Room Booking Policy

The priority of room bookings is determined by the Faculty of Medicine Room Booking Policy.

The UBC Faculty of Medicine (FoM) uses over 150 videoconference and over 250 non-videoconference academic learning spaces distributed across the province of B.C. to facilitate undergraduate and graduate degree programs, health professional programs, post-doctoral training, faculty development, continuing professional development, educational services, research innovation and excellence, and Faculty business. 

Working together with our health authority and university partners across the province, the FoM will maximize and efficiently utilize all academic learning spaces to achieve the goals established in both the UBC and the FoM strategic plans. Effective academic learning space management is a collaborative, ongoing process requiring a consistent and transparent framework for optimizing the use of all facilities and making strategic decisions about the need for physical and/or virtual space. This policy governs the booking and utilization of FoM academic learning spaces. Two separate policies govern the allocation and management of academic administrative and research spaces assigned to the FoM. 

The purpose of this policy is to: 

  • Make the most effective use of available academic learning spaces across the FoM. 
  • Establish transparent, agreed-upon principles and guidelines for the assessment of academic learning space bookings and the allocation of academic learning spaces. 
  • Establish roles and responsibilities for the allocation and management of academic learning spaces, and resolution of issues related to bookings. 

The new UBC Faculty of Medicine Academic Learning Spaces Booking and Utilization Policy reflects the current context and diversity of users’ needs, and provides easy-to-use and fair guidelines to support the best and sustainable use of academic learning space assigned to the Faculty of Medicine.

The policy now includes:

  • New guiding principles
  • New roles and responsibilities for all parties involved in booking academic learning space
  • Updated prioritization framework that includes clearer details and integrates the booking purpose into the prioritization rankings
  • New booking allocation criteria used to evaluate booking requests and make decisions on academic learning space allocation
  • Updated guidelines with clear procedures (for conflict resolution, service standards, and communications) for more efficient, effective, and equitable academic learning space booking.