Step by Step Instructions

Instructions for Scheduling HSC Rooms

Updated: September 2, 2008

Go to Online EMS Program Link: https://learn.westerntc.edu/virtualEMS/default.aspx

First time you visit:

Go to "My account" tab

Create an account

To reserve after your account has been established:

• Log in to your account

 On the Reservations Tab

• Click "Room Request"

 In Appointment Time Box:

• Enter start date
• Select: No recurrence, daily, weekly, monthly, random
  • If recurring, select days needed
  • Select end date

In Setup Info Box:

• Enter a number for "Attendance"

In Show Results As Box :

• Click "Search"
• A list of available rooms will be shown
• Select the checkbox of the requested room (see notes below)

Notes:

Rooms should be selected based on need. For example, a class needing distance education (DE) should schedule in room 2058, 2002 or 2006. A class with 24 students should reserve a room to accommodate 24 students, not a room which accommodates 40 students.

Under the availability column there will be a number such as 10/10 - this means the room is available for 10 of the 10 dates requested.

If the number state 8/10 it means the room is available for 8 of the 10 dates requested. Select this box and it will show you the dates available.

• Scroll down to the bottom of the screen and click "Continue"

In the Your Cart Screen

• Review your request
• If request is correct, select "Continue"
• If not, you can edit your request by clicking on the pencil, or delete by clicking on the red "x".

On the Checkout Screen

• Complete the information requested on the screen
• For "Group" type:
  • Click on Find
  • In "group name" box type one of numbers below based on the organization:

1 - for UW-L

2 - for Western

3 - for shared programs between UW-L and Western

4 - GL

5 - LMHSC

6 - Outside Group

7 - La Crosse Community Dental

8 - HSC Team Meetings (Academic, IT-AV, Operation, and HSC Mgmt Group)

• Click "Search"  (>This will bring the options forward for each respective organization. You can select your favorites, if you don't want to do a search and scroll each time.)
• Select correct group
• Click Submit

The Reservation Summary Screen will appear.

If changes need to be made, click on the "pencil" icon and make change.

To delete a request, click on the red "x".

A confirmation e-mail will be sent to you confirming the reservation.

To review your requests:

On the Reservations Tab:

Click "View My Requests"

Current Tab - click on this tab and all active reservations will be displayed

Historical Tab - click on this tab and past reservations will be displayed

On the Browse Tab:

Browse for Events - shows all events for the HSC

Browse for Space - shows one day at a time

Locate Group - if you type in a "1", "2", etc. (based on the group type outlined above), a listing will appear of the groups identified with the respective organization.

Delete or change a request

Go to "View My Requests"

"Reservation Summary" screen will appear

If changes need to be made, click on the "pencil" icon and make change.

To delete a request, click on the red "x".

A confirmation e-mail will be sent to youconfirming the reservation.

If it is a request another user scheduled, and therefore does not appear on your summary, you will need to send the reservation number to HSCInformation@westerntc.edu with the requested changes.