ROOMS Booking Guidelines
Please use the ROOMS tool to book rooms on Campus WU.
Room occupancy hours on Campus WU
|Semester/classes in session
These occupancy hours are based on the official Campus WU opening hours.
Fair Use Policy
All WU employees are required to adhere to fair use principles when using ROOMS. In cooperation with the Security and Event Management office, the Vice-Rector for Academic Programs regularly carries out random checks of booking requests and the occupancy of booked teaching and project rooms. In the event of misuse or abuse of booking rights, individual booking privileges may be suspended. Any room reservations that are no longer needed must be deleted immediately to make sure that the rooms can be used by other colleagues.
Booking and room assignment procedures for master’s courses
Master’s-level classes can already be booked during the request phase using specifically assigned rooms. The Teaching Coordination and Academic Controlling teams assist in this process to make sure that the available resources are used as efficiently as possible. The priority booking rights for master’s-level classes expire when the room request phase ends.
Requesting specific rooms
Please note that it is not possible to request specific rooms during the request/planning phase (e.g. “seminar room D4.0.124 in the D4 building”), only the required room category (this does not apply to special teaching labs, however).
Please note: You can enter any special requests you may have in the notes field on ROOMS. We will try to accommodate your requests as best as possible.
Booking project rooms
During the request phase, it is only possible to request project rooms for doctoral/PhD-level or small-scale courses. The rooms are assigned by the Teaching Coordination office. As a general rule, project rooms can only be booked through ROOMS once the control lists have been released (open phase).
Project rooms #L >11: Can be booked by course instructors for small-scale courses
Project rooms #M 6-11 (breakout rooms): Can be booked by course instructors and students
Project rooms #S 2-5: Can only be booked by students
Booking rooms for breakout sessions
During the open phase, you can book additional rooms (project rooms) to complement your existing room reservation. This allows you to offer your students additional rooms for small group work or for preparing presentations, for example.
Booking special teaching labs (language, computer, and GIS labs)
On ROOMS, it is only possible to make non-binding requests for special teaching labs. These are then assigned manually by the appropriate administrators.
Booking carrels and tandem learning rooms
Carrels (small rooms for individual study in the library) and tandem learning rooms (in the Language Resource Center) are intended for use by students only.
Exams in large-scale teaching rooms (category 120 and up)
During both the course announcement phase and the open phase, only non-binding requests are accepted for the use of large-scale teaching rooms (categories 120, 180, HS 170 in the D5 building, Audimax) for holding exams or individual classes. These rooms are assigned manually by the Teaching Coordination office. Booking confirmations are issued once booking is complete.
Booking rooms for classes on Sundays, holidays, and times outside regular occupancy hours
A special permit from Security and Event Management is required to hold classes on Sundays or holidays or at times outside regular occupancy hours. Once you have obtained the permit and sent it to the Teaching Coordination office, you can book a room for the class.
Please note: Even during the planning phase, a permit must be filed with Teaching Coordination to obtain a room booking confirmation for classes outside occupancy hours.
Booking procedures for “location to be announced” and “external ” locations
For classes tagged with “location to be announced” or “external,” the exact location must be specified in the notes field in ROOMS. You will not be able to complete the booking process without specifying the location
Please note: Even during the planning phase, booking requests for “external” or “location to be announced” reservations will only be booked if the notes field includes information on the exact location. Requests that don’t include this information will be deleted.
Booking event rooms
In principle, event rooms are not intended for holding courses. Requests for time slots in event rooms (e.g. Ceremonial Halls, conference rooms, etc.) are processed by Security and Event Management.
Rooms that can be booked after the start of the open phase
Once the control lists have been released (open phase), WU faculty members can submit and edit room reservations for courses to be held during the semester directly. Different rules and procedures apply to the various room categories:
Project rooms can be booked directly
Teaching rooms of the categories 30 and 60 can be booked directly
Teaching rooms of the categories 120, 180, and HS 170 (D5), and the Audimax can be requested; the rooms are assigned by the Teaching Coordination office
Special teaching labs can be requested; the labs are assigned by the appropriate administrators
Event rooms: Requests for Ceremonial Halls, conference rooms, and club lounges have to be filed with the Campus Management/Security and Event Management office, which then assigns the rooms. Please note that event rooms are not intended for holding classes.
The individual departments have their own meeting rooms. All academic units affiliated with the respective department can book these meeting rooms.
When changing teaching rooms, please always make sure that the room category is appropriate for the number of participants who have signed up.
The maximum occupancy limits of classrooms as indicated in the system (30, 60, 120, 180) are not to be exceeded without prior approval of the Vice-Rector for Academic Programs and Student Affairs. To ensure the safety of the students and teaching staff, all applicable fire safety regulations must be observed at all times.