Community College of Allegheny County (CCAC)

Community College of Allegheny County

Room Scheduling Procedures

Table of Contents

Roles and Responsibilities

Room Scheduling Priorities

Scheduling Credit Classes

Scheduling Non-Credit Classes

Scheduling Campus Events: Athletics, Student Life, Meetings

Scheduling Professional Development

Laboratory and Specialty Rooms

Scheduling Maintenance

Blackout Procedures

Community Events/ External Organizations

Contact/ Schedulers

 

Introduction

The College has invested in a scheduling software system for maintaining reservations and usage for all schedulable spaces at the four campuses and College Centers. All courses, events, meetings and community events at these locations must be scheduled through the Campus/Center Schedulers. All College locations use the scheduling software.

Roles and responsibilities

To request a room reservation for any event (other than credit and non-credit classes), employees must use the Online Room Request Form on the CCAC website. Your room reservation request will be routed to one of the Schedulers at your campus or center, depending on the location and the event type that you specify on the web form.

Room reservations associated with credit or non-credit Colleague sections do NOT use the online request form. (Refer to Scheduling Credit Classes or Non-Credit Classes.)

There are schedulers at each campus and center to help you. The Academic Scheduler is responsible for scheduling all classes, labs, open labs and other activities associated with credit courses. The Associate Dean on each campus will authorize changes to the room schedules. The Non-credit Scheduler will assist with scheduling needs for Community Education, Workforce Training and Community Training. 

The Campus Scheduler is responsible for scheduling and room reservations for all campus and student events, meetings, professional development and external organizations. The Facilities Coordinator (Assistant Business Manager) is the administrator on campus who is responsible for monitoring all facilities usage and managing any external usage of College facilities.

The ITS Scheduling Manager will provide system oversight for maintenance of the scheduling software, troubleshooting for technical problems, and assistance in the S25 credit bulk room scheduling process.

Schedulers will provide an email confirmation of room reservations to the requestor. Schedulers will not change existing reservations without notifying the original event requestor. (Confirmations will not be sent for room reservations associated with Colleague sections.)

Campus Schedulers will publish an event calendar (includes all events except CCAC Classes) to the bulletin board each week. (Refer to ITS Outlook Bulletin Board for details of how to access and add items to the bulletin board.)

Other Campus employees may be assigned as “back-up” scheduler for any of the schedulers listed above. These individuals will receive training for the software. 

Staff in the following departments will utilize the R25 software on an “inquiry” basis to improve their effectiveness in servicing facilities and internal customers:

  • Campus Security can view space utilization and print reports to identify when rooms need to be locked/unlocked;
  • Campus Physical Plant staff can view space utilization for the purposes of developing cleaning and repair schedules;
  • Evening/ Weekend program coordinators can view space usage in order to troubleshoot room conflicts; they can assign events on a temporary basis and will follow-up with Schedulers for permanent assignments;
  • Switchboard operators, student life and athletics staff, performance producers, excluded administrative assistants, Business managers and Facilities staff can view space information and usage;
  • Additionally, other employees may request a license to use R25 to view spaces and events. Anyone new to R25 should participate in the online training before the software will be installed on their office PC (contact the Service Desk for details). 

Room Scheduling Priorities

Please be aware of the following priorities given to assigning spaces and rooms to events at CCAC.

  1. College credit classes are given first priority over any other activity.  Rooms for credit classes are assigned through the Schedule25 bulk assignment process.
  2. College non-credit classes are provided room assignments after the credit classes have been assigned through the Schedule25 final room run. Fall assignments can be made after first Friday in May; Spring assignments can be made after the third Friday in November.  Exceptions can be made to assign spaces for special conferences and events which need advance planning; these exceptions must be approved by the Associate Dean/ Continuing Education Director.
  3. All Academic activities and Campus and Student events must be scheduled in the R25 software; reservations will be made on a first-come, first-served basis. 
  4. Requests made by external organizations are scheduled only when they do not conflict with College-sponsored activities.  Exceptions can only be made when approved by the Campus president.

