Office 365 Migration

Room Reservations and Vacation Calendars

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Room & Vacation Calendars

AKA Resource Calendars

conf-cal-(1).pngIn Office 365, "Resources" (e.g., meeting/conference rooms, audio-visual equipment, vacation calendars, project calendars) can have accounts just like any other user. The whole campus can schedule an appointment and include the resource just like any other user! The resource will automatically accept in most cases ( some rooms will require your invitation to be approved ). You will be able to add the resource calendars to your calendar view in Office 365, but you can see the resource’s availability in your appointment request just like your other attendees.

This helps you keep track of the resource and who's using it at any given time. There are some added benifits with automatic actions around NetID groups so you can limit who sees, schedules, and even who edits a resource calendar.

Visit our How-To page for information on the basics of calendars!

Importaint: for Conference Rooms, Please include your contact information the the "Location" field after you add the room. This way people can contact you about your appointment (and in the future you can contact others about their appointments )

 

Types of Resources

In Office 365 there are profiles for people that have mail, calendar and contact elements, there are also profiles for entities that can be scheduled just like people. These entities are called Resources, there are Room Resources, Schedule Resources, and Asset Resources.


Room Resources ( Room Calendar is the calendar of a Room Resource) are profiles associated with physical locations like conference rooms or sports fields. You can schedule a room by including it in your appointment.

Schedule Resource. Schedule Resources are often used for Vacation Calendars, but can also be used for front desk schedules or other communal calendar that is not necessarily a physical location.

Asset Resources can be used to schedule items. UWB IT has not provisioned assets from UW IT in Seattle. But you can!  if you need help creating an Asset Resource contact us at uwbit@uw.edu.

What Resource Calendars are in Office 365?

  Public Folder

Room Resource Name

\_Conference Room Calendars_\Availability Discovery Hall 352F

UWB.Conference Room DISC-352F

Editors:

  • Alexis Mary Menth
  • Annelie Arthursson
  • Annie Brelsford
  • Christine Cannan
  • Christine Howard
  • Eileen Harasimowicz
  • Jacinta Ritchie
  • Janet McDaniel
  • Janet Wilt
  • Kathleen Burns
  • Larry Burris
  • Lisa Nguyen
  • Lorrie Cain
  • Lynette Vega
  • Samantha Vengroski
  • Taraneh  Guidry
  • Therese Grant

Information:

Contact UWBSTEM@uw.edu 
 

Meeting Coordinator is responsible for:

  • Meeting reservations - provide contact name, phone number, type of meeting and number of attendees

  • Cancelling reservations

  • Arranging special needs, such as audio-visual, catering, parking, etc.

  • Clean up, pack up

  • If you are having food, please pack up your trash and place it in the containers provided

  • Returning room to original furniture set up

 

Department Owner is responsible for:

  • Giving 1 week prior notice before bumping a meeting

  • Maintaining calendar

 
* NOTE:
  • Discovery Hall building hours are 8am – 5pm, Monday – Friday.  Meetings scheduled outside of building hours will require access coordination with UWB Security.

  • If you require technical support please contact Information Technology (uwbit@uw.edu).

 

\_Conference Room Calendars_\Availability Discovery Hall 452F

UWB.Conference Room DISC-452F

Editors:
  • Annelie Arthursson
  • Annie Brelsford
  • Cheryl Duncan
  • Christine Cannan
  • Christine Howard
  • Eileen Harasimowicz
  • Jacinta Ritchie
  • Janet McDaniel
  • Janet Wilt
  • Kathleen Burns
  • Larry Burris
  • Lisa Nguyen
  • Lorrie Cain
  • Lynette Vega
  • Samantha Vengroski
  • Taraneh  Guidry
  • Therese Grant

Information:

Contact UWBSTEM@uw.edu

Meeting Coordinator is responsible for:
  • Meeting reservations - provide contact name, phone number, type of meeting and number of attendees

  • Cancelling reservations

  • Arranging special needs, such as audio-visual, catering, parking, etc.

