Tech Tips: Welcome to EMS for DUSON Room Scheduling

For years, Meeting Room Manager (MRM) did a great job of helping us manage DUSON space.  Now that DUSON has moved into the IPE building, we have joined with a growing number of groups to use the Duke-wide room scheduling software called EMS.  We have completed our testing and are now ready for all DUSON users to begin using it for DUSON room scheduling.  Visit this link to view a step-by-step guide. Here’s what you need to know:

Here are some guidelines that you’ll need to remember when using EMS:

• You can access EMS in two ways:

  • From the DUSON Website, select the Faculty & Staff Resources Page, and choose Reserve space Duke University Reservation System under the Calendars, Events and Meetings heading

  • Use this link (https://ems.nursing.duke.edu)  (we recommend that you bookmark the link so you’ll have instant access when needed

• When you login to EMS, you may see other templates under the heading My Reservation Templates (as an example, Athletics Space Request).  This is expected – everyone at Duke has access to request Athletics Office spaces.  If you accidentally select the Book Now option, you will see a list of space in the Athletics department.  Just press your browser’s Back button to return to your My Reservation Templates page and select the Book Now option for SON Room Request.

• When you search for rooms, the list of available rooms will be divided into 2 sections:

  • Rooms You Can Reserve – spaces that you can reserve without approval

  • Rooms You Can Request – spaces that you can reserve with approval (you won’t get your reservation right away)

  • Each of these sections is divided by building (IPE, Pearson) 

• If you’d like to see all of your current reservations, select My Events from the left navigation bar

  • The view defaults to displaying all of your scheduled meetings for the current day

  • Select the Week option to view a grid of your scheduled meetings for the week

  • Select the Month option to view a grid of the entire month

DUSON Faculty & Staff …

DUSON faculty and staff are authorized to reserve conference rooms and other non-classroom spaces.  Some general rules of thumb:

• All classrooms are scheduled and approved by the DUSON Facilities Team only

• Three times per year, EMS scheduling is restricted while classroom assignments are made for the upcoming semester

• All use of the IPE 3^rd Floor Testing/Coding Rooms requires approval and special configuration for proctoring

• DUSON spaces can only be scheduled up to six months in advance.

• Want to reserve space on Duke’s campus or in the Duke School of Medicine?  Use 25-Live to reserve these spaces.

DUSON Students …

DUSON students are limited to the rooms they can request. 

• ABSN, MSN, DNP students are authorized to reserve the student study rooms on the first floor.

  • For all other room access issues, please see the DUSON Facilities Team.  

• students have access to several additional meeting spaces in the IPE Building.

• All students have access to request spaces owned by the Athletics Office using the Athletics Space Request Book Now option.

• The schedule listed on each tablet outside conference rooms and classrooms is updated regularly to show current scheduling.  If the light on the tablet is green, feel free to use this space until time for a scheduled meeting to begin.  Unscheduled rooms are used on a first come, first serve basis and the current occupant has priority until it is time for a scheduled meeting to begin.

  • The IPE 3^rd Floor Testing/Coding Rooms are not available for individual study, even if unoccupied.

Want to reserve space on Duke’s campus or in the Duke School of Medicine?  Use 25-Live to reserve these spaces.