Resource Scheduler Approval Process Information

Required Fields for approval of "pending"requests

All "Reservation Wizard" requests are real-time and will hold the resources selected pending approval. 

Recurring meetings should be entered as a recurring reservation, not multiple single reservations. If assistance is needed to enter a recurring reservation, refer to the RS Training Manual on the Room Reservations home page.

On requests for the Faculty Conference Room, Multi Purpose Rooms or Lobbies: the Reservation description must be filled out with setup requirements. Function space that requires a full setup has 30 minutes setup time built in the system. EBS room setup fee applies after 2:30pm and weekends.

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 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.                                                                                                                                                                                                                                        6."On Behalf of"– must be filled out it can be yourself, the second contact or the person the meeting is being requested for with a phone number and/or email listed

(*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 beginning March 1st of each year. Any request for the next fiscal year received before March 1st will be denied.

Approvals will be processed within two business days if all required information complete. If there is no response within two business days to a request to complete the missing information or answer questions concerning the pending request will be denied/canceled.

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 for all telecommunications and audio visual requests at 508-856-8643. EBS set up/break down and A/V charges may apply for events occurring outside of regular business hours. Please contact EBS and/or A/V as soon as a room confirmation is received.

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.


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