UC Merced Event Scheduling - Practices and Procedures
I. Room Reservations and Room Availability
Reserve an academic room or check room availability in the Classroom and Office Building, Kolligian Library, Social Sciences and Management Building and Student Services Building. The Office of Registrar schedules the following academic rooms:
- COB 102, 105, 110, 113, 114, 116, 120, 127, 129, 201, 203, 205, 207, 209, 260, 261, 262, 263, 264, 265, 266, 267, 270, 272, 274, 276, 279, 281, 282, 286, and 288.
- COB2 110, 130, 140, 170, 262, 263, 264, 265, 266, and 267.
- KL 202, 208, 209, 217, 296, and 396.
- SSB 110, 120, 130, 150, 160, and 170.
- SSM 100, 104, 150, and 154.
Step-by-step instructions on how to request a room through the Astra website
II. General Practices
Registered student clubs and 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.
III. Scheduling Procedures
All users of academic rooms (for non-academic use) in the Classroom and Office Building (COB), Kolligian Library (KL) , Science and Engineering Building (SE), Social Sciences and 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.
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).
Student clubs and 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. For student clubs and organizations, any current officer is authorized to request academic rooms.
Schools/departments may submit requests for academic rooms 120 days in the future. Current staff or faculty members are authorized to request academic rooms.
V. Room Usage Guidelines
Rooms should be left in a neat and orderly condition, and returned to their standard configuration upon completion of an event. Ensure the event ends promptly and attendees exit in a timely manner. Furnishings, including tables, chairs, student desks, lecterns, and AV/IT equipment, must remain in their designated rooms at all times and may not be removed or stored elsewhere for the duration of an event. Immediately report any damages, new or existing, to rooms and equipment, otherwise your group may be liable.
VI. Cancellations and Changes
All cancellation and change requests must be submitted to firstname.lastname@example.org.
VII. Email Communication
Faculty, staff and officers of student clubs and organizations are expected to conduct UC business using their UC Merced email address. The Office of the Registrar will not respond to personal email addresses.
VIII. Outside Organizations
Any outside organizations not affiliated with UC Merced will need to contact Housing and Residence Life, Marketing and Conference Services Manager, Debbie Henderson (email@example.com).
IX. Computer Laboratories
For computer lab use approval, 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.
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, email firstname.lastname@example.org.
XI. Other Rooms
A directory of all reservable rooms on campus, including non-academic rooms, is available here.
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