How to Request a Resource Calendar

Department administrators can request a new resource calendar Location (such as a conference room or laboratory) or Non-location (such as equipment or a group calendar) by completing the appropriate HelpSU request form.

1. Go to the Stanford Calendar Resource Request form.
2. Select a Calendar Resource Type: Location Resource (Conference Room, Laboratory, etc.) or Non-location Resource (Equipment, Group Calendar, etc.).
3. Complete all fields in the form.
4. Click Submit  at the bottom of the form. You will receive a confirmation message that the form has been submitted. Note your incident number for future reference.
5. University IT will notify you when the creation, change, or removal of the resource is complete. This process will take up to a week to complete.

Resource types

Location Resource Calendars include:

Non-location Resource calendars include:

Resource naming convention

Location name (room names)

1. Name — <bldg-name> <room-number> <room> <nickname>
   • <bldg-name> is either the full building name or a suitable abbreviation
     Example1: Redwood Hall (or Redwood)
     Example2: Medical School Office Building (or MSOB)
   • <room-number> is the number of the room as documented in iSpace
   • <room> any unclassified room
   • <nickname> (optional) is a commonly known name for the room
   • Examples: MSOB 311, Redwood 200, Polya 111 Turing Auditorium
2. Room Maximum Capacity — Maximum number of people the room can accommodate
3. Notes
   • Org code (from iSpace) for one or all organizations that “own” this room
   • Type of room:
     • AUD — Auditorium
     • CR — Conference room
     • CLR — Class room
     • LAB — Labs
     • PATIO — small outdoor space next to building
     • PLAZA — large outdoor space
     • SR — Study rooms
   • Q-B-F-R: Quad/Building/Floor/Room combination from iSpace
4. Site — Name of Site (Stanford Campus, Redwood City, Porter Drive, SLAC etc)
5. Building
   • <building name> is the commonly referred to name of the building
   • <(facility ID)> is the formal Q-B name in iSpace
   • Example: Jordan Hall (01-420), Cordura Hall (14-070)
6. Floor — Floor from iSpace

Resource name

1. Name — <owning-org> <resource-type> <resource name>
   • <owning-org> is organization responsible for maintaining the resource (using the org code from iSpace) Note: The purpose of including the org code is to allow users to see a complete list of all the resources for a particular organization
   • <resource-type> is
     • AV — TV and Videos
     • BIKE — bicycles
     • CAL — calendar for group meeting and events calendar
     • CART — carts
     • COMP — computers or laptops
     • EQUIP — for other misc equipment such as TVs and microscopes
     • LEAVE — group leave and vacation calendars
     • PHONE — conference phones or sound stations
     • PROJ — projectors
     • PASS — for parking permits and other pass-like things
     • SCHED — for groups that need to keep a group work schedule for on-call purposes, or a project calendar
     • VEH — cars
   • <resource-name> is a free form name chosen by the owning organization
   • Example: VPUE CART #1 (dark green), GES VEH Van (5) #90
2. Notes
   • Org code (from iSpace) for one or all organizations that manage this resource
3. Contact — Name, Contact info of person responsible for managing the resource
4. Site — Name of Site (Stanford Campus, Redwood City, Porter Drive, SLAC etc)
5. Building — <building name> <(Facility ID)>
   • <building name> is the commonly referred to name of the building where the resource is located/stored when not in use
   • <(facility ID)> is the formal Q-B name in iSpace
   • Example: Jordan Hall (01-420), Cordura Hall (14-070)
6. Floor — Floor from iSpace

Tips for entering data into the request form

Q-B-F-R—the Quad Number, Building Number, Floor, and Room Number of the location or where the non-location resource is stored (e.g., 01-120-02-240). To obtain this information, visit: Campus Maps. You can search by Building Name, Department, Address, or Facility ID. The result will display the Quad Number and Building Number. Complete the location information by adding the Floor and Room numbers. For Patios, Terraces, Plazas, and Lounges, enter PAT, TER, PLZ, or LNG (e.g., 01-120-03-PAT).

ORG CODE—the University Organization code that identifies the "owner" of the resource by department (e.g., University IT Operations=CAHR). To obtain this information, visit the Stanford University Org Code Hierarchy web page.