Reservation Procedures for Faculty & Staff

 

Who is Eligible to Reserve a General Assignment Classroom?

  • Academic and Administrative Departments: Faculty and staff in academic and administrative departments may submit requests for university functions via 25Live. Requests must be submitted no later than 3 days prior to the day being requested. Reservation activities must have a direct programmatic relationship to the purpose of the university department. Non-affiliated entities are not allowed to reserve classroom space and departments may not sponsor or host non-affiliated entities that are not relevant to the purpose and mission of the requesting academic department.

 

General Guidelines

  • General Assignment (GA) classrooms on campus may be reserved for authorized university activities and programs in accordance with existing university policies, campus regulations, and any specific restrictions.
  • Any non-academic use of GA classrooms must not significantly interfere with official university functions or unreasonably disrupt normal operations of the campus.
  • Non-academic use of GA classrooms must be for authorized activities that have a direct programmatic relationship to the purpose of the university department.

 

Non-Affiliated Entities

  • Non-Affiliated entities, or events/activities, are those who are not UC faculty, staff, or students, or which do not have a direct programmatic relationship to the purpose of the university department. These events are characterized as those which will have a general appeal to an off-campus audience, including events involving off-campus publicity, promotion, ticketing, or media coverage or which are organized, controlled, produced, or funded by an off-campus entity.
  • The Classroom Scheduling Office regularly reviews policies, procedures, and space availability related to GA room reservations for non-affiliated entities. Currently, the Classroom Scheduling Office is unable to accept room requests from non-affiliated entities. You may wish to contact Event Services or check for Alternate Spaces to host your event..

 

The scheduling system 25Live may be used to submit requests for:

  • Review sessions
  • Midterm exams
  • DSP accommodations
  • Department meetings
  • Film screenings
  • Orientations
  • Trainings
  • Outreach programs

For final exams, please contact your department scheduler. If you are a department scheduler or do not know who your department scheduler is, please contact scheduling@berkeley.edu.

 

Important Policy Information

  • Requests must be submitted at least 3 days prior to the start of the event.
  • Weeks 1-4 of Fall/Spring instruction: classrooms are not available for one-time reservations before 8pm on weekdays.
  • Weeks 5-15 of Fall/Spring instruction: one-time reservations before 7pm on weekdays are put on hold until Week 5. Check the Academic Calendar for specific dates.
  • Summer, from the beginning of Session A to the beginning of Session D: classrooms are not available for one-time reservations before 5pm on weekdays. Check the Academic Calendar for specific dates.
  • Summer, from the beginning of Session D to the end of Summer Sessions: one-time reservations before 5pm on weekdays are put on hold until the beginning of Session D. Check the Academic Calendar for specific dates.
  • NEW: Weekend One-time Request DeadlineAll requests for the coming weekend need to be submitted by 11:59 p.m. on the preceeding Tuesday. For example, to request classroom space for Sunday, Sept. 24th, the request would need to be submitted by 11:59 p.m. on Tuesday, Sept. 19th. This is to keep in line with our three business day processing timeline for requests. This does not apply to Large/Special Weekend Events (as determined by the criteria listed on our webpage here) which need more time to process (generally 8 weeks).

General Guidelines for Reserving General Assignment Classrooms

 

 

General Assignment Classrooms are Open


Weekdays 8:00 a.m. - 10:00 p.m., Weekends 8:00 a.m. - 10:00 p.m. (Select Rooms Only) 


First Four Weeks of Instruction


During the first four weeks of instruction, classrooms are not available for one-time reservations between 8:00 a.m. and 7:00 p.m., Mondays through Fridays.

Weekend One-Time Reservations

Barrows Hall (and other select classrooms) are available on weekends for one-time reservations (i.e. one room of 75 capacity or less, for 4 hours or less). Requests for these reservations need to be submitted in 25Live before 11:59 pm on the Tuesday previous to the weekend being requested. All other building and classroom locations on campus are CLOSED on weekends.

All requests for weekend space that is outside of a one-time reservation (i.e. longer than 4 hours, needing more than one room, more than 75 people) can refer to Large/Special Weekend Events for more information or start your request here

Classroom Reservations During Summer Sessions

Unfortunately, weekday reservations during summer sessions will not begin until 7/3/17 with the first event date being 7/6/17. Up until that date, we are still scheduling classrooms for our five summer sessions. At any given date there could be four session running concurrently and classroom changes are ongoing and in flux. After we stabilize the academic schedule on 7/5/17, there will be limited classroom space that we will make available for one time reservations.

It is recommended that you look to alternative campus event spaces if you have an event that needs long lead times in planning.

Campus Event Venues

ASUC Event Services

 

Important Notes!


  • During the first four weeks of instruction, the Office of the Registrar, Classroom Scheduling, processes hundreds of room change requests for academic classes. During these four weeks, academic classes have priority scheduling over one-time classroom reservations. If you have a classroom reservation on a weekday evening during the first four weeks of the term, there is a slight possibility that the room will be needed to accommodate an academic room change. The Office of the Registrar, Classroom Scheduling, will make every effort to find a comparable replacement room if possible. When planning important meetings or conferences, it may be wise to schedule these after week five of the semester when academic room change requests have been completed.
  • Prior to and during the first four weeks, you can still submit the request for use of a room after the fourth week, but we will not act on your request until the fifth week.
  • Requests must be submitted at least 3 days prior to the start of the event.
  • Evening and weekend requests can be submitted up to one year in advance. This does not apply to student groups.

Cancelling General Assignment Classrooms

To learn how to cancel room requests or confirmed room reservations, please review our Quick Start guide.

General Assignment Classroom Use Policies

Please be advised that the following are not allowed in General Assignment Classrooms:

  • Smoking
  • Alcohol
  • Amplified sound (with the exception of the instructor microphone)
  • Serving, preparing, cooking, or eating food
  • Obstructing or covering walls, windows, doors, or exits
  • Group "chalking" on chalkboards or whiteboards
  • No flyers or advertising in classrooms - use designated building bulletin boards
  • Adhering, taping, or nailing things to walls, doors, windows or floors
  • Exceeding posted capacity
  • Removing furniture from classrooms and/or buildings
  • Noise that can be heard from outside the classroom or in adjoining rooms (music, group singing, dancing etc.)
  • Occupying classrooms outside of reserved time or after building closure

Before you go...

  • Reset room according to furniture diagram
  • Erase chalkboard/whiteboard
  • Remove excessive trash from room

General Assignment Classroom Lockouts

If you are locked out of your reserved room between 8:00 a.m. and 5:00 p.m., Monday through Friday, please call the Classroom Central Hotline at 510-642-2800. If you are locked out of your reserved room after 5:00 p.m. on a weekday, anytime Saturday, Sunday, or on a campus holiday, or locked out of a building, please call Facilities Services at 510-642-1032.

Alternative spaces

Visit the UC Berkeley Events website for alternative Campus Event Facilities.

 

Quick Links