Event scheduling timeline

Event scheduling process overview

When you complete an event request in Astra Schedule, you will receive an email acknowledgement of the request. However, this acknowledgement is not an event confirmation. 

The OCM Scheduling Unit will then schedule your event and send you an event confirmation. This can be used to document the approved use of the room. Room requests are not approved until the confirmation is issued. If you have questions, contact ocmevent@umn.edu.

Approval and ownership of space

The Office of Classroom Management's Scheduling Unit coordinates event scheduling for all general purpose classrooms, general purpose computer labs, general purpose study spaces, and video conferencing rooms.

Academic or departmental units that own space are solely responsible for the management, scheduling, and policies that govern that space. OCM scheduling guidelines may not apply.

When to submit your request

  1. Maximum of one year in advance; minimum of 30 days in advance is recommended.
  2. Requests submitted with less than 30 days’ notice are reviewed and assigned as space allows in accordance with the event scheduling guidelines.
  3. One week advance notice is required for events that occur outside the regular classroom hours. This allows the Scheduling Unit to coordinate building and room access and additional Facilities Management custodial support as needed.

Event scheduling priority

There are no guaranteed spaces for special events other than credited academic courses and their final exams. Scheduling priority is as follows:

  1. Academic courses; classes must be placed before rooms open to any event activity.
  2. Academic-related events; occurs after classes are placed and before rooms are opened for general event use.
  3. All other events.

Scheduling queue

Event requests for upcoming semesters are held in a queue as tentative events until the requested academic term courses are completely scheduled. When event scheduling opens for the requested term, event requests are processed in the order in which they were received.

  • Event scheduling opens approximately one month prior to the start of the semester.
  • Weekend and evening requests are filled first.
  • Weekday requests are filled second.
  • Some primetime requests (Monday-Thursday, 9:00 a.m.—2:00 p.m.) are not able to be processed until the first week of the semester.

Event scheduling period by term

  • Fall semester event requests: scheduling starts in early August
  • Spring semester event requests: scheduling starts in late December
  • Summer term event requests: scheduling starts in late April
  • Finals exam week (all semesters) event requests: scheduling starts two weeks prior to finals week. Per Senate Policy, no events requiring student participation may be scheduled during exam week.

Modifications to event requests

  • Alternate rooms
    • Scheduling will assign each reservation to the most appropriate space available. Requests for specific rooms or spaces will be honored when possible. Scheduling reserves the right to re-assign space when necessary and to identify suitable alternative space for the original reservation. Scheduling will solely determine room availability.
  • Time changes
    • There will be a minimum of 15 minutes between scheduled events.
  • Saturday request
    • Room was not in a designated open classroom building
  • Cancellations
    • Events will not be scheduled on official University holidays.
    • If the University experiences an emergency closing due to weather, utility failure, or other unforeseen disaster, the event is considered cancelled.
    • Events with meetings that extend between two terms will have current term meetings scheduled and future term meetings cancelled.
    • If there are no rooms available, your request will be cancelled.
    • If your student group is not registered with SUA, your request will be cancelled.
    • If you are not a registered officer for your student group, your request will be cancelled.