Use of Open ITC-Supported Classrooms

  1. Policy

    1. The Department of Information Technology and Communication (ITC) is responsible for providing IT support for an increasing number of classrooms, including large auditoria and lecture rooms, on Grounds. In order to ensure that student groups have use of large rooms on night and weekend hours, ITC is declaring a limited set of the classrooms it supports to be "open." The "open" designation means that any room so designated is not locked by ITC staff and groups may use it without an ITC representative if
      1. they do not need to use any of the technology in the room; and
      2. they abide by ITC's rules for use of open classrooms.
    2. Among the criteria ITC will use in designating specific classrooms as open is their desirability as locations for varied student activities (i.e., rooms that have front areas that can include large groups of presenters and are suitable as well for chorus and drama groups).

  2. Rules for Use of Open ITC-Supported Classrooms

    1. ITC has designated Chemistry 402, Gilmer 130, Gilmer 190, and Minor 125 as open classrooms. These rooms are available for non-academic use by student groups as long as they abide by the rules for such use.

    2. Room Attributes and Related Rules of Use:

      1. All room use must be scheduled with the Office of the Registrar. Reservation requests can be made to rooms@virginia.edu.
      2. Rooms will be opened and closed by University Police. (Rooms will be re-keyed to the ITC standard for classrooms).
      3. Technology will only be available if prior arrangements have been made with an ITC classroom representative. If requested, secure but accessible audio-visual equipment will be available for use. Computers will have a locked desktop. Software policies for all classroom computer use will remain in effect. Users cannot load any software on the machines. Detailed information can be found at http://www.itc.virginia.edu/labs/classroomPolicy.php.
      4. A damage waiver form must be signed by the user when the room is scheduled. In the case of damage, the user of the room will be responsible for the cost of replacement or repair of the damaged equipment. No charges will be assessed for equipment failure due to normal use of the equipment.
      5. A No-Show fee of $50.00 will be assessed for cancelled events if the user does not notify the Office of the Registrar within 48 hours of the scheduled start of the event.
      6. Each room will be equipped with an easy-to-follow user manual for the technology equipment. This will not be an exhaustive manual, but rather an easy-to-follow set of instructions for the most commonly needed configuration changes. The manual will also contain a complete list of the technology equipment in the room.
      7. If a user finds the equipment damaged or missing he or she must contact FIXIT (243-4948) within 20 minutes of the start of the time for which the room is reserved. If the user does not contact FIXIT, and equipment is found damaged, the last user may be held responsible for its repair or replacement.
      8. All equipment will be maintained by ITC staff and checked for inventory and operation after each event. If the event finishes after ITC operating hours, the room will be checked the next day. If equipment is found damaged or missing, the user may incur the cost of repair or replacement.

  3. Hours of Availability:

    Day of the Week Regular Hours Special Use Hours
    Monday - Thursday 8:00 a.m. - 10:00 p.m.  
    Friday 8:00 a.m. - 7:00 p.m. 7:00 p.m. - 10:00 p.m.1
    Saturday   9:00 a.m. - 10:00 p.m.1
    Sunday   12:00 p.m. - 8:00 p.m.1
    1These hours are considered non-working hours and will be subject to the No-Show fee described above.

  4. Special Instructions:

    1. Food and drinks are not allowed in the rooms.
    2. The user is responsible for leaving the room clean of all trash and debris. This also applies to the entrances and hallways near the rooms.
    3. The Usher Policy established by the Fire Safety Office must be followed for events with more than 100 attendees.
    4. The user will assume responsibility for the security and safety of the building and for himself/herself and any person(s) accompanying him/her.

© 2008 by the Rector and Visitors of the University of Virginia.

The information contained on the University of Virginia’s Department of Information Technology and Communication (ITC) website is provided as a public service with the understanding that ITC makes no representations or warranties, either expres sed or implied, concerning the accuracy, completeness, reliability or suitability of the information, including warrantees of title, non-infringement of copyright or patent rights of others. These pages are expected to represent the University of Virginia community and the State of Virginia in a professional manner in accordance with the University of Virginia’s Computing Policies.