Special Events Requesting General Assignment Classrooms: Timeline and Processes


This document describes the timeline for how Curricular Services processes special events requesting the use of General Assignment (GA) classrooms


For fall and spring terms, the special-events lead in Curricular Services puts out a call for General Assignment (GA) classroom event requests. The call email is sent to all 25Live special-event schedulers and curricular representatives, typically two weeks before the first day of instruction for regular A1 session. The call period lasts through the first Friday of the regular session. The main purpose of the call period is to process and assign rooms in the most equitable manner possible. In keeping with campus classroom policies, priority use of GA classrooms is first given to credit-bearing classes, second to academic events (including exams and review sessions), and finally to non-academic events (such as meetings of Registered Student Organizations, RSOs).

During the Fall/Spring Special-Event Call Period: 

At the close of the special-event call period, no later than the fifth week of classes, the Curricular Services special-event lead will send another email to schedulers and reps, announcing completion of special-event call processing. 

After the Fall/Spring Special-Event Call Period: 

The following standard procedures apply to special-event GA room requests submitting for the remainder of the spring and fall semesters:

Summer Term:

For the summer term, there is no special call for GA special-event room requests. Summer requests will start being processed a week after spring final-exam rooms are assigned, or on a case-by-case basis as needed. Initial pending summer requests will be processed en masse and confirmed via email. Curricular Services then will follow standard procedures for the remainder of summer requests, i.e., assign a room and send a confirmation email regarding new summer event requests within two business days (48 hours, excluding weekends/holidays) of receiving the request.