Ad-hoc Room Bookings

Owned by Tanya Pompilio
May 30, 2023
3 min read

This procedure details how academic-related event bookings are received and handled by the Scheduling Office. This procedure also outlines how and when the Registrar-managed space is made available to Central Stores for non-academic events.

 

PROCEDURE FOR BOOKING AN ACADEMIC AD-HOC EVENT

  • Scheduling or Midterm Representatives submit academic room booking requests via email (phone calls if an emergency) to the Scheduling Office.

  • Occasionally, requests are submitted by instructors. In this case, scheduling staff must copy the Scheduling Representative in the reply.

  • Requests submitted by student teaching assistants are not accepted. Scheduling staff can forward these to the Scheduling Representative of the department associated with the T.A. to see if an academic booking is needed.

The Scheduling Office will:

  • 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.

  • Retain all requests in a queue that are during terms where room assignments have yet to take place/transferred to the Schedule of Classes.

  • 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 of a special nature. 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 information) 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 President’s office.

CENTRAL STORES BOOKING COORDINATOR ACCESS TO REGISTRAR ROOMS

  • A month prior to the start of term, academic events start to be booked, by the Scheduling Office only. 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 immediately after the midterm and other academic event queues have been booked by the Scheduling Office.

  • 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 the rooms.

  • Rooms are available during the study period that occurs after classes have ended and before final exams have begun. They are also available after final exams have ended and a new term begins. Stores must ask the Director of Scheduling and Examinations if safe to book events during the period between terms/after finals as scheduled maintenance may need to be performed by ITMS/Plant yet not officially booked in Campus as yet.

  • 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.