Room Scheduling Guidelines for UC Staff Center for Undergraduate Excellence (CUE)

All staff members (including graduate assistants) have Outlook Calendar access to make conference and huddle room reservations needed during weekdays and business hours. If you do not have access, please contact Tech Support at ext. 20969.

Follow the instructions beginning on page 2 to make room reservations.

Note: Requests for rooms after 7 pm or on weekends, must be confirmed with the Scheduling Office. Summer hours after 5 pm must be confirmed with the Scheduling Office:

a. Via phone: Linda Curfman or Ann Day (330) 672-3202

b. Via email: [email protected] - Subject Line: “Room Scheduling”. Include your name, telephone number, and department index

Room request outside the normal business hours may require additional accommodations such as the following:

 Energy Management – heating and air conditioning temperatures will adjust at the building closing time. If your event is after the building closes, you may need to complete the HVAC Scheduling Request Form to adjust the room temperature.

 Campus Police – Scheduling Office will forward, as needed

 Custodial Services – additional custodial services may be required and will be charged to department securing the facility.

ROOMS MUST BE RETURNED TO ORIGINAL SETUP AFTER YOUR MEETING. Conference rooms are set up in a hollow square formation and can be rearranged to a conference style or classroom style setup. Huddle rooms are set up as a conference room style and cannot be rearranged. You (and/or your department) will be responsible for the room set up, rearranging and restoring to original set up. No glue, tape, nails, or thumb tacks may be used on the windows, walls, or doors. Trash must be removed and placed in trash receptacles in the hall area. All windows must remain closed.

Use of equipment in conference and huddle rooms – The first time you reserve the rooms with equipment use, we recommend you schedule a training session with University College Tech Support at (330) 672-0969 at least 2 days prior to your event. University College does not provide tech support after business hours or on weekends. Conference Rooms 141/143

 Holds 20 people in each room or 49 in combined room

 Refreshments allowed

 Equipped with the following: Internet access, podium, dry erase board, telephone conferencing, WebEx compatibility, and a projector screen. The projector screen is equipped with a working computer connected to a projector. You may bring your own laptop to plug in. Cables for laptop hookup are available.

Huddle Rooms 130/154

 Holds 6 people and cannot be re-arranged

 Beverages only allowed. Food prohibited

 Equipped with the following: One 65 inch TV screen, internet access, dry erase board, and telephone conferencing

CUE Student Lounge Area – request for the main lounge area must be scheduled with the building curator, 330-672-0974

Revised 8/10/16

Outlook Calendar Room Scheduling Process

If you are scheduling a meeting and will invite others to the meeting, schedule your meeting from your personal calendar and invite the room in the same manner as you invite staff. Type CUE in the TO option and select your room (see error below). When you send your invitation, the room you requested will be reserved if it is available. You will receive either accepted for declined for your room request. Declined request are not added to the calendar.

If you need to cancel your meeting, cancel from the invitation you initially sent from your personal calendar and the room reservation will be released so others can reserve. The cancelled reservation will show “Cancelled” on the calendar. You can choose to delete the entry. If you need to reserve a room and will not invite others, you can reserve the room directly on that room calendar. You must delete the entry if you need to cancel. There is no auto cancel for reservations you add directly to the room calendars.

If your request was accepted, you will receive an accepted email (see green arrow). If your request was declined, you will receive a declined email (see red arrow).

When you schedule a re-occurring meeting, you must check all the dates to make sure the room is available on all the date.