Please be advised that UBC FoM Academic Learning Spaces Team will be accepting advance booking requests for UBC FoM curriculum sessions in academic year 2019-2020, from March 4 to March 31, 2019.

ADVANCE BOOKING OF UBC FACULTY OF MEDICINE SESSIONS IN 2019-2020

The FoM Resource Coordination Team will be accepting advance booking requests for UBC FoM curriculum/teaching sessions for academic year 2019-2020, from March 4 to March 31, 2019.

Advance booking requests for FoM non-curriculum, UBC, and Health Authority events will be accepted as of May 1, 2019.

New Submission Format for 2019

To align with upcoming changes to Faculty of Medicine room booking, there are two new ways to submit Advance Booking requests for 2019:

1. Advance Booking Request Template – feedback wanted

We are piloting a new Excel-based tool that allows you to submit multiple requests in one form and provides drop-down menus to make data entry easier. This is your opportunity to test the template and provide feedback prior to finalizing it for 2020.

Versions

• FoM UGME Years 1&2 Sessions
• FoM UGME Years 1–4 Assessments
• FoM UGME Years 3&4 and Health Professions Sessions
• FoM PGME Sessions & Rounds and Health Authority Clinical Rounds
• General: all other sessions including meetings

How do I use the template?

See [name of video] for five minute video walkthrough of the new template.

For more information about how to use the fields in the template, see the Advance Booking Template Reference Document.

A survey to collect feedback will be sent to everyone who submitted a template in May.

2. Alternate Option: Temporary Advance Booking Request Form [link]

This a temporary room request form similar to the current room booking form, but with new fields to match upcoming changes in Resource Scheduler. It will be phased out once 2019 Advance Booking is complete.

Please do not submit 2019 advance booking requests using the old Room Booking Form.

Completed templates can be submitted to the Resource Coordination Team at medit.resourcecoordination@ubc.ca. Curriculum/teaching booking requests must be received by March 31 to be included in the advance booking process.

Orientation Session

An orientation sessions for the new template will be held on:

To attend the session remotely –

• Web-browser: In Chrome browser, go to http://meet.vc.ubc.ca and enter the 5 digit conference/bridge ID. For instructions and troubleshooting, see the Web Browser User Guide.
• UBC Skype for Business (account holders only): In the Contact box, enter <5-digit ID>@vc.ubc.ca to join the meeting. Refer to the troubleshooting guide.
• Telephone (Audio-bridge): Dial toll-free phone number, 1-844-521-0666, followed by the 5 digit ID, followed by #.

Need help?

For questions, please contact the Resource Coordination Team at medit.resourcecoordination@ubc.ca.

Do I need to submit my requests using both the Advance Booking Template and Temporary Advance Booking Request Form?

No. Please submit your request using one method, based on your preference.

Why do we need a new way to submit advance booking requests?

Our ultimate goal in developing the Template is to speed up advance booking so you can get booking confirmations sooner. By creating a more standardized way to submit requests, we hope to automate some of the processing that takes place behind the scenes. We will monitor this year’s pilot to determine what changes to timelines might be possible for future years.

Advance Booking Best Practices

To help us accommodate your room booking needs, please:

1. Submit your curriculum/teaching schedule by March 31.  Schedules submitted after March 31 will not be included in the advance booking process.
2. Provide a full and firm schedule – date, time, # of attendees, participating sites to reduce delay in processing.
3. For videoconference sessions, please include all participating site information in one request template/form.
4. Please consider if a room is needed for all sites in a videoconference session  – could single participants at a particular location join from their computer instead?
5. Request only the rooms that you know you need for your sessions. Overbooking means that other people are denied access to rooms that are not being used.

Please note the new contact information for the FoM Resource Coordination Team

Email: medit.resourcecoordination@ubc.ca