Single Day Reservation

• How to find and schedule a room for a one-day event
• \\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Training and How To's\Internal\How-Tos\How to use the Room Scheduling System\How to do a Single Date Search.docx (file:////austin.utexas.edu//disk//reg//Registrar//Room Scheduling//Training and How To's//Internal//How-Tos//How to use the Room Scheduling System//How to do a Single Date Search.docx)

Semester-Long Reservation

• How to find and schedule an event that reoccurs weekly over a semester
• \\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Training and How To's\Internal\How-Tos\How to use the Room Scheduling System\How to do a Semester Long Search.docx (file:////austin.utexas.edu//disk//reg//Registrar//Room Scheduling//Training and How To's//Internal//How-Tos//How to use the Room Scheduling System//How to do a Semester Long Search.docx)
  • When making a reservation with a conflict please be sure to make a note of it in the 'Additional Information' field. The note should include the conflicting dates as well as any other important information. This will keep Scheduling aware and also remind the reservation holder.

Graphical-View Search

• How to view a calendar-like view of a specific room's availability

\\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Training and How To's\Internal\How-Tos\How to use the Room Scheduling System\How to do a Graphical view search.docx (file:////austin.utexas.edu//disk//reg//Registrar//Room Scheduling//Training and How To's//Internal//How-Tos//How to use the Room Scheduling System//How to do a Graphical view search.docx)

How to Confirm a Reservation

• How to find a reservation via confirmation code, by known date, by known room

\\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Training and How To's\Internal\How-Tos\How to use the Room Scheduling System\How to Confirm a Reservation.docx (file:////austin.utexas.edu//disk//reg//Registrar//Room Scheduling//Training and How To's//Internal//How-Tos//How to use the Room Scheduling System//How to Confirm a Reservation.docx)

General Room Scheduling Tips

• Change the start time and/or end time of the reservation by 15 or 30 minutes.
• Search for rooms following the standard timelines for courses:
  • On MWF search on the hour, on TTH search following the 75 minute block
• Break up the requested time for longer or all day requests into two or three smaller blocks
• If a GPC is not available semester-long try searching using the three day exception search, and then finding a room to accommodate the group on the conflicting dates
• If a specific room is necessary, the requestor could reach out to the department or party occupying the room to negotiate a switch.
  • See documentation in 'Inbox Protocol – Scheduling Email' for an email template/suggestions:

\\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Training and How To's\Internal\How-Tos\Inbox Protocol-Scheduling Email.docx (file:////austin.utexas.edu//disk//reg//Registrar//Room Scheduling//Training and How To's//Internal//How-Tos//Inbox Protocol-Scheduling Email.docx)

• If there is absolutely nothing available, suggest that the requestor contact their department to inquire about departmental rooms, or provide them with a list of other reserveable spaces on campus (see other resources section, page 7)

KNOWN BUGS in the RSS

Figure 1There are a few bugs that will allow you to schedule conflicts in the room scheduling system:

• DO NOT schedule multiple semesters on one reservation. Break up requests by semester dates.
• DO NOT use the multi-date reservation fields to make reservations during the summer semester. The room scheduling system will allow conflicts to be scheduled. (See 'Figure 1' above)