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Double check that all building hours and partial control hours are correctly listed. There is a spreadsheet of these by semester type located under Course Scheduling\1.General Purpose Classrooms\GPC Master Lists\Building & Control Hours. All building hours and partial control hours in the Excel document should be reflected on the GPC list.
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Make sure any new construction projects that will be starting in the new semester as noted in the Construction FileMaker Pro Database (Course scheduling\1.General Purpose Classrooms\FacilitiesManagement-General\Campus Construction Projects\Current Construction Projects) are added to the new semester GPC list.
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- If the Exam capacity is to be updated (consult with Final Exam contact and Priscilla)
- You will need to update this in the Room Scheduling system (see bullet 4 below)
- Update the Exam Capacity Chart (Z:\Final Exams\Documents\Exam Capacity Chart) and upload the new chart to the Canvas Final Exam course online
- Upload new Exam Cap Chart to the website via UT Box: https://utexas.app.box.com/files
- Update the capacity in the Room Scheduling System
- Select 'Maintain Room Inventory' from the 'Perform Administrative Tasks' drop down.
- Insert the building and room information for the current semester
- Change the capacity.
- If the exam capacity is to be updated, change that as well.
- Do this for all current and future semesters.
- If the room capacity change is a result of a construction/renovation, note this on the GPC excel sheet (including information about how many seats and exam seats were lost). Link to sheet in number 2 above. All changes should be made in the last column, titled "Special (Unpublishable) Notes"
**Keep in mind that if you are updating a room's capacity during a production phase, you will need to adjust all closing limits of the courses in production to be at the capacity (if it is being decreased). Any closing limits that are below the capacity can be left as is. Use the All Sections report for this task. A good production note would be: "CPS per IRRIS, capacity change"
***Also note, that the final exam scheduler should be notified of the change if it affects exam capacity.
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Send from [Scheduling@austin.utexas.edu|mailto:Scheduling@austin.utexas.edu] address and file in Facilities-Renovation-Construction folder.
*A) First Class Date Prep*
With the first class day of the \[semester year\] semester approaching, I wanted to touch base with you regarding the renovation in \[building and/or room\]. We have the \[applicable GPCs\] coming back online and have classes scheduled in these rooms starting \[first class date\]. Please let me know if the renovations affecting \[building and/or room\] has been/will be complete by the start of the \[semester\] semester.
*B) GPC list creation, ending projects*
Our office is preparing to work on the \[semester year\] course schedule which encompasses \[first class date through last class date\]. I wanted to check in with you to see if the \[building and/or room\] renovation is on track to be complete before \[first class date\].
Please confirm that this is correct. Thanks in advance,
*C) GPC list creation, continuing projects*
Our office is preparing to work on the \[semester year\] course schedule which encompasses \[first class date through last class date\]. I wanted to confirm with you that \[building and/or room\] will be \[unavailable these dates\]. We have it coming back online for scheduling beginning with the \[semester year\] semester on the first class day \[first class date\].
Please confirm that this is correct. Thanks in advance,
*D) GPC list creation, Summer only*
Our office is preparing to work on the summer \[year\] course schedule which encompasses \[first class date through last class date\]. I wanted to reach out to you to see if you knew of any construction projects that will affect the availability of general purpose classrooms during this time. We have been informed of \[building and/or room\] renovations.
*E) Invalid Room*
For \[semester year\], \[FOS course\] (CSN: ######) is showing up as having an invalid department room, \[building room\]. Is this the correct room? If so, you will want to reach out to IRRIS at [<span style="color: #0563c1"><span style="text-decoration: underline; ">IRRIS-Space@austin.utexas.edu</span></span>|mailto:IRRIS-Space@austin.utexas.edu].
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