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The University of Texas at Austin
Student Services Building Manual

Meeting Rooms and Equipment

Available Meeting Rooms

RoomTypeStandard OccupancyData Projector
G1.104General Meeting18Yes
G1.106General Meeting18Yes
G1.116Small Meeting6No
G1.310(South) General Use58Yes
G1.312(North) General Use22Yes
G1.310(Whole Room) General Use80Yes
G1.402Small Meeting6No
G1.406Small Meeting6No
G1.410Small Meeting6No
3.406General Meeting20Yes
4.212General Meeting30Yes
  • G1.104
    • Type: General Meeting
    • Standard Occupancy: 18
    • Data Projector: Yes
  • G1.106
    • Type: General Meeting
    • Standard Occupancy: 18
    • Data Projector: Yes
  • G1.116
    • Type: Small Meeting
    • Standard Occupancy: 6
    • Data Projector: No
  • G1.310
    • Type: (South) General Use
    • Standard Occupancy: 58
    • Data Projector: Yes
  • G1.312
    • Type: (North) General Use
    • Standard Occupancy: 22
    • Data Projector: Yes
  • G1.310
    • Type: (Whole Room) General Use
    • Standard Occupancy: 80
    • Data Projector: Yes
  • G1.402
    • Type: Small Meeting
    • Standard Occupancy: 6
    • Data Projector: No
  • G1.406
    • Type: Small Meeting
    • Standard Occupancy: 6
    • Data Projector: No
  • G1.410
    • Type: Small Meeting
    • Standard Occupancy: 6
    • Data Projector: No
  • 3.406
    • Type: General Meeting
    • Standard Occupancy: 20
    • Data Projector: Yes
  • 4.212
    • Type: General Meeting
    • Standard Occupancy: 30
    • Data Projector: Yes
  • Registered student organizations have priority for scheduling the Glenn W. Maloney Student Assembly Room (G1.310A + B) between 6:00 p.m. and midnight.
  • Reservations for meeting rooms are accepted beginning on the 1st working day in May for fall and on the 1st working day of December for spring and summer semesters. Reservations for each priority group are processed in the order received.
  • Three weeks after the beginning dates for accepting reservations for each semester, all open times may be scheduled by any eligible users on a first-come, first-served basis.

After all requests for meeting room space have been accommodated, then all unscheduled rooms may be scheduled for use on a first-come, first served basis.

Standard Room Setup

Reserving a Meeting Room

Ten meeting rooms in Student Services Building (SSB) are reserved by priority according to SSB Policies and Procedures. Reservation requests can be submitted from the page https://ems.universityunions.utexas.edu/VirtualEms/.

Room Reservation Policy

  • Permanent building occupants, to include Student Government, Senate of College Councils and their respective standing committees, have first priority for scheduling common area meeting rooms (Glenn Maloney Room, which may be partitioned to create two rooms G1.310 and G1.312; G1.310; G1.312; G1.406; G1.410; G1.402; G1.104; 3.406; G1.116; G1.106; 4.212)
    • Permanent building occupants shall submit their requirements for meeting space per semester online through the Virtual EMS system (Rev. 10/2013).
      • The official first day to submit reservation requests for fall semester shall be the first Tuesday in May (Rev. 10/2013).
      • The official first day for submitting reservation requests for Spring and Summer semesters shall be the first Tuesday in November (Rev. 10/2013).
    • The building manager will have final say in any unresolved scheduling conflicts (Rev. 10/2013).
    • Permanent building occupants shall have five working days prior to the official EMS opening date to make any room reservation requests through Virtual EMS (Rev. 10/2013).
    • After the official EMS opening dates, all open times for common area rooms are subject to scheduling by eligible users on a first-come, first-served basis through the building manager (Rev. 10/2013).

Application for Use of Student Services Building Meeting Rooms

Reserving Common Space

Registered student groups may request meeting space in the common area meeting rooms. These requests shall be considered on a first-come, first-served basis based on availability of meeting rooms after permanent building occupants’ needs are met (rev. 2/01). Common area meeting rooms are to be used for official meetings of small groups and may not be reserved on a series basis for purposes of independent or group study (rev. 10/15/99).

  • Registered student groups shall submit their reservation requests per semester online through the Virtual EMS system (Rev. 10/2013).
    • The official first day to submit reservation requests for fall semester shall be the first Tuesday in May (Rev. 10/2013).
    • The official first day for submitting reservation requests for Spring and Summer semesters shall be the first Tuesday in November (Rev. 10/2013).
  • Registered student groups shall be notified by the building manager, in a timely manner and in writing, when requests for meeting space are in conflict.
  • Registered student groups shall have five working days to negotiate and resolve scheduling conflicts.
  • After the designated negotiation period ends, all open times for student meeting rooms may be scheduled for use by eligible users on a first-come, first served basis through the building manager.

Audio and Visual Equipment

Ceiling data projector and screens (Audio/Visual) are available in larger meeting rooms; the Glenn W. Maloney Student Assembly Room G1.310, G1.104, G1.106, 3.406 and 4.212. Each department will furnish their own laptop.

Other equipment in the Glenn W. Maloney Student Assembly room includes a sound system with freestanding microphone(s) and CD/DVD/VHS player(s). A key to the equipment closet is available from the Student Organization Center desk located on the 4th floor of the Student Services Building (SSB). In emergency situations a key can also be obtained from the SSB building manager.

  • Request to use all other equipment (portable TV, VCR and portable Lectern) is available for check-out through the building manager and filled on a first-come, first served basis. The A/V equipment is available only for events held inside the SSB. The requestor will pick up and return all equipment to the Building Electronic Closet located in the Glenn W. Maloney Student Assembly room.
  • If equipment is not returned or if it is damaged as determined by the building manager, the user of the A/V equipment is responsible for the repair or replacement of the equipment. (4/9/03)

If sound systems are used in the common area meeting rooms, the decibel range shall be restricted to a level that is not disruptive of other activities in the building.

  • Organized and/or amplified sound is not permitted during normal working hours in any public areas on any level unless it is used for an event that has been approved by the Student Services Building Policy Committee (SSBPC).
  • Complaints of disruption shall be reported to the building manager.
  • Use of the SSB public address system shall be restricted to UTPD and UT Fire officials and shall be used only in emergencies, such as a fire, tornado, etc.

Tablecloths

Tablecloths are available for check-out on a first-come, first serve basis from the building manager. The Student Services Building (SSB) tablecloths are to be used only in the building. The building manager will clean and maintain the check-out of tablecloths. Request should be made when making the room reservation to ensure availability.

Conference Call Telephone

A telephone for use of a conference call within the SSB meeting rooms is available for check-out through the building manager. Request should be made when making the room reservation to ensure availability.

Room Use Policies

  • The building manager shall post in each room a diagram of the standard configuration. Room users shall return room to this standard configuration when finished.
  • For all food events in the Student Services Building (SSB) meeting rooms, the user is responsible to take out trash and replace trash liner in can. Extra liners are kept in the bottom of trashcan.
  • A reasonable fee may be charged for changing the room configuration at the request of user and then returning it to the standard configuration. The amount assessed for the set-up and breakdown shall be indexed to the cost of the tasks.

No custodial staff is on duty for the weekends in the SSB.


SSB Fact Sheet

  • Construction Cost: $20 Million
  • Construction began in 1992
  • First occupancy in August 1997
  • 180,000 Square feet on six floors
  • Over 500 offices/rooms
  • 10 meeting rooms

In the SSB