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Redirect any non-academic event booking requests to the Central Stores Bookings Coordinator.
Verify that all relevant information is provided with the request (the event name, time, date, number of seats, etc.).
Book all urgent academic event rooms with the highest priority, using Infosilem Campus room booking software.
When booking in UTD cc Charlene Hone on the emails to keep them informed.
Retain all requests in a queue for future terms when room assignments have yet to occur/transferred to Quest/WatRooms.
Follow up if problems arise (e.g., there is no room available at the time requested).
Send written confirmation, to the requestor once a room is booked for their academic event.
Have a separate staff member in Scheduling check the booking for accuracy and then file a copy electronically.
Friday night requests are special. There are three standard midterm slots approved by Senate, which no bookings (academic/non-academic) shall interfere with. The Friday night slots are: 4:30-6:00 p.m., 6:30-8:00 p.m., and 8:30-10:00 p.m. Room bookings that overlap any of these slots must be refused unless the department seeks approval from their Associate Dean. Those approved for an overlap will have to book two or more slots with the appropriate start and end times. (See Chapter 13 for more procedure informationthe Friday Night Standard TST procedure) Encourage the department to book during one of the slots or prior to the slots starting (4:30 pm).
For a presidentially backed booking that is requesting a date during any holiday make-up schedule, double-booked over the holiday make-up date as well as on the actual date at the same time of the stat holiday to ensure no courses/events will be meeting in the same room on the holiday makeup date. All requests for rooms on makeup dates shall be refused other than those backed by the President’s Office/Secretariat’s.
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