A GUIDE TO ON-CAMPUS ROOM RESERVATIONS

Please see the Course Scheduling Policy for Cambridge Campus

Academic requests (related to a course in Colleague)

Requests to change space assignments for courses are handled by each school's or department's scheduling coordinator. This includes changes to courses with weekly and weekend formats, and applies to changes that impact location for one class meeting or the entire semester. The scheduling coordinator will contact the Assistant Registrar for Scheduling, and confirmation will be emailed to the scheduling coordinator. The revised room information is available, real-time, in Current Course Information, and reflected in faculty and student schedules on LOIS.

To avoid last-minute changes, we suggest checking Current Course Information well before your class. Faculty and students can check the class schedule feature on LOIS.

The course schedule is published on the web prior to the beginning of the semester and is available real-time on LOIS prior to the beginning of WebReg. Please note that for real-time course schedules, LOIS is the only truly accurate resource!

For schedule production deadlines, please see the course schedule timeline [xls].

Non-academic requests (meetings, workshops, trainings, etc.)

Classroom requests for non-academic events should be sent to rooms@lesley.edu. When requesting space, please include all of the following information:

• name of event (in the email subject line)
• contact name, title, department, and extension
• date(s) of event
• start and end time (be sure to include time for set-up and break-down of the room if applicable)
• expected head count
• room requested (use the facilities listing and WebViewer to find a suitable and available room)

Please do not phone requests, or follow up by phone. An email reply will be sent within two business days. Please send only one email request--no duplicates.

It is the responsibility of the event organizer to place work orders with Physical Plant for room setup. All rooms must be returned to the original configuration, and catered items must be removed.

If an assigned room is no longer needed, please notify rooms@lesley.edu as soon as possible, as the demand for space on campus is high. Send an email using the information above (include event title and event reference ID, e.g., AABAVD, in the subject line) and clearly indicate that the reservation is to be canceled.

How to handle a room conflict

Spaces are regularly booked one hour to the next. If there appears to be a conflict, please verify before contacting the Office of the University Registrar. In the event that there is a conflict, contact us immediately. If the conflict is in University Hall, go to the registrar’s counter on the third floor to ask for assistance. Otherwise, contact the Assistant Registrar for Scheduling by phone at 617.349.8262. If the Assistant Registrar for Scheduling is not available, dial 617.349.8740 to speak with a customer care representative. Please provide the name of the event (for courses, please have ready the course subject, number, and section, e.g. GPSYC-7711-01), the start and end time, and the room to which the event is assigned. If the event is taking place outside of regular business hours, contact Security at 617.349.8888. They have a schedule of events and will help to resolve the issue.

Please do not relocate your event without following the procedures listed above. The University utilizes two systems to track where your event is taking place. The registrar’s office personnel and security staff rely on these systems to locate faculty and students in the event of an emergency. If the course has been "unofficially" relocated to another room, it may be difficult or impossible to locate the faculty member or student. This delay during an emergency could place the university in a liable position.

Americans with Disabilities Act

In accordance with the Americans with Disabilities Act, Lesley University accommodates students and faculty with disabilities.

• Students with documented disabilities: contact the Office of Disabilities Services 617.349.8194.
• Faculty with documented disabilities: contact Human Resources 617.349.8787.

The Office of the University Registrar relocates courses based solely on information received by these two offices. We treat this information as confidential.

Student use of rooms on campus

Please see the student room reservations page for policies and forms for reserving rooms on campus.

Student Center

The Margaret A. McKenna Student Center is primarily reserved for student activities. Contact the Office of Student Activities at 617.349.8565 or studentactivities@lesley.edu.

Marran Gallery/Lounge, Porter Café, Student Center Café, White Hall Commons, and all inquiries from those outside of the Lesley University community

To reserve any of these spaces, or if you are not connected to Lesley and interested in renting space, please see the Operations facility rentals web page.

Art exhibits

• For exhibits in the Marran Gallery/Lounge area, contact Robert Shreefter at 617.349.8590 or email him at rshreeft@lesley.edu.
• For exhibits in the third-floor gallery at University Hall, contact Naomi Just at naomijust@aol.com.

Lesley facilities information

For a detailed list of rooms and room characteristics, see the Lesley facilities listing.

WebViewer

The University's room reservation book is accessible (from networked computers on campus only) using WebViewer. Use the link, or type resource25-web in the address box on your Web browser (no www or http).

WebViewer offers two ways to view events and rooms:

• Events view: a listing of events/classes by day. The system defaults to a full list of activities for the entire campus for the current day. To look at a different day, use the arrows next to the month in the purple-shaded monthly calendar area to move from month to month and click on the day. To narrow the list, choose one of the filters located below the calendar in the purple-shaded area.
• Location view: to check for an available space. Click on Locations at the top left corner of the screen. Choose the date (see instructions above). To reduce the list of rooms, choose a filter. Cells that are blue or green are already reserved, white cells reflect open times.

More information about individual events is available by clicking the event. If you have trouble with WebViewer during regular business hours, call the Assistant Registrar for Scheduling at 617.349.8262.

Scheduling Coordinators