CTS Hoteling Space Usage Service Requirement

CTS Hoteling Space Usage Service Requirement (Draft v5 as of 1-21-25)

Purpose

This service requirement describes the CTS’ requirements for access and usage of the CTS Hoteling Spaces. Hoteling space is further defined in the Definitions section of this document.

 

Scope

This Service Requirement applies to all occupants of the space. Only full-time employees of Duquesne University (DU FT) may schedule a workspace and may do so only after agreeing to all aspects of this service requirement and only after the prior approval of the Office of the Chief Information Officer (OCIO) from either the CIO, the Deputy CIO or their designate.

Service Requirement

1)   Space Usage

  • The CTS Rockwell Hall 10th Floor (RH10) hoteling space includes 3 Schedulable Private Offices (SPOs) and 18 Schedulable Cubicle Workspaces (SCWs). 9 of the 18 SCWs are only schedulable by CTS team members (RH1002). The 9 SCWs in RH1003, as well as the 3 SPOs and the conference room (RH1002A) are schedulable by all DU FT employees that are approved to work on RH10.
  • For safety reasons, you must schedule spaces via the calendars for each space before using the workspaces. This is to ensure that we know who is using the workspace in case of an emergency (that may include building evacuations).
  • Bookings should be made in advance, if possible, but same-day bookings are acceptable. Instructions on how to make reservations is available  in the Service Portal by searching on CTS Hoteling Space or by clicking this link https://services.duq.edu/TDClient/30/Portal/KB/ArticleDet?ID=458:  .
  • Spaces may only be scheduled 90 days in advance.
  • RH10 spaces are intended to be used during normal University hours – Monday through Friday, 8:30am – 4:30pm. After hours usage is acceptable but must be scheduled via the calendars for each workspace. There are no penalties for cancellations or no-shows, but please be respectful of your fellow occupants and cancel your reservations if you won’t be using the space.
  • In the event of a building evacuation, please follow all instructions and evacuate the floor calmly using either of the two stairwells. Descend to the 6th floor via the stairs and use the skywalk to campus and assemble in front of the Rangos Health Sciences building. Please await further instructions including the OK to return to the building.
  • Rooms may be reserved by Duquesne employees but may not be reserved by students, student workers, interns, or outside guests.
  • Duquesne full-time (DU FT) employees scheduling a space for non-Duquesne FT entities are responsible for the actions and usage of the RH10 space (this includes students, student workers, interns, or outside guests/visitors). DU FT employees are also responsible for the safe evacuation of RH10 by their non-DU FT entities in the event of an emergency.
  • Any visitors to the space are the responsibility of the person who booked the space. This includes providing access to the floor and addressing any needs of their visitors. The CTS RH10 Reception Desk may be staffed by a student worker who can assist you if needed, but please be aware that we may not be able to fully staff the reception desk during university work hours.
  • No children are allowed in hoteling spaces at any time unless it is part of an official university event such as Bring Your Child to Work Day. DU FT employees using a space with non-Duquesne FT entities are responsible for the actions and usage of the RH10 space by those guests including the safe evacuation of RH10 by their non-DU FT entities in the event of an emergency.
  • Spaces are intended to be used for short periods of time (from a few minutes to a full day). For longer-term reservations, prior approval from the OCIO is required. This space is not intended to be used to fulfill the University’s provisional and/or probation period restrictions that may require on campus work but may be allowed on a temporary basis with the prior approval of the OCIO.
  • Please be considerate of others using the space. Help to maintain a quiet and professional environment by using headphones for calls and virtual meetings and minimize other actions that may be a distraction to others using the space.
  • Each space includes at least one lockable cabinet for the security of personal items. You may borrow the keys to this cabinet while you are using the space, but please return keys to the locks at the end of your reservation. Please do not leave any personal belongings in spaces beyond your reservation time. If you should lose a key to a cabinet, please contact the CTS Front Office (412-396-6200) to alert us of the loss of the key and to gain access to the cabinet to retrieve your personal item(s).
  • The space is not designed for short or long-term storage of items for DU FT employees not presently working in the space. Other arrangements for temp storage of items (examples, printers to be picked up by DU remote workers) should be made and these items should not be stored on RH10 without the prior approval of the OCIO. Personal items left by accident will be placed at the CTS RH10 Reception Desk. While attempts will be made to identify and contact the item’s owner, any unclaimed items may be donated to a charity after 14 calendar days.

