1. PAUL L. FOSTER BUILDING NEW FACILITIES PROCEDURES
July 24, 2019
Jill Combs – HSB Facilities Coordinator

2. New Process Changes Astra Steps/Process Changes Final Exam Changes
Review Sessions
Work Orders Requests
Mail Room Rules
Facilities Reporting Procedures

3. Astra Steps/Process Changes
All request for events and rooms need to be submitted through ASTRA
There are two forms you should select from when submitting a room request:
Business Department Event Request Form
Paul L Foster Campus Event Request form

8. Do not ever select “Private” or “Featured”

9. 6 7 8 5 1 2 3 4
#7: If the meeting is recurring, click the “recurring” tab. Do not submit each one as a single meeting.
#8: DO NOT EVER SCHEDULE ON “SPANNING” TAB.

15. Astra Steps/Process Changes
The application for Astra access is located at:
has been setup to streamline s pertaining to events and reservations

16. Astra Steps/Process Changes
When submitting your event, only include the actual event time frame. Do NOT add prep-time/setup time/tear down time at this point. Enter that information in the Additional Set-Up and Tear Down Needs section
There are new drag and drop room diagrams online

17. Astra Steps/Process Changes
Additional Information:
size of tables available (Foster- (34) - 5ft rectangle & (42) - 60in round; (12) - 6ft black top rectable; (12) - 8ft black top rectangle)
(Facilities-6ft/8ft rectangle; 48in, seats 4-6; 60in, seats 7-8; 72in, seats 8-10; round)
chair-quantity/chair style (dining-410 chairs; rolling-168 chairs)
technology-which includes recording, audio, video and mic needs

18. Astra Steps/Process Changes
Stage – Eight 6ft x 8ft pieces available
Catering – always go to the link below:

19. Astra Steps/Process Changes
prep-time/tear down needs for client to setup additional items
make sure there are two points of contact listed
maximum guest count
content release form – online now
**NOTE** Once the form is submitted, an confirmation will be sent.

20. Astra Steps/Process Changes
Your event request is NOT scheduled until it is received and confirmed with an from my office
Please allow 72 hours for a response, not including weekends or holidays
Room diagrams for events, event questions or changes need to be submitted to by Tuesday, the week before your event
Please include all details about your event on the room diagram. Make additions legible

21. Classroom Policy
Please remind faculty/staff, that there is a “No Food or Drink” policy for the Foster building classrooms and team rooms

22. Final Exam Changes
ALL room requests for finals will be handled by, Nicci Price in the Registrar’s Office
If you have any questions about the process contact Nicci Price via

23. Review Sessions
Facilities coordinator office will schedule all review sessions
These will only be scheduled after ALL final exams are scheduled

24. Work Order Requests
NOTE: The work order form is located on HSB website
Please access the page and then click on Work Order

25. Work Order Requests Examples of reportable items: Building issues
Room temperature
Housekeeping issues
Furniture issues
Classroom/conference rooms/team rooms/suites/office issues
Building Emergencies-call 6990
Weekends or afterhours-call

26. Mail Room Rules
STUDENT WORKERS are NOT allowed to pickup mail from the Foster mailroom without being accompanied by a designated faculty/staff mailroom person
Please remember to sign/remove yellow copy for packages and place in the tray on the counter

27. Facilities Reporting
Any items that appear missing from a Suite/Office needs to be reported as a theft to the Baylor x2222. Please Jill Combs the details of the report
ALL key requests forms, including request for new keys and turning in existing keys, need to be completed and ed to the Facilities Coordinator, Jill Combs.
The Key shop will pick up instructions when the key is ready

28. Thank You