Room Policies

General

• Responsibilities of Departments and Individuals Requesting a Meeting Room

   

  All individuals using shared meeting rooms are expected to clean up after themselves. Common courtesy would include arranging tables and chairs in a suitable manner, erasing white board, picking up food items and trash, and generally leaving the rooms in an orderly condition.
  
  Please turn off projector and lights at the end of your event.
  
  Requesting departments should notify Room Scheduling immediately of any meeting cancellations, so that the room may be made available to others.
  
  Make sure you schedule all necessary set-up and breakdown time for your meetings. Due to the limited space, meetings are often scheduled "back-to-back" and you may not have the time needed to set-up or clean up after your meetings.
  
  Food is permitted in the meeting rooms. Please clean up all food immediately after your meeting. There are more specific stipulations for the Dean's Large Conference Room, Leichtag 107, and Leichtag Lobby.  These stipulations are listed in the below in the policies listed for those rooms.
  
  
  
  We cannot guarantee that white board supplies (dry-erase markers, erasers) will be available, as these items have a tendency to disappear. Bring your own to be certain you have them when needed.
• Standing Meetings

   

  Standing meetings are meetings that occur on a regularly recurring basis (i.e. weekly, monthly). Standing meetings can be made for a maximum of one year and must be renewed annually by email or Room Request form. We schedule all standing meetings on the Academic Year (July-June).
  
  We will send out a courtesy reminder to all of the clients that are currently in our database. If the contact for your standing meeting changes throughout the year and we are not notified, we cannot guarantee you will get the courtesy reminder. Even though we send out the reminder emails, it is your responsibility to make sure your meeting gets renewed for the upcoming academic year.
• Size, Duration and Frequency of Meetings

  Shared meeting space is limited and demand is high, which necessitates placing some limitations on group size, the duration and frequency of meetings, and how many meeting rooms can be reserved for a single time period by one department or individual. Requests will be considered on an individual basis taking into account concurrent activities, room availability, nature of request, and resulting inconvenience to other departments and individuals. In general, the following limitations can be applied to reservations:

  1. Group size should not exceed room capacities according to fire and safety regulations.
  2. Duration and frequency of meetings should not dominate conference room space, regardless of how early reservations are made.

  Select a room that is appropriate for the size of your group rather than for its location.

   





SOM Campus

• Liebow & Garren Auditorium Reservations

  Only UCSD staff, faculty and students with access to the BSB may reserve the auditoria after 7pm on weekdays.  All UCSD, staff, faculty and  student organizations may reserve the auditoria for weekend events pending approval from Health Sciences Room Scheduling. 

    For weekend events, the event contact must sign out keys to the BSB.  Keys can be checked out at the front service desk in the Office of Educational Computing, in MTF (Medical Teaching Facility) Rm 265, Monday through Friday, 8am-4pm.
  School of Medicine(SOM) Core Courses have priority access to the Garren and Liebow Auditoriums.  We are happy to accomodate non-SOM Core Courses in these rooms. However,  on rare ocassions we may need to relocate or reschedule your group to accomodate the needs of the School of Medicine.
• MTF Southwing Security Policy

  To maintain security and to help prevent theft in the MTF, all MTF rooms in the outer portion of the building will be kept locked during after-business hours:

  • Weekdays: before 8am or after 5pm
  • Weekends & Holidays: all day

  Individuals or groups scheduling events in MTF 168, 273, 274, and 275 that include after-business hours, will be required to lock the rooms after their event. To check out a room key, a responsible party should come to the Office of Educational Computing (EdCom), located in Room 265 of the Medical Teaching Facility building. A UCSD index number will be required as a deposit. Keys may be picked up any time 24 hours in advance of the event or the last business day for weekend or holiday events.

• Dean's Large Conference Room
  • Reservations are made only Monday – Friday between 7:00am-6:00pm
    —An index must be provided at the time of booking in the event that there are damages to the room and/or clean-up is required
    —Weekend and after-hour use is limited to building occupants only
  • Use is available to School of Medicine Dean’s Office units and Health Sciences Departments only
    —Workshops, seminars, and campus department use is not allowed
    —Room is not available for reservations by vendors or outside companies and organizations unless sponsored by a UCSD Health Sciences Department
  • If an event will be catered, please add an additional ½ hour before and after the meeting for Catering set-up and clean-up
    —Food set-up must be contained within the conference room (it is not allowed outside of the room)
    —Only light and/or boxed lunches may be provided
    —Catering prep is not allowed in the adjacent kitchen area
• Leichtag 107 Conference Room and Leichtag Lobby
  • Reservations are made only Monday – Friday between 7:00am-6:00pm
    —An index must be provided at the time of booking in the event that there are damages to the room and/or clean-up is required
    —Weekend and after-hour use is limited to building occupants only
  • Use is available to Leichtag building occupants, School of Medicine Dean’s Office Health Sciences Departments, as well as all other UCSD campus units
  • Leichtag Lobby reservations are accepted only after 4:00pm start-time, but not after 5:00pm start time
  • If an event will be catered, please add an additional ½ hour before and after the meeting for Catering set-up and clean-up
    —Food set-up must be contained within the conference room (set-up is not allowed outside of the room)
• EdCom Computer Lab

  The EdCom Computer Lab has 30 computers available for UCSD School of Medicine classes. EdCom approval is required for any group that wishes to use the EdCom Computer Lab. To obtain approval, please call 858-534-4123 or cwebb@ucsd.edu.

 

UCSDMC- Hillcrest and LaJolla

• Parking

  Hillcrest: Meetings that may be attended by people without staff parking permits can have a negative impact on the availability of patient parking and must be approved by the CEO's office.

   

  La Jolla: All meetings that may be attended by people not located at UCSDMC-La Jolla can have a negative impact on the availability of patient parking and must be approved by the CEO's office. 

   

• CEO's Office Approval -- Patios, Hallways, etc.

  I. Purpose

  The University of California, San Diego Medical Center facilities provide patient care service 24 hours a day. All scheduled activities or events being conducted on the premises of the UCSD Medical Center must support the organization’s strategic goals by presenting a professional, competent and caring image and environment. Such activities should not disrupt the operations or interfere with patient and employee access.

   

  II. Area Accessibility

  Subject to time, place and manner rules, the use of designated UCSD Medical Center facilities may be requested by employees and UC supported organizations. Such requests are subject to availability and the operation needs of the UCSD Medical Center.

  All main entrances to UCSD clinical facilities and their surrounding areas, i.e., entrance lobbies, are not available for use in special events or activities. Use of the Rotunda or Atrium will be limited to standing exhibits such as art work or storyboards, and must be approved by the CEO, UCSD Medical Center.

   

  The following are examples of events/activities considered appropriate for scheduling within the designated areas of the facility:

  • Celebrations for Institutional Milestones
  • Special Dedications
  • Community Health Awareness Programs
  • Staff Recognition Events

  Requests for facility access may be initiated by completing the Special Event Scheduling and Access Approval - [27.9 kb] form. The completed form should be submitted to the CEO's office, UCSD Medical Center (mail code: 8970) within a reasonable time period prior to the event. The requestor will be responsible for organizing an event plan that will control and minimize the disruption of UCSD Medical Center operations. All events must end by 10pm.

   

  III. Access Information

  These guidelines are implemented to effectively manage the type of activities that are held in areas frequently accessed by our patients and their families. The guidelines do not change the current process for scheduling University-related business in UCSD classrooms and/or meeting rooms.

  Any questions concerning these guidelines and scheduling process should be addressed to the CEO's office, UCSD Medical Center or to the Medical Center Human Resources Department.