{"id":13,"date":"2020-03-20T16:52:13","date_gmt":"2020-03-20T20:52:13","guid":{"rendered":"http:\/\/sites.nd.edu\/ems\/?page_id=13"},"modified":"2020-03-30T14:29:07","modified_gmt":"2020-03-30T18:29:07","slug":"booking-rules","status":"publish","type":"page","link":"https:\/\/sites.nd.edu\/ems\/booking-rules\/","title":{"rendered":"Booking Rules"},"content":{"rendered":"

As part of the University of Notre Dame\u2019s Event Management Program, a set of booking rules were developed to govern and standardize space reservations.\u00a0 These\u00a0 rules were developed following the campus-wide data collection from space stewards.<\/span><\/p>\n

Event Management System User Types<\/b><\/h3>\n

Everyday Users<\/span> – Notre Dame Faculty and Staff who can only book spaces using <\/span>scheduling.nd.edu<\/span><\/a><\/p>\n

Expert Users<\/span> – Notre Dame Faculty and Staff who book space using the web client (<\/span>ems.nd.edu<\/span><\/a>), desktop client (Remote Apps) or <\/span>scheduling.nd.edu<\/span><\/a><\/p>\n

Priority Levels<\/b><\/h3>\n

Level 1<\/span> –<\/span>\u00a0Those who manage the spaces (\u201cspace steward\u201d) and are able to book (reserve) these spaces without approval.<\/span><\/p>\n

Level 2<\/span> –<\/span>\u00a0Those who are able to book (reserve) assigned spaces directly, without approval.<\/span><\/p>\n

Level 3<\/span> – <\/span>Everyday users who may request to book space(s) from the space steward.<\/span><\/p>\n

Approval Turnaround<\/b><\/h3>\n

If approval is required to make a space reservation, the space steward or delegate must respond with a decision within 3 business days (M-F).\u00a0<\/span><\/p>\n

Reservation Timeframes<\/b><\/h3>\n

Users will use the standard reservation time frames to indicate the<\/span> earliest<\/span><\/i> a space can be reserved for use under the guidance of the space steward.\u00a0\u00a0<\/span><\/p>\n

    \n
  • 1 year +\u00a0 in advance<\/span><\/li>\n
  • 6 months in advance<\/span><\/li>\n
  • 3 months in advance<\/span><\/li>\n
  • 2 months in advance<\/span><\/li>\n
  • 1 month in advance<\/span><\/li>\n
  • Semester\/Academic term driven<\/span><\/li>\n
  • Athletic schedule-driven<\/span><\/li>\n<\/ul>\n

    Reservation Override Rules<\/b><\/h3>\n

    Reservation Override<\/span><\/span> – Act of moving a reservation to a different space (i.e., bumping an existing reservation).\u00a0\u00a0<\/span><\/p>\n

      \n
    1. Academic Classroom and Exam Scheduling Priority<\/span><\/li>\n
    2. A reservation cannot be overridden without the following actions:<\/span>\n
        \n
      • Notify current occupant<\/span><\/li>\n
      • Find another space that meets the requirements of the event<\/span><\/li>\n
      • The initiator of the change will be responsible for any costs due to changing the reservation:<\/span>\n
          \n
        • All resources must be considered (e.g., catering, setup\/teardown, AV, etc.)<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n
        • If a reservation must be relocated due to unexpected room maintenance or repair (e.g., leaky ceiling tiles, drain overflow), this is considered a cancellation and the initiator of the cancellation will not be responsible for any relocation fees.<\/span><\/li>\n<\/ol>\n

          General Rules<\/b><\/h3>\n
            \n
          1. Reservations for back up spaces with the intention of canceling those is not behavior consistent with the guiding principles of sharing space.<\/span><\/li>\n
          2. Reservations\/requests must be appropriate for the space:<\/span>\n
              \n
            • Requestor and approver must consider the appropriateness of the size of space being requested (e.g., 20 participants do not belong in a space with capacity for 100+).<\/span><\/li>\n
            • Requestor and approver must consider the appropriateness of the type of space being requested (e.g., staff meeting with food in a lab space; political discussion in sacred space).<\/span><\/li>\n
            • Requestor and approver must consider other events happening within\/around that space that may impact the event (e.g., donor\/Dean event in Club Naimoli and basketball practice happening at the same time)<\/span><\/li>\n<\/ul>\n<\/li>\n
            • The individual(s) using the space must arrange the space back to original setup prior to leaving the space.<\/span><\/li>\n
            • The individual(s) using the space must clean up any mess left in the space, especially if food was provided.<\/span><\/li>\n
            • It is the responsibility of the requestor to review, and adhere to, the \u201cTerms and Conditions\u201d for the space being booked.<\/span><\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"

              As part of the University of Notre Dame\u2019s Event Management Program, a set of booking rules were developed to govern and standardize space reservations.\u00a0 These\u00a0 rules were developed following the campus-wide data collection from space stewards. Event Management System User Types Everyday Users – Notre Dame Faculty and Staff who can only book spaces using […]<\/p>\n","protected":false},"author":3637,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-13","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/sites.nd.edu\/ems\/wp-json\/wp\/v2\/pages\/13","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/sites.nd.edu\/ems\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/sites.nd.edu\/ems\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/sites.nd.edu\/ems\/wp-json\/wp\/v2\/users\/3637"}],"replies":[{"embeddable":true,"href":"https:\/\/sites.nd.edu\/ems\/wp-json\/wp\/v2\/comments?post=13"}],"version-history":[{"count":11,"href":"https:\/\/sites.nd.edu\/ems\/wp-json\/wp\/v2\/pages\/13\/revisions"}],"predecessor-version":[{"id":115,"href":"https:\/\/sites.nd.edu\/ems\/wp-json\/wp\/v2\/pages\/13\/revisions\/115"}],"wp:attachment":[{"href":"https:\/\/sites.nd.edu\/ems\/wp-json\/wp\/v2\/media?parent=13"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}