  • Clean up, pack up

  • If you are having food, please pack up your trash and place it in the containers provided

  • Returning room to original furniture set up

 

Department Owner is responsible for:

  • Giving 1 week prior notice before bumping a meeting

  • Maintaining calendar

 
* NOTE:
  • Discovery Hall building hours are 8am – 5pm, Monday – Friday.  Meetings scheduled outside of building hours will require access coordination with UWB Security.

  • If you require technical support please contact Information Technology (uwbit@uw.edu).

\_Conference Room Calendars_\Availability Husky Hall 1160

UWB.Conference Room HH-1160

Editors:

  • Anna Cooper
  • Heidi Norbjerg
  • Jill Orcutt
  • Kelly Betts
  • Nicolette Hornbeck
  • Susan Smith
  • Therese Grant
  • Tracy Lyons

Information:

For Reserve Instructions Visit Calendar Basics Page

Meeting Coordinator is responsible for:
  • Meeting reservations - provide contact name, phone number, type of meeting and number of attendees

  • Cancelling reservations

  • Arranging special needs, such as audio-visual, catering, parking, etc. (for technical support contact IT at uwbit@uw.edu) 

  • Clean up, pack up (HH Multi-Purpose Room is not supported by UWB Facilities Services)

  • If you are having food, please pack up your trash and place it in the containers provided

  • Returning room to original furniture set up – see posted diagram

  • Any additional furniture required must be provided by an outside vendor

  • Maximum occupancy is 82

  • Access to room 1160B / UWave Radio must be maintained at all times.

 

Department Owner is responsible for:

  • Giving 1 week prior notice before bumping a meeting

  • Maintaining calendar

 

* NOTE: 

  • Husky Hall building hours are 8am – 6pm, Monday – Friday.  Meetings scheduled outside of building hours will require access coordination with UWB Security.

  • Husky Hall is not supported by UWB Facility Services, so you will need to reserve additional furniture from an outside vendor.  

  • If you require technical support please contact Information Technology (uwbit@uw.edu).  Please understand that IT support for the existing presentation technology (as well as any additional requested equipment) might take additional time due to distance and travel time.

 

\_Conference Room Calendars_\Availability Husky Hall 1160A

UWB.Conference Room HH-1160A

Editors:

  • Anna Cooper
  • Heidi Norbjerg
  • Jill Orcutt
  • Kelly Betts
  • Nicolette Hornbeck
  • Susan Smith
  • Therese Grant
  • Tracy Lyons

Information:

 
Meeting Coordinator is responsible for:
  • Meeting reservations - provide contact name, phone number, type of meeting and number of attendees

  • Cancelling reservations

  • Arranging special needs, such as audio-visual, catering, parking, etc. (for technical support contact IT at uwbit@uw.edu) 

  • Clean up, pack up (HH Multi-Purpose Room is not supported by UWB Facilities Services)

  • If you are having food, please pack up your trash and place it in the containers provided

  • Returning room to original furniture set up – see posted diagram

  • Any additional furniture required must be provided by an outside vendor

 

Department Owner is responsible for:

  • Giving 1 week prior notice before bumping a meeting

  • Maintaining calendar

 

* NOTE: 

  • Husky Hall building hours are 8am – 6pm, Monday – Friday.  Meetings scheduled outside of building hours will require access coordination with UWB Security.

  • Husky Hall is not supported by UWB Facility Services, so you will need to reserve additional furniture from an outside vendor.  

  • If you require technical support please contact Information Technology (uwbit@uw.edu).  Please understand that IT support for the existing presentation technology (as well as any additional requested equipment) might take additional time due to distance and travel time.

 

\_Conference Room Calendars_\Reserve Discovery Hall 464

UWB.Conference Room DISC-464

Editors:

  • Annie Brelsford
  • Jacinta Ritchie
  • Lexi Menth
  • Lorrie Cain
  • Therese Grant

Meeting Coordinator is responsible for:

  • Meeting reservations - provide contact name, phone number, type of meeting and number of attendees

  • Cancelling reservations

  • Arranging special needs, such as audio-visual, catering, parking, etc. 

