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), Science & Engineering Building (SE), Social Sciences & Management Building (SSM) and Kolligian Library (KL) 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 regroomrequest@ucmerced.edu.

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 Minehan at tminehan@ucmerced.edu.

VIII. Computer Laboratories

For computer lab use approval, please email clm@ucmcrops.ucmerced.edu and copy Registrar Room Request (regroomrequest@ucmerced.edu) on the email request.  Once approval is obtained, submit the reservation form below.

IX. Room Reservations and Room Availability

To reserve a room and to check room availability in the Classroom & Office Building, Science & Engineering Building, Kolligian Library and Social Sciences & Management Building, please click here.

For step-by-step instructions on how to check room availability, click here.  For step-by-step directions on how to request a room through the Astra 7 web client, 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 fmhelp@ucmerced.edu.