Facilities Office

Reserve A&S Space - Non-Credit Use – Summer Sessions

Overview

This policy covers the process for reserving classroom or teaching laboratory space not needed for Trinity College undergraduate and graduate programs or Continuing Studies programs during the summer months. Access to such academic spaces is administered by the Director of Summer Sessions in collaboration with the Trinity College of Arts & Sciences Office of Facilities.

The demand for summer enrichment program space in particular now exceeds available facility space. Non-Trinity programs and units who have used our facilities in the past cannot be guaranteed space in the future. First priority will be given to TCA&S academic needs: Summer Session, Continuing Studies, Trinity College Camps. Every effort will be made to accommodate as many programs as is feasible.

Program Managers requesting space are responsible for compliance with Duke's Policy for Minors in University Programs, and Duke Occupational and Environmental Safety requirements for laboratory access.

Policy

The Director of Summer Sessions must review and approve all requests for TCA&S space for the summer months. The reservation process requires two parts: First, submit an online request to have the activity reviewed by the Director of Summer Sessions. If the activity is approved, Robin.Harris@duke.edu will send you an email to indicate your request has been approved. This email may contain additional question to assist Robin’s team to schedule suitable spaces for your group. You will receive an email confirmation. It is your responsibility to review and check the confirmation for accuracy and to notify Robin within 10 business days with questions or to request any changes.

Summer space reservation requests will not be processed until all academic classes and continuing studies courses have been assigned space. Reservations are processed after March 1st for summer session.

Procedure

Request a Space Reservation

  1. Review the Terms of Use, Disclaimers & Liability and Criteria for Fees in the Use & Rental Policy for A&S Facility Space - for Non-Credit Activities.
  2. Complete the online Summer Months Space Request form.
  • A Duke NetID is required to access the form.
  • Your request will be reviewed by the Director of Summer Sessions and the TCA&S Office of Facilities. You may be contacted for additional information.
  • You may be required to review and comply with the following policies:
  1. A decision on your request will be emailed by Robin Harris at robin.harris@duke.edu, the TCA&S Scheduler in the Office of Facilities.
  2. You will then be asked to submit a 25Live form to formally request specific rooms. That request will be processed and approved by the TCA&S Scheduler.  
  3. For audiovisual support: Plan to schedule media 48 hours in advance of your event by contacting tts-av@duke.edu, or call 919-660-3088. Requesters are responsible for arranging AV support with Trinity Technology Services.
  4. Arrange for afterhours building access: If your event will occur after regular building hours and the majority of your attendees do not have a Duke ID, you will need to arrange for building exterior door access. Plan to schedule access at least 3 business days prior to the start of the event by emailing Robin Harris at robin.harris@duke.edu.
  5. Housekeeping: Call 919-382-4515 at least 48 hours prior to your event to arrange for Housekeeping Services for events that provide food, or to request clean up before/after an event.

Terms of Use

All units who reserve and use TCA&S space agree to comply with the following terms of use:

Health and Safety
  • Room capacity may not exceed seating capacity as posted by A&S Facilities.
  • No smoking or use of tobacco products is permitted.
  • Animals, with the exception of service animals, are not permitted in classrooms.
  • To ensure student safety and prevent theft of classroom equipment and furniture, classroom doors may not be propped open. 
  • Program Managers reserving space must ensure that all staff comply with laboratory access requirements. See Duke's Occupational and Environmental Safety Office requirements.
Food and Drink
  • No Food allowed in any TCA&S classrooms, Monday - Friday between 8:00 and 5:00 pm and No Food or Drink allowed in any TCA&S auditoriums 24/7.
  • Trash without food must be bagged and left in hall outside classroom or common area. For trash containing food, arrangements for removal must be made with University Housekeeping (919-382-4515).
  • Alcohol use at Duke and in the classroom must strictly follow the University Alcohol Policy (http://studentaffairs.duke.edu/conduct/z-policies/alcohol-policy).
Monetary Issues
  • No sales or solicitations are permitted.
  • No admission fees can be charged for meetings or events within a classroom (with the once/year exception for approved student groups without financial support from DSG for annual fund-raising).
Working with Minors
  • Program Managers reserving space are responsible for ensure compliance with Duke's Policy for Minors in Duke University Programs that establishes safeguards for children under the age of 18 who participate in Duke activities and programs on university land and in facilities or under the authority and direction of the university at other locations.
Restrictions for Use
  • Furniture in the classroom must be returned to its proper arrangement by the event organizers.  (This data is found in a plastic sleeve inside the classroom near the entrance door.)
  • After 5:00 pm, the person who reserved the room is responsible for securing it by turning off lights and equipment, as well as for closing all windows and doors.
  • Classrooms are offline from 3:30 am- 8:00 am for cleaning.
  • Smith Building Bay 6 classrooms, Allen Building and LSRC A247 are not available for reservation or for use that ends after 7:30 pm; and no weekend use.
  • Students may not reserve Interactive Computer Classroom (ICC) facilities.
  • Classrooms and commons areas cannot be scheduled during reading and exam times.
  • Buildings may not be available at certain dates or times based on sustainability measures or for maintenance upgrades.

Disclaimer & Liability

Duke Police, the University Registrar Office, and TCA&S Facilities Office reserve the right to move an event, to cancel an event that disrupts the educational, research, or administrative functions of Duke University, or for emergency maintenance related situations.

TCA&S is responsible for the quality of its classroom facilities and reserve the right to deny request privileges, based upon prior usage.

TCA&S spaces are used at the sponsors’ own risk. Users will be held responsible for the condition of the room and all furniture and equipment within. TCA&S is not responsible for damage or loss of personal effects or personal equipment, nor injury to users or participants.

Procedures

  1. Reserve A&S Space - Non-Credit Use - Fall/Spring Semesters
  2. Reserve A&S Space - Non-Credit Use - Summer Sessions
  3. Reserve A&S Common Space, Teaching Labs & Specialized Spaces