I. Purpose
The purpose of this policy is to establish guidelines for the formal reservation of rooms, buildings, grounds and other New York Medical College (“College” or “NYMC”) or Touro College of Dental Medicine at New York Medical College (“TCDM”) Facilities.
II. Policy
It is the policy of NYMC that anyone who wishes to use Facilities operated by NYMC shall reserve such Facilities and receive authorization prior to such use. In the event multiple space reservations are received for the same date, time, and location, the reservation request with a curriculum-related purpose (e.g., class, lecture, seminar, exam) will be given preference.
III. Scope
This policy applies to anyone who wishes to utilize Facilities (as defined below) at NYMC or TCDM. This policy does not apply to study rooms across campus and any space in The Phillip Capozzi, M.D. Library. Reservation requests for spaces in the Library (study rooms and Library classrooms) can be made at https://calendar.library.nymc.edu/.
IV. Definitions
A. Facility or Facilities means all indoor spaces (including, but not limited to, all classrooms outside of the Library, laboratories, auditoriums, testing centers, dining rooms, and boardrooms), and all outdoor spaces (including, but not limited to, the Alumni House lawn, the Medical Education Center (“MEC”) Plaza, and the SHSP Courtyard).
B. Requestor means a registered user of Resource Scheduler who makes a request for the use of Facilities on their own behalf or on behalf of an NYMC student, group, or organization. A registered user of Resource Scheduler must be an employee of the College and have an nymc.edu or touro.edu active email address.
C. Non-Affiliated Requestor means a requestor who is not actively part of the NYMC community (i.e., not a student, not an employee, not a faculty member, etc.).
V. Procedure
A. Facilities reservation requests by a Requestor are made using Resource Scheduler.
1) Requestors who wish to reserve space must contact the Office of Facilities Management to become a registered user of Resource Scheduler. Registered users of Resource Scheduler must log into https://nymc.resourcescheduler.net/ResourceScheduler/login.asp and use the Reservation Wizard to make a request for the use of NYMC and TCDM Facilities.
2) Student(s) or student organization(s)/club(s) must email the Associate Dean for Student Affairs and Director of Student Financial Planning and Student Activities, Anthony M. Sozzo (the “Associate Dean”), at sozzo@nymc.edu, for event space and room reservations.
3) The Associate Dean will then complete the Resource Scheduler request on behalf of the student organization or club.
4) Space reservation requests to the Associate Dean must include location, date, time, purpose of event, host, attendees, use of food or beverage services, and any other relevant information for the event.
B. The Facilities Management Department shall approve the request only if: (1) the requested Facility is available at the time requested, (2) the Requestor is a permitted user of such Facilities, and (3) the purpose of the request aligns with the College mission and values.
1) If the request is approved, the Requestor will receive an email notification that the Facilities request has been approved.
2) If the request is denied, the Office of Facilities Management will email the Requestor with the reason for the denial and, if appropriate, work with the Requestor to find an alternative Facility and/or date.
C. Non-Affiliated Requestors may submit a space reservation request by contacting the Chief of Staff via email at vilma_bordonaro@nymc.edu. Requests must include location, date, time, purpose of event, host, attendees, and any other relevant information for the event. It is up to the discretion of the Chief of Staff to determine if the space reservation request from a Non-Affiliated Requestor aligns with the College mission and values.
1) If denied, Non-Affiliated Requestor will receive an email from the Chief of Staff denying the request.
2) If approved, Non-Affiliated Requestor will receive an email from the Chief of Staff approving the request and directing the Facilities Management Department to process the space reservation request. At this point, the Facilities Management Department will work with the Non-Affiliated Requestor to submit their information into Resource Scheduler for processing.
D. The Office of Facilities Management shall coordinate any other required services (e.g., furniture set up and removal, cleaning, etc.). Requests for services such as cleaning, audio/visual, and arrangement of specific furniture can be made through Resource Scheduler.
E. Persons or groups hosting the event and using the College’s Facilities shall bear any applicable costs associated with using the Facilities, including but not limited to, set up, clean up, Public Safety, audio/visual. Applicable costs may include staff overtime charges for events that begin before or conclude after the College business hours.
F. Persons or groups using the College’s Facilities must provide all food services for their events in accordance with the College’s Food Services Policy.
VI. Effective Date
This policy is effective immediately.
VII. Policy Management
Executive Stakeholder: Director of Operations
Oversight Office: Office of Facilities Management
