# Room booking process

**Source**: https://www.tuwien.at/en/studies/teaching-at-tu-wien/strategic-education-development-center/central-room-management-for-teaching-and-learning/room-booking-process
**Parent**: https://www.tuwien.at/en/studies/teaching-at-tu-wien

## [Room booking process and deadlines academic year 2024/2025](https://www.tuwien.at/en/studies/teaching-at-tu-wien/strategic-education-development-center/central-room-management-for-teaching-and-learning/room-booking-process/room-booking-process-academic-year-2024-25)

## **The following criteria are to be observed in principle:**

1. The concept of **semester lecture halls** is retained. These have been marked accordingly for better visibility in TISS (lecture hall name + abbreviation of the field of study).
2. **The semester lecture halls are to be adhered** to so that there are as few room changes as possible.
3. **Exam dates** should be scheduled in the **afternoon** whenever possible.
4. **Overbooking/overcrowding** is estimated early whre possible and reported to the central room management at least 14 days before the start of the lecture
5. The coronavirus safety and protection measures in force at the TU Wien must be complied with at any time

### Phase I – coordination phase

The coordination phase of the schedule coordinators is exclusively reserved for the schedule coordinators. In phase I, the timetable coordinators will book lectures that are classified as critical in coordination with the central room management.

All bookings made in Phase I have the highest priority.

The releases of this phase must be completely processed so that phase II can start.

### Phase II – reactivation phase

The reactivation phase starts as soon as phase I has been completed. In phase II, lecturers are able to reactivate courses. After a certain deadline, the central teaching room administration and the persons authorised to release rooms begin to release the booked rooms from phase 2. These must be completely processed by the end of the phase according to the priority list so that the third phase can begin.

*New bookings may be created, however it is important to bear in mind that the bookings which are still to be reactivated have priority.*

### Phase III – free booking phase

In this phase, reactivations are only possible without taking over the time slots and without the priority right of reactivated appointments over other appointments for room reservation.

It is possible to make new bookings for all those authorized to book. All already confirmed bookings have priority and can only be changed in direct consultation with the responsible coordinator of the LVA.

The reservations currently received will be processed in the order in which they are received.

*On 15 October (for the winter semester) and 15 March (for the summer semester), all pre-reservations made in phase I by the timetable coordinators, open an external URL in a new window, expire.*

## Basic rules for bookings

### Hour grid

All bookings should start and end at full hours. I.e. if a LVA would theoretically last from 10:15 - 11:30, the period 10:00 - 12:00 should be booked. This results in a **booking window with start and end on the hour**. This approach facilitates the interchangeability of bookings and lecture rooms as well as the organization of the necessary changeover times.

### Booking coordinators

To facilitate the schedule management, there is the possibility to nominate a  when creating a booking. The possession of the booking transfers to the  after the booking has been confirmed. As the contact person for these bookings, they will receive any conflict messages via TISS.

### Release regulations for room reservations

#### General release regulations:

1. All bookings made during phase I have the highest priority.
2. Reactivated courses have priority over bookings from phase II, with the exception of alternate dates.
3. Due to the continuity of booking in the same lecture hall for a semester, recurring courses have priority over single courses and exams. Room changes should be avoided as far as possible (semester lecture halls).
4. Single courses are ranked after reoccurring courses in terms of priority, but have priority over exam dates.
5. Examination dates should ideally be booked in the afternoon. Several examinations planned at the same time have higher priority due to the increased coordination effort. Examination booking should be planned during phase I where possible.
6. Bookings of other organisational units: Tu Wien Academy and event management dates should be booked in advance and should be coordinated with the course coordinators. Fundamentally, lectures have priority during term time.
7. Grey bookings have the lowest priorities, with the exception of bookings with the prefix SPK.

