School of Medicine
Faculty of Health Sciences Queen's University
 

Room Booking Policy

Room Booking Policy

Principles

To optimize the effective management and use of the learning space in the School of Medicine Building:

  1. The primary commitment is to support the delivery of the Undergraduate Medical Education ensuring that students are taught in the most appropriate learning environment.
  2. The secondary commitment is to support all other Faculty of Health Sciences activities including administrative, student groups and staff/faculty activities.
  3. The final commitment is to support University groups outside the Faculty of Health Science for a limited range of activities.

Bookings

All lecture theatres/halls and their attached Atriums are not available for booking between 8:30 am and 5:30pm Monday to Friday.

  1. The core teaching day for the Undergraduate Medical Education program is from 8:30 am to 5:30pm, Monday to Friday. (see http://meds.queensu.ca/education/undergraduate/current_students/sessional_dates for sessional dates)
  2. The Undergraduate Medical Education Clinical Education Centre is operational Monday and Wednesday 8:00am to 7:00pm, Tuesday and Thursday 8:00am to 6:00pm and Friday 8:00 am to 4:00pm from August 1st to June 30th (closed during the month of July).
  3. All Undergraduate Medical Education academic bookings have priority over all other requests.  Other requests will only be considered and confirmed after Undergraduate Medical Education academic bookings have been finalized.  Only in exceptional circumstances will teaching bookings not have priority over all other events: events deemed to take precedence over teaching bookings must be approved by the Associate Dean of Undergraduate Medicine.
  4. All teaching and teaching related bookings must be addressed to the Curricular Coordinator assigned to the curricular year for which the event is associated.  Bookings by the Curricular Coordinators have precedence over all the centrally booked rooms during the academic year and within the hours of the core-teaching day.
  5. Teaching slots should finish by 10 minutes before the end of the booked time to allow students and staff sufficient time to move between teaching locations.
  6. Undergraduate Medical Education Students have unlimited access to small group rooms and they required to sign in to these rooms using the Room Booking System. Students may be asked to vacate a room in the event it has been booked.
  7. All non-teaching and external bookings REQUIRE the completion of this Room Booking Request Form and send an electronic copy to: nmb.administration@queensu.ca
  8. No bookings will be accepted by phone.
  9. Written confirmation of all bookings will be sent via email: staff and students must consider that bookings are not confirmed until written confirmation is received.
  10. There is no guarantee that a preferred room will be available for chosen timeslots.  Please ensure that you have received written confirmation of your booking before confirming venues with attendees.
  11. Annual events must be booked and confirmed in writing every year: bookings will not carry over from one year to the next.
  12. Rooms must be returned to their original configuration ready for the next occupants.  A fee will be charged back to the person booking the space in the event repairs or extra custodial services are required following an event.

All lecture theatres/halls and their attached Atriums are not available for booking between 8:30 am and 5:30pm Monday to Friday.