COURSE SCHEDULINGOVERVIEW

Room Scheduling System(How to find a GPC and schedule it!)

• Review Policies• Login to Room Scheduling System• Learn 3 types of searches• Demonstration • Tips• Q&A

Agenda

Sara Cheatham • Stephanie Gonzales • Michael Lee • Natalie Turcotte

Brenda Schumann • Robert Wyatt • Priscilla White • Lindsay Shupala

Getting to Know Us: Scheduling Department

• Our team schedules approx. 28,000 classes and 30,000 special events annually.

• We also schedule courses, final exams, coordinate with facilities, construction, IT, and Fire Marshal to schedule maintenance and renovations.

• We schedule approximately 270 general purpose classrooms. Of those, only about 10% have over a 100+ seats. Efficient scheduling of these rooms is our main priority, as classes have first priority.

Please raise your hand if you…

• Plan Special Events/Lectures

• Schedule Office Hours

• Schedule Exams

• Schedule Courses

Getting to Know You: Demographics

• Only Office of the Registrar Staff and their designees can make reservations.

• Only faculty and staff can call or email requests for reservations.

• The Room Scheduling System requires a UT faculty or staff EID to secure reservations.

Who can make a reservation?

Can request a reservation:• Current University of Texas faculty or staff members• Officially recognized Faculty/staff organizations• Sponsored student organizations (requested by a

faculty or staff co-sponsor)

Cannot request a reservation:• Students• Student organizations that are not sponsored

• They can request reservations through Student Activities.

• Anyone who is not currently employed by UT

Who can request reservations through the Office of the Registrar?

• The RG 750• Valid for one fiscal year.• When do you need this?

• Will you be charging a fee of any kind?• Will a non-UT company or organization be

sponsoring your event in any way?• Will non-UT students or staff be attending

your event?

• The RG 750 is sent to the Provost office for approval

Regulations on who can be in rooms

(http://registrar.utexas.edu/staff/rooms)

Why do we need the RG 750?

• Responsible stewards of a state-funded resource

• Insurance• Coordinating Board

o Efficient use of roomso Must be a supplement to educational

purposes of UTo Ensure UT will not be a joint sponsor

for political or sectarian gatherings

When do we process your requests?

Fall Requests Mid-July - end of Fall semester

Spring Requests Late November - end of Spring semester

Summer Requests Early May - end of Summer semester

Class Days vs. No-Class Days

Monday-Saturday while classes are in session

Class Day

No-Class Day

Sundays, Official no-class days (per University academic calendar), holidays, final exams

Classes and exams have priority

Special reservation holders may not enter nor disrupt the preceding class or exam until it is finished using the GPC and must be ready to vacate the GPC for the class or exam in the following period, accordingly.

Special Reservations and Final Exams

Can Schedule:• Extended Office Hours• Exam Review• Study Groups• Department events • University Extension Final Exams • Student Organization Meetings

Cannot Schedule:• Class-related activity (quizzes, exams, extra lectures, etc.)• Paper turn-ins

Can Schedule:• Extended Office Hours• SSD exam accommodations• Exam set up/break down (per request)• Dissertation Defenses (must be in three hour exam period) Cannot Schedule:• Paper Turn-ins• Exam Reviews• Student Organization Meetings

This is a BRIEF list of events we receive questions about. Please contact Scheduling for more information.

No-Class Days (Dead Days) Final Exam Days

Final Exams Continued

• Changes to final exams must go through the final exam scheduler and the Office of the Registrar

• Final Exams must be scheduled within a three hour final exam period (exception SSD accommodations)

• Events scheduled in-between final exam periods must have a 15 minute buffer so the final exam will have set up and break down time

Example: If there are two final exam periods 9:00am-12Noon and 2:00pm-5:00pm, Extended Office Hours would need to be scheduled

12:15pm-1:45pm.

