Scheduling Deadlines

Please follow these deadlines for submitting your room reservation requests for events to be scheduled into general assignment academic rooms.

FALL 2017 QUARTER
Deadline for Submission of Academic Requests to OAR: April 10, 2017
Processing for non-academic fall 2017 requests will begin on July 10, 2017
Draft Assignments Sent to Schools and Depts from OAR: June 5, 2017
Room Assignments Final: June 19, 2017
Fall 2017 Quarter Begins: September 13, 2017

WINTER 2018 QUARTER
Deadline for Submission of Academic Requests to OAR: June 26, 2017
Processing for non-academic winter 2018 requests will begin on October 27, 2017
Draft Assignments Sent to Schools and Depts from OAR: September 29, 2017
Room Assignments Final: October 9, 2017
Winter 2018 Quarter Begins: January 1, 2018

SPRING 2018 QUARTER
Deadline for Submission of Academic Requests to OAR: October 16, 2017
Processing for non-academic spring 2018 requests will begin on January 16, 2018
Draft Assignments Sent to Schools and Depts from OAR: November 20, 2017
Room Assignments Final: December 11, 2017
Spring 2018 Quarter Begins: April 2, 2018

SUMMER 2018 QUARTER
Deadline for Submission of Academic Requests to OAR: December 18, 2017
Processing for non-academic summer 2018 requests will begin on April 23, 2018
Draft Assignments Sent to Schools and Depts from OAR: March 21, 2018
Room Assignments Final: April 2, 2018
Summer 2018 Quarter Begins: June 18, 2018

FALL 2018 QUARTER
Deadline for Submission of Academic Requests to OAR: April 16, 2018
Processing for non-academic fall 2018 requests will begin on July 16, 2018
Draft Assignments Sent to Schools and Depts from OAR: June 4, 2018
Room Assignments Final: June 25, 2018
Fall 2018 Quarter Begins: September 12, 2018

WINTER 2019 QUARTER
Deadline for Submission of Academic Requests to OAR: July 2, 2018
Processing for non-academic winter 2017 requests will begin on October 24, 2018
Draft Assignments Sent to Schools and Depts from OAR: September 24, 2018
Room Assignments Final: October 15, 2018
Winter 2019 Quarter Begins: January 1, 2019

SPRING 2019 QUARTER
Deadline for Submission of Academic Requests to OAR: October 29, 2018
Processing for non-academic spring 2019 requests will begin on January 18, 2019
Draft Assignments Sent to Schools and Depts from OAR: November 19, 2018
Room Assignments Final: December 10, 2018
Spring 2019 Quarter Begins: April 1, 2019

*Please do not share draft assignments with your instructors because assignments may change.

Please submit your request by the deadline for each quarter. Scheduling will start when all the requests are received in the Registrar’s Office and per academic quarter, and academic and administrative calendar which may be viewed at: http://saawww.ucsf.edu/admission/calendar.htm

If a course is cross listed between schools, we would like to get the assistance of the schools and departments to have one person submit room reservation request for the course. This practice will prevent double booking which results in classroom shortages.

We will do our best to keep Grand Rounds in their normally assigned classrooms, but sometimes we’ll need to readjust scheduling assignments for the best possible fit. The readjustments will be communicated with Grand Rounds prior to the beginning of each quarter. UCSF Courses have scheduling priority for each quarter.

Please note that after Courses, Final Exams, and Grand Rounds are scheduled, we will open scheduling to other important academic events, and Continuing Education.

Prior to the finalizing of the academic schedule for a quarter, OAR will reserve and confirm classrooms for events which may happen at off peak times (i.e. weekends, UCSF holidays, or school breaks at any time), but will not reserve or confirm any rooms during the peak time (beginning of the quarter to the end of final exams) or prior to finalization of the classroom assignments for Courses, Final Exams, and Grand Rounds.

Please refer to “Room assignments final” dates listed above.

If you need to reserve a space for your important academic event on weekdays, during the peak time, or prior to the finalizations of classroom assignment for Courses, Final Exams, and Grand Rounds, you are encouraged to make arrangements through another facility.

A few reminders:

  • Do not remove furniture from classrooms.
  • Please clearly indicate your specific AV needs (i.e., LCD, Slide-Projector) when submitting your request form.
  • If you are anticipating video conferencing/simulcast/overflow – please indicate it on your request form.

Room requests must be submitted in writing and can be faxed to (415) 514-3735; submitted in-person to 513 Parnassus Ave, Room SB-43, or sent via e-mail (in the form of an attachment) to Sally Huey-Lee at: Sally.Huey-Lee@ucsf.edu

Thank you for your continued cooperation.

We are looking forward to another successful and challenging year.

Please do not hesitate to contact Sally at 476-4436, if you have any questions.