UC Merced Event Scheduling - Practices & Procedures
I. General Practices
Registered student clubs & organizations, schools and campus departments may request academic rooms for non-academic, University-related purposes through the Office of the Registrar on a first-come, first-served basis. A minimum of two weeks is required to process requests. The Office of the Registrar shall review and approve requests to assure that they are in accordance with campus regulations. It is the responsibility of the user to ensure that any activity conducted during the event will be in accordance with all University regulations and policies, as well as any Federal, State and Local statutes. The University reserves the right to prohibit any event that may involve potential personal liability, property damage, campus/community disruption, or may otherwise be deemed to be contrary to the mission of the University.
II. Scheduling Procedures
All users of academic rooms (for non-academic use) in the Classroom & Office Building (COB), Kolligian Library (KL) , Science & Engineering Building (SE), Social Sciences & Management Building (SSM) and Student Services Building (SSB) must be scheduled in advance through the Office of the Registrar. A REQUEST IS NOT A CONFIRMATION OF A ROOM ASSIGNMENT.
III. Advance Scheduling
Student clubs & organizations may submit room requests for academic rooms 30 days prior to the first day of instruction of the fall or spring semester or summer sessions.
Schools/departments may submit requests for academic rooms 120 days in the future.
For student clubs & organizations, any current officer is authorized to request academic rooms. For schools/departments a current staff or faculty member is authorized to request academic rooms
IV. Scheduling Academic Rooms
All reservations assigned in academic rooms are subject to change due to academic needs. This will include reassignment or cancellation. (Practice determined by the Office of the Registrar).
V. Cancellations & Changes
All cancellation and change requests must be submitted to firstname.lastname@example.org.
VI. Email Communication
Faculty, Staff and Officers of student clubs & organizations are expected to conduct UC business using their UC Merced e-mail address. The Office of the Registrar will not respond to personal e-mail addresses.
VII. Outside Organizations
Any outside organizations not affiliated with UC Merced will need to contact Housing and Residence Life, Manager for Marketing & Conference Services, Therese Williams at email@example.com.
VIII. Computer Laboratories
For computer lab use approval, please email firstname.lastname@example.org and copy Registrar Room Request (email@example.com) on the email request. Once approval is obtained, submit the reservation request in Astra.
IX. Room Reservations and Room Availability
To reserve a room and to check room availability in the Classroom & Office Building, Kolligian Library, Science & Engineering Building, Social Sciences & Management Building and Student Services Building, please click here.
X. Weekend Use
To request a room for use on weekends, it is suggested you search for a room(s) with a Card Reader to avoid unlocking services charge. For more information on unlocking costs, e-mail firstname.lastname@example.org.