Campus Tour Reservations

The Campus Tour Reservations system provides a way for students to sign up for campus tours online.  Students select a tour date and time from a master calendar managed by Admissions staff.  The information provided by the student is then loaded into Banner through a series of prospect loading processes (see Electronic Prospects Post Processing under Student System Processes).  Students receive a series of communications concerning their selected tour after they have been assigned a permanent banner ID (see Campus Tour Reservation Communications under Student System Processes).

Admissions staff manage the master calendar by setting up default tours that occur on particular days of the week and times for a date range.  Each tour date may also have exceptions set up, which allow for additional tour times, exclusion of the default tour settings, or elimination of all tours.  Staff may then search for tours being offered and view reservations.  The ability to add or remove reservations is provided, in addition to the ability to indicate that a student attended the tour.

UNF Administrative Applications Menu

Campus Tour Reservations: Default Settings  

The Campus Tour Reservations: Default Settings page is used to maintain defaults for tour offerings based on Day of the Week and Time.  Defaults with future End Dates will appear on the screen.  Existing defaults may have the Capacity, Start Date and End Date updated or the default may be removed entirely.  New defaults, which do not overlap with another Day of the Week and Time, may be added.  Any changes impacting current reservations will not be allowed (i.e. removal of a default with existing tour reservations within the specified date range, lowering a capacity for a default which has tours within the specified date range with more reservations than the new capacity, etc.).  All fields are required for each default.

 Intended Audience/Users: Visitors Center Event Coordinators

 
Campus Tour Reservations: Exceptions 

The Campus Tour Reservations: Exceptions page is used to designate exceptions to default settings for a particular tour date.  There are four options associated with a date, which impact what is displayed on the tour calendar.  The four options for each date are as follows:

1.             Defaults and Exceptions (use default times and exception times for the date)
2.             Tours Not Offered (message displayed on the calendar and all default times are unavailable for the date)
3.             University Holiday (message displayed on the calendar and all default times are unavailable for the date)
4.             Disregard Default Settings (use all exception tours for the date but do not use default settings)

If no exceptions have been indicated for the selected date, the Defaults and Exceptions option will be selected and only default tour times will be displayed.  Additional tours for the selected date may be added by indicating a new Time and Capacity.  These tour times will then appear on the tour calendar in addition to the default tours.  Any additional times set up for the date may also be removed.  The tour options may be changed to eliminate all tour times for the date or eliminate only the default settings.

Intended Audience/Users: Visitors Center Event Coordinators

 
Campus Tour Reservations  

The Campus Tour Reservations: Search page is used to find tours by date and time.  By default the page will load with all upcoming tours with reservations.  A date range may be used to select past tours or tours which do not yet have reservations or a student ID may be selected to search for all tour dates with reservations for a specific student.  The Student Reservations total indicates the number of students signed up for a tour and the Total Reservations count includes students and their guests.  For past dates, a count of Students Attended will also be displayed.  To manage a tour, click on a link under the Tour column.

The Campus Tour Reservations page is then used to manage the reservations and attendance for a specific tour.  If the tour is in the future, options to remove a reservation or add a reservation will be provided.  If the stored capacity for the tour has been exceeded when a student is added, a warning message will be displayed.

If the tour is on the current date or has already passed, the remove functionality will be replaced with the option to check-in students.  This will place an attend contact on the student’s record and the status will be changed to “Attend.”  Note: for walk-in students who do not have a banner ID, the Recruit Data Entry page should be used.  After these students are loaded into the system, they will appear on this page with a status of “Attend (Walk-In)”.

Counts for reservations and attendance are displayed at the bottom of the page.  Any student reservations awaiting load processing will be displayed underneath the counts.  These are students which have submitted a reservation but have not yet been loaded into the system.

Intended Audience/Users: Visitors Center Staff

Public Application

Campus Tour Calendar  

The Campus Tour Calendar allows prospective students to choose a desired date and time to visit the campus for a tour.  Students can select a tour by clicking the link for the tour time on a preferred date.  The number of spaces available for the tour will be listed under the link.  Students should choose a tour date with enough spaces available to accommodate the student and their guests.  Dates which indicate “No Tours Offered” are dates in which the University is open, however, due to special circumstances tours will not be offered.  Dates which indicate “University Holiday” are dates in which the University will be closed for business.  The forward arrows next to the month can be used to access tours in later months (up to one year from the current month).

After selecting a tour from the Campus Tour Calendar, students will be taken to the Campus Tour Reservation page where further information will be collected.  This page should be filled out with the student’s information.  A separate reservation request will be needed for each prospective student.  The fields marked with an asterisk are required before the reservation may be submitted.  If the selected tour does not have enough available spaces to accommodate the student’s party, the ‘Back’ button may be used to select a different tour.

Intended Audience/Users:  Prospective Students