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

Peabody 105K

  • Address Book Name: SOE – Peabody 105K
  • Email Address: soe_pe-105k.rmb@ad.unc.edu
  • About the room: Peabody 105K

Peabody 212

  • Address Book Name: SOE – Peabody 212
  • Email Address: soe_pe-212.rmb@ad.unc.edu
  • About the room: Peabody 212

Peabody 309

  • Address Book Name: SOE – Peabody 309
  • Email Address: soe_pe-309.rmb@ad.unc.edu
  • About the room: Peabody 309

Peabody 018

  • Address Book Name: SOE – Peabody 018
  • Email Address: soe_pe-018.rmb@ad.unc.edu
  • About the room: Peabody 018

Peabody 201C

  • Address Book Name: SOE – Peabody 201C
  • Email Address: soe_pe-201c.rmb@ad.unc.edu
  • About the room: Peabody 201C

Peabody 307F

  • Address Book Name: SOE – Peabody 307F
  • Email Address: soe_pe-307f.rmb@ad.unc.edu
  • About the room: Peabody 307F

SOE Conference Line

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:

  1. Log in to http://heelmail.unc.edu/
  2. Navigate to your calendar and create a calendar entry and attendees to see their scheduling availability.
  3. Enter the date and start and end times for the meeting.
  4. 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.
  5. Select + Browse more rooms at the bottom of the drop down. A Browse Rooms menu will open on the right.
  6. Type SOE Rooms in the search box and a list of SOE Rooms will be displayed along with room availability.
  7. 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.
  8. Confirm all of your meeting details are correct, and click “Send” at the top left.
  9. 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:

  1. Open Outlook on your PC, navigate to your calendar, and create a calendar entry and enter the meeting date and times.
  2. Click on Invite Attendees to add your meeting attendees.
  3. Click on the Room Finder icon at the bottom right of the window. The Room Finder window will open on the right.
  4. Go to the Select a room list: drop down and select SOE Rooms. A list of available SOE Rooms will appear.
  5. Select an available room from the list and it will be added to your meeting invitation for the location.
  6. Confirm all of your meeting details are correct, and click the Send button the top left.
  7. 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:

  1. 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.
  2. Click on the Room Finder icon. A Room Finder menu will open on the right.
  3. Select SOE Rooms from the Choose a room list: drop down. A list of available SOE Room will be displayed.
  4. Select an available room from the list and the room will be added to the meeting invite.
  5. Confirm all of your meeting details are correct, and click Send at the top left of the meeting window.
  6. 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.

  1. Log into http://heelmail.unc.edu/
  2. 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.
  3. Select From Directory. The Add calendar from directory options will appear.
  4. 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.
  5. 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.
  6. Repeat this process for other room calendars you would like to view.
  7. As previously mentioned, once the calendar is opened via Heelmail, it will also be available via Outlook on PC or Mac.
    heelmail open calendar 7

Classrooms

SOE Classrooms (including Peabody 02, Peabody 206, Peabody 310, and general purpose classrooms with Peabody hall) are scheduled via Ad Astra by the SOE Registrar. You can view what is available by:

Peabody 202

Peabody 202 has been setup as a temporary classroom space, and is reserved the same way our conference rooms are. The 202 Outlook details are:

  • Address Book Name: SOE – Peabody 202
  • Email Address: soe_pe-202.rmb@ad.unc.edu
  • About the room: Peabody 202

CCEE Rooms

CCEE Rooms are scheduled via Caroline Weaver.

To reserve a room, please contact Caroline at: weavermc@email.unc.edu