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Room Scheduling Documentation

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Created by Michael Lee , last modified on May 22, 2020

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Overall Room Scheduling Training
Contents
Room Scheduling Basics
- Exceptions to Room vs. Course Scheduling
- Special Agreements
- Who can make a reservation?
- What individuals or groups can use GPCs as reserved through the Office of the Registrar?
- Room Scheduling Terminology
- When are room requests processed?
- Regulations on Outside Participants and Speakers (RG 750)
Making Reservations and Processing Requests
- Scheduling Email Protocol
- Reservations on Dead Days and Final Exam Days
- No Class Days (Dead Days)
  - Cannot Schedule in GPC:
  - Can Schedule in GPC:
- Final Exam Days*
  - Cannot Schedule in GPC:
  - **Can Schedule in GPC:
- Summer Orientation
How to use the Room Scheduling System
- Single Day Reservation
- Semester-Long Reservation
- Graphical-View Search
- How to Confirm a Reservation
General Room Scheduling Tips
- KNOWN BUGS in the RSS
Administrative Tasks
- Daily Deletions
- All-Sections
- Delsey Jobs
- RG 400 – Room Scheduling System Training Class
- Building Reports
- Production Calendar
- Special Programs and Contacts
Helpful Contacts and Resources
- Room Attributes and Media
- University Contacts
- Other Reservable Spaces on Campus
- Scheduling Specific Links
- Frequently Asked Questions
- New Hire Walkthrough
How to Prep a CCYYS for Room Scheduling
- General Information
- Timeline
- Prep Process
- Semester Prep Template
- Special Days
- Special Rooms
- Priority Reservations
- Email Templates
- Priority Reservation Template Email:
- Missing Room Reservation Request form:
Missing RG 750 form:
How to Order the Delsey Letter
General Information
- Job 1: Date-by-Date Reservations
- Job #2: Semester-long Reservations for class days
- Job #3: Semester-long Reservations for no class days
Building Report
- General Information
- How to Run a Building Report
RG 750 Information and Protocol
- Instances that Require an RG 750
- Exceptions to the RG 750
- Why do we need this form?
- Youth Protection Program
- Processing an RG 750
Room Reservation Requests
- Received from the Office of the Provost
- Processing UT Faculty/Group Organization Registrations
- Email Templates
  - Template 1- Request an RG 750
  - Template 2 – Request Room Information
Rooms on Hold
- General Information
- How to place a GPC on hold
- How to release a hold
- How to run and review the rooms on hold report
How to Process GPC Requests for a Semester in Production
Room Scheduling System Authorizations
- Authorization Levels and Timeline
- 1. New Semester Created in Room Scheduling System
- 2. Chair Proof Opens
- 3. Room Scheduling Opens to Level III Users
- 4. First Class day of a New Semester
Uploading Files to UT Box
- Updating Existing Files (Uploading different versions)
- Adding New Files
Summer Orientation
- Timeline
- Protocol for Addressing Orientation Emails
- Email Templates
  - Email Template 1:
  - Email Template 2:- DRAFT

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