Space Management/Room Reservation Protocol
This protocol is outlined in terms of Governing Policy, Reservation Procedures, Auxiliary Services, and Financial Responsibility.
A. GOVERNING POLICY
- The purpose of this protocol is to ensure efficient, effective, and collegial space management on Thomas Jefferson University's campus. In this vein, and to the extent possible, the University Registrar's Office will make every effort to meet the room reservation needs of the entire campus. Where feasible, preference will be given to rooms in the proximity to the user group, and recurring uses will be scheduled in the same room. However, in responding to requests, the issues of i) primary use, i.e., education, ii) event size, iii) event duration iv) special circumstances, and v) the unique nature of specialized space must be considered.
- For purposes of this campus space management/room reservation policy, the following criteria apply:
- Educational Use
- Core Educational Mission – This refers to classes, small group and exam schedules of the degree granting programs for JCBS, SKMC, JCHP, JCN, JCP, and JCPH.
- Mission Related Educational Programming – This refers to College Orientation programs; Graduate Medical Education; Continuing Medical Education (CME)/Continuing Education (CE) of all Other Health Professions; Hospital Based Educational Programs (Note: This category may overlap with CME/CE programming, but would also include training such as JeffStat programming); Human Resources (HR) and Information Technology programming; Departmental/Institute/Center seminars, Grand Rounds.
- Event Size – Number of Attendees
- Event Duration – Length of Event
- Special Circumstances– Hosting events that include outside dignitaries, donors, board members, site visits by extramural funding agencies and accreditation bodies; presentation needs (e.g., the need for internet access)
- Specialized Space– Clinical skills simulation and lab areas.
- Educational Use
- Rooms that are considered primarily classroom space (i.e., space will be assigned on the basis of preceding criteria) for which the University Registrar's Office currently has authority to reserve are:
- College Building
Foerderer Auditorium in McClellan Hall
Rooms 202-207, and 707
- Curtis Building
- Jefferson Alumni Hall (JAH)
Rooms 139, 207, 307, 407
Center Cafeteria area
Rooms M-21, M-23, M-24, M-25
- Edison Building
Rooms 1401, 1402, 2101-2103, 2107, 2202B-2205
- Bluemle Life Sciences Building (BLSB)
Rooms 101, 105 and 107
- Hamilton Building
All classroom, lecture and small group meeting rooms
Note: Clinical skills space on floors 3-5 will be reserved in collaboration with the University's Clinical Skills Center.
- Note: The protocol outlined in Items 1 and 2 above applies to educational space that also serves as general meeting space (e.g., Bluemle 101, 105, 107).
- College Building
- The current schedule for releasing space to the general campus community is as follows:
First week of April – Release Date for May – December room requests.
Second week of November – Release Date for January – May room requests.
This schedule is based on the current process in which all academic programs provide class schedules one semester prior to the class(es) being held. To improve space management, it is proposed that all TJU academic programs be required to submit their entire academic year class schedule by February 1 of the prior academic year (e.g., February 1, 2008 would be the due date for submitting class schedules for the entire 2008-2009 academic year). Note: To date this proposal for annual scheduling of classes has not been approved.
- Mission Related Educational Programming events may be relocated if space is needed for Core Educational Mission events.
- Clinical skills and simulation space (floors 3 - 5 of the Hamilton building and Suite 200, 833 Chestnut) will be scheduled giving priority to clinical skills and simulation teaching. In an effort to maximize utilization of this specialized space for simulated programs, the space will be reserved in collaboration with the University's Clinical Skills Center.
- Exceptions to this policy are requests from TJU and TJUH Board of Trustees, and TJU President's Office. Exceptions for the Deans of individual Colleges and other Senior Officers will be granted in accordance with the established Tier System, which is as follows:
Tier One: Senior Officers requesting a reservation for an event that involves high profile international, national, state and/or local dignitaries may be scheduled up to two years in advance.
