BSLC Scheduling and Usage Policy
Spaces Available For Use
Lecture Halls Scheduled by BSLC Building Manager
001 140 seats tiered seating with tablet arms multimedia equipped 008 70 seats tiered seating with tablet arms 109 220 seats tiered seating with tablet arms multimedia equipped 115 170 seats tiered seating with tablet arms multimedia equipped 205 70 seats tiered seating with tablet arms multimedia equipped
Classrooms Scheduled by BSLC Building Manager
218 55 seats movable chairs with tablet arms 305 35 seats movable chairs with tablet arms 324 55 seats movable chairs with tablet arms
Meeting Rooms Scheduled by BSLC Building Manager
009 26 seats movable conference tables and chairs (16 tableside, 10 perimeter) 202 35 seats movable tables and chairs 240 35 seats fixed tables and chairs multimedia equipped 313 26 seats movable conference tables and chairs (16 tableside, 10 perimeter)
Main Lobby Scheduled by BSLC Building Manager
Normally Furnished 24 Movable couches and chairs Standing Reception 350 Empty Seated Meal 150 (Max) 72” round tables and folding chairs (10 per table) Seated Meal 100 (Suggested) 72” round tables and folding chairs (10 per table)
Outdoor Lawn Scheduled by BSLC/BPSB/RI/HEP/LASR Building Managers
Capacity Estimate 500 Empty
Computer Training Room Scheduled by NSIT Staff
018 30 seats fixed seating with computer workstations Clinical Pathophysiology Labs Scheduled by BSLC Building Manager
346 36 seats fixed lab tables 350 36 seats fixed lab tables 354 36 seats fixed lab tables
*Collapsible walls between 346/350 & 350/354
College Labs Scheduled by BSCD Lab Manager
206 36 seats fixed lab benches 210 36 seats fixed lab benches 216 36 seats fixed lab benches 228 36 seats fixed lab benches 232 36 seats fixed lab benches 236 36 seats fixed lab benches 302 24 seats fixed lab benches 314 24 seats fixed lab benches 318 36 seats fixed lab benches 322 36 seats fixed lab benches 401 24 seats fixed lab benches 420 20 seats movable lab benches 436 32 seats fixed lab benches 442 32 seats fixed lab benches
Histology Labs Scheduled by Anatomy Lab Manager
402 30 seats fixed lab tables 406 30 seats fixed lab tables 412 30 seats fixed lab tables 416 30 seats fixed lab tables
Departmental Conference Rooms Scheduled by Department Contacts
104L (OME) 24 seats conference table and chairs (12 tableside, 12 perimeter) R023 (Psychiatry) 12 seats conference table and chairs (12 tableside) R101 (Ben May) 10 seats conference table and chairs (10 tableside) R221 (NPP) 22 seats conference table and chairs (12 tableside, 10 perimeter) R321 (Oncology) 14 seats conference table and chairs (10 tableside, 4 perimeter) R416 (Immunology) 10 seats conference table and chairs (12 tableside) Scheduling Procedure
BSLC Lecture halls, Meeting Rooms, Classrooms, Main Lobby
1. Quarterly room requests are solicited by and submitted to BSLC building manager and processed one quarter in advance. Fall Quarter Processed in preceding June Winter Quarter Processed in preceding October Spring Quarter Processed in preceding January Summer Quarter Processed in preceding March
2. BSD Academic courses are given first priority and are scheduled based on the following parameters in order of importance. Courses meeting in the same quarter and time slot as they did in the previous academic year retain the same room unless a better alternative is available or a more efficient use of rooms that is satisfactory to the affected courses can be arranged. Estimated number of students in course (large courses are given priority to larger rooms). Building Manager’s judgment regarding efficient use of rooms and adherence to canonical schedule. Instructor’s audio-visual needs. Instructor’s room or room style preference.
* Course schedulers are encouraged to consult with the Building Manager on curriculum changes to avoid conflicts. When conflicts occur, the Building Manager works with the involved parties to pursue a mutually acceptable resolution.
3. BSD seminars & meetings as well as non-BSD courses are given second priority and are scheduled into rooms as available.
4. Special events are scheduled last with BSD events getting priority and on a first come/first serve basis. Requests can be submitted anytime and are filed in date order to prevent conflicts, but are not confirmed until one quarter in advance. Departments hosting weekday events that can be accommodated by moving courses to alternate rooms (preferably still within BSLC) must get the approval of the faculty teaching the affected courses. This practice is discouraged, but allowed for high priority BSD events.
Computer Training Room
1. The computer training room is scheduled by NSIT staff. Requests can be submitted anytime and are processed on a first come/first serve basis with BSD courses and events getting first priority. Quarterly deadline for BSD requests are set by the building manager. BSD requests after the deadline will be scheduled based on availability. Clinical Pathophysiology Labs
1. The labs are scheduled for sole used by second year medical student courses and as available study areas for those students when labs are not in session during the Fall, Winter, and Spring Quarters. Exceptions can be made for other medical school activities and high priority BSD events. The office of medical education must approve any such exception and verify that it does not conflict with any planned lab or lab preparation in the rooms. The labs are available for first come/first serve scheduling in the Summer Quarter and during academic break periods.
