Polytechnic University of the Philippines

EQUIPMENT/FACILITIES RESERVATION

Campus Facilities Reservation Guidelines and Procedures

This post outlines the guidelines and procedures for students/faculty/admin at PUP Santa Rosa campus to request and reserve equipment/facility.

Important Points:

1. Reservation Policy:
   • Prior to scheduling any activities, users are required to verify facility availability. Please notify the designated officer/faculty responsible for the respective facility [e.g., Covered Court (P.E. Classes) and Laboratories (including IT Computer Lab, Physics Lab, and Chemistry Lab)] accordingly.
   • Sharing/first-come-first-served policy applies due to limited availability.
   • Reservations are only considered for Co-curricular and Extra-curricular activities.
   • No reservation is allowed during official university exam period of events that may disrupt specially those are taking the exam.
   • Academic focus is prioritized during the week preceding midterm and final examinations; therefore, extracurricular activities and events will be suspended during this time.
2. Approval Requirements:
   • Co-curricular/Subject Requirements: Prior written approval from Organization Adviser, Head of Student Services, or Director.
   • Extra-curricular Activities: Prior written approval from Course Facilitator, Head of Academic Program, or Director.
3. Laboratory Usage Restrictions:
   • To enhance responsible laboratory utilization and address past misuse, access restrictions have been implemented. Laboratories will primarily serve students within their respective programs (e.g., the BSIT lab for IT-related activities).
4. Available Rooms/Venues:
   • Classrooms: R101, R102, R103, R104, R105, R106, R107, R109, R110, R302, R303, R304, R305, R306, R403, R405, R407, R408, R409, R410
   • Special Purpose Rooms: R206 (Accreditation Room), R308 (AVR/Classroom), R310 (AVR/Classroom)
   • Outdoor Space: C001 (Covered Court) – Please always check the availability of the facility, especially for those who regularly use the Covered Court (P.E. Classes), to avoid conflict.

A. Pre-Reservation Requirements:

1. Request Letter and Notification Notice of Reservation
   (Download Notice of Reservation here):
   • Students must prepare two documents: a formal request letter and a notification (notice of reservation). These documents serve as the official request for the use of facilities.
   • 1.1 Signatories: The request letter must be signed by authorized personnel (Organization Adviser, Head of Student Services, Course Facilitator, Head of Academic Program, or Director) as approved by the Student Affairs Office. This ensures that the event has proper endorsement and oversight.
   • 1.2 Event Approval: Only events with duly signed and approved request letters will be considered for reservation by the Administrative Office. Unsigned or unapproved requests will be rejected.

Important Note: By signing the “Notice of Reservation“, you acknowledge that scheduled classes have priority. Approved reservations may be revoked if they conflict with official class schedules. Please submit your request at least two weeks prior to your event.

B. Reservation Process:

1. Google Form Submission (Onsite only, Room 204):
   • Visit the Administrative Services at Room 204 on campus.
   • Submit a request letter and notification notice.
   • With the assistance of authorized personnel, complete the designated Google Form.
   • This form requires the following information:
     • Date and time of the event
     • Specific room/venue/equipment requested
     • Number of expected attendees
     • Purpose of the event
     • Your contact information
2. Finalize the Reservation:
   • Submit a signed copy of the notification notice to the Administrative Services.
   • Post the Notice of reservation on the reserved room/facility to inform others.

C. Post-Event Responsibilities:

1. Notice Removal: Any notices posted in relation to the event must be removed by the posting party immediately following the event’s conclusion. Failure to remove posted notices will result in penalties. The specific penalties will be determined and communicated by the Student Affairs Office/Administrative Office.

Flowchart:

• A[Student prepares Request Letter & Notification Notice] –> B{Is the Request Letter signed by authorized personnel?};
• B — Yes –> C[Fill out Google Form & attach documents];
• B — No –> D[Request Rejected – Obtain Proper Signatures];
• C –> E[Submit duplicate signed Notification Notice to Admin Office];
• E –> F[Reservation Process Complete];
• F –> G[Event Occurs];
• G –> H[Remove Posted Notices Immediately After Event];
• H — Notices Removed –> I[End];
• H — Notices Not Removed –> J[Penalties Applied];
• J –> I;

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