This article guides staff booking Common Learning Space (CLS) rooms.

Common Learning Space rooms range can be, for example:

• Teaching spaces
• Tutorial spaces catering for small group activities
• Large lecture theatres housing hundreds of people at a time

Common Learning Space rooms are on:

• Avenue Campus
• Highfield Campus
• National Oceanography Centre (NOC)
• Southampton General Hospital
• Winchester School of Art campuses.

Booking a room

1. Log in to the Web Room Booking portal with your university username (for example: ab1cd22) and password

2. Once logged in, you can start the procedure using the filters to define the room you wish to book. 

Select the link ‘View filtered rooms’ to see the list of rooms that meet your criteria. 

 
It will appear the list of filtered rooms:

 

3. Select 'Minimum size' to choose the size of the room. This is the only mandatory field.

4. Select the building. All buildings that do not state a campus are on Highfield.

5. Select 'Common Learning Space for booking online'

6. Select the right campus for you:

1. Avenue Campus
2. Highfield – East (every building on the right side of University Road, keeping the North as reference)
3. Highfield – West (every building on the left side of University Road, keeping the North as reference)
   
4. National Oceanography Centre (NOC)
5. Southampton General Hospital – South Academic Block
6. Winchester School of Art campuses.

7. If necessary, choose the equipment needed by selecting one or more rows within the ‘Resources” menu.

To select more than one row, please press CTRL + every row needed.

8. Choose the date(s) for your booking by either selecting:

• The appropriate date from the calendar
  Or
• The link ‘Selecting multiple days/weeks’.
  
  The calendar will change to allow you to pick a week/day range. You can select both:
  • more than one day, by checking the boxes next to the days
  • more than one week, by pressing CTRL and selecting every week needed.

 

9. Select your preferred start and end time. Please keep in mind that you can change these settings later as well

10. Select ‘Next’

If you have missed any of the required information, you will be returned to the web room booking page. The system will let you know what information is required to go on with the process.

11. The list of rooms available will appear on your desk.  

You can have a look at other starts, days, or more options for the same rooms by selecting one of the following buttons:

• Earlier start
• Later start
• Earlier day
• Later day
• Show more options
   

12. Select the radio button to confirm your choice

13. Once you are happy with your selection, select ‘Next’
14. The next screen will ask you to confirm your booking details. 

You need to:

1. Type a short description of your booking
2. Select your Department from the drop-down list
3. Confirm that you accept the Terms and Conditions
4. Select ‘Yes’ or ‘No’ if your booking will feature an external speaker
5. If your booking will feature a music performance, select the appropriate format from the drop-down list. If not, please leave it as ‘None’.

15. Select ‘Confirm booking’

What’s next

You will then receive:
1. A screen with the recap of your request and the button “Book another” to create a new request

2. A booking acknowledgement with all details submitted

3. An email confirmation, as soon as the booking has been scheduled

Please note, bookings will only be confirmed during opening times.

By selecting the label ‘My bookings’, you can see any previous bookings you have made along.

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Cancelling a booking

1. Log in in to the Web Room Booking portal with your university username (for example: ab1cd22) and password. 

2. Select the ‘My bookings’ label

3. Select ‘Cancel’ to delete your booking. If you booked more than one room, tick the booking you would like to amend and select ‘Cancel’.

4. Confirm that you wish to cancel the booking by selecting ‘Yes’.

5. Now that you have amended your booking, you will shortly receive an email confirmation in your university account.

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Booking for teaching activities

You can book a CLS for teaching activities. Submit your request(s) to the appropriate Curriculum and Timetabling representative for your Faculty.

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Booking for an event not solely related to the University 

You can request a booking in CLS rooms which is not directly related to University’s activities. 

To book the room you need to contact the Conference Office via email at conferences@soton.ac.uk

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Requesting a change to the published timetable

You can request a change to the published timetable by:

1. Seeking approval from the academic owner for timetabling within your Faculty. The academic owner is usually the Associate Dean for Education or their nominated representative.
   
   
2. Once your request has been approved, you need to submit it to the Curriculum and Timetabling representative for your Faculty. They will process your request and make the changes.

Your requests for changes after the publication of the timetable should be kept to a minimum.

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Hiring extra equipment

You can hire the following extra equipment for free to University users:

• Radio microphones
• Data projectors
• Small or large PA systems
• DVD or VHS players
• Video cameras

External groups will need to pay a charge.

Please contact ServiceLine in advance with your requirements.

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How to report a problem within Common Learning Space rooms

You can report an issue by calling ServiceLine on 25656 using the phones installed in most CLS rooms. You can find the phone either on the lectern bench or nearby.

If appropriate, a technician will aim to attend within 15 minutes of your call to rectify the problem for you.

ServiceLine is available Monday to Friday, from 08:30 to 18:00.

After 18:00 or during the weekend, there is no IT support. If you are facing any issues, raise a ticket to ServiceLine – our technicians will fix it at the next available opportunity.

Raise a ticket in advance to request IT support for activities taking place outside the University teaching days. 

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Useful contacts

Registry Curriculum and Timetabling

• Telephone: 023 80592346
• E-mail: roombook@southampton.ac.uk / timetabling@southampton.ac.uk
• Opening Hours: Monday – Friday, 09.00 – 17.00

Conference and Hospitality

• E-mail: conferences@southampton.ac.uk

ServiceLine

• Telephone: 023 8059 5656
• E-mail: serviceline@southampton.ac.uk
• Opening Hours: Monday – Friday, 08.30 – 18.00

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Related content

How to book standard meeting rooms or hotdesks using Room Finder

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