Overview

TA office hours/graduate student/Postdoc office  rooms can be booked via email directly going forward rather than requesting a room be reserved from the office staff.  Availability can be checked via the calendar before scheduling a meeting or using the Scheduling Assistant when setting up the meeting. 

Once the invite is sent to the calendar email, if the room is available, the invite will be automatically accepted, and the room reserved for that time on the calendar.  If the room is not available for the full duration of the meeting the calendar invite will be declined and a decline message will be received by the person who sent the meeting invite. 


Please note: these instructions are only for the TA Office Hours and Graduate Student/Postdoc Office rooms.  To request a reservation for the Lundgren please fill out the Lundgren Room (106 LSC) Reservation Form.  Instructions for booking department conferences rooms can be viewed here:  Conference Room Scheduling Process.


Process

Meeting Rooms

Room NumberCalendar NameCalendar EmailRoom AccessAvailable to (in order of priority)
152Biology Life Sciences 152biolsc152@syr.eduKey access
  1. TAs for BIO 121/123
  2. TAs for other BIO/Biotech/Biochem classes
  3. Forensic Science Adjuncts
150Biology Life Sciences Rm 150biolsc150@syr.eduKey access
  1. TAs for BIO/Biotech/Biochem classes
  2. Biology Postdocs/Grads
  3. Forensic Science Adjuncts
249Biology LifeSci 249biolsc249@syr.edu Key access
  1. TAs for BIO/Biotech/Biochem classes
  2. Biology Postdocs/Grads
413Biology LSC 413biolsc413@syr.edu Key access
  1. TAs for BIO/Biotech/Biochem classes
  2. Biology Postdocs/Grads

Important Notes Regarding Priority of Room Usage

Below is the priority for the use of the two TA office hours/Grad Student/Post Doc meeting rooms  and expectations for booking based on that priority.

Non-Biology students TAing a Biology course may have to request access to the calendars if they are not accessible.  If unable to access, please email biohr@syr.edu. 

Room 152 

  • 1st priority for this room is for office hours for TAs of BIO 121/123.  
    • TAs with regular/weekly office hours should book the room for day/time of the office hours for the whole semester within the first two weeks of class.
  • 2nd priority for this room is for office hours for TAs for other BIO/Biotech/Biochem classes.
    • During the first two weeks of the semester, the room can be booked on an individual basis if free.
    • Once the first two weeks of classes have passed, the room can be booked if available for the day/time of the TAs scheduled office hours for the entire semester on a first come, first served basis. 
  • 3rd priority is for Forensic Science adjuncts use
    • As most use is needed outside normal business hours, the room is able to be booked for times during the whole semester once the first two weeks of a semester have been completed in order to allow Biology TAs time to book the room per their scheduling needs.

Room 150

  • 1st priority for this room is for TAs for any Biology/Biotech/Biochem class.
    • TAs with regular/weekly office hours should book the room for day/time of the office hours for the whole semester within the first two weeks of class.
    • Non-weekly office hours should be booked at least one week in advance to guarantee priority use of the room for biology purposes.
  • 2nd priority for this room is biology Postdocs/graduate students
    • The room must be booked at least one week in advance to guarantee priority use of the room for biology purposes.
  • 3rd priority is for Forensic Science adjuncts use
    • As most use is needed outside normal business hours, the room is able to be booked for times during the whole semester once the first two weeks of a semester have been completed in order to allow Biology TAs time to book the room per their scheduling needs.

Accessing the Rooms 

  • Keys to access the room for TAs and Postdocs should be retrieved from the biology office during normal business hours.  The key should be signed out by the person who has reserved the room and returned to the biology office by the next day.  The clipboards with the sign out sheets/keys attached are located in Room 114 at the front reception desk. Please do NOT remove the binder clips from the clipboards.  Open the binder clip, remove the key, and close and latch the binder clip.  When returning the key, place it back on the binder clip.  
  • Keys to access the room for Forensic Science adjuncts should be retrieved from the Forensic Science office


Availability and booking can be done using the instructions below. 

Viewing  Room Availability and Reserving Room Using Calendars

Please note - the images below are using conference room numbers - make sure to select one or both of the rooms above - 152 and/or 150

First add the Calendars to Outlook. This will only need to be done once – and then they will always be linked in Outlook.

This step does not have to be done if reviewing/reserving the calendar using the Scheduling Assistant method below – to skip this step click Scheduling Assistant Method on the right.

Add Calendars to Outlook

Outlook for Windows

  • View the Calendar screen in Outlook by selecting the calendar icon
  • Click the drop-down arrow in the “Open Calendar” section

  • Click Open Shared Calendar
  • Type in the name of the calendar’s listed above (one by one) and click ok and ok at the next box that appears.
  • The calendar should now appear in the “Shared Calendars” section

Outlook for Apple

  • View the calendar screen in Outlook by selecting the calendar icon

  • Click on “Open Shared Calendar" at the top

  • Type the name of the calendar’s listed above (one by one) into the search box
  • Select the calendar and click “open”
  • The calendar should now be in the list on the left-hand side under “SU exchange”. You may need to uncollapse the list by clicking on the arrow to the left of this
  • Repeat for the other calendars

Viewing Room Availability

Please note again: calendar’s must be added to Outlook to use this method.  To view room availability without adding the calendar select Scheduling Assistant Method on the right to jump to that section.