#### Bookings for events during lecture-free periods:

During the following lecture-free periods, event management reservations have priority over teaching reservations in centrally managed rooms:

- During the summer vacation between July 15 and September 15
- During the second and third week of the semester break, between Wednesday and Sunday

Event bookings are processed up to two years in advance.\
This rule will take effect for bookings made on or after October 1, 2026.\
Seminar rooms with pre-booking rights are generally excluded from this regulation.\
Event bookings that conflict with an already confirmed lecture reservation will continue to take second priority. \
Lectures and exams can continue to take place in the priority time slots predefined for events, provided they do not conflict with already confirmed event bookings.

## FAQs room booking process

### Who is my timetable coordinator or where can I find a list of timetable coordinators?

In TISS, all SPKs are listed under the following link:: <https://tiss.tuwien.ac.at/hilfe/zu/tiss/lehre/raumbuchung/stundenplankoordinator>

### Why was another booking confirmed? / Do I have to postpone my reservation even though I booked first?

There is no first-come-first-served principle in the first two phases.

Therefore, it makes no difference who booked first, but who has priority according to the priority list (exception phase III- here the bookings are processed continuously). The reservation requests are always processed by the given deadline of the respective phase, without regard to the creation date.

### What should I do if a collision has occurred?

a. If the collision is intentional: Info to central room management or those authorized to confirm bookings with request for release.

b. If the collision is not intended: Bookings that are reserved with a collision and no message is sent (according to point a) will be rejected.

### When is the priority of the reactivated lecture lost? Why do I no longer have priority over the other lecture?

In phase III, bookings that have not yet been reactivated lose their priority, as they are no longer displayed as reactivated.

From phase III onwards, it is assumed that all required reactivations have taken place and the premises can be allocated for other appointments.

### Why is my lecture not already scheduled by the coordinators in June?

Only lectures that are considered critical will be booked as early as June.

### Where can I get the keys of centrally managed rooms?

For all centrally managed premises a key can be borrowed from the porter for the booked period.

### I forgot to reactivate my lecture and phase III has already started, what can I do?

The lecture can still be reactivated, but without appointment transfer and without preferential priority over other reservations of equal value.

### Someone has booked over my appointment, which is also already visible in the booking plan, what can I do?

Reservation requests are also visible in the booking plan, i.e. if I see a date in the booking plan, it does not necessarily mean that it has already been confirmed.

### Why do I have to book in the time raster?

The time raster - begin and end of lecture bookings at the full hour -  was introduced to facilitate the interchangeability of dates . A standardization of booking windows thus supports the safety of the students as it garantees a certain changeover time as well as the preparation time of lecturers in the room and the coordination of the lectures by the central or local room management.

### Can I check for which LVAs I am registered as an appointment coordinator?

Current information on the topic of appointment coordinator can be found in the TISS help under the following link: [Hilfe: Terminkoordination | TU Wien](https://tiss.tuwien.ac.at/hilfe/zu/tiss/lehre/meine_lehre/lva_administration/terminkoordination)

### What should be considered specifically for lectures planned in distance learning?

Current information on the topic of distance learning can be found on our homepage under the following link: Distance Learning für Lehrende | TU Wien und in our coLAB-Space [Distance Learning Good Practice - Distance Learning Good Practice - TU coLAB (tuwien.ac.at)](https://colab.tuwien.ac.at/display/DLGP/Distance+Learning+Good+Practice)

## Contact

Eliza Rokita

Phone: +43 58801 406031

E-Mail: eliza.rokita@tuwien.ac.at

## Contact

Ute Schörgendorfer

Phone: +43 1 58801 406406

E-Mail: ute.schoergendorfer@tuwien.ac.at

[Contact the central teaching space Management](#)

## Contact

Eliza Rokita

Phone: +43 58801 406031

E-Mail: eliza.rokita@tuwien.ac.at

## Contact

Ute Schörgendorfer

Phone: +43 1 58801 406406

E-Mail: ute.schoergendorfer@tuwien.ac.at

[Contact the central teaching space Management](#)