Requests for a Flexible Classroom workflow

When the Request to Use a Flexible Classroom form is filled out, here’s how we deal with the requests once we have received them.

Form submissions are auto-sent directly to regstep@uwaterloo.ca for the Scheduling Office to process.

The rationale is read through and the pattern is verified as being “on-pattern”. No forced times are allowed. The section cap is verified as being at least 25 and no more than 48. Email the rep back if any of the above doesn’t add up. If everything is in order and the rationale is logical, it is approved for use of a FLEX room.

A response is sent back either saying that the flex room request has been added to the DCU (we would add the room type of “FLEX” and pavilion of either B2 or PAS depending on which they prefer), or an acknowledgment that they have already filled in the information within the DCU accurately. Have them delete all room request notes/instructor notes/time notes that may refer to using a flex room as they are redundant. The forms are then filed under the requested term in the “Flex Form Requests” folder in the regstep inbox.

The form is active throughout the DCU data entry period and during the preliminary and final schedule review periods as well. Once the information has been moved from Timetabler back into Quest we remove the term from the flex request form, and anyone who would like to use the room now may request it informally. Ad-hoc bookings may also request the room (including non-academic), but will remain in a booking queue until after midterms are booked approximately one month before the start of any given term.