Carnegie Mellon University School of Computer Science

School of Computer Science Room Use Guidelines Policy

SCS staff and faculty may schedule SCS rooms as needed (in some cases, based on their department affiliation and permissions level). Graduate students may reserve a room for appropriate events by working with the relevant faculty or staff contact for their group or activity. It is anticipated that reservations for faculty will be made by the administrators who support them.

SCS faculty and staff should not reserve SCS rooms on behalf of users from outside of SCS. Reservation requests outside of SCS should be submitted to the SCS Dean's Office.

Room Usage

In general, try to optimize usage. By this we mean try to use:

  • A size-appropriate room: the smallest one that fits the number of people
  • Faculty or other offices, where feasible (e.g. for small meetings), to make best use of our resources
  • A room that makes sense (considering configuration, for example) to minimize inconvenience to others

The SCS Dean's Office reserves the right to remove reservations in any room (regardless of room type) that are in violation of the SCS Reasonable Person Principle

Classes & Academic Uses

  • Classes may not be held in conference rooms
  • Academic Uses are different from classes and have been categorized as follows:
Academic Use Type

Business Hours Part 1
Monday - Friday
8AM to 4:30PM

Business Hours Part 2
Monday - Friday
4:30PM to 6PM

Non-Business Hours
Monday - Friday after 6PM,
Saturday & Sunday
All Hours

TA Staff Meetings
Regular Meetings & Routine Homework Grading Sessions
Permitted in SCS-managed conference rooms for courses with 50+ students Permitted in SCS-managed conference rooms for courses with 50+ students Permitted
Exam Grading
Midterms & Finals
Permitted on a one-time basis, only after the exam schedule has been posted Permitted on a one-time basis, only after the exam schedule has been posted Permitted
Exam Grading
All Others
Not permitted in SCS-managed conference rooms Not permitted in SCS-managed conference rooms Permitted
TA Office Hours
Classes <50 Students
Should be scheduled in faculty offices or private, department-controlled spaces Should be scheduled in faculty offices or private, department-controlled spaces Permitted
TA Office Hours
Classes 50+ Students
Should be held in Registrar-managed classrooms Should be held in Registrar-managed classrooms Permitted
Faculty Office Hours
Classes <50 Students
Should be hosted in faculty offices Should be hosted in faculty offices Should be hosted in faculty offices
Faculty Office Hours
Classes 50+ Students
Should be held in Registrar-managed classrooms Should be held in Registrar-managed classrooms Permitted
Recitations Should be held in Registrar-managed classrooms Should be held in Registrar-managed classrooms Should be held in Registrar-managed classrooms, may be permitted as an exception
Exam Review Sessions
Midterms
Should be held in Registrar-managed classrooms Should be held in Registrar-managed classrooms Permitted
Exam Review Sessions
Finals - Readings Days
Should be held in Registrar-managed classrooms Will be approved upon availability. Permitted
Exam Review Sessions
Finals - All Other Days
Should be held in Registrar-managed classrooms, permitted in SCS-managed conference rooms depending on availability Should be held in Registrar-managed classrooms, permitted in SCS-managed conference rooms depending on availability Permitted
Poster Sessions Will be approved upon availability Will be approved upon availability Permitted
End of Semester Presentations Will be approved upon availability Will be approved upon availability Permitted

Recurring Reservations

Reservations for recurring events such as regular seminars or staff meetings that occur weekly or monthly may be made up to one (1) semester in advance. For example:

  • Spring and summer reservations can only be made on or after the first day of the preceding Fall semester
  • Fall semester reservations can only be made on or after the first day of the preceding Spring semester

User Responsibility & Rules

  • Responsibility - The principal user AND the requester (if not the same) are BOTH responsible for setting up the room and ensuring that it is promptly restored to a reasonable state after their event.
  • Double Booking - Do not book multiple rooms for the same event for contingency purposes.
  • Holds - If you are not sure your event will actually take place, either at all or at the specified time and place, you should include the word HOLD in the Meeting Title.
  • No-Shows - If a requester repeatedly reserves a room and does not use it (and fails to cancel at least 3 hours in advance), he or she may have limitations placed on future access.
  • Set Up & Cleaning - If you fail to clean a room (or have FMS do so) promptly after use, SCS may charge you for cleaning. Note that MRM has a feature that allows time to be reserved for set up and tear down for an event, if needed.
  • Bumping - If you ask someone to move (with a good reason), you are expected to help him or her find another space before they agree to move.
  • Alcohol - For events that include the use of alcohol, event organizers and room users must comply with university alcohol policies.

Decorations

Decorations may not be placed where they block doorways, stairways or general passageways. Pins and thumbtacks may not be used on walls. All decorations must be removed at the end of your event.

Cleaning

Each group is responsible for clean up of the space used. All trash must be removed from the room and placed in lined trashcans. Tables must also be wiped off. Cleaning supplies can be obtained from the Main Office.

Catering

If you need catering for your event, visit the CMU Catering Services website for more information including menus and important ordering information. You can also E-mail your order, along with an oracle string, to catering@andrew.cmu.edu and call 412-268-2129 to confirm.

Reserve the room with lead time to allow for room setup and catering setup.

  • Most caterers will expect to have two or more tables for setting out food.
  • Many of the conference rooms have a kitchenette nearby.
  • Some of the large and special purpose conference rooms have a kitchenette that is directly accessible for caterer use.
  • The GHC 4411 kitchen serves the 4405 conference room, Rashid Auditorium, and the lobby in between them; GHC 6102 serves the 6101 Collaborative Commons; and 6119 serves the 6115 and 6121 conference rooms.

Emergencies

Any concerns regarding room temperature, spills, damaged fixtures, etc. should be reported as soon as possible to SCS Building Facilities. If the fire alarm sounds while you are having a meeting, everyone must evacuate the building as quickly as possible.