Hong Kong University Students Union Online Booking System

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Hong Kong University Students Union Online
Booking System

• By Lau Shek Chi, Marco
• Union Administrative Secretary
• HKUSU

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Union Resources Booking Online

• There are totally 18 facilities can be booked
  online
• Banners
• Boards A to H,
• Boards CYC
• Boards CYM
• Boards H
• Boards K
• Boards L
• Boards M
• Boards MW

• Boards P
• Boards R
• Boards Tb
• Boards U
• Counters
• Exhibition area
• Haking Wong Podium
• Rooms
• Table Stand

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Access to Online Booking System (OBS)

• HKUESD (Electronic Services Delivery at HKU)
• Login HKU Portal
• HKU-Cert for digital signature
• Service page at Portal
• Bookmark at Portal
• https//hkuesd.hku.hk8000/servlets/subooking/SU_B
  ooking/booking

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Access to Online Booking System (OBS)
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User Type

• Individual Student
• full members of HKUSU
• Group of students
• groups of at least 3 Individual Student,
  non-affiliated societies in HKUSU are also
  classified in this group.
• Student society
• affiliated societies in HKUSU

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User Restrictions
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Booking Procedures

• Choose target facilities
• (make sure you book what you want)
• Check the timeslots available for booking
• Check the remaining quota
• Confirm Booking
• When using the booked facilities, bring along
  with your University Card for registration at the
  Union office

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Week based system

• Banner
• Board
• Counter
• Exhibition area
• Table stand

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Week based system

• The maximum period in one booking is seven days
  in a row (i.e. a week).
• One booking indicates the resources is booked for
  a week (i.e. at the maximum limit).
• Continuously booking for 2 weeks is not allowed.
  (i.e. one society cannot book the same resources
  for more than 7 days continuously)

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Week based system

• All bookings should be marked on Monday ONLY
  (even on public holiday) in the system. There is
  one timeslot for booking on Monday. If the
  timeslot for Monday is already booked, it means
  that the item is booked in the week.
• No booking should be marked other than on Monday.
• If more than one booking is confirmed in the
  system within the same week, ONLY the booking on
  Monday is valid.

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Day based system

• Haking Wong Podium
• Room

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Day based system

• In the booking procedure, you can choose the
  duration in one booking. The minimum duration is
  half an hour, and the maximum is 4 hours in a
  row.
• All bookings can be marked on every day depending
  on your need. The timeslot that you have booked
  does represent the actual time when you can use
  the room.
• If the timeslot for Monday is already booked, it
  does NOT mean that the room is booked in other
  day.

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Valid day

• The valid day for booking in advance is 6 months
  for all user types.
• No booking should be marked after 6 months from
  the date of booking.
• i.e. If today is 1st March 2005, you can book
  resources up to 1st Sep. 2005, but cannot book
  resources on 2nd Sep. 2005
• All booking beyond the period will be declared
  as invalid and cancelled without notice.

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Cancel Booking

• You must cancel the reserved item if you are not
  going to use it. No facilities booked by
  societies can be exchanged with any parties.
• User failed to use the booked resources after the
  first day of the reserved period shall be
  regarded as giving up the booked quota and a
  violation of Internal Regulation.

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Exchange of booked facilities

• NO exchange of booked facilities is allowed
• Except exchange of same type of facilities within
  the same booking period.
• A formal letter with signature and society chop
  from both societies involved in the exchange is
  needed for the application. Please submit the
  letter to Administrative Secretary or the Union.

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Consultation / Internal Regulation

• The OBS will not be actually put under operation
  now. You are welcome to test the system at home.
• There will be a large-scale briefing session on
  the use of OBS before the system is actually
  used.
• Internal Regulation and OBS is now under
  consultation. Please send your comment or
  suggestions to suas_at_hkusua.hku.hk or send to
  Union Office no later than 4th Feb, 2005.

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Acknowledgement

• Ms. Fanny Y. H. Chau
• Senior Computer Officer I, Computer Centre, HKU
• Dr. M. C. Pong
• Senior Computer Officer II, Computer Centre, HKU