Reservation Policies and Procedures for Registered Student Organizations

 


Important Spring 2018 Information!

  • To comply with the NEW Interim Campus Major Events Policy, for Spring 2018 RSO reservations in Phase 1 and Phase 2, 25Live will start accepting requests on Wednesday, Nov. 15th (11/15/17). You do not need to wait until one week before the start of spring instruction, as we have done in past semesters. You can submit your request NOW.

    However, please be advised that these reservations will not be processed (confirmed and assigned a room) until at least Tuesday, Jan. 9th (01/09/18) for Phase 1 requests or Wednesday, Febuary (02/07/18) for Phase 2 requests.  

  • Classroom Reservations for the Spring  2018 academic semester will occur in two different phases as described below:
    • Phase 1 : Reservations will begin being processed at 8 am on 01/09/18 for Phase 1.

      • The reservable dates and times that can be made in Phase 1 are :

        • Limited : Weekdays (Mon - Fri) 8:00 pm - 10:00 pm, 01/16/18 through 04/27/18 & Weekends (Sat - Sun) 8:00 am - 10:00 pm, 01/20/18 through 04/29/18

    • Phase 2 : Reservations will begin being processed at 8am on 02/07/18.

      • The reservable dates and times that can be made in Phase 2 are :

        • Everything: Weekdays (Mon - Fri) 8:00 am - 10:00 pm, 02/14/18 through 04/27/18 & Weekends (Sat - Sun) 8:00 am - 10:00 pm, 01/20/18 through 04/29/18

Classroom Reservations FAQ-At-A-Glance

  • You need to be the active signatory of a registered student organization to reserve general assignment classroom space on campus. If you are an active signatory, you can then request access to 25Live Here
  • Classroom space is limited and is made availble on a first-come, first-serve basis determined by the date the request for space is made
  •  If your request is denied, you must submit a new request and start over in line
  • When using classroom space, you must abide by the Classroom Use Policies or you may be denied from making future reservations

 

The Office of the Registrar has been busy implementing our new scheduling software, and we are in the process of building an application with a vendor to receive your classroom requests. This application will have many enhanced features, most importantly the ability to search for availability. We will share more details about the application soon. We had hopes that the application would be ready in time for Fall 2017 reservations; unfortunately, we cannot meet this deadline. In the interim, we have a temporary solution in order to receive your requests and hope to go live with the new application for Fall 2018.

 

As enrollment and class sections continue to increase with no new additional classroom spaces, we are facing a severe space shortage for non-academic events for the forseeable future. Please work with your LEAD Center advisor to plan carefully and look for alternative options if necessary. Thank you for your continued patience, understanding, and cooperation.

Have Questions?

The best way to reach us is by sending an email to stures@berkeley.edu.

  • Include the event confirmation ID (e.g. 2017-AABBCC) in the subject line and in the email body

  • If you are having a technical issue with 25Live, provide screenshots of the webpage

 
 
NEW: Weekend One-time Request Deadline - All requests for the coming weekends need to be submitted by 11:59 p.m. on the preceding 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 processesing 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). 
 

 

 

 

 

 

 

 

 

 

 

 

FAQs - Click Links to move to desired Section

 

Submitting Requests Through 25Live

 

How do I reserve a room?

How do I submit a request for a classroom?

How do I know when my request has been processed?

Will I be guaranteed a room when I submit my event request?

What type of technology is provided in the rooms?

 

25Live Troubleshooting

 

I’m having trouble making a 25Live reservation?

Can I edit the time, date, or location of my event?

Why has my event been denied?

What do the event states ‘Tentative,’ ‘Confirmed,’ and ‘Denied’ mean?

What do I do if my classroom is locked?

Do I need to do any new forms to begin reserving classrooms every semester?

I don't understand what the alternate dates/times section is for?

Is there any way I can find out the status of my event?

What if my group needs more weekday reservations than the 20 hour limit?

How do I cancel a reservation? What happens if I cancel my reservation? Does my group get its hours back?

What if my organization is not listed in 25Live?

 

Classroom Reservation and Use Policies

 

What is a General Assignment classroom?

What is Phase 1 and Phase 2? What is the difference between them and why are they relevant to classroom reservations?

Are Food or Beverages allowed in General Assignment Classrooms?

What items are permitted in General Assignment Classrooms?

