Skip to main content

Reserving Conference Rooms, Vehicles and Permits

Download or print a copy of the Outlook Calendar Quick Reference Card

Making a Reservation

You can reserve Conference Rooms, State Vehicles and Service Permits within the SCE by submitting a request using your Outlook Calendar Application.

  1. Open Outlook Calendar.
  2. Click New Meeting.
  3. Enter the Title of your meeting (optional).
  4. Click Required and the global UNC address book will open.
  5. Click in the Search bar.
  • For Conference Rooms type “FA–SCE–Conference.”

Screenshot of Outlook address book for SCE conference rooms.

  • Select the conference room you wish to reserve.
  • Smaller rooms are colors, larger rooms are rivers.
  • For Service Permits and State Vehicles type “FA SCEPOOL.”

Screenshot of Outlook address book of SCE Vehicles and service permits.

  • Select the vehicle or service permit you wish to reserve.
  • If you choose to use a Nissan Leaf Electric Vehicle, please refer to this care and maintenance guide before using.
  • Enter the date, start time and end time for your meeting.
  • Use the Scheduling Assistant tab at the top of the window to ensure that your reservation doesn’t conflict with other reservations.
  • Click Send to submit your reservation.

Using the Scheduling Assistant

Always check to see if the room, vehicle or permit you selected has a conflict with another reservation using the Scheduling Assistant before you submit your request. To check for conflicts:

  1. Click the Scheduling Assistant tab at the top of the window.
  2. Find the date and time you made the reservation and determine if your reservation conflicts with another reservation. Conflicting reservations times are noted by overlapping colors as seen below.
    Screenshot of Outlook scheduling assistant.
  3. If there is a schedule conflict, select a different room, permit or vehicle and check the availability again.
  4. When ready, click Send to submit your reservation.
  • All reservation requests must be submitted ahead of time using Outlook Calendar.
  • Reservations are not confirmed until you have received an email of acceptance or declination.
  • Scheduling an additional 30 minutes before your meeting and after your meeting is recommended to provide cushion time.
  • Before walking into conference rooms, please check the posted schedules
  • When using service permits, make sure to return them on time with the gate card still in the permit pocket.
  • If you are running late with a service permit or vehicle, please notify the front desk by email or phone.
  • Be careful not to leave permits in your car before leaving for the day.
  • If the battery charge is low when returning state vehicles, please notify the front desk.
When charging the Nissan Leaf EV Electric Vehicles, please be careful to adequately protect pedestrians from tripping and falling.

  1. Always use the rug that is stored in each car.
  2. Pull the cord straight across the sidewalk. Do not let it coil.
  3. Place the rug over the straightened electric cord.
  4. Place the safety cone over the rug and cord.

Download and print a copy of the car charging safety tips.

Plugged in charging cord laid messily across sidewalk
Figure 1: Do not leave cord coiled and uncovered.
Plugged in charging cord laid straight across sidewalk
Figure 2: Straighten cord and cover with rug.
Plugged in charging cord laid straight across sidewalk and covered with rug
Figure 3: Place cone over rug and cord.
Two electric car charging stations set up with cords coiled and covered with rugs
Figure 4: Proper covering of cord.

Need Help?

For assistance with reservations please contact Mary Marzbanian, Executive Assistant, at 919-962-9648 or mary.marzbanian@unc.edu