Student Group General Assignment Classroom Scheduling
Online Reservation Procedures
Please read this entire page before submitting a classroom request for the first time.
Part 1: Submitting the Request
You must be a registered student group in order to reserve rooms. If you're not sure, check here for more information.
Log onto the Online Student Group Classroom Request form (Calnet ID/Student ID Number (SID) and Passphrase).
Read the welcome page and agree to the terms for making a reservation.
Complete the request form, and be sure to indicate any special room attributes your group may require such as DVD, computer data display, moveable chairs, and/or a stage. When the request has been submitted (without error messages), you will receive a Student Group Classroom Request Acknowledgement. Note that 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 midnight on Thursday).
NOTE: Requests are not accepted on the phone.
Here's a time line for scheduling special events:
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During the first three weeks of instruction, the Office of the Registrar, Classroom Scheduling, processes hundreds of room change requests for academic classes. During these three weeks, academic classes have priority scheduling over special events. If you have a special event room reservation on a weekday evening during the first three 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 events, meetings, or conferences, it may be wise to schedule these events after week four of the semester when academic room change requests have been completed.
Part 2: Completing the Classroom Reservation (getting the room)
The Classroom Scheduling Office will assign you a room based on the needs of the your group and classroom availability, and the signatory who submitted the request will be notified by email. The room details can be viewed by logging into the Online Student Group Request Form and clicking on the name of the student group.
This completes the room reservation process. The room will be unlocked during the days/times reserved. Please print out a copy of the room details and keep it with you at all times during your meeting(s). It may be requested by custodians and others in custody of classrooms and auditoriums.
To cancel an existing reservation, please do so using the Student Group Special Event Room Cancellation form. See the Student Group Classroom Reservations manual on our bSpace for information on changing an existing reservation.
General Assignment Classroom Reservation Schedule
The system will open for submission of student group requests for the Spring 2014 semester on January 9th at approximately 8:00am. During the first three weeks of instruction, the Office of the Registrar, Classroom Scheduling, processes hundreds of room change requests for academic classes. Therefore, the classroom reservation scheduling has been divided into two phases as follows:
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Fundraising in classrooms must be approved by Event Services at the ASUC Auxiliary. Fundraising requests are made online and must be submitted no later than seven (7) business days prior to the event. Please visit https://ems-pa02.berkeley.edu/ASUC/ and create a log in. Under Reservations, fill out and submit the Fundraising Request Form. Please call Event Services with questions 642-1141 or email email@example.com.
General Assignment Classroom Restrictions
The following restrictions apply to all events held in classrooms controlled by the Office of the Registrar. As the sponsor of the event, you have responsibility to maintain the good order of the classroom and will be held liable for any damage incurred during your event.
Food, drink, smoking and dance/exercise are absolutely prohibited in all classrooms at all times.
A student group may not make more than two reservations at a time for rooms with capacities over 100 seats.
A student group may not make more than 30 weekday reservations overall per semester.
Furniture should not be removed from the classroom or rearranged unless it is returned to its original set-up.
If we discover that extra custodial service is required after your event, you will be charged those fees.
Events that use loud music or dancing cannot be accommodated in general assignment classrooms.
Reservations may not be made between terms or for future semesters.
Reservations may not be made during the week before final examinations (RRR week) or during finals week.
DE-Cal classes must make room reservations through the academic department that is sponsoring the class. Please see the departmental scheduler.
The campus has a liability insurance policy that covers events categorized as "low risk" and put on by registered student groups in general assignment classrooms. Registered student groups are required to obtain liability insurance if the event is categorized as "high risk".
The Office of Risk Management website has all the information to determine if your event is "high risk" as well as instructions for obtaining liability insurance. Refer to the Student Activities and Insurance section.
General Assignment Classroom Technology
Check our inventory of classrooms to determine the attributes available with your reserved classroom. Many of the classrooms are outfitted with technology, including ethernet connections and projection equipment.
To rent portable equipment, contact ASUC Auxiliary Services.
Locked Out of Your Reserved General Assignment Classroom?
Call 510.642.1032. Have the printout of your room details with you as you may be asked to show it as proof of your reservation.
Check out the Student Group Signatory's Toolbox