  • Clean up, pack up 

  • If you are having food, please pack up your trash and place it in the containers provided

  • Returning room to original furniture set up

Department Owner is responsible for:

  • Maintaining calendar

 

* NOTE: 

  • This is a multi-purpose room and on a first come first serve basis. 

  • Discovery Hall building hours are 8am – 5pm, Monday – Friday.  Meetings scheduled outside of building hours will require access coordination with UWB Security.

  • If you have an appointment from the old calendar you need to remake send an email with the meeting time and subject to uwbit@uw.edu and request the old appointment be deleted. 

 
 

\_Conference Room Calendars_\Reserve Husky Hall 1110

UWB.Conference Room HH-1110

Editors:

  • Amy Van Dyke
  • Susan Smith
  • Therese P. Grant

Information:

General Usage Guidelines
Meeting Coordinator is responsible for:
  • Meeting reservations - provide name and phone number

  • Cancelling reservations

  • Arranging special needs, such as audio-visual, catering, etc.

  • Clean up, pack up

  • If you are having food, please pack up your trash and place it in the large trash cans located in the Vistas or Common Areas

  • Return room to original set up

 
Department Owner is responsible for:
  • Give 1 week prior notice before you bump a meeting

  • Maintaining calendar

 
NOTE: Meetings scheduled outside of building hours will require access coordination with Campus Safety.
 
 

\_Conference Room Calendars_\Reserve Husky Hall 1431

UWB.Conference Room HH-1431

Editors:

  • Amy Van Dyke
  • Susan Smith
  • Therese P. Grant

General Usage Guidelines

Meeting Coordinator is responsible for:

  • Meeting reservations - provide name and phone number

  • Cancelling reservations

  • Arranging special needs, such as audio-visual, catering, etc.

  • Clean up, pack up

  • If you are having food, please pack up your trash and place it in the large trash cans located in the Vistas or Common Areas

  • Return room to original set up

 

Department Owner is responsible for:

  • Give 1 week prior notice before you bump a meeting

  • Maintaining calendar

 

NOTE: Meetings scheduled outside of building hours will require access coordination with Campus Safety.

 

\_Conference Room Calendars_\Reserve Husky Hall 1451

UWB.Conference Room HH-1451

Editors:

  • Amy Van Dyke
  • Susan Smith
  • Therese P. Grant

Information:

General Usage Guidelines
Meeting Coordinator is responsible for:
  • Clean up, pack up

  • Arranging special needs, such as audio-visual, catering, etc.

  • Cancelling reservations

  • Meeting reservations - provide name and phone number

  • If you are having food, please pack up your trash and place it in the large trash cans located in the Vistas or Common Areas

  • Return room to original set up

 
Department Owner is responsible for:
  • Give 1 week prior notice before you bump a meeting

  • Maintaining calendar

 
NOTE: Meetings scheduled outside of building hours will require access coordination with Campus Safety.
 

\_Conference Room Calendars_\Reserve UW1 -103 (Student Affairs)

UWB.Conference Room UW1-103 Student Affairs

Editor:

  • Dorothy Baumgartner
  • Emily Christian
  • Therese P. Grant

Conference Room Phone:  425-352-3695

 (contact person:  Dorothy Baumgartner 2-3365)

Room Capacity:  55 (chairs with no tables), 25 (chairs with tables) 

TO RESERVE A ROOM: You may make a reservation for a meeting if the time is available. You MUST include your name and extension. The Room Administrator reserves the right to cancel any reservation that does not have contact information.

If you are interested in scheduling a recurring meeting or event, please contact the Room Administrator.

 

 

Room 103 is a resource/conference room for the Student Success Center. First priority for Room 103 will be given to the following:

  1. SSC Events or Meetings

  2. UW Bothell Internal Events

  3. External Events

In the case of a competing SSC event, the first scheduled event will be given priority.

