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[Student Group Classroom Scheduling]
Online Reservation Procedures
Reservation Schedule
Film Showing
Fundraising
Room Restrictions
Educational Technology Services
Room Lockouts
Online Reservation Procedures
- Register the student group with Campus Life and Leadership in 102 Sproul Hall once each
academic year. All student group meetings need approval. This includes ASUC Service Groups, Operational Groups and Community Project Office
Groups. Student group registration must be completed before room assignments are requested.
Click here for more information.
- Access the Online Student Group Classroom Request form.
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Log on by entering your CalNet ID/Student ID Number (SID) and Passphrase. |
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Read the welcome page and agree to the terms for making a reservation. |
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Complete the Student Group Classroom Request form with the appropriate information. |
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When the request has been properly submitted (without error messages),
you will receive a Student Group Classroom Request Acknowledgement. |
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YOU DO NOT HAVE A ROOM RESERVED AT THIS TIME. YOU HAVE ONLY SUBMITTED A REQUEST. |
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Requests must be made by midnight of the business day prior to the event, except for
requests for Saturday or Sunday, which must be made by midnight of the business day two days prior to the event (normally by midnight on Thursday). |
- The same student group signatory who submitted the room request must go to the Classroom Scheduling Office in 123 Sproul Hall
(Mon-Fri 9:00am-12:00pm and 1:00pm-4:00pm) to complete the classroom reservation. For same day event
reservations, you must arrive before 10:00am. For weekend reservations, you must arrive no later than
the preceeding Friday at 10:00am. There are no exceptions.
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You may be asked to show ID. |
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Requests are not accepted on the telephone. |
- The Classroom Scheduling Office will assign a room based on the needs of the student group and classroom availability. Please be sure to
indicate any special room attributes your group may require such as video, moveable chairs, and/or a stage.
- The student group signatory will be handed a hardcopy of the Student Group Room Request Confirmation when the
reservation process is completed. An official confirmation will also be mailed. The rules
listed on this confirmation apply to your event. Please be sure to read them.
- This completes the room reservation process. The room will be unlocked during the days/times reserved. Please keep a copy of the
confirmation with you at all times during your meeting(s). It may be requested by custodians and others in custody of classrooms and auditoriums.
- To make a change to an existing reservation, the student group signatory who initially reserved the room must bring a copy of the
Student Group Room Request Confirmation to the Classroom Scheduling Office. You may be asked to show ID. If the nature or purpose of
the event changes, you must start from step 2 and get the event approved.
Reservation Schedule
Student groups may reserve rooms from the first day of the semester through the last day of instruction as outlined below:
| Day of the Week |
Fall 2007 |
Spring 2008 |
Monday through Friday 7:00pm - 10:30pm
Saturday and Sunday 8:00am - 10:00pm |
Starting 8/21/07 |
Starting 1/15/08 |
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| Monday through Friday 6:00pm - 10:30pm |
Starting 9/10/07 |
Starting 2/4/08 |
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| Monday through Friday 8:00am - 10:30pm |
Starting 9/17/07 |
Starting 2/11/08 |
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| Last day to reserve rooms for the semester |
Ending 12/10/07 |
Ending 5/12/08 |
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| Day of the Week |
Summer 2007 |
Summer 2008 |
Monday through Friday 6:00pm - 10:30pm
Saturday and Sunday 8:00am - 10:00pm |
Starting 5/21/07 |
Starting 5/27/08 |
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| Monday through Friday 8:00am - 10:30pm |
Starting 7/2/07 |
Starting 7/7/08 |
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| Last day to reserve rooms for the semester |
Ending 8/17/07 |
Ending 8/22/08 |
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Film Showing
If you plan to show a copyrighted film, you must submit a written letter of authorization from the film distributor to Campus Life and Leadership
in 102 Sproul Hall. The name and contact information of the film distributor is usually located on the DVD, video cassette or the film can. If the contact information
is not there, you will need to do an online or telephone research to find it. In addition to letters on letterhead stationary,
verifiable emails and faxes on distributor letterhead are acceptable as proof of authorization. No letter of authorization is required for
homemade films, student films that are not copyrighted, or any other non-copyrighted films.
Fundraising
Fundraising in classrooms must be approved by Campus Life and Leadership. Fundraising request forms must be submitted no later than five working days prior
to the event. For more information, contact Campus Life and Leadership:
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In person: 102 Sproul Hall, Mon-Fri 9:00am-4:00pm |
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By Phone: (510) 642-5171 |
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By Email:
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Room Restrictions
The following restrictions apply to all events held in classrooms controlled by the Office of the Registrar.
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Food and drink are absolutely prohibited in all classrooms at all times. |
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A student group may not make more than two reservations at a time for rooms with capacities over 100 seats. |
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Furniture may not be removed from the classroom or rearranged unless it is returned to its original set-up. |
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Events that use loud music or dancing cannot be accommodated in general assignment classrooms. |
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Reservations may not be made between terms or for future semesters. |
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Reservations may not be made during the week before final examinations (dead week) or during finals week. |
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DE-Cal classes must make room reservations through the academic department that is sponsoring the class. Please see the department scheduler. |
Educational Technology Services
Please be aware that charges apply to access all audio-visual equipment for data/computer/video display as well as audio. Make reservations at least 48 hours prior to your event by contacting Educational Technology Services:
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In person: 44 Dwinelle Hall, Mon-Fri 7:30am-6:00pm |
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By Phone: (510) 643-8637 or (510) 642-2535 |
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By Email:
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Room Lockouts
Call (510) 642-1032 if you are locked out of your reserved room after 5:00pm during the week
or anytime Saturday and Sunday. Bring your confirmation with you as you may be asked to show it as
proof of your reservation.
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