Outlook for Windows

  • Select (tick the circle next to the name) the room’s calendar (can select more than one room to view multiple calendars)
  • Unselect (untick the circle) “your” calendar (listed under “My Calendars”) so that only the meeting room(s) are selected

Depending on the outlook settings the calendars will open next to each other or combined in different colors representing each calendar.

Colored blocks on the dates will show when the room is already reserved.  For those who do not have “write” access, the details of the meetings will not appear – it will just show as blocked out.

Outlook for Apple

Depending on how the Outlook is setup will depend on how to select the calendar. 

For setups like this:

  • Select (tick the circle next to the name) the room’s calendar (can select more than one room to view multiple calendars)
  • Make sure to highlight the word “calendar” under the room number

For setups like this:

  • Select (tick the circle next to the name) the room’s calendar (can select more than one room to view multiple calendars)

Next, for both setup types

  • Unselect (untick the circle) “your” calendar so that only the meeting room(s) are selected

Depending on the outlook settings the calendars will open next to each other or combined in different colors representing each calendar.

Colored blocks on the dates will show when the room is already reserved.  For those who do not have “write” access, the details of the meetings will not appear – it will just show as blocked out.

Reserving the Room

  • Go to the Calendar screen in Outlook and review the meeting room calendar(s) to determine which meeting room is available. (See Viewing Room Availability section above for more instructions on how to do this.)
  • Once availability has been identified and the room selected, unselect all calendar room and reselect the personal calendar is selected (the personal calendar is the only calendar that should be selected at this point)
  • Click New Meeting (Windows for Outlook) or Meeting (Windows for Apple) in the ribbon
    • A new meeting invite will open
      • Select the date and time for the meeting
      • Enter Title
      • Enter Recipients being invited and include the meeting room desired by entering the email associated (see table at the beginning of instructions).
      • Click send to send the calendar invite to all meeting participants (including the meeting room added – please make sure only one meeting room is present before sending)
    • A meeting confirmation will be sent by the meeting room if the room was available for that date and time.
    • If a “declined” meeting invite is received for the meeting room this means that someone booked that meeting room for that specific date for some or all the time that was selected. If the meeting room calendar is reviewed prior to sending the invite, this should not happen. 

 

Viewing  Room Availability and Reserving a Room Using Scheduling

It is not necessary to add the calendars to Outlook for this method

  • View the Calendar screen in Outlook (make sure the personal calendar under My Calendars is selected and no others)
  • Click New Meeting (Outlook for Windows) or Meeting (Outlook for Apple) in the ribbon
    • A new meeting invite will open
      • Select the date and time for the meeting
      • Enter Title
      • Enter Recipients being invited and include any/all meeting room(s) emails to review availability for (see table at the beginning of instructions).
  • Click Scheduling Assistant (Outlook for Windows) or Scheduling (Outlook for Apple) in the ribbon

 


  • It will now show the availability of everyone (the calendars of the meeting rooms included as well as the calendar(s) of the other meeting participants put into the recipients list)

  • Any colored section like above will mean the room is reserved for that time (or a participant isn’t available).
    • If only one room was reviewed, and the time originally selected is not available a new time when the room, and other meeting invitees, are available can be selected at the top.
    • If multiple rooms were selected, once the room is identified that can fit the scheduled time for the meeting, the other rooms can be removed from the list of email addresses, and they will disappear from the schedule.
  • At this point, if the room is available and all meeting recipients have been added, the room can be booked, and the meeting invite sent to all participants by clicking the “Send” button.
    • Make sure to remove any additional meeting rooms originally added and reviewed so that only ONE meeting room is on the invite.
    • A meeting confirmation will be sent by the meeting room if the room was available for that date and time.
    • If a “declined” meeting invite is received for the meeting room this means that someone booked that meeting room for that specific date for some or all the time that was selected. If the meeting room calendar as outlined above is reviewed correctly, this should not happen. 


Change History

Version Published Changed By Comment
CURRENT (v. 10) Jan 10, 2023 05:32
v. 9 Oct 31, 2022 14:44
v. 8 Sep 07, 2022 11:34
v. 7 Sep 07, 2022 08:24
v. 6 Oct 14, 2021 13:20
v. 5 Oct 14, 2021 13:19
v. 4 Oct 14, 2021 10:34
v. 3 Oct 14, 2021 10:33
v. 2 Oct 14, 2021 09:24
v. 1 Oct 14, 2021 09:19

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