Scheduling Process for Health Science Center (HSC) Rooms
Reservation of rooms is expected. This includes all rooms at the HSC: conference rooms, labs, distance education rooms, and classrooms. Reservations provide assurance that the room will be available at the time that it is needed and provides a more accurate reflection of room utilization at the HSC.
Rooms may be requested via the web at http://leda.westerntc.edu/vemslite/default.htm or with a hard copy form available in the HSC 4th floor mailroom. Only requests made by web-form or hard copy will be honored.
Semester courses related to HSC programs and courses that are taught by HSC faculty are given first priority when rooms are scheduled. After semester courses have been scheduled, other requests are considered using the following priority scale:
1. Meetings related to HSC programs
2. UWL or WWTC courses not offered by HSC programs
3. Activities involving Health Science Consortium partners
4. Public events, courses, workshops
With the exception of semester courses, room reservation requests are generally processed in the order that they are received. In the event that more than one request is received at the same time for the same room, the previous priority order will be used.
Individuals requesting rooms will receive a confirmation notice via email from the Scheduler. If email is not available, a hard copy will be sent. Generally, the notice will come within 24 hours of the request. During scheduling of semester courses, confirmation will be received between 7-10 days. The individual receiving the confirmation is responsible for checking the accuracy of the reservation. It is imperative that a record of the confirmation number for the room/event be kept until the event is completed.
Use the links below to go directly to further instructions on the following topics.
Scheduling Rooms by Outside Agencies (non-HSC programs)
The HSC Scheduler has primary responsibility for all scheduling. The WWTC administrative assistant will provide primary backup to the Scheduler in the event that the Scheduler is ill, on vacation, or is unable to process the number of requests in a timely manner. Arrangements have been made for coverage in the event that both the Scheduler and the “back up” individual are not available.
Semester courses will be scheduled by alternating between WWTC and UWL programs. It is assumed that the order of scheduling will be done in a fair, unbiased manner. Programs that do not submit requests by the deadline will be processed after all other programs have been scheduled.
1. The Scheduler will be in contact with Nancy Jones (Records and Registration UWL 785-8576) and Linda Bornitz (Scheduler WWTC Human Services Division 785-9186) to determine dates that semester schedules are due at each institution. In general, summer semester schedules are generated in January, fall semester schedules in February, spring schedules/J term in September.
2. The Scheduler will determine dates that semester room requests must be submitted. This date will be communicated to support staff, who will disseminate the information to the program directors.
3. Program directors will work with faculty to determine a schedule that meets the needs of the students, program, and faculty. Program directors will also work with other programs that share classroom space (e.g. labs) to determine a schedule that meets the needs of each program sharing the space.
4. Program directors will work with their program assistant/administrative assistant to complete the necessary forms for reserving a room. Care should be taken to also include courses taught by HSC faculty that are not program courses (e.g. SAH or Microbiology).
Rooms may be reserved in one of two ways:
a. via the web (web-form): http://leda.westerntc.edu/vemslite/default.htm. Complete the form and submit. Note: this form requires separate submissions for each room needed for a course.
b. via hard copy: hard copies of a room reservation form can be found in the 4th floor mailroom at the HSC (east wall) in the mail slot labeled “HSC schedule forms”. The hard copy form is in a different format than the web-form, allowing faculty to reserve both a classroom and lab room for the same course. Completed forms should be placed in the “completed form” slot found in the 4th floor mailroom.
Note: When coursework combines students from more than one program, only one program should submit a request for the room(s) needed for the course. Program directors are responsible for determining which program will submit the request.
5. Requests for semester room use must be completed by the assigned deadline. Upon the deadline the Scheduler will begin reserving rooms for the semester using the following priority for scheduling.
a. First priority: courses/meetings related to HSC programs and courses (non-program related) taught by HSC faculty.
b. Second priority: UWL/WWTC courses (not offered by HSC programs) offered at the HSC.
c. Third priority: Activities involving Health Science Consortium partners
d. Fourth priority: Public events, courses, workshops
Based on the above-mentioned priorities, the Scheduler will begin entering course schedules alternating between WWTC and UWL programs. It is assumed that the order of scheduling will be done in a fair, unbiased manner. Programs that do not submit requests by the deadline will be processed after all other programs have been scheduled.
Note: Every effort will be made to honor requests for specific rooms, however, it is the responsibility of the Scheduler to schedule rooms based on the “best fit”. For example, preference for the larger tiered and non-tiered rooms will be given to programs that have a class size that precludes the use of the smaller rooms. In addition, all courses that meet irregularly (e.g. 8:00 a.m. to 5:00 p.m. for 2-3 days over a three week period of time) may be scheduled in a specific room, so as to maximize availability of rooms for use by others.
6. The Scheduler will send an email confirmation of the room assignments to the person requesting the room. It is the responsibility of the person receiving the confirmation to check for accuracy and to keep track of the confirmation number (needed in the event that a change needs to be made later). Turn around time for semester scheduling is expected to be 7-10 days. Faculty may wish to discuss ideas for filing this information with their support staff.
7. Programs should determine a method of providing their respective institutions with room numbers for course offerings.
1. Individuals requiring use of a room (lab, conference, classroom, distance ed) for occasional use must reserve the room.
2. Availability of the room can be checked at http://leda.westerntc.edu/vemslite/Today.asp web site. By using the website menu, room availability for a certain day and time can be checked. Pre-checking room availability will expedite the scheduling process.
