How to book Undergraduate Project Meeting Rooms

Who can book a room?

• Current Faculty of Engineering undergraduate students
• Faculty of Engineering approved student clubs or groups

What rooms can you book?

• Donadeo 1-210 Meeting Room (14 people)
• Donadeo 1-220 Meeting Room (8 people)
• Donadeo 1-230 Meeting Room (10 people)
• Donadeo 1-240 Meeting Room (10 people)
• Donadeo 1-250 Meeting Room (14 people)
• ECERF W2-021 Small Meeting Room (8 people)
• ECERF W2-030 Project Breakout Space (25 people)
• ECERF W2-040A Project Breakout Space (13 people)
• ECERF W2-040B Project Breakout Space (13 people)
• ECERF W2-070A Project Breakout Space (13 people)
• ECERF W2-070B Project Breakout Space (13 people)
• ECERF W2-080 Project Breakout Space (13 people)

What time are the rooms available to book?

Monday to Friday 7:00 am - 11:00 pm
Saturday to Sunday 7:00 am - 6:00 pm

Guidelines

• Bookings can be made from the add/drop deadline until the end of the academic term.
• You may book a MAXIMUM of 6 hours per week for the semester (eg: 2 three hour slots, 3 two hour slots). Duplicate group bookings will NOT be approved.
• Keys for weekends and evenings must be picked up BEFORE we close at 4:30pm.
• Keys must be returned in the drop box (outside 1-250) after your meeting and they will be picked up the following morning or they must be returned in person at 9-201 BEFORE 10:00 am the following day. White board marker kits must be returned BEFORE 10:00 am the following day.
• Rooms are not to be used for studying.
• You risk losing your booking if you are more than 15 minutes late.
• Please phone 780-492-0503 or email enggdo@ualberta.ca if your group is unable to meet so we can give your space to another group. If you miss more than 3 bookings you risk cancellation of your remaining bookings
• PLEASE leave the room in tidy for the next group when your meeting is over.
• Requests will be addressed in the order that they are submitted. Rooms will be booked on a first come, first serve basis.

Instructions

Step 1: Select a time in your UAlberta Google Calendar

In your UAlberta Google Calendar select the date and time that you wish to book. The Event dialog box will open. Click on More Options.

Step 2: Add the title of your booking in the following format: Room number, Club/Group/Project Name

Eg: 1-220 - MECE 460 or ESS Group Meeting

If your meeting is recurring, you must select the "Custom" option in the pull down menu under the date and time, and add an end date.

Step 3: Click on the "Rooms" option and choose "Include unavailable rooms" from the pull down menu

Scroll down to "ICE" and click on the arrow to display room selections. In the list, locate the room you wish to book.

In this example you would choose 1-220.

Step 4: Confirm that your room is available under the "Find a Time" option

The room availability will display. Once you confirm if the room is available return to the main screen by choosing "Event Details".

Step 5: Add guests

Click on the "Guests" option. Enter all of your group members emails in the "add guest" location.

Step 6: Click the "Save" button

PLEASE NOTE: You will initially receive an email that states the booking is "Declined". This will be the case until the Dean's Office reviews and approves the booking.

Once the booking is approved you will receive an email stating it has been "Accepted". If the booking is not approved you will receive another email stating the booking has been "Declined".

Your booking is not confirmed until you receive the approval email.