Making Reservations and Processing Requests
Scheduling Email Protocol
All emails should be processed and filed appropriately throughout the day. The only emails that should remain in the inbox at the end of the day should be requests that could not be processed, or that require follow up. Make sure Scheduling is cc'ed or bcc'ed on every email sent regarding room scheduling.
Any emails for future semesters should be added to the queue for that semester by filing them in the YYS folder in question (paying close attention to the semester dates; for example, early January is a part of the prior year's fall semester).
For proper filing guidelines and protocol, see:
[ \\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Training and How To's\Internal\How-Tos\Inbox Protocol-Scheduling Email.docx|How-Tos/Inbox%20Protocol-Scheduling%20Email.docx]
Reservations on Dead Days and Final Exam Days
9:00 am – 12:00 pm |
2:00 pm – 5:00 pm |
7:00 pm – 10:00 pm |
Final exams are scheduled in periods throughout during final exam days, as follows:
General guidelines for scheduling events during final exams and dead days are as follows:
- Any exam that takes place during the last week of classes must not count for more than 30% of the students' final grade.
- We cannot schedule special reservations until final exams have been scheduled.
- Requests should be added to the "Final Exam Events" queue in the Scheduling inbox.
- Once finals have been scheduled, special reservations will be processed in the order they were received.
- Special reservations in between exam periods are now scheduled with 15 minute buffers preceding and following final exam periods.
- For example, extended office hours scheduled in between exam period 1 (9am-Noon) and exam period 2 (2pm-5pm) would be scheduled from 12:15pm-1:45pm.
No Class Days (Dead Days)
Cannot Schedule in GPC:
- Class-related activity (quizzes, exams, extra lecture time etc.)
- Paper turn ins
- Anything that can count for course credit
Can Schedule in GPC:
- Extended Office Hours
- Exam Review/Study Groups
- University Extension (UEX) Final Exams
- Other special events on campus
- Orientation or Registration related events for New Student Services ("big orientation")
- Can be scheduled in summer only, and only with approval
Final Exam Days*
Cannot Schedule in GPC:
- Paper Turn ins
- Exam Reviews
- Per University policy, exam reviews are not to be given on final exam days as the review could give one student an unfair advantage over a student who was not able to attend because they were in a final exam for another course.
- Student Organization Meetings
- Final Exams for courses without timelines
- GPCs to grade exams
**Can Schedule in GPC:
- Extended Office Hours
- SSD exam accommodations
- Exam set up / break down (for labs, Math, and departments per request)
- Department Convocation (Commencement) in WEL 2.122
- Dissertation Defenses (must be in three hour final exam period)
*These are really the ONLY things we can schedule in final exams without a *demonstrated academic need.
There are only two groups that can schedule actual events on final exams days and they include: Office of Admissions and English as a Second Language (ESL). It is preferred if that can schedule their event in between final exam periods however, they can still schedule the event when needed.
*Note that in the summer, only first term and second/whole final exam dates are 'official' dates during which special events cannot be scheduled. Events that fall during the nine week exam dates can be scheduled as usual.
Summer Orientation
Room reservation requests during summer orientation are treated differently than other summer reservation requests that we place in the queue. For more information on orientation email protocol, see:
\\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Training and How To's\Internal\How-Tos\Summer Orientation.docx
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