Book a room on Office365

Available rooms

CSE provides a number of private bookable study/presentation spaces, for CSE Staff and Academics, researchers and some tutors.

Undergrads needing a room for thesis presentations, etc. should ask their supervisor to make the booking for them.

Room Location Room Type Occupancy CSE Workstation AV Access HoS Approval
Kens K17 G01/G02 Consult Room 4 CSE Linux PIN
Kens K17 103 HoS Committee Room 12 macOS yes HoS (Priority) yes (see note)
Kens K17 113 CSE Seminar Room 100 macOS yes swipe yes
Kens K17 203/204/402/403 Consult Room 4 CSE Linux PIN
Kens K17 301A/B HCI Lab 10 Data61 signin yes
Kens K17 302 Cisco Conferencing Room 10 yes Data61 (Priority) yes
Kens K17 401K/501M Postgrad Meeting Room 12 yes swipe + key
Kens K17 508 Consult Room (huddle) 5 CSE Linux yes PIN

Make a booking

Open Office365 in your browser
Log into as / YourZPass
Go to the Calendar app
Click the calendar button at the lower left
Create a new event
Click New button to select a new Calendar event
Check availability with Scheduling Assistant
Set the date and time of your event
Add Attendees
Finally, select a Room
Click Add Room to view your options.
By default, only Free rooms will be shown.
Pick a room from the AVAILABLE list
Do NOT select a meeting room if it is unavailable (busy) for your chosen time.
Use Choose new room list to see free rooms from other available lists.
CSE has two available meeting room lists:
  • Kens K17 Rooms – shared with Engineering Faculty
  • Kens K17 CSE Rooms – for CSE HDR students and Staff members
Confirm the Event Details
Click Ok to quit “Scheduling Assistant” then go back to Event editing page.
  • Make sure you have set the correct date and time and chosen a Free meeting room;
  • Make sure the Meeting Room you selected is listed as an attendee of the event;
  • Make sure you add meaningful Title and Description for your event.
Click Send to create the event and send out your event invitation.

Verify a booking

Once you have sent your booking request, Outlook will create an event in your own Calendar to track response from all attendees.

Locate the event in your Calendar and expand the event to see responses and more details.

If your booking request has been approved, the Attendee Status of the meeting room should be Accepted
No Response
No response means your booking request is being reviewed but a decision has yet to be made.
Please be patient and do NOT attempt to book another room or duplicate your booking.
If the status reads: Declined. It means your booking request has been rejected.
Submit a new request for a different room, a different time, or with more information / justification.
Last edited by jbc 27/03/2020

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