Centralized Classroom and Event Scheduling FAQs

Centralized Classroom and Event Scheduling

What is Central Scheduling?

Central Scheduling:  Central Scheduling is comprised of four coordinated units/divisions on campus with general responsibility to Policy for Centralized Classroom and Event Scheduling as follows: 

  1. Registrar’s Office – is responsible for scheduling classrooms for Priority 1 courses after the exclusivity period and for scheduling Priority 2-3 academic related events.
  2. Campus Reservations, Events, & Technical Services (CRETS) – is responsible for scheduling Priority 3-5 non-academic related events in rooms for users other than those for which those rooms have been pre-designated after the event exclusivity period for Academic units. 
  3. Center for Teaching and Learning (CTL) – is responsible for advising and working with academic units to maintain their pre-designated space.   
  4. Facilities Management Division (FMD) – is responsible for providing access to rooms for use after normal instructional hours (e.g., before 8 am or after 5 pm, or on weekends), and providing other facilities services requested by customary processes. 

Priority contact information for these units/divisions in Central Scheduling are:

Registrar’s Officehttp://www.reg.uga.edu/classroom_schedulingclassrooms@uga.edu
Campus Reservations, Events, & Technical Serviceshttp://reservations.uga.edu/reserve@uga.edu
Center for Teaching and Learninghttp://www.ctl.uga.edu/contact/ 
Facilities Management Division




With the use of space, who are the stakeholders and what are their responsibilities?

For the purposes of the use of space that is pre-designated or not pre-designated to an Academic unit, the following stakeholders and responsibilities have been identified: 

  1. Host Academic unit. The Host is the Academic unit with approval from the Provost’s Office to use the space as their pre-designated space.  The Host Academic unit is expected to maintain its pre-designated space in a manner consistent with the Policy for Centralized Classroom and Event Scheduling.  The Host Academic unit should determine the best way to place and store room contents, room-specific artifacts and specimens to minimize the potential for damage when the room is used by a visiting/other academic units or groups. If the Host Academic unit wants to change the seating type, number of seats, or anything that might affect the pedagogy options for courses being taught there, they should speak with Space Management about the proposed changes. Any changes that would repurpose a room from being instructional to non-instructional must be approved by the Centralized Scheduling Appeals committee.
  2. Central Scheduling. Central Scheduling will: 
    1. keep room information in Ad Astra current and detailed enough so all Stakeholders are aware of pertinent details about a room, its capabilities, and contents,
    2. act on issues in a timely manner,
    3. advise Host Academic units and visiting/other academic units or groups on special needs or situations that may arise,
    4. facilitate and coordinate building and room access, as well as secure the room door and building after use by the visiting/other academic unit or group, and
    5. be responsible for assessing and resolving any conflicts that may arise.
  3. Visiting/Other academic units or groups. Visiting/Other academic units or groups may receive authorization to use a room which is not their pre-designated space.  The visiting/other academic unit or group is expected to: 
    1. review details about the room in Ad Astra and visit the room in advance so that it is knowledgeable about the room and its contents.
    2. care for the room and all items in the room as if it were their pre-designated space. The academic unit or group cannot bring any food or drink into the room unless there is explicit prior permission from the Host Academic unit or from Central Scheduling. After room use, all furnishings must be returned to their original position and all trash must be picked up and placed in receptacles. Failure to care for the room may result in the future denial for use of the room.
    3. pre-arrange with the Host Academic unit for Priority 1 courses to be held during normal instructional hours (8 am to 5 pm, Monday through Friday). However, for Priority 1 courses after hours, and for all Priority 2-5 events, Central Scheduling will pre-arrange access to the building and room on behalf of the visiting/other academic units or groups.