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Curtin University
Room Bookings

Frequently Asked Questions (FAQs)

Curtin's Web Room Booking (WRB) system allows staff to make and monitor venue bookings online when on campus.

To help your experience using the WRB system we have provided answers to some common questions.

  1. What type of activities can I book via WRB?
  2. How do I create a booking through WRB?
  3. How do I cancel the booking/s I've made through WRB?
  4. Can I edit/change/extend my booking via WRB?
  5. Why is my booking no longer showing in 'my bookings'?
  6. Why can't I find the specific room I want?
  7. I would like to make a booking over multiple weeks - how do I submit one booking instead of ten?
  8. Can I check whether a specific venue is free?
  9. WRB is not accepting my Curtin Staff ID or password. What can I do?
  10. I need to organise a video or teleconference. How do I do this?
  11. How do I check the availabilities of external campus areas?
  12. How do I hire recreational facilities?
  13. Why is my request 'pending'?
  14. I'm a Curtin student. Why can't I make a booking?
  15. We are a community group looking to hold a function on campus. What venues do you have available?

1. What type of activities can I book via WRB?

Curtin University staff can use Web Room Booking (WRB) to book venues for non-teaching activities, such as meetings or maintenance. To make a booking follow the prompts at Staff Bookings.

Please note that bookings related to a course, class or unit (or an event that is compulsory for students to attend) must be made through your scheduling contact in the Scheduling Office. Please send through your request via email, including essential details such as the unit's full name and study package code.

2. How do I create a booking through WRB?

First time users of WRB should check our Web Room Booking training guide [.pdf]. The guide has illustrations to walk you through the system and answers many general questions.

If you are still unsure how to create your booking after looking through the training guide please contact Room Bookings staff for assistance.

Please note, access to WRB is for Curtin University staff only.

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3. How do I cancel the booking/s I've made through WRB?

You can use the WRB system to cancel existing activities that have been booked through this system. To do this:

  • head to the Staff Bookings webpage;
  • complete the questionnaire answering 'No' to all the questions;
  • select the 'Submit' button;
  • select the 'Login 2012' button.

Once in the system click on the 'my bookings' link at the bottom of the screen and press the 'cancel' button against the booking you wish to cancel. An automated email will be sent to you with the details of your cancelled booking.

4. Can I edit/change/extend my booking via WRB?

Currently the Web Room Booking (WRB) system is restricted to creating and cancelling bookings only, with no facility to edit existing bookings. If you need to change the date and/or time of an existing booking you will need to cancel the booking via the WRB system and re-book it for the new date/time (subject to availability).

5. Why is my booking no longer showing in 'my bookings'?

Once the date of your booking has passed it will no longer show in your 'my bookings' section in the WRB system. For any additional queries please contact Room Bookings staff.

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6. Why can't I find the specific room I want?

The WRB system will not differentiate between campus zones or personal preference, as it is designed to provide you with a suitable venue based on your room specifications.

When seeking a particular room, after entering in the date and time and reaching 'step 4. Choose', you should click on the 'Show more options' link under the provided list of available venues. If the room is still not appearing, your search is too broad or the room is not available during your requested time.

To assist you in narrowing your search field you may like to check room availability via the Staff OASIS room search. See Can I check whether a specific venue is free? for more information on how to do this.

7. I would like to make a booking over multiple weeks - how do I submit one booking instead of ten?

To make a booking which covers multiple days across one week, a specific week day across multiple weeks, or multiple week days over multiple weeks, you should:

  • log into WRB with your staff credentials;
  • select your room requirements;
  • In the Date section click on 'Select multiple days/weeks';
  • choose the day(s) of the week you would like to book;
  • hold down the CTRL key on your keyboard and choose the weeks you would like to book from the 'Weeks starting' list.

If your desired venue is not appearing in the list it may not be available at one or more of the times or days you are requesting.

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8. Can I check whether a specific venue is free?

To check room availability via Staff OASIS:

  • log in to staffOASIS with your staff ID and select the my work tab;
  • scroll down the page until you come to the teaching and learning channel on the right hand side;
  • select Online Timetables (even years) or Online Timetables (odd years)depending on the relevant period;
  • select Rooms by Campus CATS*;
  • select the 'Zone' you would like to search ie Bentley;
  • enter or select your Building and Room information;
  • select the week or semester you would like to view;
  • choose to view either Day, Evening or Day and Evening availabilities as a Grid, Master or Spreadsheet Report;
  • click on View Timetable.

*CATS = Centrally Allocated Teaching Space

If the venues you are searching for are listed as available, but are still not displaying as available in WRB, please contact Room Bookings staff who can assist in investigating the issue further.

9. WRB is not accepting my Curtin Staff ID or password. What can I do?

To regain access to WRB you will have to contact CITS Service Desk, who will be able to re-sync your password. If you believe there is a technical issue with the WRB system please notify CITS with the details.

Please note, the system will not allow you to make a booking if you are not on campus. If you are not returning to campus prior to your booking you may email your request to Room Bookings staff.

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10. I need to organise a video or teleconference. How do I do this?

Before you contact CITS to organise your video or tele conference you will need to secure a suitable venue.

Meeting Room 2 in Building 100 (100.321) and the Chancellories Executive Briefing Centre (EBC) Boardroom are recommended venues for holding your video or tele conference, and dedicated audio conference units can be organised for each of these venues.

Please note, CITS recommend you also book a 15 minute time slot for your chosen room 48 hours before the conference so the audio visual team can make a test call to the remote site.

11. How do I check the availabilities of external campus areas?

You are not able to check or book external campus areas such as parks and gardens via WRB.

External areas on campus are able to be booked for functions or photographs. To organise this, please complete and submit the Hire and Use of Facilities Application form [.pdf], including this information.

12. How do I hire recreational facilities?

Please direct all enquiries for information and booking times for Curtin Stadium, The Dome and Curtin Sports Grounds (these venues are on Curtin's Bentley campus) to the Curtin Stadium via the email address or phone number listed below:

13. Why is my request 'pending'?

Requests are deemed 'pending' when they fall within the Semester teaching weeks and your nominated venue is generally used for teaching purposes. Curtin's Academic Calendar outlines when teaching weeks fall within the year. As per Timetabling and Class Times Policy, regular teaching activities will be given priority before ad hoc activities and non-teaching activities. We appreciate your patience during this period and recommend that you consider scheduling staff meetings during Common Free Time (Wednesdays 12:00 noon to 2:00 pm during teaching weeks) or outside of the Semester period.

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14. I'm a Curtin student. Why can't I make a booking?

We do not accept booking requests from Curtin students, unless they are part of a registered Guild club. Please contact the Curtin Student Guild for information on how to request a room booking. Alternatively, Curtin Library has bookable study rooms available. Please contact the library with your Student ID and a contact phone number on hand to make reservations.

15. We are a community group looking to hold a function on campus. What venues do you have available?

There is increased demand for teaching venues during the Semester periods, especially for large lecture theatres. Please contact Room Bookings staff with your specific dates and the preferred venues/size requirements to check availabilities. Venue information (including capacity and equipment) can be found via the Venue Hire Prices information page.

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