[joe debord]

Hi Meghan,

Below are the answers to the questions from Ada Hale, our Coordinator of Event Scheduling for our building.? She works closely with the student event planners.? Please let me know if you have any questions!

“1 ? Yes- we have a scheduling timeline that breaks down different levels of reservations:? Major Events, Annual Select, Select, and Routine events.?? Student process routine events for our office.? A copy of the Event Management timeline is here: https://www.jmu.edu/eventmanagement/dates-timelines/event-scheduling-timeline-24-25.shtml

2 ? Our office hours are between the hours of 8 and 5 and the students work between 7 ? 14 hours a week depending on the semester and their availability.?

3 ? They serve as front office customer service and processing new and updating current reservations as needed.? They assist in keeping files updated and communicating by email regularly with customers regarding reservations.

4 ? They work in the scheduling office and have a desk and computer.? ?? Many schools who utilize EMS as their scheduling software are moving towards more remote work for scheduling in general.?

5 ? We currently have three students, and it fluctuates between 2 and 4 depending on the semester.?

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Joe DeBord
Building Manager, Student Life, Facilities & Event Services
James Madison University
Harrisonburg VA
(540) 568-8931
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Original Message:
Sent: 01-24-2024 09:22
From: Meghan Myers
Subject: Student Reservation Team

Hi Everyone!

We are considering the creation of a student employment team to process pending reservations for our student organizations. I was wondering if any other universities use student employees to help with room reservations? If so, could you please answer the following questions:

• Are there restrictions on what types of reservations they process?
• What hours does the team work/what is their work schedule?
• What is their job description? Do they work on anything in addition to room reservations?
• Where do they work? (at an information desk, in an office space, remote, etc?)
• How many students are on the team?

Many thanks!

——————————
Meghan Myers
Assistant Director of Student Life Operations
University of Rochester
M.myers@rochester.edu
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[Jason Levy]

Hi Meghan – Alicia Ferguson from Temple has a ton of experience and info on this topic. Her email is aliciaf@temple.edu and she would be a great resource.

Jason

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Jason Levy
Campus Relations Manager
RecRe
Elkins Park PA
(215) 514-0548
jason@recrebox.com
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——————————————-
Original Message:
Sent: 01-24-2024 09:22
From: Meghan Myers
Subject: Student Reservation Team

Hi Everyone!

We are considering the creation of a student employment team to process pending reservations for our student organizations. I was wondering if any other universities use student employees to help with room reservations? If so, could you please answer the following questions:

• Are there restrictions on what types of reservations they process?
• What hours does the team work/what is their work schedule?
• What is their job description? Do they work on anything in addition to room reservations?
• Where do they work? (at an information desk, in an office space, remote, etc?)
• How many students are on the team?

Many thanks!

——————————
Meghan Myers
Assistant Director of Student Life Operations
University of Rochester
M.myers@rochester.edu
——————————

[Ashley Shoemake]

Hi Meghan!

I oversee our student reservations team at the University of Texas at Dallas. I’m happy to share with you!

• Are there restrictions on what types of reservations they process?
  • Our students only process student organization reservations. They do not process departmental or outside group reservations. We have a full-time admin who handles those.?
• What hours does the team work/what is their work schedule?
  • Each student employee works between 10-20 hours per week, Monday-Friday between the hours of 9:00am-5:00pm. We also have a one-hour team meeting once per week. Because our students work so independently throughout the week, they expressed to me that they wanted more team interaction so we now meet once per week to focus on team? building and going over updates/questions.
• What is their job description? Do they work on anything in addition to room reservations?
  • Our students also assist with checking our reservations email account, answering our reservations phone line, and answering in-person questions.
• Where do they work? (at an information desk, in an office space, remote, etc?)
  • Our students primarily assist with front desk coverage in our office suite, but we also have two work stations downstairs that is in use whenever more than one student is working at a time.
• How many students are on the team?
  • I have 3 students on our reservations team. They are all responsible for different areas, although they are all cross-trained in each area so they can assist when needed. I have one student who oversees our outdoor booth reservations, one that oversees our indoor booth reservations, and one that oversees our small meeting room reservations. Our full-time admin oversees our ballroom and large meeting room spaces.

Please reach out to me if you have any other questions or would like more information!

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Ashley Shoemake
Assistant Director, Student Union
University of Texas at Dallas
Richardson TX
(512) 584-4579
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——————————————-
Original Message:
Sent: 01-24-2024 09:22
From: Meghan Myers
Subject: Student Reservation Team

Hi Everyone!

We are considering the creation of a student employment team to process pending reservations for our student organizations. I was wondering if any other universities use student employees to help with room reservations? If so, could you please answer the following questions:

• Are there restrictions on what types of reservations they process?
• What hours does the team work/what is their work schedule?
• What is their job description? Do they work on anything in addition to room reservations?
• Where do they work? (at an information desk, in an office space, remote, etc?)
• How many students are on the team?

Many thanks!

——————————
Meghan Myers
Assistant Director of Student Life Operations
University of Rochester
M.myers@rochester.edu
——————————