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SUBJECT: UFCD Classroom/Conference Room Scheduling TITLE: Classroom and Conference Room Scheduling Policy DATE: October 27, 2005 REVIEWED: March 31, 2008 (Updated November 13, 2009, September 16, 2010) APPROVING AUTHORITY: Dean Teresa A. Dolan, Executive Advisory Board CUSTODIAN: Jean Sweitzer, Chief of Staff, 273-5787 jsweitzer@dental.ufl.edu

Purpose:

Flexible scheduling of resource space such as classrooms and conference rooms within the college allows the maximal usage of our resources. This scheduling process requires the ability to determine availability of these resources. There has been a past history of specific conference rooms that have been managed by each department and these conferences rooms have been renovated, furnished with conference room tables and chairs, equipped with computers and projectors and managed by the departments. In some cases, classrooms and conference rooms have special equipment (distance learning) that is unique to the room. Although no conference room has been allocated to each department, there has been a natural tendency to claim and manage these rooms.

The following policy outlines a process to allow the efficient use of the available facilities within the College of Dentistry but continue the management of the conference rooms at the department/administrative level. In order to facilitate the implementation of this policy, the college will provide Outlook training opportunities for faculty and staff. Implementation of this policy will begin after an initial training phase in the first quarter of 2006.

Policy and Procedures: Conference Rooms-(see attachment for conference room lists and department affiliation)

1. Scheduling of conference rooms will be maintained by individual departments.Requests for reservations will be made through Outlook appointment requeststo the conference room itself. All requests must include the name, phonenumber and email address of the requestor, as well as the name of the groupand the purpose of the meeting. Approval of requests for reservations will beprovided by a designated department liaison. A back-up liaison should beassigned to manage room scheduling during periods of absence. Responses torequests will be provided within one calendar day. In the rare event that ameeting room request must be declined, the designated department liaisonshould provide separate notification via phone or email to the requestor that therequest has been declined as a courtesy.

2. All conference room schedules in the College of Dentistry will be maintainedon Outlook calendars. All college faculty and staff will have proxy rights toview the schedules of meeting rooms and classrooms.

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3. The departmental liaison for each conference room will post a schedule ofmeetings for the week outside of the conference room for which they areresponsible. These will be in a standard format showing the schedule ofmeetings for seven days beginning with Monday.

4. Scheduling for conference rooms by non-department users can be made up to 6months in advance, except for limited occasions when advance scheduling isrequired for a conference or other unique event. Such requests will beconsidered on a case-by-case basis by the department.

5. Due to the unique equipment in D8-11 for distance learning, the scheduling forthis conference room will be administered by the Information SystemsCoordinator (Information Systems) by proposing a new appointment to D8-11.Videoconferencing will be given first priority in scheduling. Room preparationtime required prior to videoconferences should be scheduled like any othermeeting to minimize the bumping of previously scheduled faculty and/orstudent meetings and testing.

6. Maintenance of conference rooms after use is the responsibility of the users.Removal of imported conference room materials (handouts, food, equipment,etc.) and resetting the room to the original state is the responsibility of the usersand should include cleaning of tables and other surfaces when food orbeverages have been served. If additional time is required for room set-up androom restoration, this time should be included in the reservation request.

7. It is expected that this policy will be administrated in a fair and professionalmanner. The oversight of the administration of the conference roomscheduling will be the responsibility of the department chair.

8. College of Dentistry business activities in conference rooms take precedenceover non-business (i.e., party) activities. In the event that there is a need toschedule a business activity by the department when a non-business activity iscurrently scheduled, the department liaison should contact the user at least oneweek prior to the activity if possible, to arrange for a new scheduled time.

9. Audiovisual equipment in each conference room and classroom will beavailable for use by those who have scheduled the room.

10. In an effort to utilize conference rooms and classrooms throughout the collegemore effectively, faculty and staff are encouraged to reserve a room consistentwith the size of their group. Seating capacity is reflected on the attached tablesand should be considered whenever scheduling a meeting, class or event.

Classroom scheduling will be coordinated by a designated liaison in the Office of Education. Block scheduling of classrooms for seminars/classes should be made at least two weeks prior to the semester to reserve the rooms for departmental activities.

The schedule for classrooms will be maintained on Outlook. Requests for classroom use should be made by e-mail using the Outlook “new appointment” function. They can also be made by phoning or emailing the designated liaison. Response to these requests will be made within one working day.

After use, classrooms should be returned to the condition that they were found. Food may not be served in the classrooms.

• Conference room contact information

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University of Florida College of Dentistry Conference Rooms

Computer VHS DVD Projector Document Cam Videoconf. IP Phone Food Allowed Room

Location Responsible Department

Seating Resources Available

Scheduling Person

DG-41 Oral Biology 30 Janice Braddy 273-6669

jbraddy@dental.ufl.edu D1-60 OMSDS/Implant

Center 10 Deanna Hardee

273-6715 dhardee@dental.ufl.edu

D4-16** Dean’s Office 24 Denise Webb 273-5800

dwebb@dental.ufl.edu D5-10 Oral Biology 20 Valerie Brown

273-8833 vbrown@dental.ufl.edu

D7-11 Oral and Maxillofacial

Surgery

25 Brenda Brown 273-6750

bbrown@dental.ufl.edu

D7-35 Orthodontics 20 Kathy Ochoa 273-5700

kochoa@dental.ufl.edu D8-11** Office of

Education 20 Censeri Abare

273-5947 cabare@dental.ufl.edu

D8-46 Office of Education

30

Kitchen Available

Censeri Abare 273-5947

cabare@dental.ufl.edu

D9-11 Restorative Dental Sciences

25 Pam Williams 273-5850

pwilliams@dental.ufl.edu D10-11 Periodontology 30 Janie Hemingway

273-8360 mhemingway@dental.ufl.edu

D10-37A Endodontics 10 Vera Barnes273-5440

vlbarnes@dental.ufl.eduD11-11 Pediatrics 15 Karen Owens

273-7631 kowens@dental.ufl.edu

273-7798

273-6777

273-5943

273-8371

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University of Florida College of Dentistry Classrooms Rooms

Location Responsible Department

Capacity Resources Available*

Contact Person

D1-9 Office of Education

20 Censeri Abare 273-5947

cabare@dental.ufl.edu D1-26 Office of

Education 35 Censeri Abare

273-5947 cabare@dental.ufl.edu

D3-3** Office of Education

95 Censeri Abare 273-5947

cabare@dental.ufl.edu D3-21 Office of

Education 30 Censeri Abare

273-5947 cabare@dental.ufl.edu

Simulation Lab

Office of Education

84 Censeri Abare 273-5947

cabare@dental.ufl.edu

*Media site available for recording session upon request:

Billy CrossPhone: 273-6589

E-mail: wcross@dental.ufl.edu

Consider retiring VHS and slide projectors. Special request made for AV equipment no longer supported in classrooms e-mail to Marilyn Stewart, Classroom Resource Manager mstewart@dental.ufl.edu.