College Labs
1. The labs are scheduled at the discretion of the BSD Collegiate Division and are primarily used for lab sections of undergraduate biology courses.
Histology Labs
1. The labs are scheduled at the discretion of the Building Manager and are primarily used for first year medical student courses.
Departmental Conference Rooms
1. The conference rooms are scheduled at the discretion of the controlling departments and are used primarily for meetings and other functions within the department.
Outdoor Lawn
1. The lawn area is not specifically controlled by any single department, but notices can be sent to minimize the likelihood of a conflict. Building Managers in BSLC, BPSB, RI, & HEP/LASR should be notified so they can mark their calendars. Facilities Services should be notified of the event to prevent maintenance or landscaping from interfering with an event. The Facilities & Event Services section of the Reynolds’s Club should also be notified. They typically only control outdoor space on the University’s main quad, but would likely receive inquiries about other outdoor spaces. Use of Space
Customers
1. BSD sponsored activities are given priority as outlined in the scheduling processes, but any University sponsored activity as well as activities not specifically sponsored by the University can use space in the BSLC at the discretion of the Building Manager or other appropriate scheduler of BSLC spaces. Events not specifically sponsored by the University should be appropriate to the University’s image and values and should not include such social events as personal birthday parties, weddings, etc. Events (regardless of sponsorship) can be denied use of the space at the discretion of the Building Manager if the activity risks disrupting other functions in the building (such as an animal rights protest meeting which could jeopardize the husbandry operations, or a musical concert which could produce disruptive levels of noise).
Hours of Operation
1. From the first day to the last Friday during exam week of the Fall, Winter and Spring Quarters the BSLC is open during the following times. Monday – Friday 7:30am – 5:30pm* *Events may be scheduled after these times without staffing charges Saturday Closed* *Events may be scheduled after these times without staffing charges Sunday Closed Holidays Closed.
2. For Summer Quarter and academic break periods, the BSLC is open during the following times. Monday – Friday 7:30am - 5:30pm Saturday Closed Sunday Closed Holidays Closed
3. Activities occurring outside of the building’s open hours can be accommodated, if arranged in advance and staffing is available. The following exceptions do not require staffing and additional exceptions can be made at the Building Manager’s discretion. Groups with contractual arrangements to use BSLC during non-peak hours (Princeton Review, Kaplan, UCH Academy). Students who have departmentally approved 24 hour access cards using lab spaces after hours.
*Activities that occur during student staffing only periods may also be required to pay for additional building staff depending on the nature of the event.
4. The main lobby primarily functions as a lounge space and activities that disrupt the lounge function have limited access to the space. BSD sponsored activities Anytime Activities without BSD sponsorship Weekends and Weekday evenings (after 6:00pm) or during break periods Fees
1. The BSLC Building Manager maintains an unpublished fee schedule for rooms and support services with four rate plans. Registered Student Organizations BSD Groups University Groups outside BSD Groups outside the University
2. Exempt groups and activities are only required to pay for staffing. Courses (including reviews, exams, and other related activities) registered with the University Registrar’s Office University President’s Office BSD Dean’s Office Pritzker School of Medicine Medical and Biology Related Student Organizations BSD Collegiate Division BSD Office of Graduate Affairs CBM Information Systems BSLC Greenhouse Knapp Center Labs Radiation Safety Training Safety Training Academy College Orientation Week activities College Family Weekend activities Alumni Weekend activities
3. Fees are detailed in written confirmations and can be negotiated or waived at the Building Manager’s discretion.
4. Typical Support Services In-house only, services and equipment not provided outside BSLC Audio-Visual Equipment Tables and Chairs tablecloths and skirting not provided Poster Display Boards for poster displays in main lobby and/or second floor hallways Easels easel pads not provided Chalk and Chalkboards built-in to lecture halls, classrooms, meeting rooms, and labs Staffing Housekeeping
* Building staff members provide audio-visual set-up assistance and respond to problems, but are not available to monitor entire events. Catering
1. Food is allowed in all of the available BSLC spaces except for the college labs. Any caterer or restaurant is allowed to operate in BSLC, but are expected to take direction from building staff without exception. Kitchen facilities are not available for caterers, only a small service corridor. Building staffs are not responsible for monitoring or securing unattended food.
Alcohol Policy
1. Any function serving alcohol must abide by the University’s Alcohol Policy. Notification that alcohol will be served must be made at the time of the reservation. A faculty member or administrator responsible for the event must either be in attendance throughout the event, or arrange for hosting students to attend the University’s alcohol training seminar. The Building Manager must be provided with written confirmation of the arrangement. Violation of the alcohol policy may result in banishment from using BSLC space in the future.
Damages
1. Groups found to be responsible for damage to rooms, furnishings, and equipment beyond normal wear and tear will be billed for the cost of the repairs. Users should report any noticeable damage prior to their event to avoid being held responsible for the damage. Groups causing excessive damage may be banished from using BSLC space in the future.
Lost or Stolen Items
1. Building staff is not responsible for any items left behind or stolen during an event.
2. Storage of materials before and after an event can be arranged, and although damage or lost materials are very unlikely, the customer bears all risk.
Scheduling System
Event Management System
1. Building staff uses Event Management System software to schedule all spaces in BSLC. Only appropriate scheduling contacts have authority to schedule the rooms, equipment, or services they control.