Scheduling Deadlines
Please follow these deadlines for submitting your room reservation requests for events to be scheduled into general assignment academic rooms.
WINTER 2024 QUARTER
Deadline for Submission of Academic Requests to ETS: July 7, 2023
Processing for non-academic winter 2024 requests will begin on October 20, 2023 (Subject to change)
Draft Assignments Sent to Schools and Depts from ETS: September 22, 2023
Room Assignments Final: October 13, 2023
Winter 2024 Quarter Begins: January 1, 2024
SPRING 2024 QUARTER
Deadline for Submission of Academic Requests to ETS: October 20, 2023
Processing for non-academic spring 2024 requests will begin on February 23, 2024
Draft Assignments Sent to Schools and Depts from ETS: November 17, 2023
Room Assignments Final: December 5, 2023
Spring 2024 Quarter Begins: April 1, 2024
SUMMER 2024 QUARTER
Deadline for Submission of Academic Requests to ETS: January 12, 2024
Processing for non-academic summer 2023 requests will begin on April 19, 2024
Draft Assignments Sent to Schools and Depts from ETS: March 15, 2024
Room Assignments Final: April 5, 2024
Summer 2024 Quarter Begins: June 17, 2024
FALL 2024 QUARTER
Deadline for Submission of Academic Requests to ETS: April 15, 2024
Processing for non-academic fall 2024 requests will begin on July 12, 2024
Draft Assignments Sent to Schools and Depts from ETS: June 10, 2024
Room Assignments Final: June 26, 2024
Fall 2024 Quarter Begins: September 12, 2024
WINTER 2025 QUARTER
Deadline for Submission of Academic Requests to ETS: July 12, 2024
Processing for non-academic winter 2025 requests will begin on October 11, 2024
Draft Assignments Sent to Schools and Depts from ETS: September 7, 2024
Room Assignments Final: September 14, 2024
Winter 2025 Quarter Begins: January 1, 2025
SPRING 2025 QUARTER
Deadline for Submission of Academic Requests to ETS: October 24, 2024
Processing for non-academic spring 2025 requests will begin on February 28, 2025
Draft Assignments Sent to Schools and Depts from ETS: November 22, 2024
Room Assignments Final: December 13, 2024
Spring 2025 Quarter Begins: March 31, 2025
SUMMER 2025 QUARTER
Deadline for Submission of Academic Requests to ETS: January 17, 2025
Processing for non-academic summer 2025 requests will begin on April 25, 2025
Draft Assignments Sent to Schools and Depts from ETS: March 27, 2025
Room Assignments Final: April 11, 2025
Summer 2025 Quarter Begins: June 16, 2025
FALL 2025 QUARTER
Deadline for Submission of Academic Requests to ETS: April 14, 2025
Processing for non-academic fall 2025 requests will begin on July 11, 2025
Draft Assignments Sent to Schools and Depts from ETS: June 9, 2025
Room Assignments Final: June 30, 2025
Fall 2025 Quarter Begins: September 1, 2025
*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.