Room reservation request for a recurring recreational activity FY2024

The following rules will come into effect for the fiscal year 2024 to ensure equitable access to practice rooms for both recurring and occasional activities while maintaining consistency of the recurring activities and reducing the administrative workload.

About recurring activity reservations:

• What is a recurring activity?: An activity conducted by a registered club, or class, or by those who have gone through the procedure to reserve a room for their regular activity occurring at least once a week throughout the fiscal year.
• Reservation process: Submit a 'Room Reservation Request for Recurring Activities FY2024' by Fri, 16th February 2024, indicating three preferred time slots.
• Scheduling:

1. The Recreation Services (RS) team will coordinate schedules to minimize conflicts
2. Requests submitted past the deadline will be given lower priority
3. These reservations are subject to the 2x2 rule (up to 2 hours at a time, up to 2 days per week)

• Duration: The schedule will be in effect from April 2024 to March 2025

About occasional activity reservations:

• What is an occasional activity?: An activity occurring less frequently than four times a month, or irregularly.
• Advance booking:

1. A room reservation request must be submitted in advance within the designated period using the designated form that is available on the RS webpage
2. The reservation reception is open between 60 - 30 days prior to the preferred reservation date

• Allocation:

1. Subject to room availability
2. Does not follow the 2x2 rule applicable to recurring activities
3. The maximum number of days for occasional activities is set as 4 days/month per group
4. If there are too many applications, priority will be given on first-come-first-served basis (i.e. submitting the reservation request within the designated period doesn't necessarily guarantee the room reservation)

• Active status update:

Update RS with active status in September by email

Conflict resolution and fair use:

• Priority: Recurring activities have priority, but RS will endeavor to accommodate all requests fairly
• 2x2 rule: Recurring activities are limited to twice per week for two hours each to prevent monopolization of limited resources.
• Room release: Groups using the rooms for their recurring activities must agree to release rooms for occasional use if requested by RS, with adequate notice provided to members.

New club/activity registration:

• Mid-year start: New cubs requiring rooms mid-year must choose from available slots or wait for the next registration cycle in February 2025.

Rooms that are available for recurring activities:

About Quiet Hours:

Hours between 8pm and 8am are designated as 'Quiet Hours' in the on-campus rooms. During these hours, everyone MUST NOT MAKE ANY NOISE in these rooms. Failing to follow this rule will result in the suspension of the activity until effective noise-control measures are presented by the respective group, and agreed upon between the RS and the respective group.

Respect the residents' living

Since these rooms are inside the campus residential areas, the conductors of the recreational activities held inside these rooms must make sure all of their activity participants respect the residents' living even outside the Quiet Hours while conducting their activities. If a recreational activity receives a complaint about its conduct, all members are requested to take necessary measures to improve the situation. If the situation doesn't improve after three complaints, the activity in question might be suspended until another room that is suitable for the activity is found/available.

Policy enforcement:

• Compliance: All users must adhere to the terms outlined in this policy and OIST PRP regarding use of OIST facilities
• Feedback and adjustments: RS will regularly review the policy's effectiveness and make adjustments as needed, based on community feedback.

Feedback mechanism:

Open communication: Users are encouraged to provide feedback on the reservation system by emailing to recreation-services@oist.jp