SCS Meeting Room Manager (MRM)
Overview, Room Types, and Flow Guide
As of August 1, 2013, SCS faculty and staff may schedule SCS rooms through Meeting Room Manager (or "MRM"). SCS graduate students may reserve a room for appropriate events by working with the relevant faculty or staff contact for their group or activity. In general, we anticipate that reservations for faculty will be made by the administrators who support them. Note that there are other rooms that are also in our physical space that are cannot be reserved through MRM.
Non-SCS reservations: SCS faculty and staff should not reserve SCS rooms on behalf of users from outside of SCS. A separate mechanism and policy describes the method to be used by non-SCS members of the campus community.
In addition, as an overriding principle, MRM is only a software system that our community is using for this purpose. As with everything, we ask that we all solve problems by talking with each other, with the guidance of the Reasonable Person Principle.
In planning for adoption of MRM, our usage studies identified four kinds of rooms being scheduled by the SCS community. The four types of rooms are:
- Public spaces and resources: available for use by the entire SCS faculty and staff community. These spaces can be reserved by any MRM user and are typically rooms used as conference rooms.
- Controlled Public spaces and resources: available for use by the entire SCS community, but popular and typically in high demand and utilization and therefore frequently requested. These rooms are also generally the ones that are requested for events involving outsiders, where aesthetics may be more important. Reservation requests for Controlled Public spaces must be approved by an MRM Administrator (within the Building Facilities Group/Dean's Office). Any MRM user who can request a reservation can "see" and request these spaces in the system.
- Semi-Private spaces and resources: tied to a particular department, group, or project. Reservation requests for Semi-private spaces must be approved by a designated member of the group to which it is tied. Any MRM user who can request a reservation can "see" and request these spaces in the system.
- Private spaces and resources: tied to a particular department, group, or project - typically a smaller set of people than for Semi-private spaces. Reservation requests for Private spaces must be approved by a designated member of that group. These differ from Semi-private spaces in that only users who have been given access to these resources can "see" them in the system.
At present, the Controlled Public spaces are:
- GHC 4405 (Raj Reddy Conference Room)
- GHC 6115 (ASA Conference Room)
- GHC 6121 (near ASA)
- NSH 3305
- GHC 4401 (Rashid Auditorium); Note: due to its unique usage patterns, GHC 4401 is technically a Controlled Classroom, conceptually a special instance of a Controlled Public space; MRM users may request space in the Rashid Auditorium, but cannot see the specifics of other uses.
To reserve a room, please follow the specific steps for MRM in the MRM User Guide, and comply with these policy guidelines. In general, for Controlled Public room requests, the approvers will endeavor to provide a response as quickly as possible, often within about 2 hours (during the normal workday, 9AM-5PM, Mon-Fri) and almost always within 1 business day. If unable to approve or reject a request within that time frame, the approver will at least provide a status update to the requester. (Note that approvers for Semi-private and Private spaces may have different turnaround times.)
When you reserve any room, whether it can be reserved immediately or requires approval, you are expected to clearly indicate the nature and purpose of the use, as well as the principal user of the room during the time and the expected approximate number of attendees. (Note that the principal user may be different from the reserver, for example in the case of a room being reserved for a faculty member by a staff member.) In addition to basic courtesy, indicating this information facilitates an understanding of room use as well as the ability to request or work out "swaps" so that we can collectively make the best use of our limited space resources.
SCS Meeting Room Manager (MRM)
Principles and Policies
Reasonable Person Principle
As with most things in the School of Computer Science, overall guidance is derived from the Reasonable Person Principle: act reasonably and expect others to do the same. This means things like:
- Don't hold a room that you probably won't need. If you're not sure, and want to make a tentative reservation, determine the outcome as quickly as possible, and release a room if you don't need it, as others may be waiting.
- If you think you really need a room that someone else has, ask politely and work with that person to try to relocate his or her meeting or event.
- Leave a room neat and clean, and in a reasonable configuration for the next group. For rooms that can have multiple furniture configurations, each user should expect to spend a little time before a meeting to set the room into the desired configuration and after a meeting to make sure it's usable by the next group. (If significant time is needed, e.g. for a special event or configuration, times for set up and clean up can be indicated in MRM.)
- Exercise common sense and common courtesy. And so forth...
