SHS Space Scheduling Policy

STATUS: Current Policy - Needs Review & Updating

DATE UPDATED:

SHS Policies, Procedures, and Practices Suggestions & Requests Form

School of Health Sciences (SHS)

Space Scheduling Policies

Philosophy statement: ALL spaces (except personal office spaces) in the Gerald Francis Center are generally considered shared spaces and not exclusively restricted to use by any specific program or user group. With some exceptions noted below, all faculty and staff may schedule space(s) to meet their needs, provided they follow the scheduling policies.

Research Equipment & Research Spaces: All research equipment and designated research spaces are considered shared by faculty, staff, and students who need to be in the space and are qualified/trained to use the equipment. By default, no one “owns” a research laboratory space or piece of equipment that was acquired using departmental, school, or institutional funding. Equipment acquired through a grant funding source for a specific research project may give the investigators priority or exclusive access to the equipment during the funded research. If there are questions, a decision will be made on a case-by-case basis by the SHS dean.

Damaged Equipment: Faculty, staff, and students are responsible for maintaining equipment in good order and reporting any damage in a timely manner to your program assistant of chair/program director. The financial burden for fixing, maintaining, or replacing equipment due to non-negligent use will generally fall on the department(s) with faculty, staff, or students using the equipment. Damage due to inappropriate or negligent use will fall to the responsible individual(s) and their department(s).

Access – use your Elon credentials to log onto the scheduling system.

Scheduling Spaces: https://25live.collegenet.com/pro/elon#!/home/dash

Viewing Schedules: https://www.elon.edu/u/academics/health-sciences/calendar/

General Policies

25Live is the only officially recognized scheduling system for the Gerald Francis Center.
1. Planning Calendars (e.g., Outlook & Google) – Programs may use other calendar systems for planning purposes only. All information must be transferred to the 25Live system to be recognized as a formally scheduled event. Generally, only individuals who need to participate in the planning process should have access to the planning calendar. For example, all students in a cohort should not be given access to the corresponding cohort Outlook calendar.
Keep our Spaces Clean & Organized: All individuals using a space are collectively responsible for leaving the room in good condition so others may use it immediately without the need to clean up behind a group.
1. Maintenance/Repair Requests – Who should they report to????
Matching the Need to the Space - Individuals should reserve a space that fits their needs by considering the number of people who will use the area and the equipment in the room. For example, don’t schedule a classroom for two people if you don’t need it for some other reason and a smaller space is available. Also, do not schedule space with specialized equipment that is not required if another equivalent space is open.
First Come – First Serve (with limitations) – You may book a space far in advance, but it will not be recognized as officially confirmed until one month or less before the event date. Before one month, the first person who reserved the space does not necessarily get the space, and the individual parties should try to work it out. If you need to use a specific space and it is already reserved, please get in touch with the person who reserved the room first and see if there are options to meet both needs. Unless there is an overriding reason to bump someone, the first person to book the space will be allowed to use the space. If necessary, the dean and program leaders will get involved.
1. IMPORTANT OPEN SCHEDULING Exceptions:
  1. Academic Programs – the academic programs reserve use of the following spaces from 8-noon and 1-5:00 Monday-Friday of every week. If you are not a member of the related academic program, you should reach out to the program/admin assistant to schedule these times.
    1. Nursing
      1. Classroom255, 256, 257
    2. Physician Assistant Studies
      1. Classroom 127
      2. Clinical Skill Lab 131
    3. Physical Therapy
      1. Classroom 148
      2. Classroom 150
      3. Clinical Skill Lab 147 (Red Lab)
      4. Clinical Skill Lab 149 (Black Lab)
      5. Clinical Skill Lab 106 (Neuropeds Lab)
  2. Off-hours - ALL classrooms and clinical skill laboratory spaces are open for scheduling:
    1. Monday – Friday:
      1. Before 8:00 am
      2. Noon-1:00 pm
      3. After 5:00 pm
    2. Saturday & Sunday
      1. All-day
  3. Community Spaces – All scheduling should go through the dean’s office
    1. Student Lounge
    2. Commons Area
    3. Fitness Center
  4. IPE Simulation Center – ALL scheduling should go through the director or their designee.
  5. Research Laboratories - Follow the research scheduling guidelines for the following spaces.
    
    Anthropometry 120-I
    
    Biomarker Analysis Lab 120-G
    
    Biomechanics Lab 153
    
    Electrophysiology Lab 128
    
    Human Performance Lab 108
    
    Metabolic Lab (Alter-G Treadmill) 130
    
    Neuroscience Lab – TMS 120-E
    
    Neuroscience Lab – EEG 120-F
    
    Ultrasound-Clinical Evaluation Lab 118
    
    Performance Testing Lab (name needs to be finalized) 123
Event Information Only (i.e., you do not need to reserve a specific GFC space)
1. Users should select the School of Health Sciences (without a room number) option to post information on the schedules.

Space Use Prioritization

Educational Use – teaching use generally takes top priority.
1. SHS Academic Programs
2. SHS Programs
3. Other
Clinical & Research (for designated research spaces only)
Service, Student Groups, and Meetings
1. SHS programs
2. Other
Other uses

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