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Instructional Services
Instructional Services  :  Scheduling

Scheduling Services

Instructional Services scheduling is your first point of contact for any service reservation request. Our scheduling agents are dedicated to finding the solution that will fit your event needs. Instructional Services scheduling handles over 40,000 reservations per year. Calls and emails usually consist of help calls, room reservation requests, equipment requests, and inquiries. Scheduling also handles the checking in and out of keys, wireless microphones, and wireless slide show remotes. Scheduling inquiries and requests may be submitted by phone or email. For purposes of efficiency it is recommended that requests be sent by email.

Instructional Services Scheduling
2015 Orr Major
Phone: (913) 588-7326
Email: instrspt@kumc.edu

Scheduling Office Hours: 7:30am - 4:30pm, Monday - Friday (Closed all official Kansas state holidays.)

You can also fill out and send a "Request Form" (see tab on the left) and send it through email, fax, or hand deliver to 2015 Orr Major.

The Scheduling Process

The scheduling process usually occurs as follows:

  • Your reservation request is received by phone or email. The scheduling agent must have all of the required information (listed below in the "Steps for scheduling...") before moving on to the next step.

  • The scheduling agent will then look for room, service, equipment, and/or technician availability (depending on the specifics of the request).

  • You may be contacted by the scheduling agent with further questions. The more prompt your response, the faster your reservation is confirmed.

  • After all of the necessary information is gathered, the scheduling agent will then enter the reservation into the system as confirmed and will send you an email confirmation. Look over your confirmation carefully to insure accuracy.

Steps for scheduling Instructional Services rooms, equipment, or services:

  1. Gather information required by Scheduling Agent:

    • Your name, department and extension
    • Date and start/end times of event or services required.
    • Whether ANY fees are being charged to any people attending or involved with your event.
    • Account number for billing (if necessary)
    • Room preferences (It is a good idea to have more than 
      one room choice) and expected attendance.  See Room List
    • Presentation support required (e.g. Computer, LCD projector, etc).  
      There is a 24 hour notice required to guarantee equipment delivery.  All rooms, equipment, and technician services are scheduled on a first come, first serve basis.
      (Note: Speakers are advised to bring presentation 
      material on a USB storage device (flash drive), or CD/DVD. Some CD-RW's will not work in other PC's other then the ones they are created on.)

  2. Call Ext. 8-7326 to schedule the room and/or service.

  3. If the room/service are available at the requested time, the Agent will complete the order and send an e-mail confirmation.
    *Key Checkout: Rooms scheduled before 6am, after 7:30pm, after 5pm on Fridays, or on weekends will require a key checkout.  Keys should be retrieved from 2015 Orr-Major.  See Scheduling Agent for details.

Equipment reservation requests should be made at least 24 hours in advance to improve chances of availability.

Events such as ITV's, video records, technical assistance, or any event involving a technician requires one weeks notice to help improve chances of availability.

Room requests should be made at least 24 hours in advance to improve chances of availability.

Note: There is no food or drink allowed in the following rooms: