UC Santa Cruz - ITS - IC - Services - Computer Labs - Request Labs or Software for Summer

Computer Labs - Request Labs or Software for Summer

Overview of Non-Academic Lab Scheduling

Please review the information below if you are interested in renting or using a computer lab during the summer months.

Lab rentals are done in four (4) hour time blocks as follows:

8:00am-12:00pm
1:00pm-5:00pm
6:00pm-10:00pm

Steps to Reserve a Summer Computer Lab

Step 1: Which lab would you like to reserve?

If you don't know what lab is needed, you can peruse our list of labs (complete with hardware available, location, number of seats, and more) or call the Scheduling Coordinator at 831-459-5651.

Step 2: Is the time you want available?

Please check the Summer Conferences Schedule.

Step 3: Fill out the Online Non-Academic Lab Software and Scheduling Request Form

Step 4: Quotes and confirmations

You will receive an emailed PDF file containing your group's quote. This is only a quote, and the computer lab is not scheduled until you email back your approval of the quote and sign the agreement. It is up to each group to verify the dates, times and other details of the quote and confirm accuracy. After signing the agreement, you will receive a confirmation and your lab will be scheduled. If you requested that software be installed, you MUST provide the software to us before we will issue a quote (See software and hardware policy, below).

Step 5: Do you need to make a change to an existing reservation?

You do not have to fill out the form again. Just email your group name and list details of the changes to icrequests@ucsc.edu. Depending on the changes, we might need to re-issue a quote, especially if you are changing the technical requirements.

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Scheduling Policies

Cancellation Policy:

Canceling 30 days before your first scheduled lab time: Any changes or cancellation relating to an agreed-upon and confirmed schedule must be given to the IC Lab Scheduling Coordinator AND their Conference Services contact at least one (1) month in advance of your first scheduled day in the labs. Changes cannot be coordinated with the on-duty lab consultant for a particular conference – it must be made with the IC Lab Scheduling Coordinator.

Cancelling any timeblocks between 30 days and two (2) weeks prior to your first scheduled day in the labs means you are still liable for the consultant charges for whatever timeblocks you cancelled. For example, if you were scheduled for 8-12pm and 1-5pm at one lab on a Friday and you cancel that entire day in that lab, you will still be charged $104. We have committed a certain number of hours during the summer to our student workers based on what groups have requested and confirmed, and they plan their living situations and finances based on this commitment.

Two (2) weeks prior to your first scheduled day in the labs you will be charged for 100% of the estimated costs. If an estimated range was provided for special hardware/software installation, you will be charged the lowest end of the range. Printing fees and actual tech time spent (if you requested special software or hardware) will be extra, and you will receive a separate bill for these charges after your last day in the labs. **If you cancel timeblocks or don’t show up at times you have scheduled after you have been charged the 100%, you will not be refunded those amounts.

Cancellation to confirmed schedule

31 days or more prior to first scheduled day in labs	30 days – 2 weeks prior to first scheduled day in labs	At 2 weeks	After last of scheduled time in labs
No charges incurred	Charged for student consultant time for all timeblocks you cancel	Charged 100% of estimated costs. If there was a range for estimated time for special software or hardware, charged at the lowest end of the range	Printing and any other tech charges of special hardware or software installed

Printing Policy:

Printing is an additional charge to the cost of the lab rental. Printing is tallied daily and added to the final invoice. It is up to the group to let the IC Lab Scheduling Coordinator AND their Conference Services contact know if printing is not allowed by their group, and the group is responsible for any charges incurred from printing.

Special Software and Hardware Policy:

Software and peripherals are in most cases limited to what already exists in each lab because of reduced availability of staff support. View a list of software and hardware available at each lab, or contact the IC Lab Scheduling Coordinator for more information.

If a group requires software or hardware that is NOT currently available in our labs, they must indicate this on the lab request from. Conference contact(s) must provide all software media, licenses, and or hardware BEFORE we will provide a quote or confirm lab space. Please read the following details in regards to special software or hardware requirements:

-We will spend two (2) hours at no charge to you evaluating your special software and hardware request to determine whether it’s feasible to support in our labs and to determine how much time a tech will need to spend installing and supporting it.

-100% of the time a tech spends installing and supporting a special request will be charged back to the group at the rate of $64 per hour.

-The tech will provide you an estimate of time for quoting purposes, but you will be charged for actual time spent.

-We cannot guarantee that we can accommodate special software or hardware, but we will do our best to evaluate and support your request.

List of Attendees Required:

Groups that have individuals who are NOT current UCSC students, staff or faculty (most summer groups) will need guest accounts set up for them in order for those individuals to use the workstations in the computer labs. To obtain these accounts, the Conference Contact must e-mail the IC Lab Scheduling Coordinator complete list of your group attendees, including first and last names. The Conference Contact must provide an Excel formatted list at least 2 weeks in advance of the first meeting so that guest accounts can be created.

Call 831-459-5651 for more information on any of these policies.