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Electronic Room Reservations in Computer Science

Conference rooms, computer labs, and classrooms dedicated to Computer Science can be reserved electronically using the Sun ONE Calendar Express interface provided by OIRT. The ability to reserve these rooms or to view current reservations is restricted to the members of the Computer Science Department. The rooms that can be reserved are:
Conference Rooms Computer Labs Classrooms
Core 301 (Core A) Hill 248 Hill 120
Core 305 (Core B) Hill 250 Hill 254 (projector)
Hill 482 Hill 252

Policies and Procedures

  1. Rooms will be reserved (i.e. blocked out) for colloquia and other division/department functions a semester in advance. Rooms will not be available for other functions at these times.
  2. Once division/departmental functions have been reserved, reservations are on a first-come first-serve basis. Authorized users can reserve any of the above rooms for any period of time. The default setup prohibits conflicts. This can be disabled on a per reservation basis but we strongly recommend against this practice.
  3. When a room is reserved please be sure to list the purpose for which it will be used (e.g., class, committee meeting, colloquia, thesis defense, faculty meeting, research meeting, instructors meeting, etc.) and the person responsible for the reservation. This information should be entered in the Event Title field when making a reservation
  4. If a reservation is no longer needed please remove it from the calendar.
  5. If a room is already reserved at the time you wish to use it contact the person who holds the current reservation to see what, if any, accommodations can be made.
  6. If you have a class in one of these rooms be sure it is reserved using this room reservation system. Rutgers scheduling cannot schedule these rooms so you must reserved these rooms using this system to avoid conflicts.
  7. Classes should not be scheduled in any conference room before 4:30 PM. If you have a class that meets before 4:30 please reserve one of the classrooms.

Adding, Deleting, and Editing Reservations

In addition to being able to make reservations, users can modify or delete existing reservations even if they did not create the reservation themselves. In essence, every user has complete authority over the entire calendar and not just reservation he or she makes.

It is possible to organize the reservation calendars so that only the creator can modify a reservation; however, this requires each person to keep their own calendar and perform additional steps on each reservation. This feature is "all or nothing" - everyone would need to keep a personal calendar and do the extra steps on each reservation. We've opted for the simpler approach but it comes with the risk that any authorized user can modify any reservation.

Reserving a room

To reserve a room you must have an rci account and be an authorized user of this system. If you don't have an rci account, are unsure if you have one, or have forgotten the password visit http://www.rci.rutgers.edu/rci-accts.html. All Computer Science faculty are authorized to use this system. See below for instructions on adding or removing an authorized user.

Once you have an rci account you can subscribe to calendars and reserve rooms.

Subscribing to Calendars

To subscribe to calendars
  1. Visit https://rulink.rutgers.edu:1025/ and bookmark it
  2. Login with your rci username and password (See it)
  3. Click "Calendars" in the menu bar (second from the left) (See it)
  4. Click "Subscribe" (magnifying glass just under Calendar) (See it)
  5. Scroll in the center box and replace "contains" with "begins with"
  6. Enter "cs-" (without quotes) in the blank box on the right and click search (See it)
  7. Select all CS calendars (there are eight)(See it)
  8. Click on OK (leftmost button in the lower right)
You have now subscribed to all CS calendars. Click View in the menu bar (upper left) to get back to the initial screen.

Making a reservation

Before attempting to make a reservation on a calendar be sure you have subscribed to that calendar.

Once your subscription is complete, you can see from the initial screen all subscribed calendars using the pull-down window labeled "Current Calendar" in the upper right. In addition you should see three groups at the bottom of this window: cs_Classrooms, cs-Conference, and cs-Labs. Use this window to select a calendar or group (e.g., cs-Core301, cs-Conference).

Groups are read only clusters of similar type rooms. They are included to streamline the reservation process. If you want to reserve a conference room (i.e.,C301, C305, H482) you can look at their combined schedule using cs-Conference and after locating an available time make the reservation using the calandar for that room (e.g. C205).

You can select how you view a calendar or group by using the buttons just above the calendar and on the right. We've found that the monthly view is a reasonable default view

To make a reservation visit the Sun ONE Calendar Express and follow the directions below.

  1. Navigate to the initial screen (See it)
  2. If not selected, select "View" in the menu bar (upper left)
  3. Select the calendar on which you'd like to place the reservation from the "Current Calendar" pulldown in the upper right corner of the screen
    • The calendar you see and edit is the one listed in the current calendar pulldown.
    • Be sure to select the calendar for the room you are reserving before making a reservation
    • Be sure to check that your reservation shows on the correct room calendar
  4. Click "New Event" (clock face just under "View")
    • You may also open a reservation window by clicking the "+ in the circle" located in the day you wish to make the reservation
  5. Complete the form (See it)
    • There is a sub-form for periodic meetings
    • Leave the free/busy box checked - this prevent conflicts
    • Leave the Privacy box set to Public Event (this is the only option supported for our rooms)
    • No changes are required to fields below "Description"
  6. Click OK (left most button is lower right)
The calendar environment has numerous addition features. If you are interested in exploring these options they can be found using the help button in the upper right of the window.

Determining who reserved a room

If an event isn't descriptive enough to find out who reserved a room, you can find who reserved a room by clicking on the event, then selecting the preview tab. It lists the organizer's email address.

Adding or Removing an Authorized User

Komal Agarwal (kagarwal@cs.rutgers.edu) and Mary Hoffman (mth@cs.rutgers.edu) can add or remove authorized users to these calendars. All faculty are authorized to make reservations. They may request students be added or removed from the authorized user list.

Technical Assistance

Charles Mcgrew (mcgrew@cs.rutgers.edu) can provide basic technical assistance. For in depth technical assistance you will have to contact the RUCS help desk at one of the following addresses
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