What happens if a Classroom Use policy is violated?

 

 

Submitting Requests Through 25Live

 

How do I reserve a room?

If you would like to reserve a room for your RSO, please submit an event request through the Event Wizard on 25Live. Once the Office of the Registrar receives your request, our staff will assign you a room based on the criteria you list on the event request.

 

How do I submit a request for a classroom?

To submit a request:

  1. Your RSO must be active and you must be an active signatory to reserve General Assignment classrooms. The LEAD Center is responsible for certifying you as a signatory. You may apply to become a signatory and check your status at the CalLink site.

  2. Once you are an active signatory, you must fill out the RSO Request for Access Form for us to grant you access to 25Live to submit classroom requests.

  3. Please expect a 5 business day turnaround from the date we receive your access form in order for us to provide access for you to submit a request.

  4. When your access has been granted, you will receive a confirmation email allowing you to use the Event Wizard in 25Live. Please be on the lookout for an email titled "Office of the Registrar: Confirmation of access for 25Live" from stures@berkeley.edu.
  5. Read through these 25Live Instructions and Tips and follow the steps listed under “Event Wizard Instructions”. The instructions are detailed and contain screenshots of the event request process.

  6. When submitting a request in 25Live, make sure to read through ALL sidebar information on the right side of the screen. There are important instructions on how to fill out your request properly. Your request details will be visible to all users of 25Live, so grammar, punctuation, and clarity matter!

  7. Once you have submitted your event request, the Office of the Registrar’s staff will process the request and either confirm the request and assign you a room, or deny the request.

 

How do I know when my request has been processed?

Once your event has been processed, we will send you an email at your Berkeley.edu email address. If you log into 25Live, you will also be able to check whether the Event State of your request has been changed from ‘Tentative’ to either ‘Confirmed’ or ‘Denied’’ on your Dashboard. Please note that you will not be able to view your assigned locations in 25Live. Your assigned locations will only be indicated in the confirmation email.

 

Will I be guaranteed a room when I submit my event request?

No, the Office of the Registrar’s staff assigns rooms on a “first-come, first-serve” basis. Event requests are processed in a queue based on the order in which they were submitted. If we cannot find any rooms available for your event’s date and time that match your preferences (e.g. seating capacity, moveable chairs, etc.), we will deny the event.

 

If your RSO has surpassed the semester 20-hour classroom reservation limit, the 2-large capacity room reservations at a time limit, or the 4-hour per day weekend limit, we will not process future requests until your RSO is in accordance with the limit.

 

What type of technology is provided in the rooms?

All General Assignment classrooms available for students to request feature:

  • Air Bears Wireless

  • AV-Connection-Auxiliary cable cords

  • AV-Connection-VGA

  • AV-Screen-Manual Projectors

  • Computer Display

  • Ethernet Port - DHCP

Detailed room-by-room equipment summaries can also be found on the ETS classrooms database.

 

Although all classrooms are ‘ADA-Student accessible,’ some may not be ‘ADA-Instructor accessible’ (meaning that the front of the room is accessible by wheelchair). If you would like to reserve an ADA-Instructor accessible classroom, please list ‘ADA-Instructor accessible’ under the “Preferred room qualities, if any” field in the 25Live Event Wizard.

 
 

25Live Troubleshooting

 

I’m having trouble making a 25Live reservation?

We have an extremely helpful Instructions and Tips document that is being updated regularly. We highly recommend that everyone read this document as you are using 25Live and if you encounter any questions along the way. If the Instructions and Tips document does not touch on your particular issue, then email stures@berkeley.edu.

 

Can I edit the time, date, or location of my event?

If your event is still “Tentative” and has not yet been confirmed, then yes! Simply email stures@berkeley.edu with the event reference ID (2016-AAxxxx) and the changes you would like to make.

 

If we have already confirmed your event, then you may only cancel or reduce the duration of the reservation. To cancel or shorten a reservation for either an entire event or a single meeting occurrence, please email stures@berkeley.edu with the event reference ID (2016-AAxxxx) and the preferred changes.

 

For events that have already been confirmed, we cannot change the assigned rooms or lengthen the duration of the event. If you would like a different time or room, we advise you to submit a new event request through 25Live. If you choose to create a new event, we unfortunately cannot guarantee you a room since we process requests on a “first-come, first-serve” basis. Please let us know through email or in the comments of your new request which old request we may cancel if we are able to fulfill your new request. This allows us to immediately free up space for other student groups.

