Violations of these policies could cause your group to forfeit any
existing room reservations and future room reservation privileges.
General
- Responsibilities of Departments and Individuals Requesting a Meeting
Room
- All individuals using shared meeting room(s) are expected to clean up
after themselves. This would include arranging tables and chairs back to
the usual configuration of the room(s), erasing the white board(s),
picking up all food items and trash, and generally leaving the room(s)
in an orderly condition suitable for the next event.
- 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- NOT permitted in MET or ACTRI
Auditoria. Please clean up all food immediately after your meeting.
There are more specific stipulations for the Deans Large Conference
Room, Leichtag 107, and Leichtag Lobby. These stipulations are listed
below in the specific policies 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:
- Group size should not exceed room capacities according to fire and
safety regulations.
- 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
- Building Access Policy and Procedures
- New building access protocols and procedures have been implemented to
enhance the security of our SOM staff and buildings.
- Bic Pham-Le Cory handles all matters related to
building access requests.
- Please contact Bic regarding any Security Procedures For Requesting Building Access Cards;
Special Events Access Request Form, and Frequently Asked Questions
(FAQs) Regarding Access to Buildings and Restricted Areas.
- Undergraduate student organizations are not permitted to reserve space
at the SOM campus.
- Biomedical Research Building 2 (BRF2)
- Building hours are Mon-Fri 6am to 5pm
- Only building occupants will be approved for after-hours requests
- Cellular and Molecular Medicine East (CMME)
- Building hours are Mon-Fri 7am to 5pm
- Only building occupants will be approved for after-hours requests
- Biomedical Sciences Building (BSB)
- Building hours are Mon-Fri 7am to 7pm
- Liebow Garren Auditorium Reservations
- Only UCSD staff, faculty and SOM students with access to the BSB may
reserve the auditoria after 7pm on weekdays or weekends without further
authorization. UCSD staff, faculty and SOM student organizations within
Health Sciences will need to acquire permission for a weekend event and
access to BSB before they can reserve the auditoria for weekend events
pending approval from Health Sciences Room Scheduling.
- For weekend events, the Deans office must approve and then HS
Security will need to grant access
- Medical Education Core Courses have priority access to the Garren and
Liebow Auditoriums. We are happy to accommodate non-SOM-UGME Core
Courses in these rooms. However, on rare occasions we may need to
relocate or reschedule your group to accommodate the needs of the School
of Medicine.
- To inquire about key checkout, please email hsrooms@ucsd.edu to get information. Keys may be picked up on the business day before a weekend/holiday event, and will be arranged with HS Rooms.
MTF Security Policy
- MTF Southwing
- To maintain security and to help prevent theft in the MTF, MTF 175 in
the outer portion of the building will be kept locked during
after-business hours:
- Individuals or groups scheduling events in MTF 175 on weekends, will be
required to lock the room after their event.
- To inquire about key checkout, please email hsrooms@ucsd.edu to get information. Keys may be picked up on the business day before a weekend/holiday event, and will be arranged with HS Rooms.
- MTF Northwing
- The Northwing main doors are unlocked Monday-Friday, 8am-5pm. Only
faculty and staff with access to the MTF may reserve rooms in the
Northwing after-hours/weekends.
- Deans Large Conference Room (Deans Annex/Rm 1320)
- Use is available to School of Medicine Deans 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 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
- Groups must clean up food immediately after each meeting. No food
allowed on Friday evenings (MUST be cleaned up before 5pm)
- Reservations are made only Monday Friday between 8:00am-5:00pm
(Non-VCHS/Deans Meetings must end by 5pm due to Alarm setting)
- Exceptions are made for Annex building residents only: Annex residents
may use the room 7:00am-8:30pm- however, the resident/host is
responsible for ensuring entrance/exit of invitees (DO NOT prop doors
open), turning off lights in meeting room and Annex, arming security
alarm
- 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
- Leichtag 107 Conference Room and Leichtag Lobby
- Start time for reservations must be between 7:00am-4:00pm, Monday -
Friday, because the exterior doors lock at 5pm
- 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 with
access only. Please read the Building Access Policy and Procedures
listed above for more details.
- Use is available to Leichtag building occupants, School of Medicine
Deans Office Health Sciences Departments, as well as all other UCSD
campus units
- Leichtag Lobby reservations are accepted only for start-times between
4:00pm and 5:00pm
- If an event will be catered, please add an additional hour before and
after the meeting for Catering set-up and clean-up (but not before 4pm)
- Food set-up must be contained within the conference room (set-up is
not allowed outside of the room)
- Medical Education-Telemedicine (MET) Building
- Reservations for MET rooms are made online via the HS Rooms website.
Events outside normal building hours (Monday-Friday 7:00am-6:00pm) will
require additional forms to be submitted before confirmations are sent.
Please contact HS Room Scheduling at hsrooms@ucsd.edu or 858-822-5741
for more information
- MET - Simulation Training Center
- Reservations for the Sim Center in the Lower Level of the Medical
Education-Telemedicine (MET) building are made only Monday - Friday
between 8:00am-4:30pm (events must end by 4:30, unless other
arrangements have been made). Exceptions will only be made for groups
within the Division of Medical Education. Use of the Center requires a
Medical Education-approved faculty sponsor who will be responsible for
the training session and equipment used. To obtain approval, please
email simcenter@ucsd.edu. Be sure to include all the known event details
(who, when, approximate number of attendees, event title, reason for
event, etc.) with your UCSD affiliation and contact information.
- UCSDMC- Hillcrest and La Jolla
- ACTRI
- Building hours are 6:30a-6p. After-hours/weekend Requests for Auditorium
or lobby/terrace areas will require permission from the Deans Office
- No food or drink allowed inside ACTRI Auditorium
- Interior Courtyard is NOT available before 4pm weekdays. Weekend
requests will need to place a work order for Facilities Management to
staff a Custodial worker to unlock/lock the doors, since there is no
Custodial on weekends.
- 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 CEOs 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 CEOs office.
- Fire Marshal Approval -- Patios, Hallways, etc.
- 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 organizations 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.
Vendors are not allowed in the hospital except for Hospital week.
- 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 Fire Marshal, UCSD Medical Center.
- The following are examples of events/activities considered appropriate
for scheduling within the designated areas of the facility:
- Requests for facility access may be initiated by completing the Special
Event Scheduling and Access Approval form. The completed
form should be faxed to (619) 543-7581, or mailed to the EHS Office,
(mail code: 8235) within a reasonable time period prior to the event.
Please follow up and make sure request arrived by calling (619)
543-7575. 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.
- 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 CEOs office, UCSD Medical Center or to the Medical
Center Human Resources Department.
Celebrations for Institutional Milestones
Special Dedications
Community Health Awareness Programs
Staff Recognition Events