Chemistry Logo
Instrument Reservations

Instrument Reservations

Many of the departmental instruments require advance reservations before use. A list of the instruments requiring advance reservations, along with links to the reservation pages, is available on the right sidebar of this page.

Departmental policy is that users are billed for reserved instrument time, regardless of whether they actually use the time or not. Reservations may be cancelled without penalty up to the starting time of the reserved period. After that, only the remaining unexpired time can be cancelled. The billing rate for each instrument can be found on the page describing that instrument.

User Names, Passwords, and Budgets

Accounts are managed by Chemistry Purchasing & Accounting staff. To set up a new account or to add a budget to an existing account, please fill out the online Budget Request Form (requires NetID). You will need a valid UW budget number (and/or a Chemistry project number), principal investigator name, department.

Making a Reservation

Click on the link (found on the right sidebar of this page) to the reservation page for the instrument you wish to reserve. This action will bring up the weekly calendar page for that instrument, which shows the schedule for the next four weeks. Then, click on the date link for the day on which you wish to make the reservation.

The daily calendar for an instrument contains an entry for each of the reservation "slots" available in one day. Reservation slots are commonly 10 minutes in length, but may be different for each instrument. Slots that are available display the word "Open", which is a link to the page used for making a reservation starting at that time. Time slots that are already occupied by reservations display the word "Reserved", and slots that are already in the past display the word "Closed". Time slots designated "Partial" are already partially expired but still reservable. Some time slots may be restricted; either in terms of the total length of the reservation, or how far in advance a reservation may be made, or both. These restricted time slots are color-coded and marked by a footnote with explanatory text at the bottom of the calendar page.

Click on the time slot "Open" link for the time at which you wish the reservation to start. Select the desired ending date and time from the "Ending Time" pull boxes. Then use the Budget/Project pull box to select the budget which will be charged for the reservation. Complete the reservation by clicking the "Submit" button. If the reservation is successful, you will be returned to the daily calendar page where the reservation will be visible.

Deleting or Changing a Reservation

A reservation may be deleted or modified any time before it starts. During a reservation, the end time may be changed earlier to the nearest interval, or extended up to the next user's reservation. Additionally, a user may change the budget number to which a reservation is billed. This can be done even after the ending time of the reservation has passed, up until the time when the billing process occurs, normally the following Tuesday.

An existing reservation may be accessed from either the weekly calendar page or daily calendar page for the instrument in question. In the case of the weekly calendar, the link is the name of the person that made the reservation or, alternatively, a description of the reservation. In the case of the daily calendar, the link is simply the word "Reserved". Clicking on one of these links brings up the "Existing Reservation" page and displays the details of the reservation. There are three buttons at the bottom of this page that can be used to alter the reservation: "Delete", "Change End Time", and "Change Budget/Project".

To successfully delete a reservation, or otherwise modify it, the user must log in using the same user name under which the reservation was made. As described above, only the unused portion of a reservation may be deleted. Likewise, the budget for a reservation can only be changed if the Billing Status is listed as "unbilled".

Site Map | Contact Us