Classroom and conference room space in Grosvenor, Grosvenor West and Irvine Halls is designated to serve the needs for the College of Osteopathic Medicine (COM). The Space Advisory Committee (SAC) is charged by the Dean to update room scheduling plans and procedures, review exceptions to room scheduling guidelines, evaluate room scheduling policy and propose policy modifications for consideration by the OU-COM Executive Committee.
1) Rooms eligible for flexible scheduling will be categorized by function, size and special features, and space assignments will be implemented accordingly. Standard room setups will be defined and any exceptions must be requested at time of scheduling. The following priorities govern space assignments: First Priority: OU-COM Curriculum, Second Priority: OU-COM Meetings and Functions
2) The following exceptions* are mandated: a) The President and Provost of Ohio University have scheduling priority and can pre-empt any scheduled activity. If pre-empted by the President or Provost, the priority policy will be used to reassign any pre-empted activities, bumping the low priority activity first. b) Student recruitment activities take place from October 1st through April 30th. To accommodate these activities, Grosvenor West 111 (preferable room) will be dedicated from 8:00 a.m. until 1:00 p.m., and Grosvenor 113 will be dedicated from 1:00 p.m. until 6:00 p.m. on dates as scheduled for this purpose each quarter. (If either Grosvenor West 111 or Grosvenor 113 is needed for a “special” function during the dedicated times, a request must be made to the Director of Admissions for consideration.) * *Any other exceptions must be reviewed and approved by the SAC
C. Scheduling of Rooms 1) Classes are scheduled in conference rooms only if there is no appropriately arranged classroom space available. 2) The COM curriculum will be set** on the following schedule and space will be released for other assignments accordingly: · On or before June 1 for start of fall quarter through November 21st. · On or before November 1 for start of winter quarter through spring break. · On or before February 10 for start of spring quarter through Graduation · On or before May 1 for Graduation through Labor Day *After the curriculum schedule has been set, elective curriculum changes cannot bump other scheduled activities.
3) For all student and club functions, the Event Registration Form must be submitted to the Associate Director in Student Affairs for planning purposes. The form is located on line at http://www.oucom.ohiou.edu.sservices under Student Government heading.
4) Classrooms and meeting conference rooms cannot be reserved for study purposes, but can be used for study when not scheduled or needed for classes or meetings. 5) Outside groups/activities are defined as those whose parties and/or functions have no affiliation with OU-COM. Outside groups are to be referred to Walter Hall, Baker University Center, and Morton Hall to reserve meeting space by following university policy and procedure for "Use of Ohio University Facilities(#01.205). No activity will be scheduled in conference or classrooms during the business day for outside groups more than three (3) days in advance of use. Exceptions must be reviewed and approved by the Director, COM Facilities Management. For non-affiliated groups to utilize Irvine Hall 194, 199 and/or Irvine Bricks as well as conference rooms after normal business hours (evenings and weekends) they must have an OU-COM unit sponser (examples below) before scheduling of the respective lecture hall(s) is confirmed through the Multimedia Produser/Director in Academic Affairs (I-194 or I-199) or other appropriate individual (See Section D 1through 6) For example: · The Office of Graduate Medical Education will sponsor CORE postdoctoral activities/events · The Office of Predoctoral Education will sponsor CORE predoctoral activities.events · The Alumni and Development office will sponsor Alumni activities/events · The Office of Student Affairs will sponsor medical student activities/events 6) Routine requests for conference room space will be assigned to available conference rooms other than Grosvenor West 111 whenever possible in order to maintain the availability of Grosvenor West 111 for special COM functions and receptions, for visitors and guests to the college and University, and executive Committee meetings and activities. Grosvenor West 111 is not excluded from curriculum scheduling. Any variation in the standard seating arrangement will require 24-hours notice. 7) The simulated patient laboratory rooms are space exclusively dedicated for curricular activities.
8) CPC and PCC rooms in Grosvenor and Irvine Halls (see #1 and 2 below under "Procedure" for the room numbers) are not to be scheduled for COM meetings and other functions unless there are no dedicated conference rooms available.
D. Procedure 1) Room reservations for Grosvenor Hall CPC Small Group meeting rooms (403, 407, 411, 414, 415, 418) are made with the Accounting Associate in Administrative and Financial Services. 2) Room reservations for Irvine PCC Small Group meeting rooms (128B, 128C, 128D) are made with the Accounting Associate in Administrative and Financial Services. 3) Room reservations for conference rooms in Grosvenor Hall (017, 113, 126, 303), Grosvenor West (010, 029, 111) and Irvine Hall (128F, 230, 232) are made with the Accounting Associate in Administrative and Financial Services. 4) Room reservations for Grosvenor Hall 202 are made with the Administrative Associate in the Dean’s Office. 5) Room reservations for Irvine lecture halls 194, 199 and Irvine Bricks are made with the Multimedia Producer/Director in Academic Affairs. 6) Individuals scheduling functions which are not sponsored by COM but which occur in COM rooms should contact the Accounting Associate in Administrative and Financial Services.
NOTE: Any persons responsible for scheduling are required to give notification of schedule changes and cancellations to the appropriate contact listed above. Room schedule can be viewed online at http://exchange.oucom.ohiou.edu//Rooms
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