Purpose
To improve scheduling processes, clarify information, and reduce confusion regarding the use of classrooms and other spaces on campus, each school and administrative unit with facilities open for reservations will assign a staff member to act as a scheduler to be trained in the use of 25Live.
Although the schedulers will maintain primary responsibility for approving space reservations, any faculty or staff member may make reservation requests. Training on relevant policy issues and program operations will be made available to all participants. Participation is critical due to the increasing growth of the college to avoid embarrassing double-bookings, and to ensure that the college has accurate information readily available for emergencies or other situations. Additionally, the scheduling program allows the college to assess the usage and distribution of space on campus.
Instructional Space
- Instructional spaces are those classrooms and laboratories regularly scheduled for credit courses. These areas will be available for reservation approximately three weeks (or more) prior to the beginning of each semester.
- All instructional space reservation requests are then completed on a first-come, first-served basis through 25Live. Schedulers are expected to approve or deny requests and send confirmations within 48 hours of the request being made. Users may also view available spaces and existing reservations through this system.
- Changes in class/instruction locations within three weeks prior to classes starting and possibly into the start of the semester must be approved by the school director (or designee) and entered in 25Live by the Registrar’s Office. The use of instructional space for credit-bearing courses takes priority over non-credit-bearing events.
- Should the details of an instructional facility’s amenities change, the scheduler should contact the data manager in the Office of the Registrar to make updates.
Conference Rooms/Outdoor Spaces/Athletic Facilities/Miscellaneous Spaces
- In addition to reserving the released instructional space, users may also initiate requests for most other college facilities through 25Live. Unlike instructional space, these requests may be initiated at any time of the year, up to one year in advance of the event. All areas with facilities available for events, activities, and meetings have schedulers assigned to manage requests.
- Reservation requests should be completed on a first-come, first-served basis. Schedulers are expected to approve or deny requests and send confirmations within 48 hours of the request being made. Users may also view available spaces and existing reservations through this system.
- To ensure that the capabilities of a given room or venue meet program needs, requestors should review the location details in 25Live or contact the appropriate scheduler to discuss the event in detail before initiating a request that may not be suited for a given space. Schedulers may deny an event request that is inappropriate for a particular space.
- Should the details of a facility’s amenities change, the scheduler should contact the data manager in Student Leadership and Involvement to make updates.
- Reservation requests should properly reflect the actual start and end times of the event, as well as setup and cleanup, which are noted in the “additional time” section of the event form. Requests that do not reflect the correct information in the proper format will be denied.
Other Key Scheduling Information
- A school, registered student organization, or college department/office must sponsor all events held on campus property. Any faculty/staff member or external group wishing to use facilities for reasons other than official University business must complete a separate approval process through Operations. Operations completes indemnification and insurance forms required for use when a faculty or staff member or non-university organization would like to use college facilities for meetings or events not directly sponsored by the department and/or school and requests the needed space via 25Live. Reservations are approved or denied by the scheduler as they would be with internal requests.
- External groups that will be utilizing space on a regular basis should be added to 25Live as organizations. Staff working with these groups should reach out to the data manager in Student Leadership and Involvement to make the addition.
- When planning major events, activities, and programs that will require special arrangements, individuals should coordinate support needs at least four weeks prior to the event. Significant advance planning should be conducted to determine if special support services are required and to resolve any potential campus impacts. Factors used in the assessment process will include any prior experience with similar activities, the involvement of community audiences, the potential for large crowds, University policies and procedures, and the potential to generate controversy and/or protest.
- Planning for major events should be coordinated with University Police and Public Safety, Maintenance and Operations (set up and cleaning); IT Services (audio/visual needs); and any external vendors for specialty items such as décor and lighting.
- Housing and Food Services must be consulted if the event will involve the service of any food.
- The Office of Strategic Communications should be consulted if any off-campus publicity is to be used for advertisement of the event. Events should not be advertised internally or externally until the location has been assigned and confirmed.
- All student organizations must conduct their scheduling needs through Student Leadership and Involvement.
- Any speakers, novelty events, entertainers, or performers receiving University funds for events scheduled on college property must complete a University contract for amounts under $10,000. These contracts are initiated and approved through the Finance Office. Contracts over $10,000 may be completed using the performer’s contract, but must be sent to the Office of Risk Management at University Park. For all major events, you should consider other needs such as police and safety, janitorial, etc.
- In addition to the scheduling and support functions of the program, 25Live loads data into a detailed interactive campus calendar. This tool informs and assists the public with details about what is happening, where, and when on campus.
- The campus calendar does not contain a listing of all classroom schedules due to the sheer volume and its relevance to the external user. However, each internal user may easily access all of the classroom and other location information in the 25Live program to help them identify conflicts when they begin individual planning for meetings, activities, and events
- Rooms for major events and programs may be held in a tentative status for a period of time until the requesting party confirms a detailed schedule of events. This ensures that all critical program information is available to the campus for emergencies and informational purposes. Rooms should not be held unnecessarily because unneeded holds prevent others from using available space.
- If an event is cancelled, it is critical that the party responsible for the event contact the appropriate scheduler ASAP so that the information may be reflected in 25Live and staff across campus can provide accurate information.
January 14, 2004
Revised January 19, 2007
Revised January 15, 2009
Revised August 14, 2024
Revised March 19, 2025