Event Scheduling Policy

The scheduling of meetings and other events will open no sooner than 10 days prior to the start of a semester. Academic courses and supporting functions take first priority. Other requests that are submitted earlier will be held as pending and reviewed on a first-come first-served basis. Academic study sessions occurring during finals week can be scheduled no sooner than one month prior to the start of finals. Classroom space is very limited during finals week; the Scheduling Team will do all they can to honor requests, but may suggest alternative times based on classroom availability.

Events will not be scheduled on official university holidays. If the university experiences an emergency closure due to weather, utility failure or other unforeseen circumstances, the event will be considered canceled. Events will not be scheduled in classrooms during finals week unless the event starts after 5pm and does not interfere with the scheduling of common finals.

The Scheduling Team will assign each event reservation to the most appropriate space available. Requests for specific rooms or spaces will be honored when possible. The Scheduling Team reserves the right to reassign space when necessary and to identify suitable alternative space for the original reservation. The Scheduling Team is the sole authority in determining general purpose classroom availability.

There will be a minimum of 10 minutes between scheduled events. All events will follow the design of the Standard Lecture Course Time Table and will be scheduled at either 20, 45 or 50 minutes past the hour. It is important to consider necessary set up and take down times when requesting event start and end times.

After an event request is approved and the room assigned, scheduling staff will send the requestor an email confirmation as official approval. This confirmation should be used to document the approved use of the room. Questions for event reservations should be directed to the Scheduling Team.

Event requests from students to schedule classrooms for student-led study groups are not accepted. Students wishing to hold private study groups can contact the University of Idaho Library or the Idaho Student Union Building.

Faculty or staff advisors for ASUI recognized student organizations may request classrooms for events at which they will be present. The event sponsor will be held responsible and charged for any damages or extraordinary cleanup incurred during a student group event.

On-campus living groups can request rooms for academic programs; requests must be sponsored by their administrative offices and require additional documentation.

The sponsoring organization of an event request must designate a UI faculty or staff contact person who is responsible for all information provided in the request.  This sponsor is responsible for proper conduct at the event, damages or additional cleanup fees incurred during the event, and for returning the classroom to its original configuration. Under no circumstances is furniture or other property to be removed from the reserved room or removed from other surrounding rooms. Any items brought in support of the event should be removed promptly and the room returned to its original configuration.

Approved reservations cannot be transferred or loaned to another organization, unit, or individual without prior written approval from the Scheduling Team.  Also, the type of activity submitted in the event reservation may not be changed without prior written approval from the Scheduling Team.  Specifically, an event may not be changed from compatible with classroom usage to those identified as non-compatible.  Requests to change or cancel an event must be communicated timely  to the Scheduling Team. Transferring, loaning or subleasing a reservation or misrepresenting the intended use of the room is a serious matter that may result in immediate suspension of a group's eligibility to use classroom facilities. 

Reservations do not provide event support services such as A/V equipment, extra custodial support, or security (these items are examples of extra services that may be available if arranged with the appropriate departments on-campus).  The event sponsor is responsible for the planning and coordination of all event-related arrangements. 

Failure to adhere to these policies may subject the event sponsor to cleaning or repair fees and/or restriction of space usage privileges.

General purpose classrooms are provided at no charge for University of Idaho academic programs, courses, and events. University departments sponsoring events that include external (non-university) groups will be subject to fees. Room use fees are based on the number and size of the classroom reserved and are built in 3-hour time blocks.  Fee estimations will be provided to the requestor by the Scheduling Team prior to the final confirmation of the event.

The daily use fee is for classroom space and white/chalk board use.  Most in-classroom multimedia equipment cannot be accessed by third-party groups unless media training and access has been given by Information Technology Services in advance. In-classroom multimedia equipment is available to all University faculty and staff who have completed training.

Rooms are provided in "as is" condition.  Regular custodial service in general purpose classrooms occurs after hours during the late evening and overnight shifts.  For many events, rooms may need to be straightened and tidied prior to the event start; this pre-servicing is not provided in the event reservation.

Depending upon the nature of the request, additional custodial fees may apply to events in general purpose classrooms.  If applicable, custodial fee information will be provided in the event reservation confirmation.  If the reservation requires additional cleaning after the event, payment for the additional custodial services may be billed to the sponsoring department. 

The Scheduling Team does not control the use of hallways and other public space beyond general purpose classrooms.  Setup of desks, tables, booths, or food service in hallways or other public space must be arranged in advance with appropriate facilities or building coordinators.  Any use of hallways should not restrict access to the classroom or interfere with any surrounding areas.

Based on room availability, events can be scheduled during normal classroom operating hours between 8 a.m. and 10 p.m., Monday through Friday. Events outside of normal hours may be requested, but require extra time to schedule and confirm with other University support services. No events will be scheduled on University holidays.

Classrooms are typically unlocked during normal operating hours; however specific classrooms may have a more restrictive schedule and may be locked. The Scheduling Team coordinates with Facilities Management for after hours and weekend room access. In the event of a room being locked during a confirmed evening or weekend event reservation, call 208-885-6271 for assistance.

Many of the general purpose classrooms have technology and support equipment permanently installed. Use of a room does not include access to locked equipment. Classroom storage, equipment rooms, and projection booths are not included in reservations and entry into these areas is not authorized. Teaching assistants and graduate students who have access to the locked equipment for course usage and support are not authorized to access the locked areas for event usage.

Existing technology or systems may not be opened or modified in any way. Laptops, notebooks, or other computing devices connected to University networks in general purpose classrooms must adhere to University policies, including registration and security requirements.

Contact OIT Classroom Support Services for training and access or questions about classroom multimedia equipment. Only trained faculty and staff will be able to access classroom equipment.