Room booking process academic year 2023/24
Deadlines academic year 2023/2024
Phase I - coordination phase
01.05.23 - 04.06.23
Phase II - reactivation phase
05.06.23 - 02.07.23
Phase III - free booking phase
ab den 03.07.23
The following criteria are to be observed in principle:
- 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).
- The semester lecture halls are to be adhered to so that there are as few room changes as possible.
- Exam dates should be scheduled in the afternoon whenever possible.
- Overbooking/overcrowding is to be estimated early where possible and reported to the central room management at least 14 days before the start of the lecture
The coordination phase of the schedule coordinators takes place from May 1th until June 4th 2023 for the upcoming academic year 2023/24 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 room management.
All bookings made in Phase I have the highest priority.
The releases of this phase 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 June 5th 2023. As of June 26th 2023 the central room management and the persons authorized to release rooms will begin releasing the booked rooms from phase II. These must be completely processed by July 2nd, 2023 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 July 3rd 2023 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 October (for the winter semester) and 15 March (for the summer semester), all pre-reservations made in phase I by the timetable coordinators, open an external URL in a new window, expire.
Basic rules for bookings
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.
To facilitate the schedule management, there is the possibility to nominate a booking coordinator when creating a booking. The possession of the booking transfers to the booking coordinator 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:
- All bookings made by the during phase I have the highest priority.
- Reactivated courses have priority over bookings from phase II, with the exception of alternate dates.
- Due to the continuity of booking in the same lecture hall for a semester, recurring courses have priority over single courses and examinations. Changes of room should be avoided as far as possible (semester lecture halls).
- Single courses are ranked after reoccurring courses in terms of priority, but have priority over exam dates.
- Examination dates should ideally be booked in the afternoon. Several examinations planned at the same time have higher priority due to the increased coordination effort. Examination booking should be planned during phase I where possible.
- Bookings of other organisational units: Tu Wien Academy and event management dates should be booked in well in advance and should be coordinated with the . Fundamentally, lectures have priority during term time.
- Grey bookings have the lowest priorities, with the exception of bookings with the prefix SPK.
The most important information in brief
To ensure that you always have an overview of the current room booking process, we have summarised the most important information for you in compact cheat sheets:
Cheat sheet room booking, opens a file in a new window phases and booking priorities
Cheat sheet appointment types, opens a file in a new window and definitions
FAQs room booking process
In TISS, all SPKs are listed under the following link:: https://tiss.tuwien.ac.at/hilfe/zu/tiss/lehre/raumbuchung/stundenplankoordinator, opens an external URL in a new window
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 room management or those authorized to confirm bookings 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 June.
For 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 time raster - begin and end of lecture bookings at the full hour - was introduced to facilitate the interchangeability of dates . A standardization of booking windows thus supports the safety of the students as it garantees a certain changeover time as well as the preparation time of lecturers in the room and the coordination of the lectures by the central or local room management.
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
Phone: +43 58801 406031
Phone: +43 1 58801 406406