The Division of Academic Affairs is responsible for overseeing the scheduling of general classroom space. The Associate Vice President for Academic Affairs has established formal scheduling protocols to ensure effective centralized scheduling for academic defined space and to provide academic departments, faculty/staff, and registered student organizations a means by which to reserve general classroom space. Academic uses of these spaces shall have priority over other uses.
The Academic Scheduler will schedule all academic courses in the general classroom space as first priority. Once course room assignments have been confirmed, general classroom space will become available for other priority levels. The Academic Scheduler will authorize requests of general classroom space based on factors including but not limited to: availability of space, space use priority, or relevancy of space. Requests in academic space may consist of meetings, academic lectures, and review sessions.
- Classrooms cannot be used without a reservation through Reserve West.
- Furniture in classrooms should not be moved without prior approval. If approved, then any furniture moved within the facility or moved from the facility into the hallways must be placed back into the facility.
- Erase chalkboard/whiteboard at the conclusion of each class or reservation.
- Prohibited items:
- Food and Drink (this includes all hallways and lobby areas) unless prior approval has been granted
- Amplified Sound
- Difficult to Clean Materials (Glitter, Adhesive, Paints etc.)
- Hazardous Materials (Candles, matches, etc.)
- Moving or re-arranging classroom furniture without prior approval
- No glitter, taping, tacking, nailing, gluing, painting, marking, or stapling to any walls, surfaces, or floors is permitted in any classrooms, hallways, elevators, or spaces.
- Occupying classrooms outside of reserved time or after building closure
Course Building and Scheduling Timelines
Procedure for Room Assignments for Academic Courses
The Division of Academic Affairs and the Registrar’s Office adopted the following course scheduling procedure effective February 15, 2019. Each department is responsible for designating a user that is responsible for the following tasks.
- Course Building Period - The Registrar’s Office will roll the semester from the previous like semester. Banner access is given to college/departments to make edits, delete courses, or add courses. No rooms assignments should be made in Banner with the exception of pre-designated rooms listed below.
- Preference Period - College-level CPI users will have one week to set preferences in the Campus Planning Interface. Each college will have one representative who will have access to the CPI. The designee
will work with departments within the college to set preferences for courses within
the CPI. Below is the list of current CPI users for each college/school.
- Richard's College of Business: Karen O'Connor
- College of Arts and Humanities: Arielle Vaughan
- College of Education: Yolanda Kelley
- College of Science and Mathematics: Ashley Byrd
- College of Social Sciences: Melanie McLean
- Tanners Health System School of Nursing: Karen Duke
- Blackout Period - NO changes to course sections can be made during this time. The Academic Scheduler will spend approximately one month synchronizing courses into Reserve West to begin room assignments for a particular semester. The Academic Scheduler will work with each college and/or departmental to review room assignments.
- Course Change Period - NEW Summer/Fall 2019! - Department-level CPI users will log in to the Campus Planning Interface to make requests for course changes. The Registrar's will receive a report of requested courses and will process in Banner two times per day.
Resources for the Campus Planning Interface can be found under the Resources tab above.
Rooms Available for Centralized Course Scheduling
All academic rooms, officially designated for instruction, will be available to schedule in Reserve West for centralized
scheduling and optimization. Conference rooms that are not designated for instruction (i.e. Dean’s Office or departmental conference rooms) are not included in this process. Restricted rooms are also not included in this process.
- Labs (Science, Computer, Exercise, and Speech Labs)
- Music Restricted Classrooms and Practice Rooms
- Seminar Rooms (TLC 1204 & 3205)
- Theater Rooms (General lectures not included)
- Art Restricted Classrooms and Studio Spaces
- Chemistry Courses with Labs and SI Associated with Lecture
- Non-Academic Spaces (i.e. The Oaks, Center Pointe Suites)
- Classrooms for ADA Requests
- Nursing Classrooms
- Biology Classrooms
- Anthropology courses that require Anthropology 12
- Newnan Courses
All requests for special consideration in room scheduling not already addressed should be forward to David Jenks (email@example.com). We will
assess the situation and come to a resolution that best serves students, faculty, and staff.
Events in academic classrooms cannot be scheduled during the first week of classes and during final exams. Scheduling priority for academic buildings will be in the following rank order:
Priority 1: Credit-bearing courses, their tests, and required class meetings
Priority 2: Academic or non-academic events for faculty and Supplemental Instruction Courses
Priority 3: Recurring and nonrecurring events for student organizations
Priority 4: Events extensively for the use of non-UWG affiliated entities
Policies and Procedures
- Student organizations are Priority 3 and cannot make requests until the second week of the semester. Organizations may begin submitting reservations for Fall 2019 on August 12, but cannot begin using classrooms until August 26. All requests will be reviewed beginning on August 19.
- All requests must be submitted 10 business days in advance.
- Only general classrooms are allowed for use by student organizations. Specialized classrooms such as labs are restricted and not eligible to be requested. A list of available classroom space for student organizations can be found here.
- Reservations for registered UWG student organizations must be requested in conjunction with the organization's university advisor. Email notification will be sent by the Academic Scheduler to the advisor to request approval.
- The sponsoring organization using the facility is responsible for the cost of any repair and/or replacement resulting from any damages to the facility and its equipment, enforcing UWG alcohol guidelines and smoke-free policy, adhering to all campus policies and procedures regarding security and conduct, and restoring the facilities to their original state after the event.
Facilities that are left unusable for the next day will be traced to the group/organization, which will be charged for the cost of returning the facility to its pre-event status and the organization may be banned from future use of University facilities.
- Specific Policies Per Building:
- Nursing Building - only School of Nursing registered student organizations are allowed to reserve space in the Nursing Building.
- Richard’s College of Business Buildings (Miller and Adamson Hall) - Only RCOB student organizations may use these facilities outside of normal business hours without an advisor present. All other campus organizations must have an advisor present outside of normal business hours which are 8am to 5pm.
- After Hours and Weekend Building/Room Access
- After Hours Reservations: Access to academic buildings ends at 8:00 PM Monday-Friday. Reservations after 8:00 PM in these spaces may require Access Control or University Police to unlock the room. Please note, it may not be possible at all times for UPD to unlock the space. If you need assistance accessing your reserved space, please call (678) 839-6000.
- Weekend Reservations: Some academic buildings may be locked on the weekends. Reservations on the weekends in these spaces may require Access Control or University Police to unlock the room. Please note, it may not be possible at all times for UPD to unlock the space. If you need assistance accessing your reserved space, please call (678) 839-6000.