Walters State Community College has facilities available for special events, corporate and non-profit meetings. Faculty, staff, and student clubs wishing to use facilities for academic and non-academic use of the college and members of the public or public groups who would like to use campus buildings or outdoor areas during regular scheduled work hours or off-hours must obtain an application from the Division of Business Affairs. Forms may be downloaded from the list below or a hard copy may be obtained by contacting Leann Long.
For questions regarding scheduling and assistance with Facilities Scheduling and the EMS system:
Follow these steps when entering external facilities requests:
1. Enter the event in the EMS system as soon as you know about it. This holds the space and makes appropriate notifications of the upcoming event.
a. Enter an appropriate title and assign the appropriate group.
b. The EMS system requires the SOURCE information. The choices are INTERNAL or EXTERNAL.
2. Ensure the group completes and submits an APPLICATION FOR USE OF FACILITIES form before the event.
3. Scan the facilities application (if possible) and attach it to the reservation using the ATTACHMENTS tab.
a. Attaching the facilities form can speed up the approval process significantly especially for events at other campuses.
b. External events are not forwarded to the appropriate Vice Presidents for approval until the facilities application is attached.
4. Be sure to attach to the reservation any Campus Police, IET, or Plant Operations requests needed for the event.
5. Send the APPLICATION FOR USE OF FACILITIES form to Leann Long for filing.
IF YOU HAPPEN TO RECEIVE an Application for Facilities Use form for a space that does not fall under your area of responsibility, forward it to Leann Long for processing.
The Virtual EMS system is used to request the use of facilities by faculty and staff.
Review your EMS Campus Dashboard on a regular basis for facilities requests that need to be approved. Until a request has been approved (changed to "Tentative" status or "Not Approved" status) by the department responsible for the space, the request is in limbo. E-mails are sent when requests come into your department to remind you to check your dashboard.
Process for approving/denying requests in EMS Campus Dashboard:
Important Scheduling Note:
Some departments have rooms that are not listed in Virtual EMS. The standard usage of the room (i.e. students labs or vending area, specialized equipment, etc.) prevents using it for other purposes. If you agree to let these areas be scheduled by someone for use, you will need to schedule that in EMS Campus (Desktop) because the space does not show on Virtual EMS for anyone outside your department to request it.