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Room Booking Process

The room booking process within UCL covers a wide range of room utilisation needs, from large UCL events to external courses to rooms within UCL being booked by external organisations. It is primarily distinct from timetabling but the room booking team do also carry out the allocation of centrally booked space for teaching.

Useful Systems

Facility CMIS

Used by Room Bookings as the repository for all central room allocation information, internal and external. It is also adopted as the University system for use with the common timetable. Is the administrative system that provides data for the Online Timetable and Room Use displays/sheets.

- registration required for use (to be signed off by Head of Department)

Function Overview

Schedule Events

Add events to the timetable, either with departmental rooms pre-filled or left blank to allow the Room Bookings team to add a centrally booked room.
Manage Modules

Edit the size of a module (which will determine the size of the room allocated to it) or set up sub-groups for modules where teaching is split into smaller classes.
Student Group Assignment

Though student fitting is primarily done via the automatic fitting process arranged by PSO, it is possible to do ad hoc student group changes or even whole class student fitting.

Useful Info

Process Owner

Room Bookings

The Room and Conference Bookings Office is responsible for all centrally bookable space within UCL.

Activities

Getting a room for an academic teaching event

To get a room for a teaching event, simply create the event and ensure it has a size. If there is a module attached, this should have a size. Failing that, the event itself should have a capacity.

Systems

»Facility CMIS