In an effort to help ensure an equitable process for room reservations at the Instructional Service Center (ISC), please review the following terms and conditions.

Individuals, departments and organizations that complete ISC reservation requests assume responsibility for damages, loss or theft to APS equipment or property and will be held responsible for ensuring attendees follow all posted building policies within the building and on this website.

Please revisit this page often for updates.

• Making Room Reservation
• ISC Room Capacities & Map
• Reservation Cancellations
• Building Access
• Parking
• IT Support, Parking & Copies
• Outside Vendors
• Shipments & Deliveries
• Other Helpful Tips for ISC Visitors
• Links & Docs (Links to all documentation for booking a room at the ISC are located in the tab at the top of the page)

Making Room Reservations

1. By making a room reservation, you are agreeing to ALL terms and conditions listed below and assume responsibility for any and all damages, loss or theft to APS equipment or property discovered after usage of any room(s) within the facility reserved for your use.
2. Reservations can be made for training and meetings that are conducted for the business needs of the district. Meetings/Trainings for personal reasons will not be allowed. Only reservations created by an APS-sponsored department/group are allowed at ISC. Community users must have an APS-sponsored department/group to reserve and a representative from that APS-sponsoring department/group must be present during the entire reservation! No exceptions!
3. Reservations can be made from 2 calendar weeks up to calendar 2 months in advance of the desired reservation date. For example, if you are trying to make a reservation on January 1st, you can book your reservation for a date on or after January 14th up through March 1st. Due to limited space, rooms fill up quickly and it is not recommended to try to reserve space at the last minute. Please allow a minimum of 48 hours for staff to review requests and provide a response through School Dude. Rooms are booked on a first-come, first-served basis.
4. Reservations will be handled through the School Dude system. Requests will be reviewed by ISC staff prior to approval. Once staff has reviewed the requests, Requestors will receive an email with information from the School Dude system. Please refer to the APS Facilities School Dude website for more information on creating a School Dude account.
5. Previously used paper-based reservation request forms will no longer be accepted nor processed. You must use the School Dude system for your reservation requests.
6. You must have a School Dude account to complete a room reservation request. Please go here to create your School Dude Account.

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As a courtesy to the building and security staff, cancellations are to be made at least 48 hours (2 business days) before your meeting is scheduled to take place. Anyone submitting a cancellation is it is assumed to be authorized to cancel the event. Until further notice, cancellations must be submitted in writing by completing this form:

You will need the following information:

• Title of Event
• Date of Event
• Timeframe of Event
• School Dude Event Schedule ID #
• Room number(s) confirmed
• Sponsor/Department/Group
• Contact person submitting cancellation
• Contact person phone number/APS extension

ALL of this information MUST be contained in the cancellation request. Your department or group risks suspension of facility usage privileges and billing of charges for no shows and cancellations without proper notice!

A 90-day suspension will be imposed if the following violations occur 3 times:

• Failure to properly cancel an event within 48 hours prior
• Failure to show up for an event that has been reserved

If another violation occurs after reinstatement, reservation privileges will be revoked indefinitely.

It is the responsibility of the sponsoring department/organization to contact all participants to notify them of the cancellation.

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There is a room capacity for each room reserved at ISC. This capacity has been established according to fire codes and needs to be followed for safety reasons. ISC staff will not provide extra chairs for rooms that exceed established capacities. Please click here to view room capacities.

Room capacities can also be found on the School Dude reservation form. If you select the room you want by clicking on the binoculars icon, then click "View Room Details", you will be able to see the room capacities for all of the rooms you selected.

Please click here for an ISC Room Map.

1. Normal hours of operation are 8:00am to 4:00pm.
2. Building access begins at 8:00am. Please do not let people into the building before 8:00am.
3. ISC staff assistance is not available until 8:00am, so we appreciate your patience by respecting the time needed for our limited staff to setup and to provide assistance to multiple trainers.
4. All meetings should end no later than 4:00pm unless it is an after-hours meeting in which you will need to schedule building security and custodial services.* (Please see additional terms for After Hours Meeting listed under Terms for Building Use). All visitors (employees & non-employees) should exit the building by 4:00pm.
5. The ISC building is BADGE ACCESS ONLY.
6. All scheduled meetings should begin at 8:30am.
7. For the safety and security of all visitors to the building, ALL VISITORS (including APS employees with and without badge access, APS Charter employees and non-APS visitors) should be prepared to show employee ID badges or government-issued photo IDs to the front receptionist upon entering the building! Please assist ISC staff by having your badge or ID ready to show once you get to the door.
8. After showing ID, ALL visitors should check-in on the building registration computers (or paper-based sign-in process).
9. Employee IDs and/or temporary badges issued at check-in should be worn at all times while inside the building so that front reception staff knows that you've been checked in.

