Procedure for Reserving a Room using Oracle Calendar

All room reservations are made using Oracle Calendar, our campus-wide scheduling/calendar service. Room designates are assigned to manage requests for specific spaces on campus. Some resources are flagged as “read only” where you can view the schedule of the room, but reservations must be made by contacting an authorized scheduler for that space.

Once you have logged into Oracle Calendar, you can open the agenda of other users and resources.

Click the icon at the top of your own agenda to search for and view other agendas.

In the Open Agenda window, type in R: followed by the resource name of the room you wish to make a reservation in.

Note that each building on campus has a two-letter code used in Oracle [link to two-letter code table]. Enter this two letter code (for example AD=Administration) followed by the room number to view the resource. If you don’t know the exact code, here are some possible search parameters.

Here are some other possible search parameters you may use to find and view resource agendas in Oracle Calendar:

res:* or R: or r:	Lists all resources
res: AD	Lists all resources whose names begin with "AD".

If more than one resource in the directory meets your search criteria, a list is displayed. Select the one whose agenda you want to open.

After opening the agenda of the classroom go to the day you want to make the reservation for then click on the

icon to make a new reservation. (If this button is grayed, this means you are not authorized to schedule this room. Click here to view a scheduler responsible for that space and contact them.) Otherwise,

In the Title field, type in the name of the event
In the Location field, type in the name and room number of the room you are reserving
Set the start and end date and time
If you are reserving more than one classroom, in the Add field type in R: and the resource name of the other room you want to reserve
If you need to add an additional day, click on the Add Date button. If the reservation repeats more than once, click on the Repeating button and select the appropriate settings, then click the OK button.
Click on the OK button. The following message will appear.

Click on Yes
The next screen that appears shows you the message that will be sent to the Resource Designate (the person who oversees the room and approves your reservation)
In order for your reservation to be emailed to the Designate, you MUST click on the button to add them to the distribution list of who will receive the email. You may also add any additional information into the Message to Send box.
Finally, click on the Send button.
The resource designate will receive your reservation request and approve the reservation.

If you have any questions about this procedure, please call the ITS Help Desk at ext 7700.

IMPORTANT: Reserving the room is only one part of your responsibility -- you may also need to register your event on the Master Calendar and/or make arrangements with campus support services (i.e. Phys Plant, ITSMedia, Food Service, etc.) to support your event. These important services do not happen automatically, and typically require at least two weeks of preparation.

For a complete guide to event planning, visit the Event Planners web site at www.goshen.edu/eventplanning.