Bishopric Member able to reserve a part of the building?

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calexbrown
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Bishopric Member able to reserve a part of the building?

Postby calexbrown » Wed Aug 29, 2012 8:28 am

Hi everyone.

I was wondering if a bishopric member can reserve the gym, or if it has to go through the building scheduler?

For the upcoming basketball season, our young men's team has been kindly kicked out, even though it was our ward's mutual night. We want to ensure that we will be able to practice every week.

Thanks,
Alex

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aebrown
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Postby aebrown » Wed Aug 29, 2012 9:11 am

brown.c.alex wrote:I was wondering if a bishopric member can reserve the gym, or if it has to go through the building scheduler?

For the upcoming basketball season, our young men's team has been kindly kicked out, even though it was our ward's mutual night. We want to ensure that we will be able to practice every week.


The ultimate answer to this question depends on your local stake's policy, and how the building scheduler has arranged things. Here are the technical issues; you'll need to work with your building scheduler and perhaps someone at the stake level to get the final answer for your case.

  • A bishopric counselor is a default calendar administrator for the ward. As such, he has the ability to add events to any calendar at the ward level.
  • Any calendar editor or administrator can add an event that reserves a building or room in a building.
  • Only buildings that are enabled for scheduling can be booked by an event; if you see that building in the list of location options in the event details page as you are creating an event, you can be confident that it is enabled for scheduling.
  • An event cannot be created to reserve a location if that location is already booked for that time by another event, or if a "Reservation" (which can be created only by a building scheduler) reserves that location at that time for a different unit (other than the ward you are an administrator/editor for).
  • It is quite common for a building scheduler to create a reservation for a ward on its designated Mutual night. But that simply says that the designated ward is the only unit that can book the building that night. Any editor/administrator in that ward can create an event to actually book the building, and the building scheduler can also create an event because of his special permissions for anyone he wants to.
  • In most stakes I've ever heard of, if someone has created an event to book a location, they get to use the building (unless some higher priority event comes up, in which case they are notified in advance). If you don't have an actual event that books the location, you don't get to use the building.
For your particular scenario, it's possible that the building scheduler created a reservation for your ward, but if you did not create an actual event, you don't actually own the gym at that time. So I'd recommend that you go ahead and create an event that books the gym at the times you want. If it works, then you should be in good shape, and if someone tries to kick you out, you can show that you have the event properly created. If it doesn't work, the calendar system will show you the conflict and you'll then know whom to contact in order to work out the conflict.

But again, your stake and/or building scheduler may have set up particular policies that vary from what I've said, so you might want to ask some questions first.
Questions that can benefit the larger community should be asked in a public forum, not a private message.

russellhltn
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Postby russellhltn » Wed Aug 29, 2012 10:38 am

aebrown wrote:Any calendar editor or administrator can add an event that reserves a building or room in a building.


To be consistent with the language, it should read "Any calendar editor or administrator can add an event that books a building or room in a building."

As you point out, only someone designated as a building scheduler by a stake admin can make a "reservation" in the calendar system.

I'd also add that depending on the setup, you may be able to "book" part of a building or be forced to "book" the entire building for any activity.

Local policies may dictate if activites are compatible with other events scheduled for the same building at the same time. For example, most activities involving the chapel would not be compatible with the noise created by a basketball game.
Have you searched the Wiki?
Try using a Google search by adding "site:tech.lds.org/wiki" to the search criteria.


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