Before you book the room…

• Person in Charge EIDWho will actually be there day of the event

• Your EIDYou are our contact person and will get the confirmation email

• Description of the Event (to be published)More than “rehearsal” or “exam,” but not a paragraph

• Date(s)We can do single-date, multiple-dates, as well as semester-long

• Time(s)Reservations begin as early as 6:30am and end as late as 11:45pm

• Media/LocationFor example, ‘I need movable chairs and continuous writing surface.’ or ‘Please schedule in the six pack area of campus.’

Using the Room Scheduling System

Room Scheduling

registrar.utexas.edu

Room Scheduling

Confirm a Room Reservation

Yellow = available on some dates

Green = not available

Partial control room

Graphical Semester Room Schedule

Technology Classroom Database

General-Purpose Classrooms List

*updated semester to semester

Room Reservation Form

1. Send as an attachment to scheduling@austin.utexas.edu

2. Copy and Paste document into the body of an e-mail

3. Call us at 475-7600 if it is between 8:30-12:00 noon and 1:00-4:30pm for reservations

How to use (3 options)

Tips• Classes and final exams will always have a priority over any

special event or reservation.

• If your request is during Final Exam days be aware that we will not book the reservation until after all final exams have been scheduled.

• Any “review sessions” on final exam days must not present new material and should be called “extended office hours.”

• We process the request in the order in which we receive them. First come first serve basis.

• Finding a room that is free for the whole day M-F during a semester can be a challenge.

• The more information you give us, the better!

• It is always a good idea to have a back-up room in mind, in case your first choice is already booked.

• We tend to give you media preferences over location.

Tips

Tips

If you cannot reserve a room with us here are a few other places you can check:

• Thompson Conference Center: http://www.utexas.edu/ce/tcc/plan/rates-availability/

• Texas Union and Student Activities Center (SAC): http://www.utexas.edu/universityunions/

• Texas Stadium Rentals: http://www.texassports.com/sports/2013/7/24/facilities_0724130632.aspx

• RecSports: http://www.utrecsports.org/facilities/facility-reservations

• LBJ Venue Rentals: http://www.lbjlibrary.org/about-us/venue-rental.html

• AT&T Conference Center: http://www.meetattexas.com/facilities.php

• AVAYA Auditorium: http://www.aces.utexas.edu/seminar/2.302/frames/total.htm

• Butler School of Music Facilities (Bates Hall, Jessen Auditorium):

http://www.music.utexas.edu/aboutUs/facilities.aspx

Tips

Facilities Services http://www.utexas.edu/facilities/

• This is your resources if something in the room (table, chair, clock, light bulb, etc.) is broken or not working properly.

• Contact Facilities: • 1-2020• facilities@austin.utexas.edu

If you want to have food at your event, what should you do?

• Please be aware that as the person placing the reservation, YOU are responsible for ensuring the room is clean when the event is over.

• You may need to get approval from Environmental Health & Safety (Food Safety). http://www.utexas.edu/safety/ehs/food/index.html#Food

Tips

• After today you will have access to the Room Reservation System and Blackboard room viewers group.

• If you need access for Final Exams or Course Scheduling you will need to contact our office for separate authorizations.

Tips

I need a GPC for an event that is for a University of Texas faculty or staff member!

Specific Date

1. Room Scheduling page• Search for Available Rooms• Search for a single date

2. Input Date, Time, Room Size • “Find Rooms”

3. Select best room option

4. E-mail or call scheduling with:• Date• Time • Building and Room number • EID of the person in charge/contact

person• Brief event description

Specific Room

1. Room Scheduling page• View Room Schedules • View graphical semester room

schedule 2. Input Building and Room

• “View Schedule” 3. “View semester-long events in this

room” or “view events scheduled by date in this room”

4. E-mail or call scheduling

Special Event

1. RG 750• Attendees outside of UT• Send to the Provost Office• We cannot make a

reservation until the RG 750 has been approved

2. Please do not schedule a room “just in case”. It is easier for both parties when the time and date has been confirmed.

1. If you would like to make a change or cancel an event please provide us with the confirmation code.

Make a Change

Contact us:Phone: 475-7600 Monday-Friday 8:30-12:00 Noon & 1:00-4:30 pm

Email: scheduling@austin.utexas.edu

Questions?