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.

  • General Guidelines and Procedures
    • Classrooms cannot be used without a reservation through Reserve West. 
    • No food or drink is allowed in classrooms without prior approval. If food or drink is permitted, trash should be placed in trash cans.
    • 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.
  • Academic Course Scheduling Procedure
    Procedure for Room Assignments for Academic Courses 
    • Course Editing/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: Evita Krumina
      • 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.
    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.

    Pre-designated/Restricted Rooms:

    • Labs (Science, Computer, Exercise, and Speech Labs)
    • Music Restricted Classrooms and Practice Rooms
    • Theater Rooms
    • 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

    All requests for special consideration in room scheduling not already addressed should be forward to David Jenks (djenks@westga.edu). We will
    assess the situation and come to a resolution that best serves students, faculty, and staff.

  • Prioritization of Scheduling

    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

  • Classroom Scheduling Timelines
  • Prohibited Items in Academic Space
    • 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
  • Registered Student Organizations
    Policies and Procedures
    • Student organizations are Priority 3 and cannot make requests until the second week of the semester.
    • Only general classrooms are allowed for use by student organizations. Specialized classrooms such as labs are restricted and not eligible to be requested.
    • 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.
  • WIC Resources for Reservations

    The Work Information Center no longer requires an email sent to wic@westga.edu for requests for additional resources in academic spaces for University events. The resources below can now be requested within the reservation through the Reserve West web app.

    • Tables and chairs
    • Stage
    • Podiums
    • Plants
    • Room Setup/Breakdown
    • Trash Cans or trash pickup
    • Extension Cords

    If there are additional resources your event/meeting will require that is not listed above, please email reservewest@westga.edu for assistance.