Four types of rooms
As explained in the Flow Guide, there are four types of rooms - Public, Controlled Public (and Controlled Classroom), Semi-Private, and Private - reflecting the usage patterns, availability and reservation policies for those rooms. (Note that some rooms in SCS buildings are not in MRM; examples are classrooms under Registrar control.)
Process for Requesting Controlled-public/Semi-private/Private rooms
To request a room where a reservation requires approval:
- Request the room via the MRM online system.
- Requests will be granted, denied, or discussed with the requester, with consideration being given to the usage guidelines for that room (SCS guidelines for Controlled-public rooms, specific guidelines for others).
- Requests via the on line system require the following information.
- Principal user (who takes responsibility for the event)
- Requester (if different from the user, e.g. someone providing administrative support)
- Purpose of the use of the room (name of the meeting or event)
- Approximate number of participants
- Department using the room (from a list)
- Optional: notes explaining more about the meeting or special circumstances.
- Reservations or requests without the above are subject to denial and/or removal from the system. It is NOT acceptable to say something like: "Hold for Fred Jones" without a specific description. (Exception: in rare cases where the use is confidential, e.g. government dignitary, please send email to firstname.lastname@example.org with pertinent details that will not be made public).
- Reminders/Reconfirmation: MRM includes weekly reminders that are sent on Monday mornings, listing all reservations for a reserver. (We may, in the future, require reconfirmation for reservations made a significant period in advance, as people do sometimes forget reservations made in the past.)
For Controlled Public (and Controlled Classroom) rooms:
- Initial responses will generally be provided within about 2 business hours (during the normal workday, 9AM-5PM, Mon-Fri) and almost always within 1 business day. (Note again that response times may be different for Semi-Private and Private rooms than for Controlled Public rooms.)
- In evaluating requests, consideration will be given to the following:
- General availability, existing commitments, demand (e.g. classes, exams)
- Group size
- Appropriateness of the space (where a less public space might serve, for example)
4. Specific use guidelines and policies:
- Usage: In general, try to optimize usage. By this we mean try to use:
- a size-appropriate room: the smallest one that fits the number of people
- faculty or other offices, where feasible (e.g. for small meetings), to make best use of our resources
- a room that makes sense (considering configuration, for example), to minimize inconvenience to others
- a less "fancy" room, where that suffices
- an appropriate room, even if it involves going to another building or space on campus
- Teleconferencing: only a few rooms have teleconference facilities. Please cooperate with requests to relocate from a requester who needs a specific room for this purpose.
- Recurring reservations: reservations for recurring events (such as regular seminars that occur weekly or monthly) may be made up to one (1) semester in advance (beginning 3 months before semester start). The reserver is expected to be considerate by (a) canceling specific slots that will not be used as soon as possible and generally at least two (2) weeks in advance, and (b) being flexible in working with requesters for one-time use. In general, recurring reservations are the most likely to be asked to move for one-time events.
- Responsibility: The principal user AND the requester (if not the same) are BOTH responsible for setting up the room and ensuring that it is promptly restored to a reasonable state and standard configuration (for rooms where more than one is possible).
- Classes: Classes may not be held in conference rooms. Classes will generally NOT be relocated to make room for other events (with certain rare exceptions).
- Double Booking: Do not book multiple rooms for the same event for contingency purposes.
- No-shows: If a requester repeatedly reserves a room and doesnât use it (and fails to cancel at least 3 hours in advance), he/she may have limitations placed on future access. Generally, common sense and common courtesy apply.
- Set up/Cleaning: if you fail to clean a room (or have FMS do so promptly) after use, SCS may charge you for cleaning. Note that MRM has a feature allows time to be reserved for set up and tear down for an event, if reasonably needed.
- Bumping: If you ask someone to move (with a good reason) you are expected to help the group being asked find an alternative space before they agree to move.
- Alcohol: For the rare events that include the use of alcohol: room and event organizers and users must comply with university alcohol policies.
- Controlled Public rooms are generally intended for "appropriate" usage, based, for example, on being consistent with the size of the group' and the public nature of the meeting or event.
- Special Considerations: Certain spaces have additional procedures or rules governing their use. These rooms include:
- GHC 7th Floor Atrium
- GHC Collaborative Commons (6th floor)
- GHC 6th Floor Terrace
- GHC 3rd Floor Patio
- GHC 4300 Commons
- GHC 4400 Lobby
- NSH Perlis Atrium
- NSH Patio (outside 1507)