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Policies & Guidelines

Unless otherwise noted, please note the following policies and procedures set forth by the David Geffen School of Medicine at UCLA, Dean's Office.

Rooms are available on a first-come, first-served basis. The Dean’s Office enforces a strict ‘no-bumping’ policy for all rooms. The Dean’s Office will not contact scheduled event hosts and ask them to move or cancel their reservation in order to accommodate an alternate event. It is not permissible for users to directly contact scheduled event hosts and request that they move or cancel their reservation in order to accommodate an alternate event. In rare cases when a room must be taken offline to accommodate construction, renovations or facilities repairs, the Dean’s Office will work with scheduled event hosts to move reservations out affected rooms and into alternative spaces.

Rooms are not available for dates that are more than 6 months in advance of date the request is created in the system.

Requestors should only request a room for the length of time that the meeting will actually occur. The system is designed to adjust reservations based on the requestor's response to whether or not food will be served and the meeting format selected. Rooms may only be occupied for the time period requested. It is expected that users will respect the requested time periods, request only the time required for the meeting and vacate promptly by the end of the requested time.

Special notice regarding reservations in 63-105 and 73-105 CHS. Scheduling priority in these rooms is reserved at all times for the 1st and 2nd year Medical Curriculum Block Classes. The Dean’s Office strongly discourages reserving these rooms for any non-Block event as such reservations cannot be guaranteed. Any non-Block event scheduled in these rooms may be re-assigned to an alternate space, or cancelled in the event that no alternate space is available, if the Medical Curriculum requires the room.

Special notice for NRB Auditorium Lobby Events:

Please note, events which require catering table placement/installation or additional service equipment/furniture or fixtures in the NRB Auditorium Lobby will require advance approval by the Campus Fire Marshal and the UCLA Events Office. Please allow at least 2-3 weeks lead time after your reservation has been confirmed for this process using the attached link: https://www.events.ucla.edu/plan-an-event/determine-what-campus-services-you-need-for-your-event .

Special notice for Switzer Plaza Events:

Please note, as an outdoor venue, Switzer Plaza is equipped with an automated sprinkler system. Events scheduled in Switzer Plaza will be required to submit an FSR to Campus Facilities Grounds no less than 1 week prior to the scheduled event date to request that the watering schedule be modified to accommodate the planned event.

In addition, events which require catering table placement/installation or additional service equipment/furniture or fixtures in the Switzer Plaza will require advance approval by the Campus Fire Marshal and the UCLA Events Office. Please allow at least 2-3 weeks lead time after your reservation has been confirmed for this process using the attached link: https://www.events.ucla.edu/plan-an-event/determine-what-campus-services-you-need-for-your-event .

Center for Health Sciences (CHS)

Conference Rooms in CHS:

  • The David Geffen School of Medicine conference rooms are for the exclusive use of faculty, staff and trainees in the DGSOM. When scheduling permits, the rooms will be made available to the Schools of Dentistry, Public Health, and Nursing. Rooms may not be scheduled for or rented to outside sources.
  • Conference rooms are to remain locked when not in use. Keys may be obtained from the IT Connect Desk located in the West Dining Room of Café Med (on the 16 corridor of CHS) from 8:00am - 5:00pm, Monday - Thursday, 8:00am - 3:00pm on Friday. Keys returned after hours may be left in the drop-box.
    • Users will be charged for lost or unreturned keys.
  • If a conference room is left dirty, in disarray, or not in the original configuration by the preceding occupant, immediate notification to the Dean's Office should be made to avoid clean-up charges levied against current occupant.
  • Rooms must be left clean and in the same configuration in which they are found:
    • Tables and chairs must be returned to the original configuration (where applicable)
    • Food must be removed
    • Trash must be thrown into receptacles
    • Tables and credenzas must be wiped clean
    • Food and trash must be picked up off the floor
    • White boards should be erased
      • Users/departments will be charged a minimum $100 cleaning fee for failure to comply and may lose the privilege of utilizing these rooms in the future.
  • Wired Connectivity: All rooms contain enabled network data ports labeled DATA.
  • Wireless Connectivity: All rooms have wireless connectivity
    • Connect to UCLA_WiFi wireless with a UCLA Logon (formerly known as BOL - Bruin Online) account. To create a UCLA Logon, go to http://www.bol.ucla.edu/services/.
    • Connect to MEDWIFI wireless with your AD account.
    • Guests may connect to MEDGUEST without a password, however users must accept the Terms and Conditions presented in a browser window prior to accessing the internet.
  • Telephone: Most conference rooms contain either a stand-alone or integrated conference phone. In order to hold a teleconference, users should first schedule a conference line with Campus ITS prior to their event. In order to minimize disruption to other events, the Dean’s Office does not distribute the direct phone numbers associated with the conference rooms.

