Reservable Lab Facilities

ITS Lab Reservation Policies

 

This document outlines Information Technology Services' (ITS) reservation policies for instructional facilities.

Anyone wishing to make a reservation should fill out the Online Reservation Request Form. Those who do not have web access can submit a request by fax (419-372-7723). All reservation requests must be submitted on the web form or by fax. The reservation request must contain the following information:

  • name, e-mail address and phone number of the instructor/session leader
  • name, e-mail address and phone number of the contact person
  • class and section number
  • dates and times that the reservation begins and ends
  • number of systems needed
  • name and number of copies of ITS software needed

No reservations or confirmations will be done over the telephone. Incomplete written information may nullify the reservation. Anyone wanting to check on the current availability of a facility or are in need of more reservation information can send e-mail to reservation@lists.bgsu.edu.

ITS strongly suggests that persons reserving an area test their software in the reserved area well in advance (ITS recommends at least 3 work days) of their reservation.

If a reservation in a computer lab that is normally staffed by an ITS employee extends beyond scheduled lab hours, the lab supervisor will schedule an employee to staff the lab for the additional hours.

All reservations must be made at least 2 work days (48 hours excluding weekends and holidays) in advance of the reservation date. Clients making reservations will have confirmations mailed to them within one working day. Thus to reserve a Friday noon time slot, the reservation must be received by noon on the previous Wednesday. Confirmation for this reservation would be sent no later than noon Thursday.

Reservations cannot be made by anyone, including preferred customers, until the Registrar (for Fall or Spring semesters) or Continuing & Extended Education (for Summer session) initiates course development. Then any preferred customer has exclusive rights to schedule their courses until the course development deadlines. After that time any department may reserve any areas not restricted to specific groups. See ITS Lab Facilities page for details regarding preferred customer for specific labs.

Except for priorities given to preferred customers, all reservations are accepted on a first-come, first served basis.

Open Lab Instructional Areas will be held for 10 minutes past the reservation start time, after which systems will be made available to any client on a first come/first served basis. Clients will not be asked to move to accommodate late arrivals.

The instructor/session leader must remain in the instructional area at all times and is considered responsible for all equipment in the instructional area during the reserved period. The instructor/session leader also must secure the area at exit time.

Food and drink are absolutely prohibited in lab/instructional areas.

It is the instructor's responsibility to be aware of the available equipment and capabilities of that equipment (i.e. operating system, software/version, software quantities, hardware, hardware quantities, network capabilities, peripherals, projection equipment, seating capability) in the lab that they wish to reserve.

Computerized instructional areas containing microcomputers should not be scheduled if the equipment is not needed by the students for the instruction being given. If the instruction being given requires only a demonstration (i.e., the students do not need a computer station) the instructor should contact Event Planning & Reservations at 419-372-9000 about scheduling computerized instructional areas with equipment just for the instructor.

Reservations that are no longer needed should be cancelled as soon as possible. Please use the Online Reservation Cancellation Form to cancel reservations.

If a last-minute (less than four hours before the scheduled time) cancellation of an open lab is necessary, please call the lab to cancel. Open labs are labs that are ordinarily available to all students, faculty, and staff, such as the Tech Lab or Library Lab. Prompt cancellation of reservations in these labs prevents disruption for those already using the labs.

"No showing" for a reserved lab time is discouraged. Arrivals more than ten minutes past the beginning of the reservation time is also considered a "no show" and the lab will be reopened to general use in that case. "No shows" will be reported and tracked.