In 2009, the room was placed on the campus outlook meeting room directory, and any department on campus is able to check availability and reserve time in this conference room.  When the SSC has an event that requires Room 103, and the time and date conflicts with another departments reserved time, SSC may bump another department or group from this room.  If the timeframe is less than one week prior to the meeting, please make every effort to find a room where the bumped group may meet.  If the timeframe is more than one week prior to the meeting, it is necessary to alert the group so they may find another room. 

  • Please alert the Welcome Desk of any scheduling changes, so they may help refer meeting members when a room is changed.

  • Any required usage of audio/visual equipment beyond what is currently available in the room, must be made well in advance with the Media Center. 

  • Hanging items on the walls or ceiling is prohibited, unless approval is given in advance SSC management. 

  • Plan to arrive in time to arrange the room to your specifications. The chairs and tables are easily moved. Please return the furniture to its original position.

  • Any Group or meeting choosing to offer food as part of their gathering in Room 103 are responsible to clean up the room (removing the garbage, washing tables as needed) so it is clean and presentable for the next meeting.

NOTE: Meetings scheduled outside of building hours will require access coordination with Campus Safety.

 

\_Conference Room Calendars_\Reserve UW1 -211B (Nursing)

UWB.Conference Room UW1-211B Nursing

Editor:

  • Amy Van Dyke
  • Michelle Darci
  • Norma Perez
  • Rita Johnson
  • Therese Grant

Information:

General Usage Guidelines
Meeting Coordinator is responsible for:
  • Meeting reservations - provide name and phone number

  • Cancelling reservations

  • Arranging special needs, such as audio-visual, catering, etc.

  • Clean up, pack up

  • If you are having food, please pack up your trash and place it in the large trash cans located in the Vistas or Common Areas

  • Return room to original set up

  • Maximum occupancy is 24

 
This room is available during the Nursing & Health Studies office hours;
Monday – Friday,  8:00 am to 4:00 pm
 
This conference room does not have an exterior door, therefore, no classes can be held at this location after hours.
 
Department Owner is responsible for:
  • Give 1 week prior notice before you bump a meeting

  • Maintaining calendar

 

\_Conference Room Calendars_\Reserve UW1 -361 (Business)

UWB.Conference Room UW1-361 Business

Editors:

  • Marci L. Myers
  • Steve Holland
  • Therese P. Grant

Information:

General Usage Guidelines
Meeting Coordinator is responsible for:
  • Meeting reservations - provide name and phone number

  • Cancelling reservations

  • Arranging special needs, such as audio-visual, catering, etc.

  • Clean up, pack up

  • If you are having food, please pack up your trash and place it in the large trash cans located in the Vistas or Common Areas

  • Return room to original set up

 
Department Owner is responsible for:
  • Give 1 week prior notice before you bump a meeting

  • Maintaining calendar

 
NOTE: Meetings scheduled outside of building hours will require access coordination with Campus Safety.
 

\_Conference Room Calendars_\Reserve UW1 -370 (CSS)

UWB.Conference Room UW1-370 CSS

Editors:

  • Jacinta Ritchie
  • Janet McDaniel
  • Kathleen Burns
  • Megan Jewell
  • Therese P. Grant

Information:

General Usage Guidelines
Meeting Coordinator is responsible for:
  • Meeting reservations - provide name and phone number

  • Cancelling reservations

  • Arranging special needs, such as audio-visual, catering, etc.

  • Clean up, pack up

  • If you are having food, please pack up your trash and place it in the large trash cans located in the Vistas or Common Areas

  • Return room to original set up

 
Department Owner is responsible for:
  • Give 1 week prior notice before you bump a meeting

  • Maintaining calendar

 
NOTE: Meetings scheduled outside of building hours will require access coordination with Campus Safety.
 

\_Conference Room Calendars_\Reserve UW2 -327

UWB.Conference Room UW2-327

Editors:

  • Therese P. Grant

Information:

General Usage Guidelines
Meeting Coordinator is responsible for:
  • Meeting reservations - provide name and phone number

  • Cancelling reservations

  • Arranging special needs, such as audio-visual, catering, etc.

