Classrooms for study activities

Please note that the booking of classrooms is subject to a number of conditions.

Step 1: Log in

Go to  http://splus.cumulus.vub.ac.be/Scientia/WebRoomBooking/EVENJR_EN and login with your VUB Net-ID and password.

Step 2: Select the size of the classroom

Select the size of the classroom. The number refers to the amount of seats.

Step 3: Select date

Select the date. You can book a classroom only 7 days in advance. The available dates are underlined.

During exam periods and when the VUB is closed (Sundays, holidays, week between Christmas and New Year), there are no classrooms available.

Step 4: Select time

Select the start time and the duration of your reservation. The end time will be entered automatically, taking into account the reservation limitations (until 9 PM and until 5.30 PM on Saturday). Click on 'Next'.

Step 5: Select the classroom

Select maximum 1 classroom and click on 'Next'.

A number of data is entered automatically.

Step 6: Fill in data

Fill in the missing data.

Step 7: Accept the conditions

Read the conditions carefully and select 'Yes'.

Step 8: Confirmation

Your reservation for a classroom was confirmed.

If your study activity is called off, it is mandatory to cancel your reservation.

Step 1: Cancelling reservation

Go to 'My Bookings' and click on 'Cancel' in the right column of the reservation you wish to cancel.

Step 2: Confirm cancellation

Confirm the cancellation of your reservation by clicking on 'OK'.

Step 3: Reservation cancelled

Your reservation for a classroom is cancelled.

Conditions

• Only for informal educational activities in the context of your studies
• For activities between 8 AM and 9 PM (not possible on Sundays, during exam periods, during the summer holiday and when the VUB is closed)
• Not available during exam periods and when the VUB is closed (Sundays, holidays, week between Christmas and New Year)
• Duration of maximum 3 hours
• Classrooms or meeting rooms can be booked maximum 7 days in advance. It’s not possible to book a classroom or meeting room on the day of the study activity.
• A student can only book one room at the same time.

Regulations

At the start of the study activity

At the start of the study activity the responsible student – who booked the classroom – checks the condition of the room and the material in the room. In case of problems or damage, the students contact the classroom technicians immediately via 02/629 27 98 or 04 74/88 12 21.

At the end of the study activity

At the end of the study activity the students leave the classroom clean and in good condition. They collect their garbage and put the chairs back in their original position – as presented on the picture on the door. When leaving the room, the responsible student – who booked the classroom - checks the room again.

Disturbance and damage

We count on our students to use the rooms in a responsible manner and not to cause disturbance or damage. Furthermore, we trust our students to not jeopardize the safety of other students, personnel and/or visitors and to not disturb the daily activities on campus.

In case of disturbance students will be asked to leave the room immediately. If needed, students can report disturbance to campus security via 02 629 21 76. Please follow the instructions of the responsible or security and take into account that - if needed - they can decide to stop the activity at all times.

In case of damage, theft, vandalism or in case there is an excessive amount of garbage left in the room, the costs for cleaning, repairs or replacements will be charged to the student who booked the room.

Cancelling your reservation

If your study activity is called off, it is mandatory to cancel your reservation via Web Room Booking. If there is no cancellation, the student who booked the room is responsible, irrespective of his or her actual presence.

Cancellation by the VUB

In exceptional circumstances classroom reservations can be cancelled by the VUB before the study activity has taken place. The student who booked the room cannot claim compensation.

Subletting

Subletting is strictly forbidden.

Misuse

Classrooms or meeting rooms can only be booked for informal educational activities in the context of your studies*. Using the rooms for other activities is strictly forbidden.

*Informal educational activities in the context of your studies, like:

• Group assignments
• Rehearsing presentations
• Doing exercises together
• Discussing papers or projects with supervisors or fellow students
• Focus groups, interviews, ... which are needed for study projects
• Small scale meetings in the context of a course

Classroom regulations

Classroom regulations (only in Dutch) apply.

Note: classroom reservations by students via Web Room Booking is a pilot project. When problems or misuse occur, the project can be cancelled immediately and students will no longer be able to book classrooms or meeting rooms.