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Each semester, the dataset is made first, followed by the scheduling of courses. Special events are scheduled after the course catalog is close to being finalized- and reservations are typically not released until after OCS. The goal is to open the semester early enough for Student Activities to have about four weeks to process the student organization room requests before the first class day of the semester, without scheduling special requests too early- making finding rooms for courses more difficult.
Fall: Start preparing queue mid-late June. Send confirmations mid-late July.
Spring: Start preparing queue late October. Send confirmation mid-late November.
Summer: Start preparing queue early April. Send confirmations mid-late April.
For more information on specific dates, see the Room Scheduling Production calendar:
\\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Documentation\Production Calendars\Room Scheduling Production Calendar.xlsx

** Keep in mind that this process takes a couple of weeks from contacting priority requestors to sending out reservation confirmations. Organization is key- and going slowly and methodologically will help minimize errors.

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  1. Make a semester prep template by copying the information from the 'Semester Prep Template' section below into a new word document, save it in this folder, with the YYS in the title: \\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Documentation\Semester Prep
    • Fill in any dates (semester dates, holidays, final exams, etc.)
    • Print an updated GPC list, and make sure unavailable rooms, rooms that can't have minors, and special rooms (lab rooms, computer labs, etc.) are indicated, to use when vetting requests.
  2. Search the inbox (and semester folder) for any requests from departments with priority reservation status, and print any reservation requests. In Outlook, highlight printed emails in yellow, highlight amended requests in pink, and highlight acknowledgement-only of requests in gray.
    • If priority reservations have not been received, reach out to contact person, and give a deadline for response, giving users 2-7 days to respond (as time allows), using the below template.
  3. Double-check the previous semester folder for any bundled requests. Sometimes requests come in for both fall and spring midterms in the same request.
    • We should already have a copy in all applicable folders at this point-this is just a safeguard.
  4. Double check other semester folders for requests for the future semester that were filed incorrectly. These are typically in the room requests folders as well as the RG 750 folders.
  5. Open the future semester room request folder, and starting from the bottom of the folder (earliest reservation request), start printing requests. As you go, highlight printed emails in yellow, highlight amended requests in pink, and highlight acknowledgement-only of requests in gray.
    • Work your way up through the entire folder, stopping periodically to paperclip requests together (such as multi-page emails, and emails with their room reservation request forms), and ensure that everything is printing correctly.
    • Ultimately, everything will need to be in chronological order, so organizing these requests as you go will be helpful.
    • To print a request, you can right click the original email containing the request to 'quick print' and then open any relevant attachments and print those as well.
    • If a request comes with an attached (approved) RG 750- simply write on the request that a form was received, and indicate the date of the received RG 750 form (printing is not necessary for these RG 750 forms)
    • You should, however, print any stray RG 750s that aren't obviously with a reservation request (as these will need to be looked into).
    • If a request requires a RG 750 make sure that the RG 750 has been signed and filed in the RG750 CCYYS folder in the shared Scheduling email account and make a note on the printed request that it has been received.
    • As you go, any requests or emails that were incorrectly placed in the CCYYS folder in question should be moved into their appropriate folder.
  6. Everything in the CCYYS folder should be highlighted at this point, and all received reservation requests (and stray RG 750s) should be printed.
  7. Go through all printed reservations, and highlight the original date the request was sent in.
    • Make sure they are in chronological order.
    • Your events should also be separated into different categories:
      1. Priority event requests
      2. Regular reservations
      3. Stray RG 750s – and requests still pending RG 750s.
  8. Email contacts for any stray RG 750s and requests pending RG 750s using the below email templates.
  9. Check for events with minors (using RG 750) and make sure they have not requested any 3rd and 4th floor rooms in WEL. Make a note on requests with minors to not schedule 3rd and 4th floor Welch rooms.
  10. Do a cursory check to see if any requests are for special days: no class days & dead days, final exam days (if the request is for an approved event on a final exam day it should be filed in the final exam day request inbox folder), holidays, partial control rooms, rooms unavailable due to construction, etc. by using the dates listed on your template SUMMER** Pay special attention to differing sessions

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  1. Divide reservation requests between Scheduling team while keeping reservations in the order received.
    • Process reservations by priority then by the date we receive them.
    • In the summer, do not use the option to reserve multiple dates at once from the graphical semester calendar- as this method has scheduled rooms in conflict in the past.
  2. Write down confirmation codes on each sheet- DO NOT send confirmation emails yet!
    • If the GPC requested is not available, schedule something comparable/close. If necessary, contact the person requesting the GPC for their preferences. Note that for summer orientation, requestors will need the same room on all dates of the reservation if possible.
  3. Double check all confirmations against requests; swap with a coworker and double-check again.
  4. Final check of past and future semester folders to make sure all emails have been accounted for.
  5. Grant Level III users scheduling access in the Room Scheduling System. Email Level III users to let them know that they now have access (\\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Documentation\Example Notification Emails and Memos\Notify Level Three Room Viewers Semester is Open.docxx).
    • Authorization documentation for steps 17 and 18 can be found here:

\\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\5.Training Resources and Authorizations\External Authorizations\Authorization Guide.docx
\\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Training and How To's\Internal\Tasks and Jobs\Add New Users and give Levels Access in RSS.docx (file:////austin.utexas.edu//disk//reg//Registrar//Room Scheduling//Training and How To's//Internal//Tasks and Jobs//Add New Users and give Levels Access in RSS.docx) 

  1. Notify Level IV users the semester is open for reservations (\\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Documentation\Example Notification Emails and Memos\Notify Room Viewers Semester is open.docx).
    • Publish in memo in Canvas.
      1. Header logo can be found here:

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  1. ESL: Michael Smith (cc: CELTA@austin.utexas.edu)
  2. University Extension: Hilary Routon and Dianne Folkerth
  3. Computer Science GDC requests: Jasmine Gonzalez Terry Tibby Liz Whittenton Michaela Cicero (Jasmine will have been contacted during dataset outreach, but should be contacted again to see if she has any additional requests)
  4. Intercollegiate Athletics BEL 328 requests: Elsa Hagemeier
  5. Any orientations or orientation-related events. (Should be scheduled as priority- do not need to reach out)
    • A note about summer orientation: all mandatory orientation events should have already been scheduled by this point. See Summer orientation documentation for more information:

\\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Training and How To's\Internal\How-Tos\Summer Orientation.docx (file:////austin.utexas.edu//disk//reg//Registrar//Room Scheduling//Training and How To's//Internal//How-Tos//Summer Orientation.docx)

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