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Guidelines

Room Scheduling Guidelines


 

VCU Health Sciences instructional spaces

This document is intended as a guide for administrators, faculty, students and others who request the use of these spaces for instructional and other sanctioned activities.

I. Objectives
  1. Ensure the most efficient and effective use of classroom and conference room facilities.
  2. Provide instructional space that will best accommodate a program or activity’s educational mission, within limits of space availability.
  3. Provide faculty, administrators, employees, students and others with uniform guidelines for requesting instructional space in order to avoid or minimize misunderstandings.
  4. Enable the university to obtain and report accurate instructional space utilization data as required by VCU administration and the Commonwealth of Virginia.

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II. General guidelines
  1. Classrooms, lecture halls, auditoriums and certain seminar-conference rooms are designated as shared space and, regardless of building location, serve as centrally scheduled resources available for use by all VCU programs.
  2. Except for those conference rooms under the management of offices as authorized by the Office of the Vice President for Health Sciences, all other classroom facilities, seminar-conference rooms and instructional laboratories are scheduled through the Virtual EMS (Event Management System).
    1. After logging in to Virtual EMS with your VCU eID, select Reservations, then MCV Campus | Academic Space (VPHS).
  3. The MCV Campus Room Scheduling Office does not schedule hospital, school or departmental administrative conference rooms, meeting spaces in Tompkins-McCaw Library, Alumni House & Conference Center, Hunton and Larrick Student Centers or the Virginia BioTechnology Research Park. Please direct requests for scheduling those spaces to the appropriate administrative office.
  4. Any activity which has space confirmed by the Room Scheduling Office in a centrally scheduled instructional room cannot be displaced by any other group. The Room Scheduling Office may relocate and reassign an activity to accommodate another activity as directed by the Office of the Vice President for Health Sciences after consultation with the groups involved.
  5. Schools and academic programs are expected to anticipate their classroom needs, including additional or larger spaces required for tests or exams, as far in advance as possible. Please submit room requests to the Room Scheduling Office through Virtual EMS by the stated scheduling deadline.
  6. In general, classes and other activities scheduled in centrally managed spaces will begin on the hour or half hour and end at 10 minutes before the hour or half hour. This schedule must be observed to avoid conflicts with other activities.
  7. To help ensure most efficient use of classrooms, each school and program is expected, within practical limits, to schedule classes or recurring activities following a regular pattern. For example, a class which meets for three hours per week should be scheduled on Monday, Wednesday and Friday at the same hour; one which meets two hours per week should be scheduled on Tuesday and Thursday at the same hour; a meeting held once a week should be scheduled on the same day of the week at the same hour, etc.
  8. Reserving instructional facilities for blocks of time when no specific activity can be identified is not permitted except in unusual circumstances, such as set-up and break-down time needed prior to the start or end of an activity. Such requests require written justification and approval by the Office of the Vice President for Health Sciences.
  9. To maintain efficient use of instructional space, room size will be matched with enrollment in the course. The Room Scheduling Office may schedule small groups in larger rooms when no other rooms are available to accommodate a small group’s technology needs or when scheduled activities are restricted to a specific building or area of a building. As a general principle when possible, courses are scheduled to minimize the need for students in the same programs to travel from building to building as they move from course to course.
  10. Users may request to reserve meeting space for national, regional, and annual professional and continuing education programs. Those requests should be made six months prior to or as soon as the meeting date is set. The activities must be sponsored by a participating VCU or VCU Health System unit, faculty or staff member. During the spring and fall semesters when space demands are highest, it may not be possible to accommodate all requests of this nature.
  11. Requests for the use of facilities for non-instructional activities will be handled on a case-by-case basis.
  12. All requests for space by students, contractors and vendors must be submitted by a sponsoring VCU or VCU Health System faculty or staff member, and the sponsoring individual or department must be participating in the activity.

