Room bookings image 2 students with a laptop

January 28, 2019, by Katherine Beers

Room bookings: a new Outlook

In Libraries, we’re always looking at ways to improve our processes, and make accessing our resources and using our space as easy as possible. Over the past few years, we’ve had a lot of feedback about our system for booking individual and group study rooms. Students have told us the system we use isn’t user friendly, and that the interface is outdated. In response to this, from Monday 4 February we’ll be changing how you can book rooms in our libraries. 

Bookings will no longer be made via NUsearch. Instead, you’ll be able to book rooms using your University Outlook Calendar. This is the same system as the one being successfully used in the Teaching and Learning Building. 

As in the Teaching and Learning Building, the new system is designed to be self-managing. This means that you won’t have to go through us to get your room booked or access it. There will be no need to collect any keys from the lending desk (unless you want a key, in which case please do ask). 

What to do from Monday 4 February onwards

So, how do you book a room? Using your own device, you simply:

  1. Go to your University Office 365 Calendar
  2. Click on New or the + sign on your phone
  3. Add a title to your event e.g. ‘Library Study Group’
  4. Invite attendees if you want
  5. Add a date and time
  6. Leave Repeat as ‘Never’ (repeat bookings will be declined)
  7. Go to ‘Add room or location’
  8. Rooms are listed by ‘Campus-Building-Room’ e.g. UP-HALLWARD-B324
  9. Click on ‘Add room’ – this will bring up a room list.
  10. Click ‘Choose new room list’ to select the library you would like to book e.g. UP-HALLWARD-Student
  11. This will bring up a list of available rooms
  12. Select the available room that you’d like to book
  13. Click ‘Send’
  14. You will then get an email to let you know whether your request to book has been accepted or declined. Please make sure that you check for this email as this will act as confirmation that you have booked the room.
  15. The title that you’ve put for the meeting, along with your name, will appear in the room calendar.

That’s it – your room is booked! If you get to your room and someone else is using it, simply go to your Outlook Calendar and show them that your name is on the booking to prove that you have the room booked. Staff will be on hand if you need any support with this.

A PDF downloadable version is available here: How to book a library room using your University Outlook Calendar.

We appreciate that this is a new system. You may have questions, and you may need some help and support from us. As always, our Library staff are on hand to support you and to help you to make your booking if you are struggling. 

The small print 

 There are a few important things you need to know about the new system: 

  •  You can book a room for up to three hours. 
  • If you want to plan ahead you can book up to two weeks in advance. 
  • Because we want this system to be as fair as possible, you can only have one live booking at any one time – that means you can’t book multiple rooms in advance. And can only book another room once your booking has taken place. 
  • This booking system will not apply to Assistive Technology Rooms (ATRs) or rooms with multiple PCs in George Green library. Should you wish to book an ATR, please ask at the lending desk. Rooms with multiple PCs in George Green library are non-bookable. Centrally timetabled rooms can be booked via the central booking system.

Go forth and book rooms! 

We’re excited by this change and we hope you like the new system. We are always looking to improve our services, and we are always grateful for feedback on how you find this new system. If you’d like to find out more about the new system, or need some help, visit Library help and support, or speak to one of our staff. 

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