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University of Scranton Non-Instructional Facilites Reservation Handbook - Room Reservation Procedures


Non-Instructional Facilites
Reservation Handbook

This Reservation Handbook provides information for scheduling non-instructional rooms and facilities. Also included is detailed information on each room that can be scheduled on-line and other pertinent information. If you have any questions, please call (570) 941-7952.

ROOM RESERVATION PROCEDURE

University departments should schedule rooms for University events on-line through my.scranton.edu using Microsoft Internet Explorer. Log in by entering your user name and password. If you do not know your password, contact the Technology Support Center at 941-4173. Once logged in click the University Links tab and under the heading Events and Facilities click Non-Instructional Events Submission.

At this point you will be welcomed into the Events Menu and will be able to add, update (modify or cancel) or query events. The query will allow you to view what is scheduled in the rooms that reside on this system. You can view all buildings and rooms or use the menu to choose a specific room and by changing the default of todays date, focus on a specific date or range.

When you have determined that the location and date you wish to reserve is available, return to the menu and click on Add an Event. The tab or your mouse will allow you to move from field to field. Please complete the form with specific information about your event. After entering the information, click on Submit Event. You will receive an event number for tracking. The Manager of Scheduling reviews each request and will approve, deny, adjust and coordinate each event request as needed. A system generated response will be sent via email to the requestor for all requests submitted.

This Reservation Handbook includes a guide to rooms available for scheduling on-line. Reviewing the room specifications and selecting the one that best fit your event’s needs allows for optimal use of University facilities. The on-line system requires a second choice selection. Reserving a series of locations simultaneously for alternate time periods to accommodate the same event is not permitted. Booking in advance enables the University’s service offices to support your event.

Reservations should be requested at least two weeks in advance of the desired date of the event. In most cases, requests will be confirmed within 24 hours. Because there may be other requests for the same facility pending prior to your request or some other concerns, please wait for your room confirmation before proceeding with planning your event.

Generally, reservations may be made one year in advance of the event date. Administrative priority events can be submitted as far in advance as possible to secure facilities needed. Non-University events can reserve facilities six months prior to the date to allow for University planning. Conference planning, whether University or non-University, can reserve facilities three years prior through coordination with the Office of Conferences and Event Services, 941-6200.

Student clubs and organizations must first contact Student Affairs, 941-5441 to complete necessary paperwork for reserving facilities. Students who wish to reserve rooms for residence hall or house dinners or resident events must first contact the Residence Life Office, 941-6226. This first coordinating step ensures planning measures are followed and prevents planning conflicts.


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