Physics Department Space Reservation and Use Policy

The Physics Department has multiple areas that may be reserved for use. Use of these facilities will generally be restricted to the Physics Department community for academic, research, or social and academic organizations purposes. Use of these facilities can also be made available, in special circumstances, to affiliated groups under the following circumstances:

• The person requesting the reservation is affiliated with Physics as a student, staff, or faculty member and will serve as the event coordinator for this event
• Use of the facilities will not disturb or inhibit Physics Department activities
• The affiliated group follows all the University policies and as well as those contained in this document
• The affiliated group takes proper care of the facilities and takes full responsibility for any damages that may occur

Space Allocation is not a strictly first come, first serve process. There are many metrics that are used to assign space (e.g., priority is given to class teaching and recitations, thesis defenses, and other special events).

Rooms may not be reserved more than one semester in advance, including summer as a “semester”, except for colloquium or Department wide events. The office staff, usually the Administrative Assistant will remind faculty about these policies and that their reservations are expiring for the new semester. New recurring reservations should be put in 2 weeks in advance of the start of fall, spring, and summer semesters. In the case of time conflicts for recurring events, the chair will talk to each event coordinator individually and make the final decision on the space allocation.

Reservation and confirmation information

 Before making a request, please check out the calendar below to check for possible conflicts with other events already scheduled. Click on the room number on the table to be taken directly to the calendar.

 To make a room reservation, please contact the Department of Physics at phyadmin@syr.edu. Provide the name of your event, the room you are requesting, the start and end times, and any other pertinent information. We will contact you shortly via email to confirm the reservation or provide an alternative arrangement.

The person making this request is hereby called the “event coordinator.” This person must be affiliated with the physics department as a staff, faculty, or student.

Furniture Set Up/Breakdown

If you rearrange the furniture, please take time after your event to set up the furniture back in its original configuration. Leave the room organized and in good working order for the next event. The event coordinator is responsible for coordinating or bringing any remaining refreshments to the lounge (room 206A) to share.

Catering

The event coordinator should contact the Physics Administrative Assistant about refreshments orders. Please email phyadmin@syr.edu with your request for refreshments, the number of participants, and delivery time.

Please send your request no later than 48 hours before your event. If it is for Monday morning, please keep in mind that the staff may not see your email on time if you send it Friday afternoon.

Damage

Any damage to the equipment, furniture, or anything else in the room must be reported to Physics Administrative staff no later than the following business day. The department staff will take care of scheduling the necessary repairs.

Security Procedures

In case of emergency during work hours, please contact the main office immediately. If after hours.

Medical: Syracuse University Ambulance : 315.443.4299, or #78 from a cell phone or 711 from a campus line.
Crime: Department of Public Safety (DPS) : 315.443.2224
                  Syracuse City Police Department : 911
Other forms of contact: Sending an email or text message to 711@syr.edu or via the Orange Safe app, which can be downloaded and connected to Syracuse University.
Incident Guides: https://dps.syr.edu/emergency-management/emergency-procedures/?redirect