Booking Conditions for Teaching Rooms
General conditions for all room bookings are detailed below. In addition, please see the following list of specific conditions applicable to certain areas on campus;
Food and Drink - updated conditions
No food or drink is allowed in teaching sessions, except for bottled drinking water. Additionally, no food and drink should be consumed in any lecture theatres or PC rooms without the prior agreement of the local Facilities Manager.
In other rooms, food and drink can be delivered by Cucina for use during meetings. It is the responsibility of the person making the booking to ensure that the room is left tidy and that arrangements have been made for Cucina to collect used crockery, rubbish, etc. Charges for cleaning may apply if this rule is disregarded.
PC Rooms
When a classroom is booked for teaching, access is at the discretion of the lecturer concerned. The University encourages teaching staff to admit students to use free machines, but they are not obliged to do so. If the lecturer feels it is inappropriate to allow general access, this decision should be respected. Students working in a classroom while teaching is under way should take care not to disrupt any presentations with conversations.
If the lecturer does not wish to allow general access a notice should be put on the door explaining the reasons why.
Fire Safety
In the event of fire alarm (a continuous bell or siren will sound) you must evacuate the building. Please alert your course participants at the start of the course to the fire exit(s) from the room and the appropriate assembly point or nearest safe refuge. All rooms have notices displaying this information.
Should you discover a fire, please sound the alarm by breaking the nearest "break glass" point, or telephone the emergency number 3333. On leaving the room, please ensure that all doors and windows are closed. Only use the correct fire extinguishers if it is safe to do so.
Health and Safety
In the event of an accident or sudden illness please contact the nearest First Aider; details of qualified staff are available from Reception. In cases of emergency call internal extension 3333 of if in doubt call an ambulance on (9) 999. It will also be necessary for a University Accident/Injury Report to be completed and sent to appropriate staff.
Personal Belongings
The University of York does not accept responsibility for any loss or damage to personal belongings. The Porters will be pleased to lock a meeting room if it is vacated, for example, during a meal break.
Smoking
Smoking is not allowed in any centrally timetabled room.
Telephone
Unless prior arrangements are made, telephones in meeting rooms should only be used for making and receiving internal calls. Public telephones are located at various points throughout the University.
Users will not be able to make external calls unless prior arrangements have been made with Telephony. Please give at least one week's notice when requesting changes to telephone set-ups.
Toilets
Please ensure that participants are aware of the toilet facilities in the building; toilet facilities for people with disabilities are available on campus.
Facilities
If there are problems with any of the facilities in the room please report them to the Porters, or for faulty AV equipment to Audio Visual on ext 3033/3035. In most cases pens/writing, chalk, blackboard, whiteboard, remote control for projectors, wood and laser pointers, spare OHP's, slide projectors, flipcharts etc can be obtained from Reception/Porters if required. OHPs and screens are usually standard; additional equipment should initially be booked via the web.
Rooms
Usage will be checked on a regular basis and your assistance would be appreciated. Room capacities are fixed to ensure that the University of York complies with Health And Safety Regulations. Organisers and lecturers must, at all times, adhere to these regulations to ensure the safety of all users of the building.
Furniture
Furniture is arranged in a set format in term time, unless prior arrangements have been made for a different style. Furniture should, therefore, be left as it is or returned to its original style. Please see the room layout on the wall in each room. Rooms should be left clean and tidy after use.
Changes to Classroom Layouts
Furniture layouts are fixed. It may be possible for alternative layouts to be made in exceptional circumstances. In such cases, porters will take the following into consideration:
- Has the person asking for a different layout tried to book a room that already has this layout as standard?
- Has at least 2 weeks notice been given? (porters need notice in order to fit moves into their work schedule)
- Is the room booked immediately before and after the booking? (porters need to allow time for them to get in to move the furntiure)
- Are there any special circumstances relating to the booking?
Blackboards and Whiteboards
Please can all staff ensure that they clean the blackboard or whiteboard at the end of their lecture or seminar. This then leaves the board ready for use by the next group into the room.
Contact Numbers: Reception/Porters can be contacted as follows:
| Reception | Contact Number |
|---|---|
| Alcuin Porters | 3300 |
| Biology Reception - enquiries only | 8500 |
| Chemistry Porters | 2529 |
| Derwent Porters | 3500 |
| Environment (Vanbrugh Porters) | 3200 |
| Goodricke Porters | 5100 |
| Grimston House (Vanbrugh Porters) | 3200 |
| James | 3100 |
| Langwith | 3400 |
| Physics | 2280 |
| Seebohm Rowntree Building Reception | 3300 |
| Vanbrugh | 3200 |
| Wentworth | 3000 |
| Security | 4444 |
| Timetabling/Room Bookings | 4041 |
| Emergency | (0800 43)3333 |
| Information Centre | 2222 |