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These processes are for departmental meetings and conference rooms only. Requests involving classrooms (GUG 204, 218, and 220), times and locations for exams, or any items involving the UW Time Schedule can be directed to the Academic Services staff.
A&A faculty and staff (including TAs) may reserve spaces for meetings between 8am – 6pm weekdays, except UW holidays. **
**Exception: GUG 211D may only be reserved 9am-5pm, when the front office is open. Anything outside of this requires the faculty’s written confirmation (email is fine) that they will be
present for the entire meeting
and are responsible for ensuring the front office is closed and locked when they leave.
Students (including RSOs) who would like to reserve a space must provide the name and contact information for a faculty or staff member who sponsors the reservation.
A&A students, faculty, and staff may use small collaboration spaces and GUG 305 on a drop-in basis as long as the space is not reserved. If a space is reserved, drop-ins must vacate the space once a reservation begins.
Requests for meetings will be accepted for the academic year only.
Meetings should not be longer than 2 hours each. Requests longer than 2 hours will require special approval. (Check with Kim).
A&A administration may approve special requests outside of these guidelines.
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New room reservations come into the aafrontdesk@uw.edu email from this Google Form: https://forms.gle/zgZPPhPk3GMHsTLT8
All responses to the form are automatically imported to the UW A&A Online Reservation spreadsheet.
When a request comes in:
Verify that the requested room, day, and time are available on the Google Calendar.
Create an event. Enter and double check the following:
Meeting Title
Date and Time
Correct Room is selected
Put the requestor’s name and email in the meeting notes.
‘Invite’ the requestor as a guest to the calendar event.
Send a confirmation to the requestor as written below. If this is a student request, copy the faculty/staff sponsor.Add the meeting information to the Online Room Reservations spreadsheet. Once the information is recorded on the spreadsheet, it can be deleted from the Google Form.
SUBJECT: A&A Meeting Space CONFIRMATION
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**If they decide to move forward with the recurring reservation without the dates that are unavailable, please note this in the reservation and attach a copy of the approval email to the reservation.
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*See instructions for Space Grant Suite AERB 241 below [?]