Scheduling Deadlines

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

WINTER 2020 QUARTER
Deadline for Submission of Academic Requests to ETS: July 1, 2019
Processing for non-academic winter 2020 requests will begin on October 21, 2019
Draft Assignments Sent to Schools and Depts from ETS: September 23, 2019
Room Assignments Final: October 14, 2019
Winter 2020 Quarter Begins: January 1, 2020

SPRING 2020 QUARTER
Deadline for Submission of Academic Requests to ETS: October 28, 2019
Processing for non-academic spring 2020 requests will begin on January 21, 2020
Draft Assignments Sent to Schools and Depts from ETS: November 18, 2019
Room Assignments Final: December 9, 2019
Spring 2020 Quarter Begins: March 30, 2020

SUMMER 2020 QUARTER
Deadline for Submission of Academic Requests to ETS: December 16, 2019
Processing for non-academic summer 2020 requests will begin on April 20, 2020
Draft Assignments Sent to Schools and Depts from ETS: March 16, 2020
Room Assignments Final: April 6, 2020
Summer 2020 Quarter Begins: June 15, 2020

FALL 2020 QUARTER
Deadline for Submission of Academic Requests to ETS: April 13, 2020
Processing for non-academic fall 2020 requests will begin on July 30, 2020
Draft Assignments Sent to Schools and Depts from ETS: June 8, 2020
Room Assignments Final: June 29, 2020
Fall 2020 Quarter Begins: September 9, 2020

WINTER 2021 QUARTER
Deadline for Submission of Academic Requests to ETS: July 1, 2020
Processing for non-academic winter 2021 requests will begin on October 29, 2020
Draft Assignments Sent to Schools and Depts from ETS: September 21, 2020
Room Assignments Final: October 13, 2020
Winter 2021 Quarter Begins: January 1, 2021

SPRING 2021 QUARTER
Deadline for Submission of Academic Requests to ETS: October 26, 2020
Processing for non-academic spring 2021 requests will begin on January 22, 2021
Draft Assignments Sent to Schools and Depts from ETS: November 16, 2020
Room Assignments Final: December 7, 2020
Spring 2021 Quarter Begins: March 29, 2021

SUMMER 2021 QUARTER
Deadline for Submission of Academic Requests to ETS: December 14, 2020
Processing for non-academic summer 2021 requests will begin on April 20, 2021
Draft Assignments Sent to Schools and Depts from ETS: March 16, 2021
Room Assignments Final: April 6, 2021
Summer 2021 Quarter Begins: June 14, 2021

FALL 2021 QUARTER
Deadline for Submission of Academic Requests to ETS: April 12, 2021
Processing for non-academic fall 2021 requests will begin on July 9, 2021
Draft Assignments Sent to Schools and Depts from ETS: June 7, 2021
Room Assignments Final: June 24, 2021
Fall 2021 Quarter Begins: September 8, 2021

*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: [email protected]

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.