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                          First Session

                             3 November 2004
                          Room 04, Sanford Institute
                                8:00 – 9:30


II.     ROLL CALL (5 minutes)

III.    ANNOUNCEMENTS (5 minutes)


        a. Approval of the Minutes 10-27-04



VIII.   NEW BUSINESS (30 minutes)
        a. DSG-R-2004-110301: Concerning the Creation of a Universal Space
           Reservation and Event Registration Form
        b. DSG-R-2004-110302: Concerning the Need for an Online Space
           Reservation Website





Concerning the Creation of a Universal Space Reservation and Event Registration Form

Policy Statement

Duke Student Government calls for OSAF, RLHS and Event Management to create a
universal space reservation and event registration form. Members of the Student Affairs
committee will aid in the creation of said form. This universal form will subsequently be
used as the web form in an online space reservation and event registration tool.


At the moment, when students reserve space or register an event, separate and different
forms must be filed for OSAF, RLHS and Event Management. This has led to
inconsistent information between forms and general confusion among students and
administrators alike.

Much of the information which OSAF, RLHS and Event Management asks for is similar
and the slight differences are not completely irrelevant for each party. All parties will
benefit from a universal form in that the information given by students will be consistent
from administrator to administrator. The coordination of finding appropriate space for
each event will also be made easier.

Efforts have been taken in the past to create a universal form; however, it has been
difficult due to the paper process currently in place. The creation of an online web tool
will ease the process of a universal form.

Administrators in Residential Life recognize the difficulty multiple forms present and it is
with this that the Duke Student Government endorse the task of uniting the parties with a
consistent, universal form.

Respectfully Submitted,

Brandon J. Goodwin                                   Paige Sparkman
Vice President of Student Affairs                    Student Affairs Senator

Tina Hoang
Bryce Walker
Technology Subcommittee
Student Affairs Senators
              Concerning the need for an online space reservation website

Policy Statement

The Duke Student Government formally endorses the following three phase plan towards
a fully integrated space reservation and event registration tool:

   (1) Phase 1 would consist of an online space reservation system. A list of available
   spaces, similar to the current list established by Event Management, will be posted to
   the OSAF website with photos and descriptions of available amenities. From this
   website, users can access a web form designed for each room which would require
   web authentification, contact information and other input similar to the current RLHS
   and OSAF event registration and space reservation forms. Once a student has filled
   this out, the web form will be sent to the appropriate “owner” of the space as well as
   OSAF so that all relevant contacts are aware of the space request.

   Phase 1 will also include a list of available equipment for rent, including pictures and
   descriptions of the equipment, as well as state the necessary contact information for
   the equipment rental.

   (2) Phase 2 will build off of the features of phase 1. It will include a calendar with a
   list of events for each space on campus (so students can view room availability and
   plan ahead) and a resource base with recommendations on what space and equipment
   is suitable for particular events and occasions.

   (3) Phase 3 creates a fully integrated event registration tool. Among the Student
   Affairs committee’s recommendation for this final phase is a “one-stop-shop”
   including catering options from each of the three available Duke caterers (Alpine,
   Sage and Swift Gourmet Catering, and Three Seasons Catering) and university

   We will also poll campus leaders in order to make all the necessary items available on
   the website. This can include the ability to request DukeCard mobile scanners from
   the DukeCard office as well as reserving Barbeque pits from RLHS.

   The final phase will also include a page to upload power point slides to post on
   plasma screens, similar to the process currently accessible to students in the Pratt
   School of Engineering.

Duke Student Government is aware of the importance of OSAF as an event planning
resource and for this reason, events charging admissions and spaces with a capacity of
200 or more persons will be off-limits to the online space reservation and event
registration tool.


Student groups consistently complain about the lengthy paper trail and sheer confusion
surrounding both space reservation and event registration. In fact, the creation of a viable
online space reservation tool was the second most important concern for campus leaders,
just behind campus safety. With multiple “owners” of space, forms to fill out and
separate deadlines, many students are turned away from the process at the beginning. In
order to foster a lively social atmosphere and an active community, organizations must be
encouraged to plan events and meetings. The current process is counterproductive to this

In addition, confusion in the past has led groups to double book space or to plan events
before reserving space. We must approach this process from a “space first” point of view
and require groups to think about reserving space before putting the time and effort into
planning the rest of their event.

