Audimax

Room booking process summer semester 2022

The following criteria are to be observed in principle:

  1. The concept of semester lecture halls is retained. These have been marked accordingly for better visibility in TISS (lecture hall name + abbreviation of the field of study).
  2. The semester lecture halls are to be adhered to so that there are as few room changes as possible.
  3. Exam dates should be scheduled in the afternoon whenever possible.
  4. Overbooking/overcrowding is estimated early where possible and reported to the zllrm at least 14 days before the start of the LVA
  5. It is important that students AND lecturers also register in the lecture hall with the QR code and - where possible - also enter the seat number (lecturers enter 0 (zero)). - This enables easier and faster contact tracing in the case of positively reported cases and the possibility of notifying affected groups of people.

The coordination phase of the schedule coordinators takes place until January 19, 2022 for the upcoming summer semester 2022 and is exclusively reserved for the schedule coordinators. In phase I, the timetable coordinators will book lectures that are classified as critical in coordination with the central teaching and learning room management.

All bookings made in Phase I have the highest priority.

The releases of this phase take place until 19 January 2022 and must be completely processed so that phase II can start.

 

The reactivation phase starts as soon as phase I is completely finished. In Phase II, lecturers will be able to reactivate courses from 20 January 2022. As of 08 February 2022, the central space management and the persons authorized to release rooms will begin releasing the booked rooms from phase II. These must be completely processed by 13 February 2022 according to the priority list.

New bookings may be created, however it is important to bear in mind that the bookings which are still to be reactivated have priority.

 

In this phase, reactivations are only possible without taking over the time slots and without the priority right of reactivated appointments over other appointments for room reservation.

It is possible to make new bookings from 14 February 2022 for all those authorized to book. All already confirmed bookings have priority and can only be changed in direct consultation with the responsible coordinator of the LVA.

The reservations currently received will be processed in the order in which they are received.

On 15 March 2022 all pre-reserved greyed out bookings made in Phase I by the Timetable coordinator, opens an external URL in a new window for the summer semester will expire.

 

 

Basic rules for bookings 

Hour grid

All bookings should start and end at full hours. I.e. if a LVA would theoretically last from 10:15 - 11:30, the period 10:00 - 12:00 should be booked. This results in a booking window with start and end on the hour. This approach facilitates the interchangeability of bookings and lecture rooms as well as the organization of the necessary changeover times.

Booking coordinators

To facilitate the schedule management, there is the possibility to nominate a Booking coordinator, opens an external URL in a new window when creating a booking. The possession of the booking transfers to the booking coordinator, opens an external URL in a new window after the booking has been confirmed. As the contact person for these bookings, they will receive any conflict messages via TISS.

Release regulations for room reservations

General release regulations:

  1. All bookings made by the Timetable coordinator during phase I have the highest priority.
  2. Reactivated bookings have priority over bookings from phase II, with the exception of alternate dates.
  3. Permanent bookings to ensure particular courses take place in the same lecture hall take precedence over individual bookings and examinations for one semester. Room swapping should be kept to a minimum where possible (semester lecture theatres).
  4. Individual course bookings are ranked according to priority, and have priority over exam dates.
  5. Examination dates for courses should ideally be booked in the afternoon. Examinations occurring at the same time have higher priority due to the increased coordination effort. Examination booking should be planned during phase I where possible (examination window).
  6. Booking other organisational units: CEC and event management should be booked in the long term and should confirm with the Timetable coordinator. Fundamentally, lecturers have priority during term time.
  7. Greyed out bookings have the lowest priorities, with the exception of each booking that bears the prefix SPK.

 

 

FAQs room booking process

There is no first-come-first-served principle in the first two phases.

Therefore, it makes no difference who booked first, but who has priority according to the priority list (exception phase III- here the bookings are processed continuously). The reservation requests are always processed by the given deadline of the respective phase, without regard to the creation date.

a. If the collision is intentional: Info to central space management or those authorized to release the space with request for release.

b. If the collision is not intended: Bookings that are reserved with a collision and no message is sent (according to point a) will be rejected.

In phase III, bookings that have not yet been reactivated lose their priority, as they are no longer displayed as reactivated.

From phase III onwards, it is assumed that all required reactivations have taken place and the premises can be allocated for other appointments.

Only lectures that are considered critical will be booked as early as December/January.

From all centrally managed premises a key can be borrowed from the porter for the booked period.

The lecture can still be reactivated, but without appointment transfer and without preferential priority over other reservations of equal value.

Reservation requests are also visible in the booking plan, i.e. if I see a date in the booking plan, it does not necessarily mean that it has already been confirmed.

The hour grid was introduced to facilitate the planning of the schedule coordinators. The lectures should always be reserved with a full hour start time in hour increments in order to guarantee the necessary changeover time in case of cohort changes. A standardization of booking windows thus supports the necessary location change of the students, the preparation time of lecturers in the room and the coordination of the LVAs by the central teaching room administration or the release authorizers. 

Current information on the topic of appointment coordinator can be found in the TISS help under the following link: Hilfe: Terminkoordination | TU Wien, opens an external URL in a new window

Current information on the topic of distance learning can be found on our homepage under the following link: Distance Learning für Lehrende | TU Wien und in our coLAB-Space Distance Learning Good Practice - Distance Learning Good Practice - TU coLAB (tuwien.ac.at), opens an external URL in a new window