Training

2)   Access and Security

  • Please request RH10 access through the Services Portal: https://services.duq.edu/TDClient/30/Portal/Requests/TicketRequests/NewForm?ID=JRAxpeH05sk_&RequestorType=ServiceOffering
    • Before access is approved, you will be required to review and accept this CTS Hoteling Space Usage Service Requirement via an the Service Portal CTS Hoteling Space - Access Request Service.  https://services.duq.edu/TDClient/30/Portal/Requests/TicketRequests/NewForm?
    • Once your access is approved:
      • You will receive a notice via email.
      • You will be provided with DU ID card swipe access to the hoteling space, as well as a physical key to the space. The key (C7) will provide access to the floor (if the DU ID card reader is not working) and to the common areas (SPOs and RH1002A Conference Room). You should plan to bring the C7 key with you to campus when you plan to use the RH10 workspaces. While the CTS RH10 Reception Desk staff may be able to provide access to the floor, please keep in mind that the reception desk may not always be staffed.
      • You will be added to a Listserv email list for important updates about the area. Please be mindful of the emails sent as they will endeavor to provide timely information about the use of the space and any events that may impact the usefulness of the space.
  • All keys to the space must be returned when access is no longer needed.
    • If an DU FT employee leaves the University, either they or their supervisor must return all keys to the CTS Front Office. Keys are not to be handed to others for access to the hoteling space as the DU Lock shop requires an up-to-date list of key C7 holders.
  • In case of an emergency/floor evacuation, please follow all instructions and evacuate calmly using either of two stairwells. Descend to the 6th floor via the stairs and use the skywalk to campus to assemble in front of the Rangos Health Sciences building. Please await further instructions including the OK to return to the building.
  • In the event of a life safety or other safety concern, please contact Public Safety at 412-396-2677 (xCOPS or x2677).

3)   Services and Assistance

WiFi Access

  • You will have access to the DuqNet WiFi (requires Mutipass authentication) as well as EDUROAM access (for non-DU higher ed users), a wired Internet connection (via a USBC docking port connection), power outlets, and other necessary equipment. Detailed equipment descriptions for the spaces may be found on our website: duq.edu/shared-spaces.
  • Guest Wi-Fi access should be arranged at least a day ahead of a need by submitting a ticket in the Service Portal using Service Guest Wi-Fi https://services.duq.edu/TDClient/30/Portal/Requests/ServiceDet?ID=23

Printing

  • There is a Xerox All In One (AIO) copier/printer/scanner/fax machine available for use, named “RH1000xerox”. Instructions for connecting to this copier can be found in each hoteling space, and the IT Service Desk can assist with any issues by submitting a ticket in the Service Portal using Service Xerox Multifunctional Devices (Copier, Scanner, Printer) https://services.duq.edu/TDClient/30/Portal/Requests/ServiceDet?ID=109

Office Supplies

  • Office supplies are available in the top desk drawer in the SPOs and in the tall tan metal cabinet near the RH1003 entrance door.
  • Personal Protection Equipment (PPE) supplies such as masks, antibacterial wipes, hand sanitizer, and paper towels are available in each hoteling workspace.

Housekeeping

  • You are expected to be respectful of kitchens, copiers, common areas, and office supplies. If you make a mess, please clean it up. Cleaning supplies are available under the sink in the kitchenette, or upon request. There is a Dyson vac as well as a shop vac and Swiffer Wet Jet in the small closet across from RH1003.
  • Trash, recycling, and shredding services are available to the floor:
    • The blue bin near the Xerox is for paper recycling.
    • There is a paper shredding bin available in RH1003 near the windows.
    • Other recycling services are available in the RH 10 kitchenette (in cabinet under the coffee machine).
    • If you have an event with food in one of the RH10 areas, please dispose of the waste in the RH10 Kitchen receptacles or alert the CTS Front Desk so we can arrange for Facilities to empty the waste receptacles in the spaces holding the event.

Getting Help

  • The CTS RH10 Reception Desk may be staffed by a student worker who can assist you if needed, but please be aware that we may not be able to fully staff the reception desk during university work hours.

Feedback and Improvements

 

  • Feedback will be used to make continuous improvements to the space and services.

 

Enforcement

The CTS RH10 Hoteling space is under the stewardship of Computing and Technology Services (CTS) and access to it may be revoked at any time if this Service Requirement (or other CTS Service Requirements, and/or University policies including TAPS) are violated. Revocation of access is at the sole discretion of the OCIO. Appeals to revocation can be made via your Divisional VP. The Divisional VP can contact the OCIO to discuss and request reinstatement of access.

 

Renewal of the acknowledgement of the terms of this Service Requirement may be required annually.

 

Definitions

Hoteling Space is defined as an office workspace (private office, cubicle and/or conference room space) that is available for short term usage (from a few minutes to a full day). Longer term usage requires approval in advance from the Office of the Chief Information Officer (OCIO) from either the CIO or the Deputy CIO or their designate.

Contact Information

CTS Front Office: Phone: 412-396-6200

Office of the CIO (OCIO): Email cio@duq.edu | Phone: 412-396-1090

IT Service Desk: Website: services.duq.edu | Phone: 412-396-4357 (xHELP or x4357)

Public Safety: Emergency: 412-396-2677 (xCOPS or x2677)

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