25Live Announcement

25Live Announcement

Interim Policy on Large Events and Gatherings | Novel Coronavirus (COVID-19) Resources

Interim Policy on Large Events and Gatherings. Updated April 30, 2020 has been extended through June 30, 2021. We must support every action that helps to “flatten the curve” of new COVID-19 cases. To limit the spread of the virus in our workplace and Bay Area community – and to help hospitals and clinics manage the increase in demand for care – we are taking the following ...

For more details, please review the following link: https://coronavirus.ucsf.edu/events

We will not be accepting any reservations for events in any of the General Assignment classrooms through the fall academic quarter, December 31,2020, unless there is an essential need for face to face meetings or hands on training. Any other requests need to be vetted by their department’s Dean and then forwarded to us.

This will apply for all reservation requests except for the academic numbered courses that are listed on the UCSF Course catalog.

All non-essential events and gatherings have been cancelled or postponed. Those who believe that an in-person event is essential must complete this form to request an exception. Any exception will need to be pre-approved in writing by the Chancellor

Additionally, any event with more than 10 participants will need to have their event approved by the EOC (Emergency Operations Center).

Anyone interested in reserving a classroom must fill out the exemption form prior to submitting a room request on 25Live. This applies to all classroom reservation requests. 

Here is the link: https://ucsf.co1.qualtrics.com/jfe/form/SV_eVxY4sj79nt8Ofb

New Room Capacity Announcement

Due to social distancing, the capacity for the general assignment rooms have changed. View new room capacity information here.

Scheduling

How to reserve a room

Reservation Guide

25Live Online Scheduling

Priority

ETS/Classroom Scheduling is responsible for the scheduling of events into the University’s general assignment academic rooms.

These rooms are available for academic class sessions and departmental events. They may not be used as a staging area nor for storage purposes.

Priority among these events is handled as follows:

  1. Quarterly courses, mid-terms, final exams and new student orientations: Requests are received approximately six months prior to the start of each respective quarter.
  2. Grand rounds
  3. Academic journal clubs, University symposia and conferences
  4. General meetings and events: All general meetings events are scheduled in the order received. Requests are scheduled only after all events in categories 1 through 3 have been scheduled.

Who is Eligible to Reserve a Room at UCSF?

  • UCSF Departments
  • Registered Campus Organizations (RCOs)
  • Approved Non-Profit and Non-University Organizations

Please Note: RCOs and Approved Non-Profit and Non-University Organizations must follow special reservation policies in order to reserve a room.

Room Rental Policy

Non-academic events or non-UCSF related entities may occasionally use selected rooms for mini-conferences, seminars or symposia for a fee. Granting approval for such events is highly unusual due to the scarcity of general use rooms for ongoing UCSF classes and events and is generally done outside of normal classroom hours and on weekends. Events of this type are subject to the conditions and fee structure outlined in the "Room Rental Policy"

Biohazardous Materials in Classrooms

Because all laboratory biological specimens should be regarded as hazardous, and because ETS scheduling services cannot manage or enforce proper protocols for safe handling of human or animal cellular materials in UCSF general use classrooms, the use of potentially biohazardous material is restricted to a laboratory environment.

To inquire about using the Anatomy Learning Center please email [email protected] or visit the Microbiology Teaching Labs in the basement of the Ambulatory Care Center. For general safety information, please contact Environmental Health and Safety

No-Show Fee

In order to ensure that classrooms, venues, and ETS staff time will not be held unnecessarily, ETS assesses a fee for requesters who — without canceling their reservation in advance (minimum 48-hours notice) — reserve classroom space, request technician assistance for an event, or schedule lecture captures and then do not use the room during the scheduled time. A schedule of fees is listed below.

Room reservation no-show (without technician) $94 (1-2 hrs) $188 (2-4 hrs) $376 (4-8 hrs)
Room reservation no-show (with technician) $188* (1-2 hrs) $282 (2-4 hrs) $423 (4-8 hrs)
Empty lecture capture recording $94 (1-2 hrs) $188 (2-4 hrs) $376 (4-8 hrs)

*includes one hour of technician time

Scheduling Classes on Holidays

The academic calendar identifies roughly one dozen UCSF-sanctioned holidays of social, cultural or political significance each year. These are days when staff are not required to work, faculty are not required to teach, and students are not required to attend. Classes or other mandatory activities should not be scheduled on holidays recognized by the University of California and reflected in the calendar.