Western University of Health Sciences

Title: Room Reservations - Resource Schedulers

Policy Number: A12.82.50.4

Responsible Department: Facilities and Physical Plant

Clark, Todd J

Executive Director Facilities and Physical Plant

tclark@westernu.edu

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. 

PROVISO   

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.

Reservation Conflicts

Facilities and Physical Plant office staff will adjudicate all reservation conflicts.

Reservation Shortages

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.”

• The "Lockout Period" begins on June 1 each year and ends on the Friday of the first week of the Fall Semester.
• During "Lockout Period" only the Curriculum Schedulers have access to scheduling the classrooms and skills Labs.
• Reservations for classrooms and skill labs that were entered before the “Lockout Period” are subject to cancellation when the Lockout Period begins.
• If the Curriculum Schedulers complete their scheduling before the end of the "Lockout Period" they are to contact the Facilities office, at which time those particular classrooms/labs will be released for general scheduling.

Faculty Responsibility

• The "Lockout Period" requires that the faculty submit their yearly schedule no later than July 1. Any necessary changes or modifications can be entered at a later date.

Orientation Week Scheduling/Setups

• Orientation Week must be scheduled one year in advance to facilitate the publications required.
• All setups for Orientation Week must be scheduled at least one month in advance to allow Facilities and Multi Media Services ample notice for preparations.

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.

Classroom Reservations/Setups

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

• Reservations without setup – may be submitted with no advance notice.
• Reservation with setup – must be submitted at least 5 (five) business days in advance to guarantee request.
• Changes or additions to setups – must be submitted no later than 24 hours in advance.

Reservation Cancellations

• Reservations without setup – must be cancelled no less than 24 hours in advance.
• Reservations with setup – must be cancelled no less than 48 hours in advance.

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:

• Warren Lawless Conference Room

HEC - Health Education Center

• Recital Hall - due to fire code regulations either Lecture Hall 1 or 2 must be reserved along with the recital hall.

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.)

ADDITIONAL INFORMATION

HSC - Compatriots Hall

• The conference table may NOT be removed from the room.

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:

• The Department of Family Medicine (DFM)
• The National Board of Medical Examiners (NBOME)
• COMLEX (COMLEX Exam)

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

• The lab is sound proof and isolated and may not be observed for several hours; therefore, the lab must be kept locked at all times.
• The door in the COMP Administration Area should be used as the entry and exit door.
• For security purposes and fire code regulations the lab doors must not be propped open.
• The two outer doors of the lab may not be propped open at any time.
• The event reservation details will need to include a method to monitor the entry door(s), in particular, with students coming in and out or patients exiting to restrooms.

Other Rules and Regulations - Clinical Skills Lab

General Rules of Use:

• No food or drink is allowed in the lab (except bottled water).
• Use only dry erase products on the boards. Please erase at the end of your session.
• Inform attendees that all trash should go into the receptacles provided.
• The Control Room is off limits.
• Please instruct attendees not to tamper with the A/V or medical equipment in the each room.
• Do not remove any room numbers or signage. Your own method of temporary re-numbering of doors must be utilized. 
• Do not allow any additional use by other groups/students simultaneously unless previously authorized by Family Medicine.

Please remember:

• The Medical Equipment/Supplies are for Family Medicine use only.
• Any movement of tables and/or chairs requires you to return them to their original locations at the end of each session.
• The Control Room will remain on a separate lock and will only be available witha Multi Media or Family Medicine person in attendance.

GENERAL RESERVATION RULES AND REGULATIONS

Responsibilities of the person in charge:

• Maintaining the general conditions within the building/room
• Arranging for the meeting, including: parking permits, posting and removal of signs
• Providing administrative items necessary for a successful meeting.
• Providing a FOAPAL account for charges occurred for unusual maintenance or custodial services resulting from its use
• Providing a FOAPAL  for charges occurred for extra Security.

Responsibilities of scheduling departments:

• Maintaining the general conditions within the building and room
• Arranging for the meeting, including: parking permits, posting and removal of signs
• Providing administrative items necessary for a successful meeting

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.

• No food or drink is allowed in laboratories.
• Do not cover any windows, in case of emergency; rescuers need to be able to see you.
• Do not remove any of the equipment from the room without prior consent.
• Do not allow any additional use by other groups/students unless previously authorized by the Facilities and Physical Plant.
• Arrangements for the use of any personal furniture or equipment should be made at scheduling time on the Room Reservation form.
• Equipment, supplies, or personal effects cannot be stored or left in the meeting rooms before or after use.
• Keep all exits unlocked at all times.
• Open aisles must be maintained within the seating arrangement to provide clear access to exits.
• Meeting rooms must be completely vacated at the end of the reservation time.
• Dry erase products only, are to be used on dry erase boards, please erase the boards when you are finished.
• Do not remove existing signage, you may add your own temporary signage and remove it at the end of your session.
• Do not prop open the outer doors.
• Do not allow any additional use by other groups/students unless previously authorized by Facilities.
• Do not tamper with the A/V or other equipment in the room.

Safety Compliance

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.

Safety Violations:

• Candles are not allowed at any time.
• Smoking is not allowed in any building. (see Smoking on Campus link below)
• Alcoholic beverages are not permitted. (see exceptions Alcohol on Campus link below)

DECORATIONS

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.

DECORATION REMOVAL 

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.

CLEAN UP

• 1. Setup Removal: If any type of setup was required for the event, the setup crew will remove it after the event.
• 2. Trash Removal: All trash resulting from the serving of refreshments must be put into the trashcans provided.

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.

Approved