Scheduling Credit Classes (CR Section)

The term-based courses will be scheduled according to the "Schedule Building Timeline" initiated by the Academic Deans. Schedules will be reviewed and submitted by department heads to the Dean’s office as per this schedule.  Sections will be profiled for use by SCHEDULE25 in the automated bulk-assignment of rooms. View instructions for Requesting Room Features for credit/ non-credit class sections.

The ITS Scheduling Manager will assist the Credit Scheduler and Associate Dean in conducting two S25 runs. The first preliminary run (to be conducted before the magazine download) will run in simulation mode and provide reports on time distribution to determine whether current facilities will accommodate the credit schedule of classes. The second final run (to be conducted after full-time faculty schedules have been submitted in Datatel) will book rooms for the bulk of the credit schedule. Faculty schedules must be input into Colleague BEFORE the final bulk scheduling run so that S25 can optimize faculty room assignments. The results of this room-assignment process will be imported back into Colleague, then Department Heads will be asked to review the room schedule. The Associate Dean will authorize necessary changes to the schedule.

After the room assignment import, room changes, additions and deletions will be made by the Academic Scheduler, using the functionality of RESOURCE25 to search for rooms, based on preferences of each department. Room change requests should be submitted as early as possible. 

Individual room change requests must be made on the Room Change Form.  These requests are automatically forwarded to the Campus Associate Dean.  Upon the approval by the Dean, the R25 Scheduler can make the room change, dependent on room availability. 

 

Other Academic Activities

(Make-up classes, open labs, facilitated study groups, special exams, miscellaneous class, etc.)

Additional reservations will be added to the system for course-related activities, such as open labs, make-up classes, library or computer demonstrations, or any other activity associated with credit programs.  Faculty, department heads and coordinators who need to use classrooms, labs and other spaces on campus for other activities besides the regularly scheduled class sessions must submit these schedules or events to the Academic Scheduler on their campus. It is vital to capture all activities which utilize classrooms and lab facilities. Once these reservations are entered into the scheduling software, these spaces will not be available at these times for other requestors. To request a room for such an additional activity, faculty and staff must submit their schedules and room request using the Room Request Form.

Finals Week: Because finals are scheduled according to a predetermined pattern outside the scheduling software, classrooms are “blacked out” during this period. These may be overridden by the Facilities Coordinator for special requests.

Scheduling Non-credit Classes (NC Section)

The term-based courses will be scheduled according to the schedule-building process in the Continuing Education team. Rooms will be assigned for non-credit term classes, after the final Schedule25 run. Fall assignments can be made after the first Friday in May; Spring assignments can be made after the third Friday in November. Specialized rooms can be entered directly into the Colleague system; these rooms will export over to R25 when the batch export is run, or a request can be submitted to export at an earlier date.  General Classrooms will be assigned by the Non-credit Scheduler, based on the requirements and preferences detailed by the Continuing Education staff.

Room changes, additions or deletions will be made by the Non-credit Scheduler. 

Scheduling Athletic Events

(Athletic Free Time, Practice, Intramural, Games)

The Athletic Staff must submit all schedules for free time, practice schedules, intramurals, and games for the semester. This schedule will be submitted to the Campus scheduler. In order to give the Athletics department the flexibility to schedule their activities, these CCAC activities will be given preference (along with credit and non-credit classes) within the gymnasiums at the campuses. 

Please be aware of the following priorities given to assigning athletic facilities:

  • Collegiate Athletic Games, Tournaments, and Practice
  • Intramurals and free-time
  • Credit and Non-credit Classes
  • External organizations

The Campus Scheduler will work in partnership with the Athletic Staff and the Academic Scheduler to coordinate the usage of gymnasiums and fitness facilities. Once the semester academic and athletics schedule is set, the Campus scheduler may schedule the gymnasium and other athletic facilities for internal and external use.

Scheduling Student Life

(Club Meeting, Speaker, Banquet, Concert, Presentation)

The Student Life Staff will submit room requests for all activities that need room assignments. The Campus Scheduler will work to schedule these activities within the spaces preferred by Student Life. In order to give the Student Life department the flexibility to schedule their activities, these activities will be given preference within the designated Student Life category of rooms.