   Phase 1

   Phase 1 will address the confusing paper trail surrounding current space reservation
   and demystify the process of finding space “owners” and appropriate venues. With
   the addition of a comprehensive list of amenities and pictures of each space, which
   will be compiled by members of the Technology Subcommittee of Student Affairs,
   groups will be able to find spaces which better suit their needs. The format used by
   the Event Management website for a few select rooms should be used as a model in
   creating the space list.

   The list of equipment and rentals offered via the Event Management website should
   also be added to this new site. The Technology Subcommittee will ensure that
   pictures of all equipment are posted so that students can easily find appropriate
   equipment, tables and chairs for their events.

   The web form in Phase 1 will be a universal form between RLHS, OSAF and all
   other concerned parties. After students fill out their form, they will be notified that
   their space request has not been confirmed and they will only have reserved their
   space once OSAF and the space “owner” have approved the event. In effect, this
   online interaction and the approval process between OSAF and the space “owner”
   differs little from the current lengthy paper process except in its greatly improved
   efficiency and convenience.

   The technology needed for Phase 1 is already available to the university community.
   In our discussions with Student Affairs Information Technology Director Kyle
   Johnson, we learned that technology is the easiest factor in setting up Phase 1. We
recommend the use of Remedy, a program currently used by the OIT Help Desk, in
which the web form could be translated to a “ticket” for each event. The ticket could
be opened by multiple administrators, allowing easy communication and approval of
events and space requests.

We believe that Phase 1 offers a very effective, yet simple interim space reservation
tool which is easily maintained by the institutions of the current system.

Phase 2

A calendar of events for each room greatly improves space reservations from a
student and administrative point of view. With the current search for a University
calendaring system, it is important to ensure that a system is found which can also be
translated into our event registration and space reservations system.

Phase 2 centers around the ability to provide students with the opportunity to plan
ahead in the event registration process. Event calendars exist today between OSAF
and RLHS and it allows some to have reading rather than writing capabilities for
given spaces on campus. With said technology available, it is imperative that students
and faculty gain read access to a universal space calendaring system. Beyond
increasing convenience for the Duke community, it will prevent double bookings,
repetition of similar events, and it will also allow administrators to stay on the same
page with a multitude of student groups.

Phase 3

Phase 3 will be the complete tool for student groups to use when planning a small
scale event (as defined under the space size constraint aforementioned). The third
phase site will host a comprehensive and interactive list of available University
bartending and catering including Alpine catering, Sage and Swift Gourmet Catering,
and Three Seasons Catering. From here, students can point and click their way to a
fully catered meeting or event in a registered space on campus.

As well as bartending and catering, Phase 3 presents the University community with
the ability to request further services such as mobile DukeCard scanning devices,
barbeque grills from RLHS, and even allow groups to advertise their events.

In Phase 3, we leave the door open for future consultation and communication
between student leaders and the creators of the fully integrated event planning tool.
We stress catering and advertising since these are two commonly used amenities by
student groups and since we deem them to be easily addressed in the online domain.
The Technology Subcommittee will conduct ongoing research into what student
leaders and social chairs require when planning meetings and events. We hope that
the final phase of this process will result in a highly efficient and revolutionary means
of promoting on-campus involvement and social interaction.
The limitation on events which charge for admission and on spaces with a capacity of
200 or more is for practical and safety reasons. We do not believe that large scale events
should be planned on a website since they involve a much broader audience than the
average event on campus. Only 33 of the campus venues would be off-limits and we
recognize that events of this nature are rare in the grand scheme of everyday space usage
and activities at Duke.

Respectfully submitted,

Brandon J. Goodwin                                   Paige Sparkman
Vice President of Student Affairs                    Student Affairs Senator

Tina Hoang
Bryce Walker
Technology Subcommittee
Student Affairs Senators

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