 

Why has my event been denied?

Your event may have been denied for several reasons:

  • No rooms matching the criteria listed in the event request are available for your specified time(s) and date(s). To avoid your event being denied again in the future, we suggest you avoid holding events on Tuesday, Wednesday, and Thursday from 7pm-9pm (as those times are the most heavily requested), provide as many alternate dates and times as possible, request smaller capacity rooms, or break up a large event into smaller rooms.

    • When submitting an event, we recommend that you be as flexible as possible in your dates, times, and capacity range. There are departments, academic classes, decals, and over 1,000 student groups on campus that all vie for the same classroom space!

  • Your reservation included activities or items that violate General Assignment Classroom Usage Policies. The policies are listed here for your convience. Please revise your request to excude anything that may be in violation with our policies, or conact one of our campus partners for space where your activity may be allowed.

  • Your RSO has surpassed one of the semester long classroom reservations policy limits; such as the 20-hour per semester limit, 4-hour per weekend day limit, or the 2-at-a-time large capacity classroom reservation limit. To ensure equity and fairness within the community regarding classroom assignment, we will be denying all tentative events for your RSO until your RSO is in accordance with the limit. If you have exceeded the limit but would still like to use classrooms on campus, we advise you look into these venues:

    • ASUC Student Union and Event Services spaces

    • Event Services Alternate Venue list

    • ASUC Student Union common areas or local eateries

    • Library rooms

    • Residence Halls

    • Eshleman Hall

    • Rooms managed by other academic and administrative departments

    • Other Alternative Spaces and Facilties

 

What do the event states ‘Tentative,’ ‘Confirmed,’ and ‘Denied’ mean?

If your event is ‘Tentative,’ then it means that we have not yet processed the request and the request is still in the queue.

An event status of ‘Confirmed’ means we have processed your request and assigned you a room, which you will be able to view in your confirmation email.

An event status of ‘Denied’ means that we were unable to confirm your request for one of the reasons listed above.

 

What do I do if my classroom is locked?

Call Facilities Services at 510-642-1032 for classroom lockouts. Please have the following information ready: room number and building, the date and time of your reservation, the event name as written on 25Live, and the name of the signatory who made the request on 25Live.

 

Do I need to do any new forms to begin reserving classrooms every semester?

No, signatories who have already submitted the RSO Request to Access form should be able to reserve in 25Live for the remainder of the academic year. New Signatories just completing the RSO Request to Access form will be processed within 5 business days. We will send you a confirmation email once your access has been set up!

 

I don't understand what the alternate dates/times section is for?

It is best to give the reservation staff choices while receiving your request. We always try to assign your first choice space if it’s available. If we see that you have not provided an alternate date/time, we will have no choice but to deny your request if there is nothing available for your first choice. Please take a moment to consider viable alternatives and provide these details in the initial reservation request, in order of your preference priority.

 

Is there any way I can find out the status of my event?

Event requests have ‘states’ (e.g. Confirmed, Denied, Tentative) but not statuses (e.g. currently in review, being discussed, etc.). If you have submitted an event request and have not yet received an email from us confirming or denying your request, then your request is still in the queue and waiting to be processed by staff. We unfortunately cannot tell you where your request is in the queue. If you would like to check the state of your event, you may log in to 25Live and check the event state there.

 

What if my group needs more weekday reservations than the 20 hour limit?

Unfortunately, due to increasing enrollment and its impact on academic classroom space, there are not enough General Assignment classrooms to meet everyone's needs. One easy suggestion is to consider moving your activities to the weekends, where space and time are less impacted and those reservations do not count against your RSO for the 20 hour weekday limit. We'd also suggest thinking creatively in how your group needs and uses space. Here are some ideas for thinking about alternative venues:

 

ASUC Student Union and Event Services spaces

Event Services Alternate Venue list

ASUC Student Union common areas or local eateries

Library rooms

Residence Halls

Departmentally managed rooms

Campus Event Facilities

 

We also have compiled a list of Alternative Spaces and Facilities we hope you may find useful. The list includes information on how to reserve those facilities, deadlines, capacity, and special requirements that need to be fulfilled prior to making an event reservation. We highly encourage you to check back often as this list will be updated continuously!