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III. Priorities
  1. The following priorities are used when managing centrally scheduled instructional space:
    1. Instructional activities including academic courses, seminars, rounds, faculty and student meetings, and seminar activities that support VCU Health Sciences academic programmatic requirements.
    2. Research symposiums, other research-related activities and continuing education programs sponsored by VCU schools, departments and programs.
    3. Educational programs of the VCU Health System.
    4. Approved special lectures, programs and meetings sponsored by VCU academic, administrative, faculty, staff and student groups.
    5. Other VCU educational programs.
    6. Activities sponsored by groups and organizations unaffiliated with VCU on condition that prior administrative approval of the activity has been obtained. Special consideration will be given to the space requirements of national and regional meetings and examinations, which may be held on campus.
  2. To the extent possible, the Room Scheduling Office assigns each school’s activities to its preferred classroom spaces before scheduling other activities into those spaces. For example, every effort is made to schedule dental courses in the Lyons Dental Building classrooms, nursing courses in the School of Nursing Building classrooms, medical classes in the Egyptian Building, Kontos Medical Sciences Building and Sanger Hall, etc., before scheduling other requester’s activities or events in those facilities.
  3. The Office of the Vice President for Health Sciences will resolve questions of priority, eligibility and consistency with VCU’s instructional mission that are not otherwise determined by these guidelines.

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IV. Procedures
  1. Scheduling an instructional space
    1. To promote scheduling efficiency and coordinate effort at the school or program level, school or program curriculum offices staff rather than individual faculty members and course directors, should request classroom space for required instructional activities. All individuals responsible for scheduling instructional activities are expected to become familiar with these Guidelines and Procedures.
    2. Requests for centrally scheduled instructional spaces must be submitted online through the Virtual EMS. This includes space requests for activities to be held within fewer than five working days or made on an emergency basis. Please provide all information requested on the form.
    3. The Room Scheduling Office will confirm the space assignment by e-mail confirmation with the assigned room to the designated contact individual for the activity.
    4. The Room Scheduling Office will announce via e-mail distribution how to request classroom space for each semester and provide a deadline for receipt of course scheduling requests. Each school must request to schedule its primary and recurring academic requirements in its preferred spaces (see III.B above) prior to the announced semester course scheduling deadline. Once school academic assignments are confirmed for the semester, the Room Scheduling Office may assign other activities in these rooms on a space-available, first-come, first-served basis. If the Room Scheduling Office does not receive course schedules by the stated deadline, a school or program may lose priority for assignment to its preferred spaces.
    5. Space requests for student groups must be sponsored and submitted by their Dean’s, Curriculum, Student Activities, or Chairman’s offices.
    6. When an activity or course for which a room was confirmed is cancelled, the individual in charge must either cancel the reservation through Virtual EMS or forward the confirmation via e-mail to Mary-Anne Smith at masmith6@vcu.edu to request it be cancelled.
  2. User responsibilities
    1. The individual in charge of the activity is responsible for arranging any additional or special technology needs (e.g., video-, tele-, audio-conference set-up) by contacting Media Support Services at 828-3400 as soon as the room assignment is confirmed. At minimum most large lecture rooms and classrooms are equipped with VCU’s standard podium set-up including computer, LCD data projector and DVD player.
    2. The individual in charge of the activity is responsible for the condition in which the room is left and must ensure that it is in good order for the next scheduled activity. Chairs and tables may not be moved from any room to modify capacity of another room and, if rearranged within the room, must be moved back to the original configuration at the end of the activity.
    3. Food and beverages are not permitted in any auditorium, lecture hall, or classroom at any time. Faculty, staff and students are asked to honor this policy and help enforce it.
    4. For any activity occurring in an instructional space after designated hours of operation in a building without an on-site VCU Police presence, the user is required to make arrangements through the Room Scheduling Office for VCU Police coverage. This includes access Monday through Friday prior to or after building open hours and all times on weekends and designated university holidays. VCU Police will charge the cost of the security guard(s) or sworn officer(s) to the user’s budget code at their current rate, including their minimum 3-hour charge.
    5. Scheduling the Hermes A. Kontos Medical Sciences Building First Floor multi-purpose and auditorium meeting spaces is subject to specific guidelines and requirements described under ”Guidelines for Use of the Kontos Medical Sciences Building Meeting Spaces.”

