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How to Schedule Meetings and Plan Events on Campus As of Spring 2006, Bates College uses a centralized, web-based system that facilitates meeting scheduling and provides a shared, on-line schedule to help with event planning. All members of the Bates community may view the online Bates calendar. In order to schedule meetings or events, you must log in to the event request form. For information on the scheduling process and how to use events.bates.edu, please see the R25 Tutorial. How do I log in? All members of the Bates community may log in to the event request form using their Bates user name and password. You do not need to login to view the online Bates calendar, but your computer must be authenticated to the campus network. How do I make a request for a room or event reservation? All members of the Bates community ("requestors") may easily schedule space using the event request form on a first come, first served basis. Requestors complete the form, submit it to the scheduling staff, and receive a confirmation that the space has been reserved. Because the campus-wide calendar is now viewable online, it is easy to see what space is available and easier to avoid conflicts with other scheduled events. Does anyone have priority for use of certain spaces? Yes. Based on current customary practices, certain departments or programs have priority use for some spaces. An example might be a department lounge, or a training room that is located adjacent to a particular department or within their building. During the first 10 days of the semester (5 days during Short Term) departments have exclusive rights to schedule their priority spaces. After the first 10 days, anyone may request use of any available space. What this means is that all departments and programs may use the beginning of each semester to establish their schedule and to make sure that they have made full use of the required space. After that, others may schedule that space. This includes classrooms. For additional information, see the Priority Use in Scheduling link to the left. Do any spaces require special approval before someone may use that space? Yes. Based on current customary practices, certain departments or programs not only have priority use for some space, approval to use the space is also required. For additional information, see the Special Approval in Scheduling link to the left. Do I use a different procedure during different times of day or year? No. Unlike the old system when you needed to know who to call, and when, you will use the online request form for *all* requests for space at all times. Do I use this form to schedule my courses? No. Faculty schedule regular courses and units using the grid system submitted to the Curriculum and Calendar Committee (CCC.) If, however, a faculty member wishes to schedule a classroom for a one time use, such as a make up examination sometime during the semester, s/he would use the online form. If I need audio/visual equipment, catering, or other items as part of my set up do I need to contact those departments directly? No. There is a place on the form where you may indicate these needs. It is likely that you will be contacted by someone in one of these departments for follow up details. Can I still use Meeting Maker to schedule meeting rooms? No. All rooms that used to be scheduled via Meeting Maker are now scheduled using the new system. Where can I find links to the calendar?
How far ahead should I plan events? You are encouraged to plan ahead as far as possible. Please be aware that you are not able to schedule classrooms and other select spaces prior to or during the first two weeks of any semester. For additional information, see the Priority Use and Special Approval in Scheduling links to the left. What if I need to make a change to my reservation? The current system does not accommodate changes online. Please contact Claire Lavallee in the Student Activities Office (786-6305) to cancel or make small changes to your reservation. Who do I contact for help? If you have general scheduling questions, please contact Claire Lavallee in the Student Activities Office (786-6305). If you have problems logging into the Request Form please contact the Help Desk at x8222. How do I view the calendar? There are two views of the calendar: one for the Bates community and one for the public. The public calendar shows all events on campus that are open to the general public. Who do I contact with questions, concerns, or suggestions? Please contact any member of the Scheduling Project Steering Committee: This is a new way of working and we welcome your feedback. |
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