  • Clean up, pack up

  • If you are having food, please pack up your trash and place it in the large trash cans located in the Vistas or Common Areas

  • Return room to original set up

 
Department Owner is responsible for:
  • Give 1 week prior notice before you bump a meeting

  • Maintaining calendar

 
NOTE: Meetings scheduled outside of building hours will require access coordination with Campus Safety.
 

\_Conference Room Calendars_\Reserve UWBB 216

UWB.Conference Room UWBB-216

Editors:

  • UWBBHelp@uw.edu
  • Cindi Pan
  • Drew McCutchen
  • Helen Alarcon
  • Marci Myers
  • Michael Domar
  • Nicolette Hornbeck
  • Pam McGrath
  • Rachel Phillips
  • Therese Grant
  • TJ MacPherson

Information:

General Usage Guidelines

Meeting Coordinator is responsible for:

  • Meeting reservations - provide name and phone number

  • Cancelling reservations

  • Arranging special needs, such as audio-visual, catering, etc.

  • Clean up, pack up

  • If you are having food, please pack up your trash and place it in the large trash cans located in the Vistas or Common Areas

  • Return room to original set up

 

Department Owner is responsible for:

  • Give 1 week prior notice before you bump a meeting

  • Maintaining calendar

 

* NOTE: 

  • UWBB office hours are 8:00 a.m. to 5:00 p.m. Monday – Friday.  Meetings scheduled outside of business hours will require access coordination with UWB Campus Safety.

  • UWBB is not supported by UWB Facility Services, so you will need to reserve additional furniture from an outside vendor.  

  • If you require technical support please contact Information Technology (uwbit@uw.edu).  Please understand that IT support for the existing presentation technology (as well as any additional requested equipment) might take additional time due to distance and travel time.

 

\_Conference Room Calendars_\Reserve UWBB 276

UWB.Conference Room UWBB-276

Editors:

  • Christine Howard
  • Therese P. Grant

Information:

General Usage Guidelines
Meeting Coordinator is responsible for:
  • This resource will be discontinued on July 11th 2016

  • Meeting reservations - provide name and phone number

  • Cancelling reservations

  • Arranging special needs, such as audio-visual, catering, etc.

  • Clean up, pack up

  • If you are having food, please pack up your trash and place it in the large trash cans located in the Vistas or Common Areas

  • Return room to original set up

 
Department Owner is responsible for:
  • Give 1 week prior notice before you bump a meeting

  • Maintaining calendar

 
NOTE: The conference room is available during regular business hours of 9:00am to 5:30pm.
 

\Business\The Dean's Office Calendar

UWB.Business Deans Office

Editor:

  • Pam McGrath
  • rachel Phillips
  • Yolanda Watson
  • Marci Myers
  • Drew McCutchen
 

\CSS\Reserve UW1-302

UWB.CSS UW1-302

Editors:

  • Chinami Wirth
  • ELLIS Z. ZHUANG
  • Chris J. Fox
  • David Guenther
 

\CSS\Reserve UW1-321

UWB.CSS UW1-321

Editors:

  • ELLIS Z. ZHUANG
  • Chris J. Fox
  • David Guenther
 

\IAS\IAS "Game Room"

UWB.IAS Game Room

Editors:

  • Simone Willynck
  • Rachel Foote
  • Bill Humphreys

Information:

For IAS only.

\IAS\Student Appointments

UWB.IAS Student Appointments

Editors:

  • Rachel Foote
  • Jung Lee
  • Simone Willynck
  • Jessica Trenkamp
  • Erica Spencer
  • Lindsey McBride

Information:

For IAS only.

\Information Technologies\LBA-204A Conference Room

UWB.IT Conference Room LBA-204A

Editors:

Information:

For IT only.

\Information Technologies\Leave Calendar

UWB.IT Leave

Editors:

Information:

For IT only.

