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- Approved RG 750s will be sent as an attachment to our office via UTBox from the Provost's Office (academicspace@utlists.utexas.edu). MUST RECEIVE EDITOR STATUS FOR UTBOX PAGE FIRST AND CHANGE SETTINGS TO GET NOTIFIED BY EMAIL
- Open the attached file, and confirm that it is signed both by the department head or director, and by a designee of the office of the Provost.
- Save the file on the server using the following format:
- Event name – Department or Academic Unit – Contact person/Person in charge of the event
- We want to include as much identifying information as possible to help in the future when searching for these forms.
- Save the form on the Registrar server in the CCYYS for the event dates listed. If the dates span more than one semester, save it in all applicable folders.
- Event name – Department or Academic Unit – Contact person/Person in charge of the event
[\\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Approved RG 750s|\\\\austin.utexas.edu\\disk\\reg\\Registrar
Room Scheduling
Approved RG 750s]
- Search in the scheduling inbox to see if we have already received a room request for the RG 750 in question.
- A good place to start would be the pending RG 750 folder
- You can also search for the event name, department/academic unit, or the person in charge's name
- If there is no room request on file, respond to the person in charge/contact person and let them know that their form has been processed, and inquire about preferred rooms or areas on campus. (See template 2)
- Move the email with the attached RG 750 to the 'approved RG 750s' folder in the CCYYS folder that corresponds the closest to the event date listed. If the dates span more than one semester, save the email in all applicable CCYYS
- Once the reservation has been made, move the confirmation email to the corresponding CCYYS in Room Reservation folder of the Inbox
- This includes any corresponding correspondence.
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- Scan the original documents and send them to the scheduling email.
- Once the scans are received, save them here:
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- in the appropriate locations.
- Save the hard copies in a file in your desk for future reference.