Getting Started with NCC Reservations NCC Reservations is a web-based application that allows users to submit and manage room reservations and service requests, view facility information and browse events in a calendar. Logging into NCC Reservations 1. Log into the Portal with your N number and password. 2. Click on the link for NCC Reservations. 3. The Reservations Default page opens. 4. You will see the following Menu Items: Browse, Reservations, My Account and Help. Overview of the Reservations Menu The Reservations menu contains various options for requesting a space and/or services for an event. To schedule an event click on the reservations tab and select one of the different types of requests as described below. Academic Room Request all classrooms. Requests must be submitted 72 hours in advance. The requestor will receive a confirmation upon review of the request from the Registrar s Office. If you need to make a last minute reservation please contact the Registrar s Office at 516-572-7355 or Scheduling@ncc.edu. AV Only Request equipment needed for a designated room. Request must be submitted 72 hours in advance. For questions regarding A/V only requests please contact the Audio Visual Center at 516-572-7412 or AudioVisual@ncc.edu. General Room Request all non-academic rooms. Requests must be submitted 2 weeks in advance. The requestor will receive a confirmation email upon review of the request from the NCC Events office. If a reservation is needed after the two week cut-off please contact the Events Office at 516-572-9600 or Patricia.Chiodo@ncc.edu. 1
Note: If you try to reserve a room or AV Equipment in NCC Reservations prior to the specified time frame, you will receive the following error message. View My Requests Review, cancel or make changes to your reservations. The Reservations menu provides an option for all the requests for spaces and/or services that you have ever made in NCC Reservations. You can select a specific request from this page for more detailed viewing and for editing if needed. To open the Requests page, under Reservations, click View My Requests. When the page first opens, the Current tab is the active tab. This page lists all your requests that have an event start date that is greater than or equal to the current day s date. You can also carry out the following actions from the Requests page: To view the list of requests in a Calendar view, open the Calendar tab. To search for a reservation, enter a reservation ID in the Reservation ID field and/or a search string in the Event Name field, and then click Quick Search. To view all requests that have a date older than the current day s date, open the Historical tab. To open a selected reservation for viewing and/or editing on the Reservation Summary page, click the name of the reservation. 2
The Reservations Summary Page After you submit any type of reservation request, the Reservation Summary page opens. The Reservation Summary page also opens after you select View My Requests on the Reservations menu, and then select a specific reservation request for viewing. In both cases, the Reservation Details tab is the active tab. The Reservation Details tab on the Reservation Summary page displays summary information for the selected reservation and all its bookings as well any requested services. This area enables you to modify bookings within a reservation, such as requesting services and adding attendees. 3
The NCC Reservations Room Request Page The Room Request page is organized into various sections to facilitate the reservation process a When and Where pane (the left pane of the window) and two tabs a Location tab and a Details tab. Required fields to fill in are marked with a red asterisk (*). Enter the information to search for available rooms in the When and Where pane and View the results of the search on the Location tab. Enter information for the event on the Details tab. (See Steps below) 4
Steps to submit an online request for a room 1. Click the Reservations tab on the menu bar, and select a reservation option. The Room Request page opens. 2. In the When and Where (left) pane of the page, do the following to search for a room or rooms in which the event is to take place: Enter your date and time criteria. On the Facilities, dropdown list, select (all) buildings, or select a specific building or view to search. If the meeting is a recurring meeting, click Recurrence on the When and Where Screen to open the Recurrence popup window, and enter the necessary information for the meeting. You may select daily, weekly, monthly or random recurrence patterns. 3. In the Setup Information section, enter your attendance and select a setup type. For a General Room Request, you can choose from the following options: 4. Click Find Space. A list of rooms that meet the search criteria and that are available for the indicated reservation time are displayed on the List sub-tab (in a list view) for reoccurring meeting requests, or on the Grid sub-tab (in a grid view) for individual meeting requests. 5
A standard self-serve room request that shows real-time room availability in a grid and list view. Room Request page, Grid view Room Request page, List view 6
5. Do the following to select a room: Click the Add icon next to the room you want to select in either the list or the grid view. 6. The following results are possible: If you select a location that is available for all the event dates, then the selected location is displayed at the top of the Location tab. If you select a location that is not available for all the event dates, then a message opens indicating this. Click OK to close the message and return to the Location tab. The selected location is displayed at the top of the Location tab and an option to search remaining dates is displayed at the bottom of the When and Where pane. Use this option as needed to fulfill all the event dates. Optionally, you can also choose the following; otherwise, continue to Step 7. 7. Click Continue. Click the name of any room that you selected for the event to open the Location Details popup, to see Room Details, Setup Type, Features and Availability. The Details tab opens. You use the options on this page to enter the event details. 7
Room Request page, Details tab 8. Enter the detail information for the event. When you are entering the event details, note the following: Required fields are marked with a red asterisk (*). At minimum, you must enter the event name, the event type, and the group details. Some fields in the Group section might be automatically populated with your group/department information. You can modify this information. If contacts are available for a group, you can specify which contact is to be the default contact for the group, and you can inactivate any contact for the group. You have the option of attaching files to the room request. If your room requires a special setup please attach the setup description/layout here. An Attachments section is displayed on the Details tab. The allowed file attachment formats are.csv,.doc,.gif,.pdf,.txt,.xls,.xlsx, and.tif. You have the option of entering reservation-level comments in the General Notes box. You also have the option to select Yes if you want the event placed on the 8
NCC calendar and visible to others or No if you do not want this feature. These questions and comments are displayed in an Other Information section. You also have the option of booking AV services for the event. An AV Service section and AV Notes section is displayed on the Details tab. 9. When you finish entering all details, Click Submit. 10. You will receive an email confirming your reservation. 9
Requesting AV Services Only To request AV services only 1. Click the Reservations tab; select the AV Services Only option. The AV Request page opens with the following instructions on the Info Tab. All AV reservations must be made 72 hours in advance. In the time field please enter the time that the class or event begins. Fields marked with red asterisk are required, except for "Building:* TBD" After "When and Where" fields are completed, click on "Get Services" in order to select the AV equipment. Additional instructions can be entered in "Write Additional Info Here". For further questions, please contact Audio Visual Center at 516-572-7412. 10
2. After clicking Get Services, enter the information for the event. When you are entering the event details, note the following: Required fields are marked with a red asterisk (*). At minimum, you must enter the event name, the event type, and the group details. Some fields in the Group section might be automatically populated with your group/department information. If contacts are available for a group, you can specify which contact is to be the default contact for the group, and you can inactivate any contact for the group. Click the Add icon next to the categories of Audio Equipment listed that you require, make your selection by checking the box next to all the equipment under that category that you need. You also have the option of entering additional information. 11
3. When you finish entering all details, Click Submit. 4. You will receive an email confirming your AV requests. 12
The Browse Menu Browse for Space The Browse for Space page is a read-only page that displays all the rooms at the college in which you can schedule an event along with the availability information for each room (based on the current day s date) in a grid view. Steps to Browse for Space 1. To open the Browse Space page, under Browse on the menu bar, click Browse for Space. 2. Place your cursor over an event entry to open the Event Details popup, which displays general information regarding the event. 3. Click the Room Name to open the Location Details popup. The popup can show varying information about the event location, including the event building details (name, description, and/or notes), any images that have been associated with the building, detailed information for the event room (description, room type, setup type, features, floor map, and availability) and any images that have been associated with the room. 13
Location Details 14