Reservation Procedures for Student Orgs

 


Greetings!

 

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 2016 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 2017.

 

With the Wheeler classrooms offline this academic year, we are facing a severe room shortage. Please work with your RSO (Registered Student Organization) advisor to plan carefully and look for alternative options. Thank you for your patience, understanding, and cooperation.

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

 

 

 

 

 

 

 

 

 

 

 

FAQs

 

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 a signatory for 2016-2017, 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 changed from ‘Tentative’ to either ‘Confirmed’ or ‘Denied’’. 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, 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 with additional information as the semester progresses. 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 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 code (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 and all new event requests are moved to the back of the queue. 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 two 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, 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, and over 1,200 student groups, academic classes on campus that vie for classroom space!

  • Your RSO has surpassed the semester 20 hour classroom reservations 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 unfortunately unable to find a room that matched your criteria.

 

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 during Spring 2017

Signatories who have already submitted the RSO Request to Access form during Fall 2016 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 48 hours. We will send you a confirmation email once your access has been set up!

 

What do I do if we need a reservation right away in Phase 2?

Please note that to accommodate requests for rooms on dates/times that fall in the first week of Phase 2, requests will be processed according to the imminent time/date of the reservation, and within that parameter, by the order received. Example: if two requests for 7pm Monday 9/12 are received, they will be processed that day but in the order received.

 

Once reservation requests for the first week of Phase 2 are processed, all future reservation requests will be processed in the order received, regardless of imminent event time/date. Please allow for a 3-day processing turnaround.

 

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 Wheeler Hall's closure and its impact on the academic classroom needs, as well as increased enrollment, there are not enough General Assignment classrooms to meet all needs. One easy suggestion is to consider moving your activities to the weekends, as there is no hourly limit during this time. We'd also suggest thinking creatively in how your group needs and use 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 even reference number (e.g. 2016-AAxxxx). To receive your hours back for your RSO's 20 hour limit, events need to be cancelled at least 48 hours prior to the start of the event. Timely cancellations help us be able to assign the space to another group to use! 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 if you know that it is currently has an active status with 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, managed by academic departments.

 

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.

 

For the 2017 spring semester, Phase 1 is from Monday, January 16 to Friday, February 10 and Phase 2 is from Monday, February 13 to Sunday, April 30..

  • During Phase 1, students may only submit weekday classroom reservation requests for events that occur from 7pm to 10pm.

  • During Phase 2, students are allowed to submit weekday reservations requests for events that occur from 8am to 10pm.

  • For both Phase 1 and Phase 2, students can submit weekend reservations for events that occur between 8am and 10pm.

 

I didn’t know that food wasn’t allowed in General Assignment classrooms!

Serving food 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.

 

Thank you for the service and community that student organizations bring to the campus every day. We know how important it is that the campus supports your need for space but unfortunately space is limited and is shared with all of the campus community. Your use of the room impacts its academic use. Student workers are employed in monitoring and resetting all classrooms, locking doors, and providing help with anyone who needs help navigating their reservations needs. Please help them do their job by keeping the classrooms clean and left in the condition your group found them.

 

What items are permitted in General Assignment Classrooms?

General Assignment Room Use policies can be found here.

We also would like to remind you to:

  • Reset the room according to the furniture diagram

  • Erase the chalkboard or whiteboard

  • Remove excessive trash from the room

  • Avoid eating or preparing food

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.

 

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