3. Room reservations can be made one of two ways:
a. via the web (web-form): http://leda.westerntc.edu/vemslite/default.htm. Complete the form and submit. Note: this form requires separate submissions for each room needed for a course.
b. via hard copy: hard copies of a room reservation form can be found in the 4th floor mailroom at the HSC in the mail slot labeled “HSC scheduling form” found on the (east wall). The hard copy form is in a different format than the web-form, allowing faculty to reserve both a classroom and lab room for the same course. Completed forms should be placed in the “completed form” slot found in the 4th floor mailroom.
4. The Scheduler will send an email confirmation of the room assignments to the person requesting the room. It is the responsibility of the person receiving the confirmation to check for accuracy and to keep track of the confirmation number (needed in the event that a change needs to be made later). Generally confirmation for the room will be received within 24-48 hours (unless semester scheduling is taking place at the same time.)
1. Individuals interested in using the distance education rooms will do so through the Scheduler.
2. Rooms may be requested one of two ways:
a. via the web (web-form): http://leda.westerntc.edu/vemslite/default.htm. Complete all sections of the form and submit. Note: this form requires separate submissions for each room needed for a course.
b. via hard copy: hard copies of a room reservation form can be found in the 4th floor mailroom at the HSC in the mail slot labeled “HSC schedule form” found on the east wall. The hard copy form is in a different format than the web-form, allowing faculty to reserve both a classroom and lab room for the same course. Completed forms should be placed in the “completed form” slot found in the 4th floor mailroom.
3. Upon receipt of the request, the Scheduler will communicate with Dave Harris to determine availability of distance education lines/rooms.
4. Priority for use of distance education rooms:
a. First priority: courses/meetings related to HSC programs and courses (non-program related) taught by HSC faculty that are taught via distance education.
b. Second priority: UWL/WWTC courses (not offered by HSC programs) offered at the HSC taught via distance education.
c. Third priority: Courses/meetings related to HSC programs that require a large room but do not require use of distance education equipment.
d. Fourth priority: Activities involving Health Science Consortium partners
e. Fifth priority: Public events/courses/workshops that require distance education technology or the use of a large meeting space.
5. The Scheduler will email a confirmation of the room assignments to the person requesting the room. It is the responsibility of the person receiving the confirmation to check for accuracy and to keep track of the confirmation number (needed in the event that a change needs to be made later). Generally confirmation for the room will be received within 24-48 hours (unless semester scheduling is taking place at the same time).
1. In the event that a previously scheduled reservation needs to be changed or deleted please contact the Scheduler. This allows rooms to be released for use by others, or helps to guarantee that the room is reserved for the time/day needed.
2. Reservation modifications or deletions can be done in one of two ways. Note that both ways require submission of the confirmation number of the original request.
a. via the web (web-form): http://leda.westerntc.edu/vemslite/default.htm. Choose the form referenced as modification or deletion. Complete the form and submit.
b. via hard copy: hard copies of a room reservation form can be found in the 4th floor mailroom in the mail slot labeled “HSC schedule form” (east wall). The hard copy form is in a different format than the web-form, allowing faculty to reserve both a classroom and lab room for the same course. Completed forms should be placed in the “completed form” slot found in the 4th floor mailroom.
3. The Scheduler will send an email confirmation of the room modification change to the person requesting the room. It is the responsibility of the person receiving the confirmation to check for accuracy and to keep track of the confirmation number (needed in the event that a change needs to be made later). The confirmation number for the modification request will be different from the original confirmation number. Generally confirmation for the room will be received within 24-48 hours (unless semester scheduling is taking place at the same time).
Scheduling of Rooms by Outside Agencies (non-HSC programs)
1. Information regarding room rental policies and costs can be found at the HSC web site, http://www.uwlax.edu/lmhsc/HSC.html.
2. Click on the room rental pricing information to see information on the policies and procedures for renting rooms at the HSC. At the top of the room rental policy page there is a link to the room rental request form. Reservations can be made by clicking on this link or by accessing the form directly at http://leda.westerntc.edu/vemslite/default.htm.
3. Although email requests are preferred, outside agencies may contact the Scheduler at 789-6172 for assistance.
4. Upon processing of the room reservation, the outside agencies will receive confirmation (either through email and/or hard copy). In addition, the reserving agency will receive a contract, information relating to services available/provided and reservation guidelines.
1. On occasion, faculty may find that there is a need for a room immediately. Because the turn around time for receiving confirmation is 24-48 hours, there may be infrequent times where a room must be used without “official” confirmation from the Scheduler.
2. If a room is needed in less than 48 hours time, the faculty should access the room schedule http://leda.westerntc.edu/vemslite/Today.asp to see if a room is available. A short cut for the room schedule is available on all HSC classroom computers.
3. If a suitable room is available, faculty should go ahead and use the room. However, they must still complete (or have support staff complete) a room reservation form. This form is available either by hard copy in the 4th floor mailroom, or via the web at http://leda.westerntc.edu/vemslite/default.htm. Although the reservation may well be processed after the fact, the reservation is still important for the sake of accurate data collection in showing effective utilization of the rooms at the HSC.
Approved Operational Team April 8, 2002
Approved Academic Team April 19, 2002
Approved HSC, Inc. Board April 25, 2002