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• Visitors to the ISC building should NOT park in reserved parking spots unless the security guard allows it. The spots are reserved for ISC building staff and administration.
• Handicapped parking is located BEHIND the building. The ramp in the front of the building is NOT a handicapped-approved ramp and should not be used for that purpose. Visitors that attempt to use the front building ramp for this purpose do so at their own risk.

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Presenters/Trainers are responsible for providing/bringing copies, supplies and all paperwork to be used for the training. ISC staff does not and will not provide materials or copies.

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• The ISC building does not have onsite IT support. It is strongly recommended that presenters/facilitators use the laptop that is supplied in the rooms with the proper connections to the presentation boards. Should you use or change laptops or remove any connections, there is very limited support and no guarantee that any issues you may experience with the technology can be resolved prior to your meeting.

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• When outside vendors are present for any meeting/training, there should ALWAYS be at least 1 representative from the sponsoring APS department/organization present during the ENTIRE session.
• This requirement applies to ALL meetings, within operating hours and after-hours. Random security audits may be conducted. Absence of APS staff that are affiliated with the sponsoring department presents a security risk and could cause potential liability to the district should an incident occur. Please arrange to have someone from your department present during any and all meetings/trainings with outside vendors.
• All visitors accompanying vendors must present valid ID and sign in with the front desk receptionist upon arrival (except during after hours meetings).

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• Advance notice is required before any materials are scheduled to be shipped to the ISC building. Sometimes materials are shipped upstairs to the YMCA and ISC staff may not be informed if the shipment is received nor are we responsible for lost shipments.
• There is VERY LIMITED SPACE/STORAGE to store materials at the ISC, so it is imperative to include this information on the reservation request. ISC Staff needs to be notified of any planned shipments in advance so that we can try to accommodate for storing the items until the desired event date.
• Shipment information should be listed under “OTHER NEEDS” in the School Dude reservation request form. Please include the nature of what is being shipped, for example, number of boxes expected and the carrier that it will come from. Also, ensure that the carrier has your personal contact information and that it is indicated on the box so that we know who the delivery is expected for.

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• Individuals that place orders for Uber Eats or other restaurant delivery services must ensure that the driver contacts your personal cell phone. Deliveries will not be accepted nor left at the front desk. Please ensure that the restaurant or caterer has your personal contact information.
• Groups or departments that order catered food must provide time, room, contact person, contact phone and prep instructions to the caterer in advance. ISC Staff is not able to assist with setup of food in any room.
• Please let us know that you are expecting catering or food services by listing "Catering expected" under “OTHER NEEDS” in the School Dude reservation request form.

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• There is a room capacity for each room reserved at ISC. This capacity has been established according to fire codes and needs to be followed for safety reasons. ISC staff will not provide extra chairs for rooms that exceed established capacities. Please click here to view room capacities.
• Please do not eat in the computer labs. Visitors with food will be asked to discard the food/drink before entering the room. Water bottles with caps are allowed, but are not to be stored on top of the computer tables to avoid potential spillage onto the equipment.
• After Hours Meetings: Meetings that end after 4:00pm or start at 4:00pm are considered after hours meetings. There is a cost for securing arrangements with building security and for having a building custodian available for the extended time. No ISC staff will be available to open the door for attendees after 4:00pm. The person responsible for the reservation is also responsible for ensuring that attendees can gain access to the meeting and have made arrangements as described above in advance. Your School Dude reservation is routed to Safety & Security department if it meets the criteria. You should receive School Dude messages to confirm when your meeting has been routed for their approval.
• Children are NOT allowed to accompany employees, visitors or attendees to meetings/trainings in the ISC building. Children in the building present a serious liability risk to the district, especially when there is no ISC staff present. Please inform participants that children are not allowed and they may be asked to leave the building. If children are present, attendees/facilitators do so at their own risk.

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• Attendees are advised to bring along a sweater to the building, particularly during the spring and summer months. Some rooms may be colder than others. Front reception staff can inform custodial staff to adjust temperatures in the rooms, however this is not an immediate process to resolve.
• Vendors and all internal APS presenters/facilitators are asked to please inform attendees that they need to have employee ID badges and/or government issued photo IDs available to show to receptionist upon entering and to sign-in on the registration computers after doing so. This is to ensure safety in the building.

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