Room Policies & Procedures
Faculty Scheduling
General
Classroom Technology follows the WVU Board of Governor's Policy statement concerning use of University facilities as the basis for its operation procedures
West Virginia University Board of Governors Policy Introduction
Facilities of institutions under the governance of the West Virginia University Board of Governors are intended for use in the conduct of its educational programs. As such, first priority for the use of facilities will be given to the academic, administrative, and student functions at each institution. (For more information on the WVU Board of Governors please refer to http://www.wvu.edu/~bog/ .)
Classroom Technology manages assignment of the centrally controlled educational facilities at the Health Sciences Center. A list of these facilities and their basic capabilities is attached.
Scheduling Priorities
Class & Conference Rooms
1. Regularly scheduled HSC classes that meet routinely are considered the top priority for room scheduling. Enrollment in the course is the primary determinant for assigning educational facilities. Priority must also be given to regularly scheduled classes in programs that have a laptop requirement that necessitates access to a power outlet and internal jack.
Course directors are urged to contact Classroom Technology if they have a regularly scheduled room reserved but their class only meets sporadically. This courtesy will release that site when not in use for other scheduling options.
Other priorities for classrooms and conference rooms are listed in order:
2. Examinations (utilizing laptop/online testing)
3. Examinations (paper)
4. National Board Examinations
5. Departmental Grand Rounds
6. Faculty Administrative Events
7. Student Administrative Events
8. Outside Agency Events (includes other WVU campus requests)
Auditoriums/Amphitheaters
2. Examinations ( utilizing laptop/online testing )
3. Examinations ( paper )
4. National Board Examinations
5. HSC Grand Rounds/Special Guest Speakers
6. Outside Agency Events (includes other WVU campus requests)
1st Floor Learning Center Rooms
1. Regularly Scheduled Classes, Seminars
2. Faculty Administrative Events
3. Student Administrative Events
First floor Learning Center rooms are released for student use on a first come first serve basis daily from 6:00 PM to 6:00 AM.
Scheduling Policies
- All events are scheduled on a room availability basis and are subject to relocation in accordance with the priority list above.
- All single or recurring administrative event requests made by faculty, students, and outside agencies are not scheduled until HSC semester classes have been confirmed. This includes requests made for classrooms by other academic programs University-wide. All event requests are fulfilled in the order they are received.
- All weekend and after hour events scheduled in the Robert C. Byrd Health Sciences Center must be academic related in nature.
- Auditorium and High-Tech Classroom utilization by external agencies or student organizations outside of normal business hours will require an ITS Support Services Staff Member to be present for the entire event and will be charged an A/V Technical Support Fee.
- All internal university-sponsored events scheduled between 5:00pm and 8:00am requiring technical support/setup assistance will be charged an AV Technical Support fee
- All Outside Agency events that are not affiliated with WVU are charged both a room usage fee on a per hour basis and an A/V technical support fee regardless of the time of day.
- In order to ensure events begin punctually, we have initiated a 10 minute exit rule to provide transition time for the next scheduled event. This exit rule is effective in auditoriums and classrooms at all times. As a result of this rule, a one hour event is in actuality only 50 minutes. Classroom Technology does not allow "buffer" scheduling. "Buffer scheduling" is considered when a group schedules a room for a greater length of time than the actual planned event.
Scheduling Procedures
Requesting a classroom, auditorium, or conference room:
Room requests should be made online at http://www.hsc.wvu.edu/its/ClassroomTechnology/OnlineForms.aspx by clicking on the Classroom Technology Room Request Button. Please check for room availability at the Classroom Technology website prior to submitting your request.
Requesting Semester classes:
Semester Class Request Forms are emailed to the Department Course Coordinators as assigned. Due dates are set in accordance with Admissions and Records requirements for publishing the Schedule of Courses.
Semester classes are scheduled based on the following:
1. Enrollment in the course
2. Technology needs
3. Room preference
4. Meeting the submission deadline (this deadline varies by semester and Departments are notified of the deadline date by Classroom Technology)
Requesting a Change in Scheduling:
- Event changes should be made through the Classroom Technology website by completing the online Cancel/Change Request Form.
- Semester class changes that are made after the Admissions and Records deadline must be submitted to Classroom Technology and Admissions & Records as soon as possible to ensure room availability as well as accuracy for publishing the Schedule of Courses.
- Semester class changes are scheduled based on the following:
1. Enrollment in the course
2. Technology needs
Requesting AV Technical Support or Equipment:
To schedule a technician for an event, or reserve AV Equipment, please submit an AV Request Form through the Classroom Technology website.
Requesting Card Access to High Tech Rooms:
To request personal card access, please submit a Card Access Form through the Classroom Technology Website. Please Note: Due to security reasons, requests are approved by Facilities Management not Classrom Technology.