Scheduling Campus Events

(Open House, Orientation, Performance, Campus Event)

These events include all activities sponsored by departments through the campus, intended for students, staff or the community. Examples include: job fairs, job recruiters, program graduations, farewell celebrations, teleconferences, art show, etc. The campus or a campus department, is the sponsor here. Schedulers will assign the correct category to the event, for Students and/or for Faculty/Staff.

Performance Facilities: Priority will be given to Campus Theater, Productions, Student Life activities and CE short-term conferences/seminars. The Auditoria and Studios can be scheduled for ad hoc use after the Campus-sponsored performance schedules have been set.

Scheduling Meetings

All meetings which require reservation of a campus conference room or other schedulable areas will be requested through the Campus Scheduler. If a Dean or Director holds a meeting within their office or private conference area, this does not need to go through the scheduler. Several conference rooms (President's conference rooms, North Campus Conference Center) maintain priority scheduling.

When the meeting is of confidential nature (for example, labor negotiations, grievance hearing, etc.), the requestor needs to alert the scheduler of this, so that the meeting can be marked private. Schedulers will enter “Private: Requestor’s Name” in Event Name and Actual description of event in Event Title, and assign the category “Don’t Publish” so that these will not display on the weekly calendars.

Scheduling Professional Development Activities

(Workshops, All-College Conference, Training Activities)

The Professional Development Committee will partner with the Campus Scheduler to schedule workshops and conferences. The Professional Development Coordinators will submit their semester schedules or independent event requests to the appropriate Campus Scheduler, who will reserve rooms in the R25 software.  

Laboratories and Specialty Rooms

Laboratories and Specialty rooms will be scheduled according to their intended purpose. The intended use guidelines, as well as the College employee who is the designated “steward” of each room, will be documented and viewable in the space records of the R25 software. Event confirmations can be provided via email to the designated “steward” whenever these rooms have been reserved for events (other than Datatel sections).

Scheduling Maintenance and Housekeeping Activities

(Housekeeping, Repairs, Renovations, Painting)

Scheduling of classes and events during evening and weekend hours should include attempts to cluster room assignments within contiguous partitions (buildings, wings, floors) in order to facilitate efficient housekeeping tasks within the large campus physical plants. The coordinator and facilities manager will work together to accomplish this through S25 runs and open/close hours.

The Physical Plant Staff will coordinate their schedules for repairs and renovations with the Campus Scheduler. Academic and Campus Events will receive priority over maintenance activities, except in emergency situations.  If these maintenance activities will render a classroom unusable for a period of time, this request will be forwarded to the Campus Facilities Coordinator who will "black out" the space for the designated times. This blackout process will prohibit any scheduler from scheduling an event in that space during those hours.

 Extra Setup or Equipment Required?

Requestor must submit requests for Media Services and A/V equipment via email to the Service Desk.  Facilities requests for setup, tables and other equipment must be submitted directly to the respective campus Fix-it or Clean-it email.

Open/ Close Hours and Blackouts

Open/close hours will be specified for all schedulable spaces.  Events will not be reserved beyond normal operating hours; exceptions must be approved by the Facilities Coordinator.

Blackouts will be used to restrict access to facilities for the following purposes:

  • Maintenance and upgrade activities
  • Finals Week, Fall and Spring

Blackouts and extended room reservations are not to be used for the specific purpose of restricting other departments from using a space.  All requests must reflect actual times and dates of actual events and activities, so that space utilization data accurately reflects real utilization.

Community Events/ External Organizations

These events include all activities requested by and sponsored by external groups to the College. Examples include health screenings, community group meetings, geography fair, science bowl, etc. an external organization is the sponsor here.

The scheduler will enter the information on external organizations and their contacts in R25. External organizations will be profiled as belonging to a rate group. Rate schedules will exist for all Campus spaces which are available for external use. The pricing function of R25 will assign usage fees and service fees to events for external groups; this may be used for estimating costs or invoicing. Campus scheduler will print confirmation notice; Campus Business Office will prepare the Facilities Usage Agreement and invoice for the organization. Campus Business Office will manage the agreement and collect fees.

External Organizations: Please see Scheduling for Community Organizations.

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