Reserving SOE Rooms

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Overview

Overview

This article covers the procedure for reserving rooms in Peabody Hall and the Carolina Center for Educational Excellence (CCEE). Each room type has a different reservation process – please see the conference rooms, classrooms, and CCEE rooms sections below for details.

Conference Rooms

Housekeeping Items

Rooms should never be held – only reserve rooms once a meeting time has been established.
Occasionally, meetings may need to be shifted around in order to ensure everyone’s needs are met:
- Be conscious of meeting requirements – only book larger rooms/rooms with enhanced technology if necessary.
- Include all meeting attendees on the invitation to have an accurate count.
- If you do not wish to include the meeting attendees, please include the number of attendees in either the subject or notes section.
Rooms should be cleaned up and returned to order once your meeting has concluded.
Not following these practices could jeopardize a person’s ability to continue to make room reservations.

Booking Procedure

SOE faculty and staff reserve SOE conference rooms via Outlook. Each conference room has its own calendar, and if the room is available invitations from SOE faculty and staff are automatically accepted. Others wishing to book SOE conference rooms will need to work with an SOE faculty or staff sponsor to reserve the room for them.

To reserve a conference room, add the room to your Outlook calendar invite. After sending the invite, you will receive a confirmation email from the room calendar. Room availability is seen via the “Room Finder” function and scheduling assistant within Outlook. If you select a room that is not available your invitation will be declined.

The available SOE conference rooms are:

Peabody G002A

Address Book Name: SOE Peabody G002A
Email Address: soe_pe-g002a.rmb@ad.unc.edu
About the room: Peabody G002A
Note: Only Research Staff, Postdocs, RAs, & GAs can reserve PE-G002A

Peabody 1050C

Address Book Name: SOE Peabody 1050C
Email Address: soe_pe-1050c.rmb@ad.unc.edu
About the room: Peabody 1050C

Peabody 2050D

Address Book Name: SOE Peabody 2050D
Email Address: soe_pe-2050d.rmb@ad.unc.edu
About the room: Peabody 2050D

Peabody 3040

Address Book Name: SOE Peabody 3040
Email Address: soe_pe-3040.rmb@ad.unc.edu
About the room: Peabody 3040

Peabody G070

Address Book Name: SOE Peabody G070
Email Address: soe_pe-g070.rmb@ad.unc.edu
About the room: Peabody G070

Peabody G040A

Address Book Name: SOE Peabody G040A
Email Address: soe_pe-g040a.rmb@ad.unc.edu
About the room: Peabody G040A

Peabody 2010D

Address Book Name: SOE Peabody 2010D
Email Address: soe_pe-2010d.rmb@ad.unc.edu
About the room: Peabody 2010D

Peabody 3028F

Address Book Name: SOE Peabody 3028F
Email Address: soe_pe-3028f.rmb@ad.unc.edu
About the room: Peabody 3028F

Detailed Instructions

Heelmail (Outlook Web App)

PC: Outlook

Mac: Outlook

Viewing Full Conference Room Calendars

The steps to reserve an SOE conference room via Heelmail are:

Log in to http://heelmail.unc.edu/
Navigate to your calendar and create a calendar entry and attendees to see their scheduling availability.
Enter the date and start and end times for the meeting.
Click in the field labeled Search for a room or location. A listing for Suggested locations will appear along with the option to + Browse more rooms.
Select + Browse more rooms at the bottom of the drop down. A Browse Rooms menu will open on the right.
Type SOE Rooms in the search box and a list of SOE Rooms will be displayed along with room availability.
Select the room you would like to use to add the room to your meeting. The room will be added to the location field in the meeting invite.
Confirm all of your meeting details are correct, and click “Send” at the top left.
Available rooms will automatically accept invitations from SOE faculty and staff (busy rooms will be decline) and you will receive a confirmation email.

The steps to reserve an SOE conference room via Outlook for PC are:

Open Outlook on your PC, navigate to your calendar, and create a calendar entry and enter the meeting date and times.
Click on Invite Attendees to add your meeting attendees.
Click on the Room Finder icon at the bottom right of the window. The Room Finder window will open on the right.
Go to the Select a room list: drop down and select SOE Rooms. A list of available SOE Rooms will appear.
Select an available room from the list and it will be added to your meeting invitation for the location.
Confirm all of your meeting details are correct, and click the Send button the top left.
Available rooms will automatically accept invitations from SOE faculty and staff (busy rooms will be declined). You will receive a confirmation email.

The steps to reserve an SOE conference room via Outlook for Mac are:

Open Outlook application on your Mac and navigate to your calendar. Create a calendar entry and include: attendees in the To: field and enter the meeting dates and times.
Click on the Room Finder icon. A Room Finder menu will open on the right.
Select SOE Rooms from the Choose a room list: drop down. A list of available SOE Room will be displayed.
Select an available room from the list and the room will be added to the meeting invite.
Confirm all of your meeting details are correct, and click Send at the top left of the meeting window.
Available rooms will automatically accept invitations from SOE faculty and staff (busy rooms will be declined). You will receive a confirmation email.

If needed, SOE faculty and staff have the ability to open the conference room calendars for a larger view of availability. You can view room caleners calendar via Heelmail or via the Outlook application on a PC or Mac. The recommended method for opening and viewing the calendar is via Heelmail. Once you open a calendar via Heelmail, it will also be opened in the calendar section of Outlook application on a PC or Mac.

NOTE: You will not be able to add events to calendars opened this way. To add events, follow the process outlined above.

Log into http://heelmail.unc.edu/
Navigate to your calendar and click Import Calendar under the month calendar view on the left side of the screen. The Import Calendar options window will open.
Select From Directory. The Add calendar from directory options will appear.
Start typing the name of the name of the room for the calendar you would like to open (Ex: SOE – Peabody 018) and click the room object that appears in the list.
Click the Add button to add the calendar to your calendar list. The room calendar calendar will now appear in your list of calendars along the left, under People’s calendars.
Repeat this process for other room calendars you would like to view.
As previously mentioned, once the calendar is opened via Heelmail, it will also be available via Outlook on PC or Mac.

Classrooms

SOE Classrooms (including Peabody G010, Peabody 2018, Peabody 2040, Peabody 3044, and general-purpose classrooms with Peabody Hall) are scheduled by the SOE Registrar. You can request your reservation by creating a ticket.

CCEE Rooms

To reserve a CCEE room, please fill out a Rapid Admin Service Request (RASR) form.