Resource Scheduler Approval Process Information

Please USE CHROME OR FIREFOX AS YOUR BROWSER. The Resource Scheduler Training Manual tab for self training is located in the box to the left. You may also register for our Resource Scheduler Training class that we have monthly.

Approvals will be processed within two business days if all required information is complete. If we have questions or you are asked to make edits, and there is no response from you within two business days, your pending request may be denied/canceled. All Reservation requests are real-time and will hold the resources selected UNTIL APPROVED. 

Recurring/REPEAT meetings should be entered as a recurring reservation, not multiple single reservations. If assistance is needed to enter a recurring reservation, refer to the Resource Scheduler Training Manual.

Rooms reserved using the Room Reservation system are for classroom teaching, meetings, seminars and presentations only.  No clinical activities – dissection, phlebotomy, specimen collection, ie – can take place in meeting or classrooms.  

On requests for the Faculty Conference Room, Multi Purpose Rooms, Blais Pavilion or Lobbies: The Reservation Description BOX must be filled out with a brief description of the event and the setup requirements. The Faculty Conference Room requires a full setup and has 30 minutes setup/cleanup time built into the system. Room setup fee applies after 2:30pm and weekends/holidays.  For more information on after hour, (after 2:30pm) weekend and holiday setup/cleanup fees for rooms please contact Environmental Building Services (EBS) 508-856-3825.

Room Reservations is under the University of Massachusetts Medical School, is a state agency, and is not open on National and State holidays. No audio visual, catering or EBS services will be available on National and State holidays for rooms scheduled through Room Reservations.

NO TABLES are allowed in the hallways. (Local Fire/Safety Codes) The Albert Sherman Center lobby and open corridor in the cafe cannot be reserved based on fire/safety code regulations.

NOTE: The required fields (under Options) must be filled out first and saved– they are in RED print.

1. Account Code – pull down menu, select UMMS or UMMHC.
2. Catering– pull down menu – select yes or no.
3. Second Contact – contact has to be someone other than yourself, who can be contacted if there are any questions concerning the event.
4. Second Contact Phone – phone number, including area code, is required (i.e.: 508-856-2264) 
Reservation Type: pull down menu, select the most appropriate.                                                                                      

(*A Faculty Advisor and phone number is required by all STUDENTS as the “Second Contact” on all space requests)

Room Requests for the new fiscal year (July 1st to June 30th) can be submitted for approval the beginning of March of each year. Any request for the next fiscal year received before that date will be denied.

In self-service, users can see what rooms are available and place a “hold” on a room pending APPROVAL by Room Reservations. APPROVAL will depend on appropriate use of the room, etc. Requests are processed in the order in which they are received and require approval.

Contact the UMass Helpdesk at 508-856-8643 for all Audio Visual (A/V) support and Telecommunications requests at least 3 business days prior to the event. Contact Environmental Building Services (EBS) for set up/clean up requests at 508-856-3825 and fee information for after 2:30pm (after hours) weekend, and holidays. Please contact EBS and/or A/V as soon as a room confirmation is received. Contact NexDine catering 508-856-2910 sadams@nexdine.com or http://www.umms.catertrax.com

Room Reservations reserves the right to make special arrangements to reassign or withdraw the use of a room when in the best interest of the institution.