ITS Fredericton Lab Booking Policy

DISCLAIMER: If there is a discrepancy between this electronic policy and the written copy held by the Policy owner (ITS), the written copy prevails.

Labs Maintained by ITS

This policy is applicable to the following labs maintained by ITS:

• Head Hall, B17
• Head Hall, D7
• Gillin Wing D108
• Gillin Wing, D117
• Gillin Wing D118

Terms of Reference

The following terms of reference apply to those using the instructional computing facilities maintained by ITS:

Instructor software choices must be compatible with the capabilities of existing hardware and the planned use must be compatible with the ongoing needs of the other users of the hardware. For instructional software it is particularly important that the planned use be well tested in the applicable computer lab and be sufficiently well documented so that ITS can administer the computer lab efficiently. Ensuring that these conditions are met is a shared responsibility, with ITS providing the technical expertise and information on other uses, and the proposer providing realistic projections and documentation about the proposed use.

Registration for Use of Computing Labs

All regular lab bookings (tutorials, labs, etc.) should be made by email or in person at Information Technology Services as soon as course times and lab requirements are known. Bookings submitted via the Registrar's Office for exams receive priority over other bookings. Any special requirements related to the use of the labs, such as course folder creation, software installation requests and/or specific lab assignment requests, should be submitted at the time of booking.

Limitations for Scheduled Use of Computer Labs

Booking of ITS computers labs for the next academic year (September 1st) will not begin until July 1. All bookings are subject to the following conditions.

General Conditions

• Bookings not requiring special software or any ITS involvement (e.g. accounts, room preparation, etc…) may be booked no later than one (1) week prior to the required date.
• Bookings requiring special software or other ITS involvement may be booked no later than two (2) weeks prior to the required date.
• Each term you can request up to ten (10) bookings for a maximum of thirty (30) hours in any of the labs.
• All bookings are on a “first-come, first-serve” basis.
• HD7 will be held in reserve as a ‘public’ non-bookable space except under very special circumstances which must be approved by the Manager of the Desktop Management Group.
• At no point can the remaining four (4) labs (GD108, GD118, GD117, and HB17) all be booked at the same time. One lab must be open for general student use. ITS will ensure this is followed and will advise you if your booking conflicts with this condition.
• Special requirements* must be conveyed at the time booking. These include:
  • Teaching aids (projector, whiteboard, etc…),
  • Is ITS required to be present at the beginning of the lab,
  • Special software not normally available in the lab,
  • Who will be participating, including number of participants
  • If you no longer require your lab booking, please advise ITS as soon as possible.
• Lab bookings will be honoured for 30 minutes after the original booking time. If an instructor or teaching assistant does not arrive (or give notice to the ITS Help Desk of their tardiness) the lab will be opened and available for public use. Your booking will have to be rescheduled at a later date. 
• Those who book a lab and do not show up for three (3) consecutive lab bookings for one particular course without reason will have their booking privileges revoked until re-instated (by request in person to the Manger of the Desktop Management Group).

* if your special requirements are above and beyond the resources and/or capabilities of ITS, a charge may be necessary. This is at the discretion of ITS and you will be made aware of this at the time of booking. An example is requiring ITS to be present for a lab which occurs outside of business hours.

Faculty of Engineering – Priority Booking Conditions

The following conditions are specific to the Faculty of Engineering whereas ITS has entered a ‘priority booking’ agreement under the following terms:

• ITS will allow the Faculty of Engineering to book for the next academic year between May 1st and the Friday after June’s ‘Early Registration’ (usually the 1st or 2nd Saturday of June) for ENGG1013 and ME1312.
• It will be the responsibility for the Faculty of Engineering to contact ITS regarding these bookings. Failure to do so will result in the standard booking policy of “first-come, first-serve”.
• When bookings for the above courses are received, software requirements must be communicated to ITS at this time. Actual software and its associated components (e.g. documentation and licensing information) must be made available to ITS by July 15th (as per the “Software Installations and Compatibility” section below.
• ITS will allow the Faculty of Engineering to book labs to meet the enrollment of the following two (2) courses:

• To accommodate the course enrollment, bookings for ENGG1013 and ME1312 have no time constraints, but must be reasonable. Bookings drastically exceeding the example given above must be discussed and approved by the Manager of the Desktop Management Group prior to booking.
• HB17 will be the “preferred’ lab to use for these bookings, although as necessary GD108, GD117, and GD118 may be booked as well to meet course demands.
• For all other Faculty of Engineering courses, the General Conditions section above is applicable.
• Asking anyone present in the room to leave (your preference),
• Obtain instructional aids you require from ITS (whiteboard marker(s), projector remote),
• Login on a computer and test the software you will be using (if applicable),
• An instructor or teaching assistant must be present during the booked lab,
• No food or open beverages are permitted in the lab,
• Advise ITS of any problems or concerns you have prior to your booking (via the ITS Help Desk).

Software Installations and Compatibility

If you have not previously used the computing application you propose to use on the lab computers, contact the ITS Lab Manager for assistance in determining whether the application is compatible with the lab environment. Due to the unique and sophisticated nature of the Windows configuration in the labs (implemented for reasons of security, reliability and speed) the ITS Lab Manager primarily installs all software on the network for the required lab. It is the instructor's responsibility to test the course files, data, and software to ensure they function as expected prior to the booking time.

For additional software related information, please refer to the Lab Software Installation and Requirements Policy.

Student Access to the L: , H: Drives from outside the Labs

Any files placed on the course L: drive or student home H: drive in the labs is available to students and instructors using their lab accounts and a browser via NetStorage.

Responsibility For Lab Preparation - at the Time of Booking

ITS will reserve the lab 30 minutes prior to your actual booking (if possible when no earlier bookings are present) to allow for preparation. During this time you will be responsible for:

Limitation of ITS

Due to the technical and timely nature of lab bookings, ITS is not responsible for disruptions beyond their reasonable control such as computer hardware problems, power outages, network connectivity issues, or other room problems (e.g. flooding, power, etc…). We will work to accommodate your booking in another room if this is possible, but a rescheduling of the lab may be necessary if issues cannot be resolved.

As ITS is the owner of these labs, all bookings and their associated conditions and guidelines are at their discretion.

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