tab key (as 
needed) to select the specified command.
Step 1:
From the Student Services Main Menu (Figure 5-1), select Scheduled 
Events and press Enter.
Figure 5-1   Main Menu Screen - Select Scheduled Events
Step 2:
The Scheduled Events screen will be displayed (See Figure 5-2). 
Continue to the next page...
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Student Services - Administrator Guide SCHEDULED EVENTS
Using Scheduled Events (Cont)
Figure 5-2   Scheduled Events Screen
The All Events window (top window) shows the events that have been scheduled 
and are currently in the database. The All Events window may contain many 
entries. When the highlight bar is positioned at the first of the database, Top will be 
shown in the lower right corner of the window (as shown in Figure 5-2). Likewise, 
when the end is reached, End will be displayed. Use the Up and Down arrow keys 
to move through the events.
The Events Description window (bottom window) shows the description items for 
the selected event (in the top window). Each event will have description items that 
set how the selected station or group will operate for that event.
Below the Events Description window, seven commands are available:
AddAdd an event to the database.
DeleteDelete an event from the database. 
ModifyChange an existing event in the database.
FilterShow specific event listings.
SaveSave the current changes to the working database.
PrintPrint event information in the database.
ExitExit the Scheduled Events Database.
These commands are described in detail in the following sections.
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SCHEDULED EVENTS Student Services - Administrator Guide
Adding an Event
The Add command will add a new event to the Scheduled Events Database. Follow 
the steps to add a new event.
Step 1:
From the Scheduled Events screen (Figure 5-2), press Ta b to select the 
Add command (at the bottom of the screen) and press Enter. The follow-
ing window will be displayed (with default values):
Step 2:
The Time specifies the time of day when the event will be active or inac-
tive. Type the hour for the new event and press Ta b. Type the minutes for 
the new event and press Ta b. Type hot keys A or P (or use the Up and 
Down arrow keys) to select either AM or PM for the time of the event, 
and press Enter. (See setting Event Times in Appendix)
Step 3:
The Month specifies the month of the year the event will be active or in-
active. Type a number value 1 to 12 or A (or use the Up and DOWN arrow 
keys) to select a specific month for the event, or select All and press En-
ter.
Note:All
 selects all months for a recurring event every month.
Continue to Step 4 on the next page...
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Student Services - Administrator Guide SCHEDULED EVENTS
Adding An Event (Cont)
Step 4:
The Date specifies the day of the month when the event will be active or 
inactive. Type a number 1 to 31 or A (or use the Up and DOWN arrow 
keys) to select a specific day of the month for the event, or select All and 
press Enter.
Note:All
 selects all days of the month(s) for a recurring event every day.
Note:
If a date is specified, in addition to a set weekday, that does not corre-
spond to this date, then the event will be active or inactive on this date 
and
 on the set weekday preceeding and following this date (see Step 5 Ex-
ample).
Step 5:
The Weekday specifies which day of the week the event is active or in-
active. The All option selects this event to be active on all days of the 
week. Type a Y or N (or use the Up and DOWN arrow keys) to select Ye s 
or No and press Enter.
- If 
Ye s is selected, all weekdays are set to Yes.
- If 
No is selected, the option allows each day of the week to be specified.
6.For Mon, select Ye s or No for this event to be active or inactive for this 
weekday and press Enter. (Ye s selects active.)
7.Continue to select for each remaining weekday.
Note:If a date is specified (see Step 4) and a weekday is set that does not fall 
on the Date weekday, then the event will first occur:
1) on the set Weekday BEFORE the specified Date
2) on the specified Date
3) and on all FOLLOWING set Weekdays. (See Example).
Example: A Month and Date of June 9 is specified. Then Weekdays of Tue and 
Thurs are set. The event will then be active:
- on the preceeding Tues and Thurs to June 9
- on June 9 (a Monday in 1997)
- and
 on each Tues. and Thurs following June 9.
Continue to Step 6 on the next page... 
						

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Adding An Event (Cont)
Step 6:
Affected Stations specifies the group or station this event will act on. 
Ty p e  G, S, or A (or use the Up and DOWN arrow keys) to select Group, 
Station or All and press Enter.
- If selecting 
Group, a listing of all groups in the Groups Database will be 
displayed. Type the name of the group (or use the Up and DOWN arrow keys 
to select the affected group) for this event and press Enter.
- If selecting 
Station, a listing of all stations in the Stations Database will be 
displayed. Type the number of the station (or use the Up and DOWN arrow 
keys to select the affected station) for this event and press Enter.
- If selecting 
All, then all groups and all stations will be affected by this event.
Step 7:
Event Type specifies one of three event types for this event:
Normal is the usual event type for recurring or ongoing events.
Special Start is an event start that will override an existing normal event.
Special End is an event end that will reset the current special event and re-
turn settings to the current normal event.
- Type N, S, or E (or use the Up and DOWN arrow keys) to select Normal, 
Special Start or Special End and press Enter.
Step 8:
Forward Busy specifies the action for incoming calls to this station or 
group, for a busy line(s), during this event. Three actions for this event 
are available:
Unchanged does not change the current condition from the previous valid 
event for this specified station or group.
Set will set a station number where incoming calls will be forwarded to in 
the case of a busy line.
Cancel will cancel any previous Forward Busy action and return to the de-
fault PBX action for this station or group.
- Type U, S, or C (or use the Up and DOWN arrow keys) to select 
Unchanged, Set or Cancel and press Enter.
- If 
Set is selected, type the station number where the callers will be forwarded 
when the station or group is busy during this event, and press Enter. 
						

