Kenyon Reservations - Space Owner Role & Policy

Role of Kenyon Reservations Space Owner 

Kenyon has implemented an events management system to make the process of space requests and reservations easier and more efficient.  The system streamlines the reservation process, improves safety/emergency and informs future building/space planning.  Space owners play an integral role in the management of the diverse spaces and programmatic needs of the College.  The role of the space owner has been outlined to provide clarity regarding expectations associated with this responsibility.  Definitions of important terms are provided for context.

Definitions

  • Web Request Form:  The form users complete to request the use of campus space(s).
  • Web Client:  Web-accessible platform for managing reservation requests for applicable space(s). 
  • Public Space: Reservable spaces through the Kenyon Reservations web request form.  
  • Private Space: Non-reservable space through the Kenyon Reservations web request form.  Only bookable through web or desktop client.
  • Space Owner Approved:  Passed first level review by space owner--not a final confirmation of reservation.
  • Confirmed:  Final confirmation of reservation.
  • KRUG:  Kenyon Reservations User Group (KRUG) is the system implementation and oversight team.
  • Services:  Auxiliary resources associated with a reservation request (ex. catering, maintenance, audio/visual).

Expectations

  • Follow established workflow for space type.
  • Follow all Kenyon Reservations policies. (kenyon.edu/space-reservation-policy)
  • Appropriately manage the use of applicable space(s).
  • Direct all users to the Kenyon Reservations website to complete a web request form for a reservation of a public space.
  • Review and respond to reservation requests by the end of the next business day.  (If a space owner will be unable to meet this expectation due to a special circumstance, such as vacation time, they shall appoint a proxy.  For more specifics, please work with LBIS.)

Workflow

Public Spaces with or without Services & Private Spaces with Services

  • Space owners will receive notification of reservation request(s) for space(s) they manage.  All users submitting reservation requests through the web request form are subject to terms and conditions for space use.
  • Space owners will conduct first level review of request.  At this stage, any specific usage policies or procedures should be enacted, if applicable. (Ex. requestors are required to do a walkthrough of the Gund Gallery before request is approved.)
  • Space owners can approve or deny reservation requests at this point as they deem appropriate.
  • If space owner denies request:
    • Space owner changes reservation status to “Space Owner Denied”. 
    • Space owner sends pre-populated response to requestor stating why space usage is denied.
  • If space owner approves request: 
    • Space owner changes reservation status to “Space Owner Approved”.  (NOTE: Space owner will NOT change status to “Confirmed”.) 
    • Appropriate KRUG reservation manager will then review and provide final confirmation and communication regarding reservation status.  Reservation manager may approve or deny reservation request as they deem appropriate.
      • If KRUG reservation manager denies:
        • Appropriate KRUG reservation manager will provide communication regarding reservation status to requestor and space owner.
      • If KRUG reservation manager approves: 
        • Appropriate KRUG reservation manager will then review and provide final confirmation regarding reservation status to requestor and space owner. 
        • Space owner may provide requestor with supplemental information regarding the reservation, as needed.

Private Spaces without Services

  • Space owners will receive request for reservation through an alternative form of communication other than web request (i.e. walk-in, phone call, email, etc.).
  • If approved:  
    • Space owner will enter the reservation request into the web client.  
    • At this stage, any specific usage policies or procedures should be enacted, if applicable.
    • Space owner changes reservation status to “Confirmed”.
  • If denied:  Space owner will provide communication regarding reservation status to requestor.  
  • KRUG reservation managers are not needed for confirmation of private spaces without services.  If services are needed, please refer to the “Public Spaces and Private Spaces with Services” workflow.

Please click here for Kenyon's Space Reservation Policy.

Content on this page is managed by the Kenyon Reservations User Group (KRUG).