Title: Room Reservations - Resource Schedulers
Policy Number: A22.214.171.124
Responsible Department: Facilities and Physical Plant
Clark, Todd J
Executive Director Facilities and Physical Plant
Effective Date: 2007-10-04
Next Review Date: 2013-06-30
Approval Date: 2011-09-02 15:07:20.0
It is the policy of Western University of Health Sciences (WesternU), Facilities and Physical Plant department to provide a reservation program that allows the Curriculum and Resouce Schedulers to accommodate academic and administrative activities or events on the university campus.
To enable the University to carry out its responsibilities of education, research and public service through the systemized coordination of campus activities and events ensuring available space is used appropriately.
The use of University facilities by campus groups shall not interfere with, or prevent, the use of the facilities for the regular instructional program or for other scheduled activities.
RESOURCE SCHEDULER PROGRAM
Scheduling for all University rooms and designated areas is performed via the Resource Scheduler, an automated reservation program located on the University Intranet website.
Resource Schedulers are individuals who have been selected by their college or department to be responsible for coordinating all room reservations. It is their responsibility to verify confirmation of the reservation and ensure adequate follow up by all who are involved in the outcome.
Schedulers are required to read all emails sent by the Resource Scheduler Administrator to maintain current knowlege of scheduling information. Schedulers who do not maintain this knowlege are subject to revoked scheduling rights.
The number of schedulers in each department/college should be kept to a minimum to promote continuity.
Facilities and Physical Plant office staff will adjudicate all reservation conflicts.
If it is not possible for you to find an available room that meets your requirements: contact another scheduler to inquire if they might have a cancellation that has not been entered.
Curriculum Scheduling "Lockout Period"
It is the policy of the university that each college must schedule their curriculum for the entire year during the designated “Lockout Period.”
Orientation Week Scheduling/Setups
Resource Scheduler Calendar
All authorized (approved) room reservations will be available for viewing immediately after being scheduled on the intranet Resource Scheduler Program.
Conference/Miscellaneous Room Scheduling
Reservations for miscellaneous rooms and areas other than classrooms may be scheduled up to and no more than, 6 (six) months in advance. Reservations entered for longer than 6 (six) months in advance will be subject to cancellation.
Non-Curriculum Schedulers - Facilities will make every effort to safeguard the physical setup of classrooms according to the discipline’s request.
Therefore, it is mandatory that classroom furniture arrangements not be changed during use by others. We ask that you please adhere to this policy when reserving classrooms and leave the room in the configuration in which you found it.
Reservation Scheduling Timelines
Student Organization Reservation Requests
Resource schedulers are not authorized to reserve room for students or student organizations. Student organizations must obtain a "Room Reservations" form and authorization through the Office of Student Affairs.
RESERVATIONS REQUIRING SPECIAL AUTHORIZATION
Due to special needs, some rooms may be scheduled through the Resource Scheduler but the request will be forwarded to the designated department for authorization. The designated department will then authorize or deny the request automatically generating an information email to the requestor.
AAC - Administration & Alumni Center
Reservations for the following room will be forwarded to and authorized by the Presidents’ office:
HEC - Health Education Center
HPC - HEALTH PROFESSIONS CENTER
Clinical Skills Labs (Family Medicine)
All reservations for these labs will automatically be forwarded to the Department of Family Medicine. When the reservation is approved by Family Medicine, the Clinical Skills “contract” will be forwarded to the reservation requester. The responsible person must sign the contract and return it to the Department of Family Medicine within 5 (five) working days before the date of the reservation. Please see “Clinical Skills Lab Use and Guidelines” below for all regulations.
South Conference Room
Reservations will be forwarded to, and authorized, by the designated department.
Student Commons (3 areas)
Reservations will be forwarded to, and authorized by, the Office of Student Affairs.
(Note: a piano is available for use in the Student Commons but may NOT be moved at anytime.)
HSC - Compatriots Hall
CLINICAL SKILLS LAB USE AND GUIDELINES
The Clinical Skills Lab is primarily for use by the academic programs. Access to the lab facilities will not be available during Clinical Performance Evaluation (CPE) and COMLEX Exam.
Priority reservations the lab are routinely reserved for the following:
There are 16 interior and 2 exterior rooms. Please specify the number of rooms requested in the Room Reservation.
Key Card Access
The Clinical Skills Lab maintains a “key card” access system. This system provides tracking of each “key card” user. A printed daily report confirms who has entered and exited the lab and at what times. The reserving individual must check out the “access key” from the Department of Family Medicine and sign for it.
Clinical Skills Lab - Safety Concerns
Other Rules and Regulations - Clinical Skills Lab
General Rules of Use:
GENERAL RESERVATION RULES AND REGULATIONS
Responsibilities of the person in charge:
Responsibilities of scheduling departments:
The department (or person in charge, if indicated in the reservation) as well as the membership of the group as a whole, will be held responsible for any and all damages that may occur as a result of the use of the facilities.
User must comply with the University’s safety standards as well as with all OSHA, EPA and Fire Code regulations. Approval for an event may be rescinded if standards are violated at any time.
Decorations are permitted; however, they must be freestanding and may not be attached to walls, partitions, floors, ceilings, windows, blinds, rods, light fixtures or any other part of the building, furniture or equipment.
This policy has been established to maintain the aesthetic quality of the facility and to keep maintenance costs to a minimum. Decorations must be removed immediately following the event.
Please leave meeting rooms as they are found. If the furnishings have been rearranged by someone other than the "Facilities" setup team, the furnishings must be returned to the original arrangement at the end of the meeting.
Person in Charge (PIC)
The person in charge is the person who has requested and will be holding the meeting.