Change Request Policy and Reasons
The tables below list the Change Request reasons and when to use them.
Un-roomed events period (June onwards) | ||
|---|---|---|
| 1. | Room no longer required | If a room is no longer required due to an event being cancelled, changed to Online, or roomed locally. |
| 2. | Central room request | For existing un-roomed events that you have found a solution for. |
| 3. | Use of another area's local space | If you have agreed to use another School's local space. Include the evidence of the agreement with the local space manager in the Supporting Documents field. |
| 4. | Data quality issue | To rectify data entry issues in CMIS, for example updating the contact, swapping like-for-like courses or subgroups on events, changing the Source on events, etc. |
Additional reasons (July onwards) | ||
|---|---|---|
| 5. | Accessibility requirement |
If an accessibility requirement was not identified during Edit & Prep or if the requirement has changed. Include information on the nature of the accessibility that needs to be accommodated, e.g. wheelchair access, hearing assistance, etc. |
| 6. | Change in size | If the number of students enrolled differs from the allocated space and the room is no longer suitable. Update the size of associated subgroup(s) before submitting a change request. |
| 7. | New course/event | New courses approved after the end of Edit & Prep or new events on existing courses. The timing of events should be checked against availability of spaces before submitting a request. |
| 8. | Time/Date change |
If the date, time, or duration of an existing event needs to be changed The timing of events should be checked against availability of spaces before submitting a request. |
| 9. | Equipment/Features change |
If the room allocated does not have the required equipment and/or features. Include details of the requirement. For accessibility requirements use the separate reason for this purpose. |
| 10. | 'Op-out' of lecture recording |
If the event has been tagged for lecture recording, but the academic wants to opt-out of recording. Where possible please ensure the lecturer's name is attached to the event in CMIS. |
Additional Change Request Information and Guidance
Why is a change request needed?
SMTT need to be able to track and respond to all enquiries from Schools across the University. In many cases changes to the timetable affect other Schools. In the past, information has generally been shared on email trails which has led to problems for Schools and SMTT tracking requests and ensuring that they are dealt with efficiently.
One change request for one event
A change request relates to only one event. If you are changing multiple events, you need to raise a change request for each of them.
Cancellations
Please cancel events for any courses or activities which are no longer required as quickly as you can. This will help your teaching colleagues running events which are scheduled but cannot be allocated a room due to the huge demand.