Classroom Reservation Directions
Check email inboxes at least twice a day.
Write down date of request, room requested, and time. 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 sure to change the "To:" to the requestor from 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:
- 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:
- See if you can offer a different room. (Don't offer Autzen in first 1-6 weeks of term, or to student groups).
- Email patron about the conflict (can use standard response or personal).
Always check the "Deleted Folder." Sometimes replies to our emails will end up there.
- If there is a "declined meeting" in the "Deleted" folder, email the requestor to see if they want to officially cancel the meeting.
- If someone asks to cancel a meeting, copy and paste and pasta that email into the cancellation of the meeting before sending.
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.