Services
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Room Reservation Service (EMS)

The Room Reservation Service provides administrative management of rooms and other spaces in a school, department, center, program, institute or other administrative entity to a local Room Reservation System admin or request approver.

Features

  • Room Reservations may be configured to automatically receive room reservations for classes, sections, labs etc. stored in the Yale Student Information System (Banner).
  • Reservations for events may be published on one or more interactive web calendars.
  • Local local Room Reservation System admin, with the assistance of ITS, may configure the system for their specific needs.
    • Room requester permissions may be configured with various restrictions on who can (or can't) view and who can (or can't) request rooms in a School or Department.
    • With this feature rooms and other spaces may be shared without loosing control over when they may be requested and how may request using them.
  • Room requester, if they have the necessary permissions granted by a local Room Reservation System admin, may request rooms and resources for meetings and events.
  • Professional Schools may use the Room Reservation System to schedule classes, sections, labs etc. and update Banner with the room information.
  • Local Room Reservation System admins may include pictures of the room, seating configuration, seating capacity, features available - wireless network, video display(s), phone, white board(s), etc. - in the definition of the room.
  • Requesting a room is via a web form.  The log-in requires standard Central Authentication System (CAS) authentication and the appropriate privileges granted by a Local Room Reservation System admin.
  • Support for user features is provided by the vendor (Dean Evans & Associates) help desk.

Who can use it?

Staff who manage rooms or other spaces, or who request rooms or other spaces. Typically, these are academic rooms or other spaces.

Local room administrators may restrict users from viewing rooms or other spaces or from requesting reservations for rooms or other spaces in their area of responsibility.

How much does it cost?

Basic use is included in ITS Foundational Services.

A set of premium features (reserving a large number of rooms; scheduling academic classes, sections, labs etc. and database APIs or SQL queries) is available for $3,000 per year. 

How do I get it?

For additional information on how to set up your School, Department, Center, Program or Institute in the Room Reservation Service, please contact Jeffrey Campbell, Associate Director, Community Platform Services, Client and Administrative Systems, ITS Campus Community Technologies (jeffrey.campbell@yale.edu) or email RRS.help@yale.edu.

Where can I get help?

The three areas of help provided are:

  • The Yale ITS Helpdesk via email or 203-432-9000 or the Help Desk website,  or your Local Support Providor for issues related to Room Reservations availability, CAS log-in, or browser errors.
  • The CCT support team for help with which rooms or spaces the requester can view or request.
  • The vendor (Dean Evans and Associates) for assistance with functionality questions, "how to use the Room Reservations System" for either requests or setup and configuration.  Their phone is 800-288-4565.

FAQs and other resources

For departments that use EMS, the software is available for download, from the Software Library, by your desktop support staff.

The link to Virtual EMS is: https://rrs.yale.edu/default.aspx

Room Reservation Service (EMS)

Service manager: 
Jeffrey Campbell
Icon class: 
icon-calendar
Short description: 

The Room Reservation Service provides administrative management of rooms and other spaces.

The Room Reservation Service provides administrative management of rooms and other spaces in a school, department, center, program, institute or other administrative entity to a local Room Reservation System admin or request approver.

Features: 
  • Room Reservations may be configured to automatically receive room reservations for classes, sections, labs etc. stored in the Yale Student Information System (Banner).
  • Reservations for events may be published on one or more interactive web calendars.
  • Local local Room Reservation System admin, with the assistance of ITS, may configure the system for their specific needs.
    • Room requester permissions may be configured with various restrictions on who can (or can't) view and who can (or can't) request rooms in a School or Department.
    • With this feature rooms and other spaces may be shared without loosing control over when they may be requested and how may request using them.
  • Room requester, if they have the necessary permissions granted by a local Room Reservation System admin, may request rooms and resources for meetings and events.
  • Professional Schools may use the Room Reservation System to schedule classes, sections, labs etc. and update Banner with the room information.
  • Local Room Reservation System admins may include pictures of the room, seating configuration, seating capacity, features available - wireless network, video display(s), phone, white board(s), etc. - in the definition of the room.
  • Requesting a room is via a web form.  The log-in requires standard Central Authentication System (CAS) authentication and the appropriate privileges granted by a Local Room Reservation System admin.
  • Support for user features is provided by the vendor (Dean Evans & Associates) help desk.
Who can use it?: 

Staff who manage rooms or other spaces, or who request rooms or other spaces. Typically, these are academic rooms or other spaces.

Local room administrators may restrict users from viewing rooms or other spaces or from requesting reservations for rooms or other spaces in their area of responsibility.

How much does it cost?: 

Basic use is included in ITS Foundational Services.

A set of premium features (reserving a large number of rooms; scheduling academic classes, sections, labs etc. and database APIs or SQL queries) is available for $3,000 per year. 

How do I get it?: 

For additional information on how to set up your School, Department, Center, Program or Institute in the Room Reservation Service, please contact Jeffrey Campbell, Associate Director, Community Platform Services, Client and Administrative Systems, ITS Campus Community Technologies (jeffrey.campbell@yale.edu) or email RRS.help@yale.edu.

Where can I get help?: 

The three areas of help provided are:

  • The Yale ITS Helpdesk via email or 203-432-9000 or the Help Desk website,  or your Local Support Providor for issues related to Room Reservations availability, CAS log-in, or browser errors.
  • The CCT support team for help with which rooms or spaces the requester can view or request.
  • The vendor (Dean Evans and Associates) for assistance with functionality questions, "how to use the Room Reservations System" for either requests or setup and configuration.  Their phone is 800-288-4565.
FAQs and other resources: 

For departments that use EMS, the software is available for download, from the Software Library, by your desktop support staff.

The link to Virtual EMS is: https://rrs.yale.edu/default.aspx

3-lock data compliant: 
no