Revised August 2016.
Approved by MCV Campus Council on Academic Affairs Aug. 6, 2007.

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Hermes A. Kontos Medical Sciences Building meeting spaces

  1. Rooms 104-105. Because it is one of the few spaces on the MCV Campus where food is permitted, the First Floor multipurpose space (KMSB rooms 104-105) is in high demand. Requests for this space should be submitted at least six months in advance.

    1. Facility access and set-up
      1. Rooms 104-105 are on an automatic unlocking/locking system. Keys are no longer required. The user is responsible for the caterer and guests to access the room. Access will not be provided by KMSB building staff.
      2. User is responsible for any arrangement of furniture. Rooms 104/105 are furnished with 16 tables and 80 non-stacking armchairs. The furniture or podium may not be moved out of the space nor stored in the kitchen at any time for any reason. The user may move any unused chairs or tables to the side of the room, taking care not to damage the walls. If furniture that has been moved into the kitchen (other than tables placed on the cart) has not been returned to the original location, the user’s budget code will be charged for Physical Plant to do so.
      3. Any set-up by user and caterer, and clean-up must be accomplished within the scheduled time. This requirement should be considered when making a request for the space. Caterer should not be requested to arrive prior to scheduled event access time. Deliveries may not be left in the building unless departmental user representative is on hand to accept delivery at the approved time.
      4. Use of the lobby for any event without prior approval from the Room Scheduling Office is not permitted. Use of Building Manager/Security desk (lobby desk) surfaces is not permitted at any time.
      5. Use of poster board panels stored in KMSB is arranged by contacting Dr. Jan Chlebowski, Associate Dean for Graduate Education, School of Medicine. Please contact him by e-mail (jan.chlebowski@vcuhealth.org) in advance of your event for information regarding use of poster board panels.
      6. There is an installed video projector, internet connection, podium, screen, and whiteboard in the room. The user must provide a laptop computer. Additional AV equipment may be reserved and signed out from Media Support Services (MSS 828-3400). 

      1. User responsibilities for food and beverage service
        1. The Office of the Vice President for Health Sciences strongly discourages serving stain-prone red beverages such as punch, juices, or red wine and will approve this on an exceptional basis only. User’s budget code will be charged if unusual cleaning is necessary following the event, including shampooing, carpet replacement due to spills that cannot be cleaned, heavy cleaning of kitchen floor, cabinets, countertops, etc., repair of wall damage, or damage to AV equipment.
        2. All catered food must be pre-cooked. KMSB spaces are not Fire Marshall-rated for cooking of any type. Food may be kept warm in standard food warmers with chemical or electrical units. No refrigerator or microwave oven is provided.
        3. User is responsible for any service of alcoholic beverages (only to individuals age 21 or older):
          1.  User must review, complete, and submit the Alcohol Authorization Agreement Form no less than four weeks prior to proposed event date.  The form can be found on Page 6 of the VCU Alcohol and Other Drugs Policy at http://policy.vcu.edu/sites/default/files/Alcohol and Other Drugs.pdf
          2. Adherence to the University’s Alcohol and Other Drugs Policy and relevant policies and procedures on consumption and distribution of alcohol at university-sanctioned events are posted on the VCU Office of the Provost’s web site.
          3. Caterer must have a valid liquor license and proper insurance.
          4. VCU Police require that a sworn police officer(s) must be in attendance at events where alcohol is served regardless of event time of day. The current rate and minimum charge for the officer(s) will be charged to the user.

