Event Resource Management

When you schedule an event, you not only designate a date and time, but also a place (a building and room(s)), so students who register for the event know where to go. You can also specify the equipment that you will be using, so that other people who schedule events can see that the equipment will not be available to them while your event is taking place. Buildings, rooms, and equipment are referred to as event resources.

Before you can specify resources for events, however, they must be added to the system. When you are adding resources to system, keep the following points in mind:

Before you can add a room, the building that contains it must already exist in the system.
Before you add a resource, you should check to see whether it is already in the system.
Equipment can be associated with a building and/or a room, but it is not required.

An Important Note about Event Resources

If your institution uses HLC classroom functionality, you should be aware that resources created for classes are completely separate from resources created for instructor-led events. For example, perhaps there is a simulation lab at your hospital where simulation classes take place, and that lab has been added to the HLC as a resource that can be scheduled. That simulation lab will not automatically appear in the list of resources available for instructor-led events. It must be added to the system a second time.

Furthermore, the system can only identify resource scheduling conflicts between two instructor-led events or two HLC classes, not between an instructor-led event and an HLC class. For example, if you schedule the simulation lab for an instructor-led event that occurs on February 26, 2017 from noon until 4:00 PM, and someone else schedules the same room for a class on the same day from 2:00 PM to 3:00 PM, the system will not detect that the room is double-booked. The same is true for instructors as well. For this reason, when you schedule resources and instructors, you should coordinate with an HLC administrator (if you are not one yourself) to ensure that there are no scheduling conflicts.