Body
Unit Procedure
Title
Eshelman School of Pharmacy: Procedure for Room Reservations
Introduction
Purpose
This Standard Operating Procedure (SOP) outlines the process for reserving rooms at the UNC-Chapel Hill Eshelman School of Pharmacy (ESOP). The goal is to ensure consistent scheduling practices, prioritize academic activities, and provide clear guidance for internal and external users.
Scope
This SOP applies to all faculty, staff, students, and external groups requesting use of rooms or instructional spaces at ESOP locations, including the Chapel Hill and Mountain Area Health Education Center (MAHEC) Asheville campuses.
Guiding Principles
- Academic priority: The biannual reservation timeline ensures the Student Registrar has priority for scheduling academic courses.
- Room availability: All reservations must be made through 25Live.
- Conflict resolution: Users may be asked to relocate meetings if academic activities require the room. Advance notice will be provided.
Reservation Windows
Room reservations open biannually, with separate timelines for internal and external users.
Fall Semester (Aug 1 – Dec 31):
- Internal: First Monday of July (if July 4, then second Monday)
- External: Two weeks after internal opening
Spring & Summer (Jan 1 – Jul 31):
- Internal: First Monday of December
- External: Two weeks after internal opening
Eligible Requestors
- Internal requestors include ESOP faculty, staff, affiliated programs, and student organizations.
- External requestors include other UNC-Chapel Hill units.
- Non-ESOP-affiliated student organizations are ineligible.
Student Organization Reservation Process
Student groups follow the internal timeline but must submit requests through:
- Student Senate Secretary (Chapel Hill)
- Asheville Student Representative (MAHEC campus)
Contact IET at help.unc.edu for assistance identifying the current representative.
Reservation System & Approval Rules
All room reservations must be made through 25Live.
Approvals:
Most ESOP rooms auto‑approve if available.
Manual Approvals Required For:
- Dean's Conference Rooms (Beard 100P, Beard 101)
- MAHEC Asheville campus rooms - approval may take 1 - 2 business days
Future Conflicts & Adjustments
Because academic scheduling takes precedence, previously approved reservations may require relocation. Support will be provided to find an alternative space.
Building Hours
- Beard and Kerr Halls: 8:00 am - 5:00 pm M - F
- Marsico and GMB: Badge access required before 7:00 am and after 6:00 pm
- MAHEC: Badge access only
For after-hours access to Beard and Kerr Hall, please submit a ticket to SOP - Facilities at help.unc.edu.
Compliance
Users must comply with ESOP space-use policies, 25Live procedures, building access rules, and UNC-Chapel Hill facility regulations.
Related Requirements
External Regulations
Contact Information
General Room Scheduling
Name: Chris Pippen laura_bratsch@unc.edu
Title: Director of Educational Technology
Phone: 919-966-1955
Email: pippen@unc.edu
Academic Scheduling
Name: Laura Bratsch
Title: Registrar and Curriculum Manager
Phone: 919-962-0099
Email: laura_bratsch@unc.edu
Building Access
Name: Keith Stallings
Title: Director of Facilities
Phone: 919-962-7387
Email: stallk2@unc.edu