Tier Two: Seniors Officers requesting a reservation for an event that involves a Donor or Prospective Donor may be scheduled up to eighteen months in advance.
Tier Three: Chairs, College deans, department heads, and faculty requesting space for a professional conference that includes outside speakers or agencies may be scheduled up to one year in advance. This includes College Alumni Days.
Tier Four: Chairs, College deans, department heads, and faculty requesting space events involving multiple TJU, TJUH departments, and/or internal award ceremonies may be scheduled up to six months in advance.
Note: In relation to Tiers Three and Four - reservations for Core Educational Mission classes will be given first priority and may necessitate reassignment of previously reserved space. In this case, the Registrar's Office will assume responsibility for finding a room of comparable size to accommodate the original reservation (to the best of its ability dependent upon the availability of alternate space), and will notify the departmental representative of the change in location of the prior reservation. The Registrar's Office will also assume responsibility for posting notification of the room change at the room location.
- Room requests from outside entities will not be accommodated unless they are sponsored through a Jefferson department. In these instances, the sponsoring Jefferson department assumes responsibility for the conduct and proper use of the assigned space and for ensuring the cleanliness of the space at the conclusion of the event.
B. RESERVATION PROCEDURES
- All non-Core Educational Mission room requests should be submitted at least 48 hours prior to an event.
- If a reservation has been confirmed and the Registrar's Office receives a request from any of the entities identified in Tier One or Tier Two in A.6 above, then the reservation may be reassigned. In this case, the Registrar's Office will assume responsibility for finding a room of comparable size to accommodate the original reservation (to the best of its ability dependent upon the availability of alternate space), and will notify the departmental representative of the change in location of the prior reservation. The Registrar's Office will also assume responsibility for posting notification of the room change at the room location.
- Maintaining the same room reservation on an annual basis cannot be guaranteed.
- Study space, while considered an educational event, is reserved on a first come, first served, as available basis. Requests for study space may be made no more than one week ahead of the requested date.
- Departments are discouraged from reserving rooms on an "if needed" basis and/or reserving rooms on behalf of students or student groups. It is understood that occasionally multiple dates may be reserved pending additional information (e.g., speaker availability). In this instance, the multiple reservations may not be held for more than two weeks.
- Departments are expected to cancel room reservations in a timely manner if they find that the original reservation is not required. Departments will be charged for not using a scheduled room if the reservation is not cancelled at least 48 hours prior to the time the event is scheduled to begin. This non-cancellation fee will be in addition to the assessment of space allocation costs noted in item D.1 below.
- At the end of an event, room patrons are expected to restore seating to the original order, dispose of any handout materials, unused food, food containers and other waste, erase blackboards and turn off AV equipment and lights. A financial penalty will be assessed to departments who leave reserved space in disarray. This cleaning fee will be in addition to the assessment of space allocation costs noted in D.1 below. Departments are expected to contact Nutrition and Dietetics to ensure prompt clean-up of space.
C. AUXILIARY SERVICES
- Audio-visual, catering, security and custodial services are not currently included in the on-line room reservation system. Questions and requests for services from these areas should be addressed to the appropriate department. Related charges may apply. Plans are underway to incorporate auxiliary services in the University Registrar's online system. The space management policy will be amended as needed to address applicability to these designated areas.
- Security must be notified and cost center numbers provided for events held after normal business hours and during weekends, and events that include non-Jefferson participants. Related charges may apply.
D. FINANCIAL RESPONSIBILITY
- All TJU/TJUH Divisions (i.e., JMC, JCHP, Jgsbs, and TJUH) will be charged for utilization of this space as part of the University's annual budget process. Costs will be allocated based on reservation data maintained in the University Registrar's Office Campus Suite room reservation system. This includes all reservations, including those for events that are not held, but are not cancelled 48 hours prior to the scheduled event, and cancelled classes for which the University Registrar's Office was not given adequate notice.
Revised October 2012