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Room booking process winter semester 2021/22

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. Booking requests in semester lecture halls can only be approved by the central teaching and learning room management in coordination with the respective schedule coordinator.
  4. Due to the limited room resources resulting from the construction site at Karlsplatz, it is recommended to maintain Distance Learning formats wherever possible.
  5. Exam dates should be scheduled in the afternoon whenever possible. Again, please note that one hour of changeover time must be scheduled between each exam date where there is a change in participants.
  6. Note that at this time, you must plan with a maximum of half the room capacity. Information on the capacities currently in effect can be found in colab in Rauminfospace. For the winter semester, you can plan with the yellow staffing.

The coordination phase of the schedule coordinators takes place until June 30, 2021 for the upcoming winter semester 2021/22 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 30.06.2021 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 01.07.2021. As of July 22, 2021, 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 July 31, 2021 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 01.08.2021 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 October 15, 2021, all pre-reserved greyed out bookings made in Phase I by the Timetable coordinator, opens an external URL in a new window for the winter semester will expire.

 

 

Basic rules for bookings 

Changeover times

For security reasons, it is necessary to create a changeover time of 60 minutes before the start of the LVA as a gray booking.

This time is needed to ensure that all students of the previous LVA have left the room, the room has been ventilated according to the currently valid security regulations and all students of the current LVA have entered the room, registered via QR code and taken their seats

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.

 

Prioritization regulations in the winter semester 2021/22:

  1. The appointments of the schedule coordinators, which are created in phase I, have the highest priority.
  2. Master's courses with approved application of the Vice Rectorate for Studies and Teaching of the type seminar and practice have increased priority
  3. Bachelor's courses of the 5th semester with approved application of the Vice Rectorate for Studies and Teaching of the type seminar and practice have priority
  4. Compulsory attendance examinations with approved application of the Vice Rectorate for Studies and Teaching
  5. All other dates with approved application of the Vice Rectorate for Studies and Teaching

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 June.

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 iresponsible schedule coordinators. The lectures should always be reserved with a full hour start time in hour increments in order to guarantee the necessary change and ventilation time in case of cohort changes. A standardization of booking windows thus supports the safety 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. nterchangeability of dates in consultation with the  The lectures should always be reserved with a full hour start time in hour increments in order to guarantee the necessary change and ventilation time in case of cohort changes. A standardization of booking windows thus supports the safety 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.

Changeover time is the time needed for all students of the previous lecture to leave the room, for the room to be ventilated according to the currently applicable safety regulations, and for all students of the current LVA to enter the room, register via QR code and take their seats.

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

Spezielle FAQs zum Thema Distancelearning finden Sie auf der Homepage unter folgendem Link:

Current information on the topic of distance learning can be found on our homepage under the following link: Distance Learning für Lehrende | TU Wien, opens an external URL in a new window 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