        1. User responsibilities for trash removal
          1. User and/or caterer must remove all food, leftovers, containers, equipment, utensils, etc., and place trash in receptacles provided in the room by the end of the scheduled time.
          2. User must ensure removal of pizza and all other large boxes that cannot be accommodated by provided trash barrels in the room to an outside trash receptacle following the event. Other trash should fit in the trash receptacle in the room.
          3. User is required to remain in the scheduled space until removal of all non-disposable catering or other contract-provided items from the building has been accomplished. If caterer/vendor has not returned within the scheduled time, user must remove all items from the building for retrieval from their departmental space. Any items or equipment left in the area of a scheduled event will be removed or disposed of and any associated costs will be charged to the budget code provided in the original request for space.
          4. For all events held on weekends or designated VCU holidays, users must have trash removed by VCU Contract Housekeeping following the event. The current rate will be charged to the user’s budget code. This charge for trash removal is a requirement for use of the space.
        2. User responsibilities for event security
          1. Any event occurring after work hours requires attendance by a VCU sworn police officer(s). This policy includes early access Monday through Friday prior to 7:30 a.m. and after 6:00 p.m. and any time on weekends and designated VCU holidays.
          2. As part of the scheduling process, the Room Scheduling Office requests VCU Police coverage of an event on the user’s behalf. VCU Police will charge the user for the cost of the officer(s) at their current rate, including their minimum three-hour charge.
          3. Faculty or staff attending events in KMSB may not provide VCUCard access to the building for unauthorized individuals to any event on the first floor or basement level or for those setting up for such an event in order to avoid event security requirements, i.e., VCU Police coverage.
        3. Decorations, presentation accessories, etc.
          1. Posting signs, flyers, decorations, banners, etc., is not permitted on any wall surface, doors, or building surfaces.
          2. User-provided easel stands are recommended.
          3. All banners must be pre-approved by the Office of the President in advance of planning an event and discussed with Room Scheduling. Covering the podium with banners or other school or department logos is not permitted without prior permission of the Office of the President and prior discussion with room scheduling.
          4. Delivery and removal of decorations, plants, etc., must be within the scheduled time of use of the space.
          5. All balloons should be securely anchored and not allowed to break loose in the building.
          6. The Fire Marshall does not permit lighted candles of any kind.

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      1. Auditorium.
        1. Facility access and set-up
          1. The auditorium is on an automatic unlockihg/locking system.  Keys are no longer required. Access will not be provided by KMSB building staff.
          2. User must make arrangements in advance with MSS personnel for any instructions needed on the use of the equipment in the auditorium. There may be a charge for this service. Scheduling of instructional time in the space may only be made through Room Scheduling for times when the space is available. Use of the videoconferencing equipment must be attended by a MSS technician.
          3. There are normally two small tables and 2-3 chairs on the stage in the auditorium. User may move them to the basement lobby if needed, but must return them to the stage area immediately following the event. If additional tables and/or chairs are needed, user is expected to rent them. All delivery and pick up times must be scheduled through Room Scheduling not to conflict with other scheduled activities in the building. User must be in attendance to accept all deliveries and remain until pick-up has been accomplished. Tables and chairs from the first floor may not be taken from the first floor at any time. If tables are not returned to their original location inside the auditorium, user will be charged for VCU Physical Plant to rearrange them.
          4. The wheelchair lift to the lower level of the auditorium (in the corridor adjacent to the auditorium) may be accessed from the basement elevator lobby.
        2. University policy states that no food or beverages are permitted in any auditorium, lecture hall, or classroom at any time. All food and beverages must be consumed prior to entering the auditorium. The user is responsible for monitoring event attendees to ensure that food and beverages are not taken into the auditorium and providing signage on the first floor indicating no food or beverages allowed below first-floor level. Placing the sign on a user-provided easel stand is encouraged.
        3. Decorations, presentation accessories, etc.
          1. Posting signs, flyers, decorations, banners, etc. is not permitted on any wall surface, doors, or building surfaces.
          2. User-provided easel stands are recommended.
          3. All banners must be pre-approved by the Office of the President in advance of planning an event and discussed with Room Scheduling. Covering the podium with banners or other school or department logos is not permitted without prior permission of the Office of the President and prior discussion with Room Scheduling.
          4. Delivery and removal of decorations, plants, etc., must be within the scheduled time of use of the space.

