Lab Equipment Booking Procedure

Equipment Booking Policy:

1. Any electronic equipment requires a prior booking through clustermarket.

2. If you are unable to find the electronic equipment listed on Clustermarket, contact Karen

3. All equipment reservations should be made at least 7 days prior to the booking time. Booking is automatically approved; however, if the booking extends beyond 2 weeks or involves taking equipment out of the lab, you need approval from your supervisor and inform Karen accordingly.

4. Pepper robots, laptops, routers, and suitcases must be booked before use.

5. Nao robots only need to be booked if they are going to be used outside the lab and when you intend or need to install/rewrite software or configurations on the robot itself.

6. Laptops should never be taken out of the lab. Please use laptops as responsible sudo users and execute sudo commands only if you know what you are doing. Also, do not downgrade or upgrade the Linux system on your own.

7. The equipment booking in the lab is intended for academic or educational use.

Sign up for Clustermarket

1. Sign up: https://app.clustermarket.com/register

2. Once you log in, select Join an existing lab on the welcome page.

3. It will prompt a request for access to a lab. Just type the keyword social and you will see Vrije Universiteit Amsterdam | Social AI lab at the bottom of the list. Select an appropriate required role and click Send Request.

4. Once your request is approved by Karen, you can find Vrije Universiteit Amsterdam | Social AI lab in the dropdown list located below the Create a Lab panel.

5. Click on Lab Dashboard located on the left panel. Here, you can have an overview of the available equipment.

Equipment Booking Procedure for Clustermarket

1. Select an available time slot for the equipment, and click on Confirm button. If your booking period is long, it's easier to select the time by clicking on Advanced Options button (located next to the Confirm booking button) and choosing the start date and end date on the calendar for your bookings.

2. If you require external use of equipment, please include a note before confirming your booking. You can do this by clicking on the Advanced Options button and filling out the note field accordingly.

3. After successfully booking the equipment, a prompt message “Booking created” should appear. To verify your booking, please click on My Bookings on the left panel. You should see your booking status displayed as Booked.

4. If your plans have changed, please modify or cancel your own booking to prevent any unnecessary blocking of the equipment for other users. To modify or cancel a booking,

   1. Click on My Bookings on the left panel.

   2. Click on the equipment you have booked.

   3. You will see options to Edit booking and Cancel booking.

   4. Edit booking option only allows you to either extend a timeslot block within the same day or move the block to another day. If you want to add additional timeslot blocks, you need to click on Book again.

   5. Note that if your current booking has already started, cancellation is not possible. In this case, you need to edit the booking to move the timeslot block to a future time and then cancel it.

5. Please return the equipment on time and to its original location.