 

How do I cancel a reservation? What happens if I cancel my reservation? Does my group get its hours back?

To cancel a reservation, email stures@berkeley.edu with the event reference ID (e.g. 2016-AAxxxx). To receive your hours back for your RSO's 20 hour limit, events need to be cancelled at least 72 business hours prior to the start of the event. Timely cancellations help enable us to reassign the space to another group. Please thoughtfully plan your weekly meetings and cancel ahead of time if one or more of those dates are not needed.

 

What if my organization is not listed in 25Live?

Email us to let us know if your organization is not listed in 25Live and is currently active in CalLink through the LEAD Center. In general, please allow us five business days to update our 25Live organization database with all currently active groups.

 

 

Classroom Reservation Policies

 

What is a General Assignment classroom?

General Assignment classrooms are classrooms that are managed by the Office of the Registrar and can be reserved for student use. There are non-GA classrooms that you might have classes in that are directly managed by academic departments instead of the Office of the Registrar.

 

What is Phase 1 and Phase 2? What is the difference between them and why are they relevant to classroom reservations?

Please be careful -- Phase 1 and Phase 2 in Classroom Reservations are not the same as Phase 1 and Phase 2 for course enrollment.

 

We implemented this system of two phases so student group reservations do not conflict with the academic scheduling of classes that occurs during the first four weeks of the semester. Phase 1 covers those four weeks of initial instruction. Phase 2 begins after academic scheduling finishes and covers the rest of the semester.

 

Are Food or Beverages allowed in General Assignment Classrooms?

Serving food or beverages has never been permitted in the General Assignment classrooms. Please discourage people from bringing food to your activities. If a few individuals do forget, please ask them to take any trash or leftover food with them as they leave so they may dispose of it appropriately in trash or composting receptacles. If a room is left in poor condition, a group may have their ability to reserve future reservations restricted.

 

What items are permitted in General Assignment Classrooms?

General Assignment Classroom Use policies can be found here. Any items not originally found in the room at the beginning of your resservation are not allowed. If you would like to have something in the room at the time of your request, please include it on your original room request and we will evaluate it when processing takes place. All items allowed or not allowed in GA classrooms are at the discretion of Office of the Registrar staff.

We also would like to remind you at the end of your reservation time to:

  • Reset the room according to the furniture diagram afixed to the wall

  • Erase the chalkboard or whiteboard

  • Remove any excessive trash from the room

  • No eating, preparing, or possessing food in the room at any time during your reservation

Please be advised that if your group violates one or more of the General Assignment Room Use policies, future reservations may be cancelled and your group may lose the ability to reserve classrooms for the remainder of the semester.

 

What happens if a Classroom Use policy is violated?

The Signatory that reserved the classroom and the RSO involved with that reservation are held directly responsible for any classroom policy violations that occur in GA classrooms.

 

Office of the Registrar staff have implemented 2 systems to deal with these incidents:

  • For Classroom Use Policy violations, we have implemented a 3-step warning process that includes the following progressive steps:
    • ​For a 1st Violation Warning, OR staff will notify the reserving signatory via email that a violation has occured. No other contact or sanctions are enacted.
    • For a 2nd Violation Warning, OR staff will notify the reserving signatory via email that a repeat violation has occured, their Lead Center Adviser will also be notified, and the signatory will be blocked from making any additional reservations in 25Live for the remainder of the semester.
    • For a 3rd Violation Warning, OR staff will notify the reserving signatory via email that a 3rd violation has occured, their Lead Center adviser will also be notified, the signatory will be blocked from making any additional reservations in 25Live for the remainder of the semester, all existing reservations made by the signatory and all existing reservations held by the RSO concerned with these violations will be cancelled, and all signatories involved with the RSO concerned with these violations will be required to meet with OR staff while having their Lead Center adviser present.
       
  • ​For Student Conduct issues that occur during a reservation, in a GA classroom, or with Office of the Registrar staff (including student employees), these will be handled in a manner determined at the discretion of Office of the Registrar, and commensurate with the gravity of the offense, up to and including all the above mentioned sanctions as well as possible referral to the Dean of Students or The Center for Student Conduct. There is no progressive warning system for conduct issues and they are dealt with on a case-by-case basis.

 

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