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      1. Plaza
        1. Use of the Plaza must be requested through the Virtual EMS (Event Management System).
        2. All banners must be pre-approved by the Office of the President in advance of planning an event and discussed with Room Scheduling prior to finalizing event arrangements.
        3. Any food served must be supplied by you or through a caterer.  You are not allowed to use the vender carts. The noise level must be kept at a minimum, so use of a microphone or amplification of any kind, including music, is not allowed.

      Revised August 2016.

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      Sanger Hall 1-038

      Sanger Hall 1-038 Conference Room. Because it is one of the few spaces on the MCV Campus where food is permitted and has the audiovisual capabilities listed later in this document, the Sanger Hall Conference Room 1-038 is in high demand. Please submit requests for this space at least six months in advance.

      1. Normal hours of operation are 8:00 a.m. to 5:00 p.m. Monday through Friday – all other times are considered after hours. A list of attendees must be forwarded to Office of Vice President for Health Sciences Room Scheduling Office at masmith6@vcu.edu.
        1. Access prior to or after the above listed times for set-up by caterer or for videoconferencing, etc., must be communicated at least 2-3 business days in advance of date scheduled to Room Scheduling Office.
        2. Any set-up by user and caterer or vendor must be accomplished within scheduled time. User must address this requirement when requesting the space. User will not request caterer or vendor to arrive prior to their scheduled access time as this may disrupt another meeting in progress. Deliveries may not be left unless departmental user representative is on hand to accept delivery at the approved time.
      2. User responsibilities for food and beverage service
        1. The Office of the Vice President for Health Sciences strongly discourages serving staining red beverages such as punch, juices or red wine and will approve this on an exceptional basis only. User’s budget code will be charged if unusual cleaning is necessary following the meeting or event, including carpet shampooing or replacement due to spills that cannot be cleaned, heavy cleaning of furniture, cabinet, countertop, etc., repairs or damage to AV equipment, components, or ports in tabletop.
        2. All catered food must be pre-cooked. Sanger 1-038 is not Fire Marshall-rated for cooking of any type. Food may be kept warm in standard food warmers with chemical or electrical units. All serving equipment must remain on countertop.
      3. User responsibilities for trash removal
        1. User and/or caterer must remove all food, leftovers, containers, pizza boxes, equipment, utensils, etc., and place trash in receptacles provided in the corridor or vending room across the corridor by the end of the scheduled time.
        2. User must remain in the scheduled space until all non-disposable catering, contract or user-provided items have been removed. If caterer or vendor has not returned within the scheduled time, user must remove all items from the space for retrieval from their departmental space. Any items or equipment left in the area of a scheduled meeting or event will be removed or disposed of and any associated costs charged to the budget code provided in the original request for space so that room is clean for the next user.
      4. Audiovisual
        1. Sanger 1-038 is designed to be a self-use room and user is expected to provide and set up his own laptop, cables and other accessories when operating the video projector and AV system in the room. VCU Media Support Services (MSS, 828-3400) is available to provide user training on the AV system as room availability permits and can provide emergency technical support as their availability permits. User may check out VGA cables from MSS to connect a laptop computer to the AV system in advance of meeting (requires a valid budget code in case cable is not returned). For more information about training or cable check-out, please contact MSS at 828-3400.  Information about the room and a basic use PDF is available online.
        2. Teleconferencing (video-, audio- and web-conferencing) is also available in Sanger 1-038. The room user is responsible for making advance scheduling arrangements for teleconferencing. Teleconference management is supervised jointly by MSS and School of Medicine Technology Services. School of Medicine teleconference users are encouraged to contact a member of the SOM Educational Technology Team to discuss options and availability. All other users should contact MSS directly. In case of emergency, MSS and SOM Technology Services will serve as back-up to each other. There may be fees associated with teleconferencing.