Purpose: This checklist serves as a guide for event schedulers and coordinators utilizing HSCS-managed classrooms after a reservation is confirmed. Compliance with these procedures ensures safety, code compliance, accessibility, and community care for all University users.
Phase 1: Pre-Event Planning & Reservation Confirmed (2-4 Weeks Prior)
- Complete an AV Orientation to familiarize with specific room setup.
- Submit Custom Service Requests (Fee-based; e.g., Zoom Facilitation Requests).
- Review Retired Services Notification: Room computers, wall partitions, and controlled room-level locking/unlocking are no longer available services.
- Food & Beverage Notification: If food is being served at your event, you must notify HSCS in advance so appropriate custodial arrangements can be scheduled. As custodial services are not designed to support food or beverages in these classrooms, arrangements must be made to ensure adequate staffing and waste containers are available.
Phase 2: Critical Compliance & Policy Verification
- Furniture Movement/Room Configuration: Furniture cannot be moved between classrooms, into hallways, or outside the building to prevent property damages, maintain structural fire code compliance, and adhere to University safety and insurance mandates.
- Door Propping: Exterior and classroom doors must never be propped open with trash cans, chairs, or wedges, as it compromises the building’s automated security matrix, airflow/HVAC balance, and facility fire-containment barriers.
- Signage Restrictions (Unauthorized Postings): Temporary directional signs, flyers, or banners must not be taped, glued, or pinned to any wall within buildings. Utilize designated bulletin boards or digital displays where authorized, or use available blank sign holders installed at classroom entrances. Free-standing sign holders may be requested and utilized for your event by submitting an HSCS Equipment Request form.
- Protected Health Information (PHI) & HIPAA Compliance: No HIPAA or PHI content may be recorded, broadcasted, or displayed in HSCS classrooms. Verify all presenter slides and materials are fully de-identified. HSCS staff are obligated to report unauthorized PHI exposure to the Health Information Privacy and Compliance Office (HIPCO).
- Public Space Use: Atriums, hallways, and public lounges near classrooms are shared open community spaces and cannot be reserved for events. Ensure your attendees do not spill out into hallways in a way that generates excessive noise or disrupts nearby concurrent classes.
- Means of Egress: Stairways, corridors, and entryways must maintain a clear width of at least 5 feet (60 inches) in order to comply with Life Safety Fire Code. Obstructing or blocking these areas with registration tables or other items will be reported as policy violations.
Phase 3 Day of Event (Before & During)
- Check Room Condition Upon Arrival: Ensure the room is clean. If any technology or facility issues are present immediately, call the HSCS Helpline at 612-626-7800 (On-call support: M–F, 7:00 a.m. – 5:00 p.m.).
- Monitor Environmental Noise: Remind event staff and attendees to keep noise levels appropriate, respecting the academic environment of nearby classrooms.
Phase 4: Post-Event Wrap-Up & Check-Out
- Reset the Room Layout: Return all furniture back to its original configurations.
- Power Down Technology Consoles: Turn off the AV system at the classroom console. This protects the life of the projectors, monitors, and AV system allowing HSCS to keep costs as low as possible.
- Return Microphones: Place any utilized portable microphones or lapel packs back into their respective charging stations.
- Waste Disposal & Cleanliness: Collect and place all trash/recycling into the provided bins. Call the Facilities Call Center at 612-624-2900 to request immediate waste container removal, as needed. Additional Fee Awareness: Leaving a room dirty requiring emergency custodial services results in a minimum $100.00 fee billed to your department or student group, and repeated violations risk suspension of 25Live booking privileges.
- Final Sweep: Check room for any left-behind personal belongings or event collateral.
- Leaving the Room: Ensure the classroom door is locked at the end of your reservation if occurring outside of the regular classroom hours (M-F).
- Report Non-Urgent Issues: Email any minor facility flaws or technical glitches noticed during use to [email protected]. Unless clearly due to negligence or abuse, reporting these issues to HSCS will not result in any additional charges for your scheduled activity.