Information and Guidelines

Centralized Study Spaces Booking System
(for Undergraduate Students)

To support the learning needs of some students who have to return to campus for face-to-face classes/other academic activities, and also attending classes consecutively in the online mode, the University has enlisted some communal classrooms and special rooms for students to reserve a study space (normally a desk and chair in a classroom) under this Centralized Study Spaces Booking System (CBS).

Apart from these study areas, students may also book other study rooms/discussion areas in the Libraries through the Library booking system (https://www.lib.cuhk.edu.hk/en/use/places/group) or visit the following zones and rooms of the Library, Information Technology Services Centre (ITSC) and Office of Student Affairs (OSA) to have a quiet place for studying or attending the online classes. Besides, there may be some special rooms made available by Faculties/Departments for their Major students for self-study and other purposes. Students may also check with their Major Department or Faculty to see if these special rooms are available.

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Zoom Zones in the CUHK Library:
https://www.lib.cuhk.edu.hk/en/about/news/zoomzonesinthecuhklibrary

•

ITSC User Area, 1/F Pi Chiu Building:
https://www.itsc.cuhk.edu.hk/all-it/it-facilities/user-areas/

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ITSC Learning Commons, 6/F Wu Ho Man Yuen Building:
https://www.itsc.cuhk.edu.hk/all-it/it-facilities/learning-commons

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OSA Room 306, 3/F Benjamin Franklin Centre:
http://www.cuhk.edu.hk/osa/BFC%20306%20JFC%20207.pdf

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OSA Room 207, 2/F John Fulton Centre:
http://www.cuhk.edu.hk/osa/BFC%20306%20JFC%20207.pdf

Guidelines and rules for reserving designated study areas:

1.

Students may logon the CBS to make reservations from 12 October 2020 onwards. Seats available in rooms/classrooms located in Pommerenke Student Centre (PSC), Yasumoto International Academic Park (YIA), John Fulton Centre (JFC), Y. C. Liang Hall (LHC) and William M W Mong Engineering Building (ERB) are available for reservation during the period 19 October 2020 to 5 December 2020, except Sundays and Public Holidays. In order to maintain social distancing, only 50% of the original room seating capacity will be used. Please refer to the CBS Room List for details.

2.

Students may reserve seats for the current date and the next 7 days in advance (i.e. a total of 8 calendar days). All reservations are handled by the System on a first-come-first-served basis and confirmed on a real-time basis.

3.

Students may reserve seats through the System for a period from 1 hour up to a maximum of 3 hours for each reservation (e.g. from 08:30 – 10:30). Multiple reservations are allowed within the same day. Each student may reserve seats for up to 16 hours in total within the eligible 8-calender-day booking period.

4.

Students are required to report attendance (please see point 13 below for the detailed procedures), and take up the assigned seat in the specified room according to the reservation confirmation. If the student does not “check-in” within the first 30 minutes of the reservation period, the System will treat the student as “No Show” and the seat reserved for this booking will be cancelled and be released back to CBS for other students to book.

5.

Students MUST cancel any reservations that they no longer need in a timely manner, so that the seats can be made available for other students to book under CBS. Any students with “No Show” record for 2 times within a consecutive 8-calender-day period (e.g. on 28 October, the System will count 21 October to 28 October both days inclusive) will be suspended from making new reservations for the next 3 days with IMMEDIATE EFFECT.

6.

Students MUST clean and keep tidy the desk and the seat AFTER their use.

7. 

Students should wear surgical masks while using the seat, and no eating or drinking are allowed.

8. 

Please also observe and follow other precautionary measures as announced by the University.

9. 

The University reserves the right to close the rooms/classrooms if special circumstances arise (e.g. confirmed case of COVID-19 happened on campus), and also the right to change the guidelines and rules for reserving the designated study areas without prior notice.

Instructions for reserving seats and report attendance under CBS:

10.

Click the link at RES homepage to logon the CBS with CUHK email address (This email address is being protected from spambots. You need JavaScript enabled to view it.) and OnePass password.

11.

After selecting the date, start time and duration of reservation, the System will show a list of rooms and the number of seats available for reservation in the rooms. Students can then choose the room to book and click “Reserve” to start the booking procedures.

12.

A seat no. will be generated by the System if the booking is successful (e.g. YIA-408-01). The seat number shows the building and the room selected and the seat no. (i.e. 01 in the example) in that room assigned. A confirmation email with reservation details will be sent to students’ campus email account. Students may also review their reservations under “My Reservations” after logon to the CBS.

13.

Go to the room according to the reservation time. Refer to the label on the desk to take up the seat assigned according to the reservation confirmation. Use any QR Code scanner on mobile phone to scan the QR code for “check-in” posted on the desk and input student ID number during the first 30 minutes of period reserved to record attendance. It is very IMPORTANT to “check-in” in order NOT to generate “NO Show” record in the System.

14.

When students decide to leave the room, scan the QR code for “check-out” posted on the desk and input student ID number before leaving the room. This will let the System know the seat is vacant and other students can book it for the remaining unused period.

Instructions for cancellation of confirmed reservations under CBS:

15.

In order to avoid the “No Show” penalty and let other students book the unused study space, students MUST cancel the unwanted reservation(s) by:

Logon to the CBS and remove the unwanted reservation(s) under “My Reservations” OR click the direct link in the reservation confirmation email to cancel that specific reservation.

16.

Students will receive an acknowledgement of cancellation email for the cancelled reservation at their campus email account, and the “Reservation Status” of that reservation will also be changed to “Cancelled” under “My Reservations” when students choose to view “All” reservations.  

12 October 2020