\Library\Calendars\Library Dates Calendar

UWB.Library Dates

Editors:

 

 

Information:

For Library only.

\Library\Calendars\UWB/CCC Library Vacation Calendar

UWB.Library Vacation

Editors:

 

 

Information:

For Library only.

\Student Success\Assistant Career Advisors

UWB.SSC Assistant Career Advisors

Editors:

Information:

For Student Success Center

\Student Success\CBLR Student Assistants

UWB.SSC CBLR Student Assistants

Editors:

Information:

For Student Success Center

\Student Success\Disability Student Assistants

UWB.SSC Disablility Student Assistants

Editors:

Information:

For Student Success Center

\Student Success\Merit Scholarship Assistants

UWB.SSC Merit Scholarship Assistants

Editors:

Information:

For Student Success Center

\Student Success\SSC Reception Desk

UWB.SSC Reception Desk

Editors:

Information:

For Student Success Center

\Student Success\SSC UW1 - 161 (IDEA)

UWB.SSC UW1-161

Editors:

Information:

For Student Success Center

\Student Success\Study Abroad Student Assistants

UWB.SSC Study Abroad Student Assistants

Editors:

Information:

For Student Success Center

\Student Success\Undergraduate Research Assistants

UWB.SSC Undergraduate Research Assistants

Editors:

Information:

For Student Success Center

\Student Success\Veterans Student Assistants

UWB.SSC Veteran Student Assistants

Editors:

Information:

For Student Success Center

\Student Success\Welcome Desk SA Schedule

UWB.SSC Welcome Desk SA

Editors:

Information:

For Student Success Center

 

What if my calendar isn't listed?

You can always request a Resource Calendar. Previous Public Folder calendars are backed up to .pst files that can be imported into New Resource Calendars requested from UW IT or personal calendars you can create in Office 365. 

How to request a New Calendar Resource?

There are a couple was to create a calendar, the current "Resource Calendars" are meant for more campus-wide general-use perposes, for smaller groups we reccomend creating an Office 365 enabled Shared NetID and using it's calendar.

Keep in mind: Microsoft wants you to schedule everything thru invites in Office 365. Directly editing calendars is discouraged regardless of the method below you choose and can result in errors.

If you want to create a calendar for only a small group of people or department, a shared NetID that has been Office 365 enabled is reccomended ( and by far easier ). More information on Shared NetID. You can contact UWB IT to enable the Shared NetIDs in Office 365. Tip: only use the NetID's primary calendar. Secondary calendars have proven to be troublesome. 

If you would like a Resource calendar created, there are some benefits that help with having a resource that is scheduled often, by a lot of people. the Resource Calendars by default will auto-accept every appointment it is invited to, provided the time on it's calendar is free. The calendar will have two NetID groups attached to it, one for editors and one for the optional case of limiting the calendar to a set of authorised people able to make appointments. People can be added to the groups by using the NetID group website https://groups.uw.edu/ , If you don't feel comfortable adding users to the groups using this interface, using a Shared NetID may be easier to use. 

Who has permissions to the calendars?

A list of calendars and their editors can be found above under What Resource Calendars are in Office 365?

Two  NetID groups are attached to each Resource Calendar. One for editors and one for the optional case of limiting the calendar to a set of authorised people able to make appointments. People can be added to the groups by using the NetID group website https://groups.uw.edu/ , If you don't feel comfortable adding users to the groups using this interface, using a Shared NetID may be easier to use.

 

How are Public Folders changing?

Public Folders is no longer in use. Please use the new Room Resource Calendars to book conference rooms or view any other calendars prveiously hosted in Public Folders.

Public Folders have been traditionally used for Vacation & Room Calendars. You would create your meeting or put your vacation on your personal calendar then you would have to go to the public folder and make a separate appointment on the Vacation Calendar or Conference Room Calendar. Room and Vacation calendars that were in use in Public Folders have been migrated into Office 365 into their own account, much like yours and mine.