Campus - booking a new Reservation/editing an existing one

This procedure will guide you how to make a new reservation in Campus

Log into Campus with your user name and password

Creating a new reservation

Under Scheduling, then Events select New Reservation

Open

Open

Depending on what you’re booking the Event and Activity should be changed. If you need to create a new Activity or Event, you have to be logged in as the “Super” user in campus.

The different activities and their accompanying Activities are:

• Academic

  • Extras (course-related)

• Maintenance/Renovations

  • ITMS Maintenance

  • Plant Ops Maintenance

  • Renovations

• Midterms/Quizzes/Testing-Related

  • Midterms/Quizzes/Tests

  • Testing-related/marking/reviews

• Non-Academic

  • Extras (not course-related)

Some examples of when to use which Event and Activity:

For a make up lecture, or presentations that are associated with a course use the Academic → Extras

For room maintenance or a room renovation use Maintenance/Renovations for the event, and change the activity depending on if it’s Plant operations, or ITMS, or simply a renovation that’s going to use both plant and ITMS and other trades.

For Midterms, and tests use Midterms/Quizzes/Testing-Related → Midterms/Quizzes/Tests

For midterm reviews, or final reviews, or marking Midterms/Quizzes/Testing-Related → Testing-related/marking/reviews

The Reservation Type also needs to be picked. There’s only two to choose from:

• Scheduling Office - Academic

• Scheduling Office - Misc

An example reservation:

The room still needs to be added

Select the plus button under the rooms label:

If the room requestor has asked for a special room characteristic, select the Advanced button to be able to choose those, or a specific pavilion.

To add a different filter select the plus button along the top to add a new tab

Ensure that the Condition of Matching all the records in the list is selected, if the request for the reservation requires both characteristics. Select Matching at least one record in the list, if either characteristic is require but not both.

Select a room that is free, the rooms that have a red exclamation mark are not available to book, or there will be a room booking conflict.

The reservation will still need to be saved, select Save.

Select OK, the reservation is automatically approved and saved.

Currently we then select the reservation information and copy and paste that into an email. Select the Portal Settings.

To edit a reservation

If a change has been submitted to a reservation that has already been booked, you’ll need to locate the original booking first.

Ideally the scheduling or midterm rep has responded back using the original email. That’s the best case! The you can simply select the Reservation ID number and paste it into the search bar up on the right top hand of the screen

If you don’t have the reservation ID number to go off of and just a course name use that in the same search bar as well.

If you’ve simply been given a time and room, example: We need to move the midterm that’s in EV3 1408 on July 21st.

That can be looked for in the room grid directly. There are a couple of ways to looks up rooms:

Under the search where you’ve searched for the reservation Id number, or the course code, change the drop down from Reservation to Rooms and simply search for the room number

Or, under Room Inventory along the left had side bar, then Search

Now that the reservation has been located, it’s time to edit!

you can now change the times, rooms, days and dates. The same process above would be the same once you’ve made the changes, save it, copy the new booking information from the Portal Settings tab and send the same email to the person who requested the change.