Classroom Reservation Directions
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Directions
Patrons can request a classroom through our classroom reservation form found here. They can find links to the public facing calendars (Autzen and the Willamette Seminar Rooms), classroom guidelines and the request form.
Currently we use Microsoft Outlook calendar to maintain the classroom calendars for:
- Autzen Classroom
- 2nd Floor West
- Willamette Seminar Rooms
These instruction address:
- How to work with Microsoft Outlook
- Procedure for approving and declining requests for Autzen and the Willamette Seminar Rooms.
- Who to contact if an exception must be made
Checking Classroom Inboxes
Note: Although we have two business days to respond, try to check email inboxes twice a day. Write down date of request, room requested, and time. First
Check Availability
Make sure you are in the "File Folder" view before you begin. Go through each classroom inbox and make a list. For each request, write down:
- The date and time of the request
- Room requested and time.
For the most part, requests are honored first come, first served. You need to be in the "File Folder" view to be able to see the calendars. Check calendars to see if they are available. If there is a conflict, email the requestor with a response from the "ReservationRequests – Standard Response" Document. Be With your list in hand, check each classroom calendar for availability.
Conflict with the request
We do our best to honor requests but sometimes there is a conflict with policy or availability. The most common policy conflicts are requests for a room multiple days per term or a request for Autzen during the first two weeks of term. When there is a policy request, email the patron explaining why the request cannot be fulfilled and the policy behind this decision.
If there is a scheduling conflict, see if another classroom is available that you can offer. If there is, email the requestor to see if that is acceptable. If there are not any alternatives, email the patron letting them know the room is not available.
Note: Standard request wording can be found in the shared drive (S:>LEAD>Classrooms). The document is also attached to this page and can be downloaded. When replying, be sure to change the "To:" to the requestor from field. The reply will default to Library Web. If there is a conflict in one of the Willamette's but the other one is available, you can offer that one instead. There is a standard response for that as well. If there is not a conflict: You must delete that address and add in the requestor email address.
No Conflict with the request
- Drag the request from the inbox into the calendar (be sure you are dragging it into the correct calendar (room request and room calendar match)). A new email window will pop-up.
- Change the Subject of the email to the Title of the Event from the room request AND the person who is requesting the key AND any other people named authorized to pick up the key.
- Change the date and time to match the request. (If it's a recurring request from library personnel or someone on the exception list, enter the recurring information).
- Click on "Invite" Copy email of requestor in the Send line.
- Check calendar for accuracy.
- If reservation was for both East and West, enter in the East calendar and invite West along with the organizer. After you have sent the invite, copy the subject line, open the West calendar, and paste in the subject line to match there as well.
- Drag the email into "Scheduled."
- From your personal "Sent" box, move the sent email to the Classroom "Sent" box.
If there is a conflict:
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Making Exceptions
The goal is to have the classrooms in use as much as possible. Things to consider when making an exception:
- Is the request for after 5 or on a weekend? If so, consider making an exception since those are times when the classrooms are underused.
- Is the request from Executive Administration (such as a Vice Provost office)? Probably want to make the exception.
- Is the request for an event that is in less than a week? Chances are the room will not be booked in that time period, so we will frequently make an exception.
- Is 2nd floor West available? If the request is for a classroom that is already booked but the event is for a group within the library, like a building partner, reach out to TED and ask if an exception can be made.
Regularly Occurring Events
There are some events we have in the classroom that we schedule every year.
Always check the "Deleted Folder." Sometimes replies to our emails will end up there.
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Departments that can book more than one meeting per term:
- Library (of course)Information Services – this include multiple units and doesn't always say IS. I have to look these up sometimes. Analytics is one of those groups.
- Ecampus
- University Administration – these units/departments vary as well.