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A month prior to the start of term, academic events start to be booked, by the Scheduling Office. The Scheduling Office will notify Stores when Registrar-managed rooms are released for non-academic events to be booked. For the exam period, Stores will be notified after most of the exams have been booked for the term. This occurs typically one week after the Final Examination Schedule has been posted.
Typically, rooms are available to Stores for the next upcoming term immediately after the midterm and other academic event queues have been booked by the Scheduling Office. This occurs typically one month before the start of the upcoming term.
Rooms are not available to Stores for events that are requesting times during the final exam period until after the Exam Specialist has officially released releases the rooms.
Stores has blanket approval from the RO to book any date that occurs after exams are over and before the start of a new term up to 1 year from the date of request (all terms)
Stores has blanket approval from the RO to book any weekend not involving final exams up to 1 year from the date of request (all terms unless the RO has pre-identified a term where Saturday midterms from MATH/SCI are in play as they take priority).
Stores has blanket approval from the RO to book the two study days following the term up to 1 year from the date of request (all terms).
As long as REG rooms have been released following booking courses/midterm exams/final exams: Stores has blanket approval from the RO to book any weekdays (max. 3 months in advance – i.e. current month plus 2).
Tanya checks with Jen on anything that looks like it may cause an issue, or if it is more than 3 months in the future for a weekday request (and for these, Jen will check with Plant Ops/ITMS leadership for any potential maintenance/reno issues)
For statutory holidays: Stores may book non-academic events in classrooms that are already booked for courses on stat holidays, as courses are canceled on said dates. Should a room conflict ensue between the non-academic event and the course who may show up for an unscheduled meeting (study session etc.) – it will be left up to the two groups which group is to move to a vacant room nearby.