Allocation of Teaching Rooms

The Room Allocation Process

AUS have the right to book both centrally managed and departmental teaching rooms and computer labs for teaching before the start of each teaching period.

AUS allocates rooms for teaching four times a year:

The process for each room allocation cycle can be broadly described as follows:

Any adjustments made after rooms have been allocated for teaching are updated in TimeEdit Viewer.

The Departments submit their room requests for all courses before the start of the teaching period via the system TimeEdit Preferences. When it becomes possible to submit room requests, the relevant study administrator(s) receive an email directly from TimeEdit with a link to each course; this link provides access to TimeEdit Preferences.

Principles for Prioritizing Courses

Based on the courses’ room requests, AUS allocates rooms according to the following principles:

Mandatory and otherwise large courses (400+) are prioritized first - where mandatory courses are defined as:

• Polytechnical Foundation (PG) courses - both BSc and MSc
• Diploma engineering courses in the 1st and 2nd year of study

As far as possible, PG courses should have the same rooms from one teaching period to the next. 

In the room planning process, AUS attempts to meet as many room requests as possible. When a specific room request cannot be met, AUS seeks an alternative based on the following principles:

• A similar room in the same building as the requested one
• A similar room in another building as close as possible to the requested one
• If none of the above are possible, then a different room elsewhere on the same campus

General Considerations

Where possible, consideration is also given to:

• All room types for the same course being located in the same or adjacent buildings
• Courses requesting multiple group room/study areas receiving these in the same building
• A course receiving the same room(s) in both schedule groups
• Special requests regarding room layout (AV equipment, whiteboards, furniture arrangements, etc.)

Finally, the size of the course is taken into account.

Principles for Multiple Teaching Rooms

As a rule, it is not possible to have multiple room types at the same time (e.g., auditorium and group room). Multiple room types may be allocated within the same schedule group but not in the same time slot.

Courses requiring auditoriums can only expect to be allocated one auditorium; if more students are enrolled than the auditorium capacity, teaching must be distributed using streaming.

For first-year courses in the diploma engineering and civil bachelor programs, additional auditoriums may be prioritized based on special consideration.

Distribution of Timetables and Allocated Rooms 

Approximately one week before the start of the teaching period, information is released about which rooms each course has been allocated. Room allocations are visible in TimeEdit Viewer. Reguests for room changes should be submitted by email to the Room Team's functional mailbox – undervisningslokaler@adm.dtu.dk.

Rooms

Aus manages four categories of rooms: “Auditorium”, “Class Room”, “Group Room”, “Study Area”, "Online", and “Experimental” (e.g., computer labs and DesignLab). All of these must be requested via TimeEdit Preferences.

if you need help correcting an error or deficiency in a teaching room, the enquiry should be forwarded as follows:

• If problems are experienced with the AV equipment in teaching rooms, contact AIT by phone at +45 35 88 90 00 and press 1 for AV (Monday–Thursday 08:00–16:00 / Friday 08:00–15:00).
• If anything else is not functioning, or if there are building-related or installation-related defects, these must be reported electronically via the DTU Serviceportal. In case of urgent need for support, call Technical Emergency Service at +45 45 25 33 55 (24/7 staffing).

TimeEdit Preferences

Room requests can be submitted during the following periods:

• January 3-week period – mid-November to early December
• Spring 13-week period – mid-December to early January
• June, July, and August 3-week periods – late April to mid-May
• Autumn 13-week period – late June to early August

Exact dates for when room requests can be submitted for upcoming teaching periods are announced to programme administrators and heads of departmental study boards.

AV Equipment

All auditoriums and group rooms are equipped with AV projectors and wireless internet. An overview of the rooms’ AV functionalities can be found on the subpage Rooms and hardware.

Video Production for Teaching

Need video material produced for your teaching? DTU Media Lab can assist with everything from concept development to final recording. Filming can take place in DTU’s laboratories, in DTU Media Lab’s own studio, or on location depending on the purpose. Read more at bibliotek.dtu.dk and book them for a task here.

For further information, please write to:

undervisningslokaler@adm.dtu.dk or contact:

• Anna Thideman, athid@dtu.dk
• Camilla Skou, cahir@adm.dtu.dk