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Student Services - Administrator Guide SCHEDULED EVENTS
Adding An Event (Cont)
Step 9:
Forward No Answer specifies the action for incoming calls to this sta-
tion or group, for an unanswered line(s), during this event. Three actions 
for this event are available:
Unchanged does not change the current condition from the previous valid 
event for this specified station or group.
Set will set a station number where incoming calls will be forwarded to in 
the case of a unanswered line.
Cancel will cancel any previous Forward No Answer action and return to the 
default PBX action for this station or group.
- Type U, S, or C (or use the Up and DOWN arrow keys) to select 
Unchanged, Set or Cancel and press Enter.
- If 
Set is selected, type the station number where the callers will be forwarded 
when the station or group is unanswered during this event, and press Enter.
Step 10:
Forward All Calls specifies the action for incoming calls to this station 
or group, during this event. Three actions for this event are available:
Unchanged does not change the current condition from the previous valid 
event for this specified station or group.
Set will set a station number where all incoming calls will be forwarded.
Cancel will cancel any previous Forward All Calls action and return to the 
default PBX action for this station or group.
- Type U, S, or C (or use the Up and DOWN arrow keys) to select 
Unchanged, Set or Cancel and press Enter.
- If 
Set is selected, type the station number where the callers will be forwarded 
for the station or group during this event and press Enter.
Continue to Step 11 on the next page... 
						

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Adding An Event (Cont)
Step 11:
Restriction Class specifies a PBX designated action class for this station 
or group, during this event. Three actions for this event are available:
Unchanged does not change the current restriction class from the previous 
valid event for this specified station or group.
Clear will remove any restriction class actions for this station or group dur-
ing this event.
1, 2... will select a specific PBX designated restriction class, for this station 
or group, during this event.
- Type U, C, or a number (or use the Up and DOWN arrow keys) to select 
Unchanged, Clear or 1,2... and press Enter.
Note:The Restriction Class is defined and designated at the PBX. A restriction 
class may be different depending on PBX operations. For the actions des-
ignated by Restriction Classes, refer to the related PBX configuration for 
this site.
Step 12:
Service Class specifies a PBX designated action class for this station or 
group, during this event. Three actions for this event are available:
Unchanged does not change the current service class from the previous val-
id event for this specified station or group.
Clear will remove any service class actions for this station or group during 
this event.
1, 2... will select a specific PBX designated service class, for this station or 
group, during this event.
- Type U, C, or a number (or use the Up and DOWN arrow keys) to select 
Unchanged, Clear or 1,2... and press Enter.
Note:The Service Class is defined and designated at the PBX. A service class 
may be different depending on PBX operations. For the actions designat-
ed by Service Classes, refer to the related PBX configuration for this site.
Continue to Step 13 on the next page... 
						

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Student Services - Administrator Guide SCHEDULED EVENTS
Adding An Event (Cont)
Step 13:
Termination Method specifies the action taken for any current connec-
tions (calls in progress), for the station or group, when this event is start-
ed. Two actions are available:
None does not change the status of any connections. No calls in progress are 
affected when this event begins.
All will disconnect any connections for the station or group, when this event 
begins.
Note:Typically for the All action, an announcement message from the PBX is 
designated to play to any connected callers when the event begins. The 
announcement may alert the callers that they will be disconnected within 
a short time period. Refer to the PBX configuration information for this 
site.
- Type N or A (or use the Up and DOWN arrow keys) to select None or All 
and press Enter.
Step 14:
Select Ok and press Enter. The following message will be displayed in 
the screen message bar:
The event has been added to the schedule
-  To add more events
, select Clear, press Enter, and repeat this procedure 
from Step 2.
Step 15:
When finished adding events, press Esc to return to the Scheduled Events 
screen.
Step 16:
Whenever changes are made to one of the databases, it is recommended 
the changes be saved to disk before proceeding to another operation. See 
“Saving & Installing Database” on page 81.
This completes the Adding an Event procedure... 
						

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SCHEDULED EVENTS Student Services - Administrator Guide
Deleting an Event
The Delete command will delete a scheduled event from the Scheduled Events 
Database. Follow the steps to delete an event:
Step 1:
From the Scheduled Events screen (Figure 5-2), in the All Events win-
dow, use the UP and DOWN arrow keys to select the event to delete.
Step 2:
Press Ta b to select the Delete command (at the bottom of the screen) and 
press Enter. The following window will be displayed:
Step 3:
Select Ok and press Enter to delete the event. The following message 
will be displayed in the screen message bar:
Event removed from the schedule
-  To delete more events
, press Esc and repeat this procedure from Step 1.
Step 4:
When finished deleting events, press Esc (or select Exit) to return to the 
Scheduled Events screen. 
Step 5:
Whenever changes are made to one of the databases, it is recommended 
the changes be saved to disk before proceeding to another operation. See 
“Saving & Installing Database” on page 81.
This completes the Deleting an Event procedure...
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