Room Attributes and Media

Updated 5/6/20 - JVS

• College of Liberal Arts Classrooms: http://www.utexas.edu/cola/laits/classrooms/classroom-list.php
• Find A Space, DOS: http://deanofstudents.utexas.edu/doscentral/findaspace.php
• Media Contacts by College: http://registrar.utexas.edu/staff/rooms#media
  • \\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Training and How To's\Internal\Media Support Numbers.docx 
• Technology Classroom Database: https://apps.engr.utexas.edu/classrooms/

University Contacts

• University ADA Coordinator http://www.utexas.edu/diversity/about/adaaa.php
• Services for Students with Disabilities http://ddce.utexas.edu/disability/
• Building Information (where you can look up Building Managers): http://www.utexas.edu/facilities/buildings/
• Facilities Services http://www.utexas.edu/facilities/
• Construction Advisory for Central Campus: http://www.utexas.edu/operations/construction/
• Division of Housing and Food Services (control Jester during the summer semester): dhfs-conferences@austin.utexas.edu

Other Reservable Spaces on Campus

• The AT&T Executive Education and Conference Center: http://www.meetattexas.com/facilities.php
• The Avaya Auditorium (POB 2.302): http://www.aces.utexas.edu/seminar/2.302/frames/total.htm
• Bass Concert Hall: http://texasperformingarts.org/about/venues
• Biomedical Engineering Building (BME): http://www.bme.utexas.edu/resources/room-reservations 
• The Butler School of Music: http://www.music.utexas.edu/aboutUs/facilities.aspx
• Computer Labs- College of Liberal Arts: http://www.utexas.edu/cola/laits/computer-labs/COLA-Labs.ph 
• Natural Sciences Computer Labs: http://cns.utexas.edu/information-technology/computer-labs
• Computer Media Lab- Liberal Arts ITS: http://www.utexas.edu/cola/laits/computer-labs/LAITS-Labs.php 
• The Lyndon B. Johnson School: http://deanofstudents.utexas.edu/sa/vieworgs.php?show=Faculty
• The Perry-Castaneda Library: http://www.lib.utexas.edu/pcl/services/studyareas.html
• The Peter O'Donnell Jr. Building (ACES): http://www.aces.utexas.edu/
• The Division of Recreational Sports: http://www.utrecsports.org/facilities/facility-reservations
• The Thompson Conference Center: http://www.utexas.edu/ce/tcc/plan/rates-availability/
• University Unions: http://www.utexas.edu/universityunions/space  

Scheduling Specific Links

• Fields of study: http://registrar.utexas.edu/about/us/op/production/inventory/fields
• Drupal: https://registrar.utexas.edu/user
• Directory: http://www.utexas.edu/directory/
• Canvas: http://canvas.utexas.edu/
• TxClass: https://utdirect.utexas.edu/txclass/index.WBX?component=0
• Student Activities/ Dean of Students: http://deanofstudents.utexas.edu/sa/

Frequently Asked Questions

Can student workers have view-access to the Room Scheduling System?
Only University of Texas faculty and staff members are granted view access to the Room Scheduling System. Any exceptions will be considered on a case-to-case basis. All requests for student worker access should be forwarded to Truman for approval.  
What is a partial control room?
A partial control room is a general purpose classroom (GPC) that the Office of the Registrar schedules on certain days or times, and another University entity schedules for the rest of the time. The times that the Registrar controls the GPC is noted on the GPC List. Scheduling does not know the schedule of partial controls rooms during the time that they are scheduled by another entity. Please contact the department listed on the GPC list, or in the Room Scheduling System, to schedule the GPC during their time. 

Who do I contact if the GPC I reserved is locked?
All confirmed reservations will be unlocked by Facilities prior to the start time of the reservation. Reports listing scheduled events in GPCs are sent to Facilities by Scheduling in advance (internally, by the Delsey reports that are run every Thursday). If someone calls and the GPC is locked at the start time of the reservation transfer them to Facilities at 471-2020. 
What to do if someone calls saying there is someone in the room they reserved?
Verify in the Room Scheduling System that there are in the correct room on the correct day and time. If so, find them a similar close-by GPC to use in the mean-time. Request that they email in the situation to scheduling@austin.utexas.edu and request that they include any information about the other party so we can investigate.
Who do I contact if something in the GPC is broken (table, chair, clock, lights, etc.)? 
If something in the GPC is broken and needs to be repaired (table, chair, clock, lights, etc.) please contact Facilities at 471-2020.

Where can I find pictures of GPCs?
Pictures are saved on the Registrar server under Documentation/GPC Pictures. There is not a picture of every single GPC. Each of these pictures lives on a UT website which is listed in the Excel document in the GPC Picture folder. This way we can direct people which website to use to find the picture they are looking for instead of emailing them pictures we have saved.
Can a student organization reserve a room?
A faculty or staff member can contact our office to make a reservation on behalf of a student/sponsored student organization. All other student organizations should be routed through Student Activities in the Office of the Dean of Students (1-3065) to make their reservation.

