Classroom Scheduling Process
Reserving Meeting-Specific spaces is much less restrictive, allowing scheduling a year out from your desired date. The following process only applies to Classroom-Specific Spaces. Bi-annually, department curriculum coordinators submit their course requests, stipulating dates, times, and desired classroom spaces. Factors considered in space placement between competing requests for the use of space and resources within specific groups include: date and time the request is received, type of use, expected attendance, requirements for special audio-visual, facilities, length of the program, recurring sessions (daily, weekly, monthly, etc.), and availability of alternative space. Weekly recurring educational events have priority over sessions that are one-time or occasional. It is only after curriculum needs are met that requests for internally sponsored events, and then outside affiliated organization events, will be approved.
After the reports are received, there will be a two-week period for Academic Schedulers to review dates, times, and rooms. Once scheduled, the department has full rights to occupy approved rooms during their reservation time. If an event has been scheduled, and a request is received later for the same space, we advise that the individual holding the reservation be contacted directly to discuss the possibility of switching rooms as it is outside of our jurisdiction to move them from the room without approval from the reservation owner.
- We will act as an impartial 3rd party to assist in performing adjustments to reservations upon agreement from both individuals.
- Groups or individuals who use classroom space without an official reservation may be removed.
"Classroom-specific spaces" are prioritized for curriculum and are reserved in a phased process, as outlined in the Classroom Scheduling Timeline. "Meeting-specific spaces" are scheduled outside of the curriculum scheduling timeline. Reservations will be accepted on a first-come, first-served basis up to a year from the desired reservation date.
A variety of HSIB and PBC space and resource reservations can be made using Astra Schedule. Using the correct event request form, described in this document, will avoid causing delays when schedulers are confirming your request.
The HSIB - Event Request Form is for UA faculty or staff and approved community partners who request the use of the Health Sciences Innovation Building (HSIB).