Lecture Halls in CHS:

  • Lecture halls are maintained by and for the use of faculty, staff and trainees in the DGSOM. When scheduling permits, lectures halls will be made available to the Schools of Dentistry, Public Health, and Nursing. Rooms may not be scheduled for or rented to outside sources.
  • Lecture halls are available from 7:00am-6:00pm, Monday - Friday.
  • Lecture halls must be left clean.
  • Lecture halls are scheduled on the hour and must be vacated on the hour. Please be courteous to those who come before you and after you.
  • Wired Connectivity: All rooms contain enabled network data ports. In classrooms/lecture halls data ports are located at the podium and/or on the wall. All enabled data ports are labeled ACTIVE.
  • Wireless Connectivity: All rooms have wireless connectivity.
    • Connect to UCLA_WiFi wireless with a UCLA Logon (formerly known as BOL - Bruin Online) account. To create a UCLA Logon go to: http://www.bol.ucla.edu/services/.
    • Connect to MEDWIFI wireless with your AD account.
    • Guests may connect to MEDGUEST without a password, however users must accept the Terms and Conditions presented in a browser window prior to accessing the internet.

Goldschmied Neuroscience and Genetics Research Center (Gonda)

Please note the following policies and procedures set forth by the Goldschmied Neuroscience and Genetics Research Center (Gonda).

As part of the Gonda (Goldschmied) Neuroscience and Genetics Research Center, the 1st floor Gonda Conference Room is intended to provide space only for the occupants of the Gonda Building, along with the DGSOM Dean's Office. For any special exception requests, please contact the BRI Administration Office at X-55061.

For additional information, please visit the Gonda Conference Room Reservations.

MacDonald Research Laboratories (MRL)

Please note that MRL 1-441 does not contain an active phone line.

Neuroscience Research Building (NRB)

Auditorium in NRB:

  • Keys may be obtained from the IT Connect Desk located in the West Dining Room of Café Med (on the 16 corridor of CHS) from 8:00am - 5:00pm, Monday - Thursday, 8:00am - 3:00pm on Friday. Keys returned after hours may be left in the drop-box.
    • Users will be charged for lost or unreturned keys.
  • Lobby may be used as a prefunction space as long as exit pathways are left clear. Tables and seating for registration and catering are available by contacting Email DGSOM Facilities – 4-5 business days prior to your event. Approval for placement and installation of additional tables, fixtures and furniture in the pre-function space is at the discretion of the Campus Fire Marshal and requires advance approval. Please contact the UCLA Events office to request approval by the Fire Marshal for placement of additional fixtures, tables, furniture for events at NRB. Please ensure the catering provider removes all service items (canisters, supplies, etc.) after the conclusion of the event.
    • No food or drink is permitted in the auditorium.
  • Audio-Visual support: Questions related to audio-visual support in the NRB Auditorium should be directed to dgsomav@mednet.ucla.edu or (310) 206-6914 a minimum of 4 business days prior to your event.
  • Wired Connectivity: Auditorium contains enabled network data ports labeled DATA.
  • Wireless Connectivity: Auditorium and lobby have wireless connectivity.
    • Connect to UCLA_WiFi wireless with a UCLA Logon (formerly known as BOL - Bruin Online) account. To create a UCLA Logon, go to http://www.bol.ucla.edu/services/.
    • Connect to MEDWIFI wireless with your AD account.
    • Guests may connect to MEDGUEST without a password, however users must accept the Terms and Conditions presented in a browser window prior to accessing the internet.


 
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