Scheduling Deadlines

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

Please note this page is for general information. See the interim policy on room reservations due to COVID-19 for any updates.

WINTER 2022 QUARTER

Deadline for Submission of Academic Requests to ETS: July 2, 2021
Processing for non-academic winter 2022 requests will begin on December 3, 2021 (Subject to change)
Draft Assignments Sent to Schools and Depts from ETS: September 24, 2021
Room Assignments Final: October 15, 2021
Winter 2022 Quarter Begins: January 1, 2022

SPRING 2022 QUARTER
Deadline for Submission of Academic Requests to ETS: October 25, 2021
Processing for non-academic spring 2022 requests will begin on February 22, 2022
Draft Assignments Sent to Schools and Depts from ETS: November 15, 2021
Room Assignments Final: December 6, 2021
Spring 2022 Quarter Begins: March 28, 2022

SUMMER 2022 QUARTER
Deadline for Submission of Academic Requests to ETS: January 18, 2022
Processing for non-academic summer 2022 requests will begin on April 22, 2022
Draft Assignments Sent to Schools and Depts from ETS: March 18, 2022
Room Assignments Final: April 4, 2022
Summer 2022 Quarter Begins: June 13, 2022

FALL 2022 QUARTER
Deadline for Submission of Academic Requests to ETS: April 11, 2022
Processing for non-academic fall 2022 requests will begin on July 8, 2022
Draft Assignments Sent to Schools and Depts from ETS: June 6, 2022
Room Assignments Final: June 24, 2022
Fall 2022 Quarter Begins: September 8, 2022

WINTER 2023 QUARTER

Deadline for Submission of Academic Requests to ETS: July 1, 2022
Processing for non-academic winter 2023 requests will begin on October 24, 2022 (Subject to change)
Draft Assignments Sent to Schools and Depts from ETS: September 23, 2022
Room Assignments Final: October 14, 2022
Winter 2023 Quarter Begins: January 1, 2023

SPRING 2023 QUARTER
Deadline for Submission of Academic Requests to ETS: October 24, 2022
Processing for non-academic spring 2023 requests will begin on February 21, 2023
Draft Assignments Sent to Schools and Depts from ETS: November 14, 2022
Room Assignments Final: December 5, 2022
Spring 2023 Quarter Begins: April 3, 2023

SUMMER 2023 QUARTER
Deadline for Submission of Academic Requests to ETS: January 17, 2023
Processing for non-academic summer 2023 requests will begin on April 21, 2023
Draft Assignments Sent to Schools and Depts from ETS: March 17, 2023
Room Assignments Final: April 3, 2023
Summer 2023 Quarter Begins: June 20, 2023

FALL 2023 QUARTER
Deadline for Submission of Academic Requests to ETS: April 10, 2023
Processing for non-academic fall 2022 requests will begin on July 7, 2023
Draft Assignments Sent to Schools and Depts from ETS: June 5, 2023
Room Assignments Final: June 23, 2023
Fall 2023 Quarter Begins: September 7, 2023

*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 Educational Technology Services 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, ETS 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., Technician setup, capture recording) when submitting your request form.
  • If you are anticipating Zoom/video conferencing/simulcast – 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.