Calendar FAQs

Open the Employee Event Calendar and look for the Room Request Form on the top bar. Choose the space you want to reserve--all interior and exterior spaces are listed on the request form.

After you send the request, the scheduler responsible for the chosen space will book the event and send a confirmation to you. It is important you check the confirmation closely for accuracy! Be sure:

• The space you wanted is listed by its name on the confirmation.
• The times listed show setup and teardown times separate from the actual running time of your event. If you send setup/teardown times in one block such as 12-4 pm, the employee event calendar will show 12 pm as the starting time. If you send the request with setup from 12-1 pm, the calendar should show the actual starting time as 1:00 pm.
• If you had setup instructions, be sure the confirmation lists them.
• Be sure the contact name listed is actually the person who can help answer questions about the event. The contact should only be the departmental secretary who made the room request if they are able to field questions. Otherwise the contact should be yourself.

If students want to reserve a space on campus for a club or group activity they will need to work with the club advisor who must place the room request. It is the advisor who is responsible for both the room reservation being correct and the activity of students in the room.

There are two ways to look at events with the calendar. Find these filters on the top bar of the Employee Event Calendar

• Events by Date shows the actual starting and ending time for each event.
• Locations by Date shows event times including setup and teardown.

Locations by Date at the top of the calendar is a view of the calendar that shows you the most commonly used meeting spaces with the times they are being used blocked out. This is the best view to use when planning meetings and events because it includes setup and teardown times for events. Some events require several hours to decorate and layout the room.

Events by Date calendar view shows only the actual beginning and ending times of events so is best for attendees' use.

When you use the Lookup link on the top bar of the calendar, you will have a choice of entering a keyword from the title of the event or a space name.

For an event search example, if you want to know when Leadership Council will meet again, you only have to enter leadership in the Event Name Search Box. For events you do not need to enter the whole event title, only one word is needed. You will see all events that have leadership in their name whether they are already completed, cancelled, or have not yet met.

For a space search example, if you want to know what classes are being held in Ocotillo Hall, Room 106, you only need to type 106 in the Space Name Search Box. Keep in mind that the short SIS space name is used for searching spaces. You will see all spaces that have 106 in their name. Click View Events to see their future and past meeting dates.

Unfortunately, the "Lookup" search option will only search for spaces using the SIS short name. For example OCT OCT 102 stands for Ocotillo hall, room 102. The long name spelled out will not work. Just use OCT and all the spaces in Ocotillo Hall will show. Click on the one you want to see and the days events in that space will show.

You will also see this message if you type "community room." The easiest way to look up a certain space is to type the first 3 letters of the building name. For example, EST will bring up a list of all the rooms in Estrella Hall. The community room is actually 3 spaces: the whole room (CR), the north side (NCR), and the south side (SCR).

When you run your cursor over an event name on the calendar it becomes highlighted in gold. Clicking on it will open a pop-up box that contains contact information for each event.

The pop-up box includes other information about events as well:

• Dates for this event that have already occurred, and future meetings.
• Phone number for the event contact.

Use the ‘Lookup’ link on the top bar of the calendar. You will have a choice of entering a keyword in the title of the event or a space name (be sure to use the short SIS space name for searching). You do not need to enter the whole event title, only one word is needed. For example, if you want to know when the Teen Police Academy met this last summer, you only have to enter ‘Teen’ in the Event Name Search Box. You will see all events that have teen in their name—whether they are already completed, were cancelled, or have not yet met.

Student Information System (SIS) short names are used for campus spaces. These names are required for searching the calendar as well. If you place your cursor over a short space name the long name will appear. For example OCT 102 stands for Ocotillo Hall, Room 102.

Any interior or exterior space on campus should be scheduled in advance. Different people will process your room request (see the room request form at the top of the calendar), but you do not have to wonder who it is because your request is automatically routed to the right person. If you have questions about using a space, see the answer section of question #1--it has a list of people who book the different spaces on campus.

There are a series of filters on the right side of the calendar page. Clicking on Montezuma Hall (all) will show you all classes and events occuring in any Montezuma Hall space. Meeting rooms, classrooms, and labs are shown. If you know you only want to check a particular room, see How Do I Use the Lookup Feature.

The best way to access the Employee Event Calendar is to always use the link from the EMCC homepage--that way the calendar always opens to the current date.

If you save the URL for the calendar as a bookmark the calendar will always open to the calendar day you saved the URL. Which is fine if you do not mind clicking GO TO TODAY on the right side of the calendar every time you use the bookmark.

Contact the EMCC R25 Administrator, Susan Staal, at 623.935.8493.

The Room Request Form is the very best way to book any space on campus. You must have an EMCC email and MEID to use the room request form.

Once you submit a room request, the request sits in your PENDING folder until approved. You can make changes up until the event is approved by clicking on pending and opening the event request.

Once approved, or cancelled, all your event requests will sit in another folder named APPROVED. Once approved, only the scheduler for the space, or the R25 Event Administrator (Susan Staal), can make changes. Call or email them.

Yes! Use the Calendar link from the EMCC homepage to see the calendar from any computer with an internet connection.

Yes! The student calendar targets only those meetings, classes and events that are of interest to students. Schedulers must code your event request as a student event so it shows on the student calendar. If you notice an event missing on the student calendar, please contact the R25 Event Administrator, Susan Staal at 623.935.8493.

For individual, or departmental, training contact Susan Staal at x58493.

Use the map link on the EMCC homepage.