Room and Resource Booking

IET provides support for Room and Resource Booking services at the University. This service is divided into two distinct areas, each governed by separate software packages. Rooms identified as academic rooms must be booked via the Admissions department. These rooms are booked for instructional purposes first and then remaining space is made available for bookings that are not a part of course delivery. Other, non-academic, rooms such as the conference centre, library meeting rooms, general meeting rooms and common spaces, are booked via an online Room Booking system accessible on the Kwantlen intranet.

Courses/sections information from Banner, the Student Information System, can be imported into the schedule database either in batch or online mode. The user then assigns rooms, either manually or via an optimizer, to the courses/sections based on the criteria (room type, room features, region, building and/or room) defined for the subject, course and/or instructor. Courses/sections with assigned rooms are then exported and updated back to Banner.

The Academic room booking is currently using the server-client version for both academic scheduling and event scheduling. Users will need client installation on their workstation in order to access this system.

Library meeting rooms can be booked by students using the Library Room Booking function from the Library website. Library resources technicians manage this database.

Eligibility

• Non-academic room booking is available to Kwantlen Polytechnic University employees via the Kwantlen intranet site.
• Academic room booking as a service is offered through the Scheduling department in the Student Services division.
• Library room booking is available to enrolled students.

IET Responsibilities

• Perform all Server Management tasks related to the servers upon which this service runs.
• Perform all Disk Management tasks related to the servers upon which this service runs.
• Perform all Back-up and Recovery service tasks related to the server upon which this service runs.
• Perform all Application Development and Maintenance tasks related to this service to ensure the application is operating in an optimal state and continues to meet business requirements.
• Ensure that intranet connectivity is maintained.
• Report unresolved incidents to the vendor, track the incident status and keep the end-users informed.
• Record related inquiries and assign each a unique tracking number.
• Assign all inquiries a service priority.

Customer Responsibilities

• Report any problems or requests relating to this service to the IET service desk
  
  by web: IET Self Service
  by email: ServiceDesk@kwantlen.ca
  by phone: 604-599-2116 option 3
  
  
• Ensure that the username & password information is kept private.
• Become familiar with how to correctly use this service.
• Review and track the status of submitted requests by logging into the IET Self Service.
• Arrange funding for any specialized software requests.

Support Hours

07:30 – 20:00 weekdays excluding university holidays
Online support materials available 24 x 7

IET Regular Weekly Downtime Window. 

The downtime window is 5pm Saturday to 10am Sunday, the period of time during the week when usage of the Kwantlen systems and network resources are at the lowest.  IET will aim to schedule most minor system changes during the window thereby minimizing disruptions.  The window will be superseded if critical Kwantlen activities (e.g. web registration deadline) occur at the same time. IET will notify the Kwantlen community of all downtimes through the NoticeBoard.