ROOM SCHEDULING POLICIES AND PROCEDURES
Classroom Scheduling
Conference Room Scheduling
Reservation Information Requirements
Procedures
CLASSROOM Scheduling
The Course Management Specialist is responsible for scheduling courses, as well as
special events, in classroom space in the Wolfe Street Building and Hampton House.
Special Events are defined as any activity that is not part of the academic curriculum
(i.e. meetings, seminars, guest lectures, etc.) As courses have priority over special
events, the latter may not be scheduled in general classroom space until the courses
for the term in which the special event falls have been scheduled. THEREFORE, any
reservation of a special event to occur in a classroom is TENTATIVE until all classes
have been permanently scheduled. Subsequently, we suggest that if you are
planning to hold a special event in a classroom, you may want to prepare a
contingency plan should a class affect your reservation.
NOTE: Per the request of the Dean's Office, the Becton-Dickenson Room (W1020) shall remain
available on Monday, Wednesday and Friday for special event scheduling. Classes will be
scheduled in this room on these days only when there is no other space available in both the
Wolfe Street building and Hampton House to hold the class.
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CONFERENCE ROOM Scheduling
The Course Management Specialist manages the reservation of 4 Conference Rooms
and the Student Lounge. The Conference Rooms managed are all in the Wolfe Street
building and listed below:
E2133 - 10 seats; 21 maximum
E2527 - 16 seats; 16 maximum
E6519 - 22 seats; 30 maximum
W2029 - 10 seats; 25 maximum
Reservations for the Conference Rooms are on a first come/first serve basis.
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RESERVATION INFORMATION REQUIREMENTS
You may request to reserve a conference room or classroom for SPECIAL EVENTS by
contacting Melissa Horn, Course Management Specialist at schedule@jhsph.edu
(410) 955-3918.
We prefer that you send your request through email and include the following:
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DATE(s)
START AND END TIME(S)
PREP AND CLEANUP TIME (if any)
NUMBER OF ATTENDEES EXPECTED
ROOM PREFERENCE (if any)
ALTERNATE ROOM/DATE/TIME
NAME/TYPE OF EVENT
DEPARTMENT
CONTACT NAME (this person will be the primary contact for the event)
PHONE NUMBER AND EMAIL
The following departments are automatically emailed once your reservation is
confirmed:
Custodial Services - Latrenya Hines (lhines@jhsph.edu)
Multimedia - Joe Maykrantz (avuser@jhsph.edu)
Security - William Couch (wcouch@jhsph.edu) – only notified if event is
before or after hourse.
PLEASE NOTE: If your event is after hours or on a weekend, or you are not a
member of the Bloomberg School of Public Health, your event must first be approved
by the Director of Support Services, Scott McVicker at jmcvicke@jhsph.edu.
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PROCEDURES
1. Noon-time special events (12:05 - 1:20PM) are allowed to be scheduled in
classrooms in advance, as classes are not scheduled during this time.
2. Courses are tentatively scheduled in classrooms approximately 1 - 2
weeks prior to the start of an academic term. The tentative list of classroom
assignments is sent to all departments for their review prior to the term
beginning. Our top priority is ensuring that the number of students in a class
matches as closely as possible the number of seats in a room, regardless of the
location of the room. The assignment of classroom space is based on the
enrollment history of the course using the 5 Year Enrollment Report.
3. Approximately one week before the beginning of the term, room assignments
are made available to students. The schedule is dated and marked tentative.
Students are advised to check SASS (E1002) for any subsequent room changes.
A copy of the schedule is also posted on the Office of Records and Registration
website and the Student Academic Support Services homepage.
4. During the add/drop period room changes are made in those cases where
actual enrollments exceed room capacity. The final room changes are made after
add/drop upon review of enrollment figures. Courses may be moved to other
rooms based on need and availability even though such juggling often forces the
relocation of classes which ordinarily would not need to be moved.
5. Academic departments based in Hampton House have priority over other
departments to HH classrooms, except when enrollments require non-HH
departments to be scheduled in the HH auditorium.
6. No classroom from the general pool is "owned" by a particular course, faculty
member, or department.
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Last updated September 30, 2003
Operations Office, Student Academic Support Services
schedule@jhsph.edu
Student Academic Support Services Home