How can I reserve a hallway, corridor, or outdoor space?
Hallway space outside a general purpose classroom (GPC) can be requested through the Building Manager. Reservation of a GPC does not imply reservations of the hallway or corridor.
All outdoor reservations are made through Student Activities in the Office of the Dean of Students.
Can I schedule events on final exam days?
There are restrictions on special events scheduled on final exam days as final exams have priority in general purpose classrooms (GPCs) on final exam days. See final exam section and documentation for specific details.
How do I schedule a room for a final exam?
Final Exam Schedulers for each academic unit will request rooms for final exams through the Final Exam Request System. Requests and changes for final exams must be coordinated through the academic unit's final exam scheduler. If someone calls who is not the final exam scheduler look up the department's final exam scheduler in the CSU system and refer them to the appropriate contact.
How do I schedule a room for a course?
To schedule a room for a course's class meeting time, which will be published in the course schedule, please contact the course scheduler for the academic unit. If someone calls who is not the course scheduler look up the department's course scheduler in the CSU system and refer them to the appropriate contact.
Can I invite people from outside of the UT community to an event?
Events inviting individuals or groups that are not UT students, faculty, or staff, groups that are not registered with the University, or associations/corporations without formal agreements with the University must submit a request to sponsor off-campus individuals or groups (RG 750) before requesting to schedule a GPC.  For more information, see the RG 750 section (and corresponding documentation) on page 3.
Can I have food at my event?
Catered events may need approval from Environmental Health and Food Safety. Rooms may not be cleaned daily, and it is the responsibility of the person in charge on the reservation to make sure the room is clean, and any food related trash (ex. pizza boxes) have been taken out when the event is over. 
How do I add chairs or tables to a GPC for an event?
Requests for additional chairs or tables must be approved and coordinated with Facilities. Life and Safety Code (fire code) restricts the seating capacity of rooms. Requests for furniture to be added in the hallway outside of a room (example: table for participant check in) will need to be coordinated with Facilities and the Building Manager.
Can I film in a GPC?
Filming in general purpose classrooms, and the University of Texas campus in general, is regulated and may require a permit. Information regarding filming permits can be found on the University Communications page Filming at UT.

Can I hold a blood drive in a GPC?
Blood drives are permitted in GPCs that are not carpeted. Scheduling does not maintain a list of non-carpeted GPCs, and it is the reservation holder is responsible for ensuring the GPC reserved is not carpeted. Please contact the Environmental Health and Safety Office for more information on this policy.
Can I leave supplies in the room overnight/before an event I have scheduled in a GPC? Can I reserve a GPC prior to an event to use as storage space to ease set up?
We do not allow groups to leave supplies in a room prior to an event even if they have a room reservation. We are not responsible for loss of items and we do not want the items to interfere with a different reservation that may be in the room. We also do not allow groups to reserve rooms just for storage space. A GPC cannot be reserved if a group does not intend on being in there.

New Hire Walkthrough

DAY ONE

1. AM is spent in HR New Hire Orientation
2. Tour office
3. Explain handouts and review academic calendar
4. Set up Outlook: Scheduling inbox, email signature, add staff calendars
5. Check access to Mainframe, RSS, Canvas, UTLists, Adobe Acrobat (if not installed contact IT)
6. Set up Green output
7. Add email to contacts on printer
8. New hire can work on HR compliance modules
9. Once new hire is reflected in the Directory, the new hire can go to http://www.utexas.edu/hr/current/eis.html to log into the 'Employee Information System' where they can restrict any information such as personal phone number and home address that they do not wish to be public information in the Directory. The email address should also be updated to reflect their work email address.

DAY TWO

1. Review RG 400 Training PowerPoint
2. Explain RSS System
3. Review Internal Training austin.utexas.edu//disk//reg//Registrar//Room Scheduling//Training and How To's//Internal//An Overall Room Scheduling Training.docx
4. Have new hire shadow as you respond to emails and process reservation requests

DAY THREE

1. Explain Daily Deletions
2. Shadow new hire as they respond to emails and process reservation requests
3. When ready, have new hire respond to all emails and process reservation requests
4. New hire can work on HR compliance modules or any special projects

DAY FOUR

1. Explain Delsey
2. Have new hire do the Daily Deletions while you shadow
3. Have new hire respond to all emails and process reservation requests
4. If ready, have new hire log into UCD phone line
5. New hire can work on HR compliance modules or any special projects

DAY FIVE

1. Explain Building Report
2. New hire can do Daily Deletions
3. New hire can respond to all emails and process reservation requests
4. New hire can be logged into UCD phone line
5. New hire can work on HR compliance modules or any special projects