Enrollment Services

Procedures Guide for Events Management

The Office of Course Scheduling (OCS), a division of the Office of the Registrar, process requests for use of general classroom space. Currently OCS has two telephone numbers, (404) 413-2231 and (404) 413-2230. OCS is located in 227 Sparks Hall and is open from 8:30 a.m. to 5:15 p.m., Monday through Friday.

 

OCS reserves classroom space in the following buildings, Monday thru Friday:

  • Aderhold
  • Arts and Humanities
  • Classroom South
  • College of Education (rooms 180, 182, and 184 only)
  • General Classroom Building
  • Kell Hall
  • Library South (room 102 only)
  • Sparks Hall
  • Urban Life (room 220 only)

 

OCS reserves classroom space in the Aderhold Learning Center (ADHOLD), Monday thru Friday. Classroom reservations in ADHOLD during the weekend are granted only after being reviewed and approved by OCS (fees for maintenance and security will apply).

Space can be reserved for members of faculty, staff, and chartered student groups (registered with the Dean of Students Office):

  • If you are a member of an outside organization, you will need to contact the Student*University Center for reservations at (404) 413-1870
  • Only five dates may be requested at a time. Only after the last date of the current reservation has expired can another five dates be requested. No extra chairs may be brought into the computer rooms. Software and hardware services are provided by University Educational Technology Services (UETS)at (404) 413-4500. 
  • Events sponsored by faculty members and exceeding five days should be forwarded to the college scheduler for verification, and for approval from the Dean.
  • Some events are encouraged to participate in our continuing education program. For more details, please contact Ms. Cynthia Carmichael at (404) 413-2263 or by e-mail: regctc@langate.gsu.edu.

 

Procedures to Request a Classroom Reservation:

  1. Classroom reservation request must be submitted in written form by email: regreservation@langate.gsu.edu (see reservation form).
  2. Information required for reserving a classroom: Requestor Name, Purpose, Department/ Phone Extension, Office/On-Campus Organization, Organization Sponsor, Day, Date, Timeframe, Number of Attendants, Number of Classrooms, Size of Classrooms, Media Needs, and Building Preference as first choice.
  3. Request should be submitted at least 48 hours prior to event.
  4. Notification is requested as early as possible if event is cancelled.
  5. Requests needing to be revised will have to be cancelled and resubmitted as a new request. There is no guarantee that room(s) previously assigned would be available once changes are made.
  6. As a general rule, classroom reservations will not be made until 2 weeks after the beginning of the semester (see events reservation calendar). This is to ensure that academic courses are accommodated in appropriate spaces first.
  7. Large-scale events (requiring 10 or more rooms) classroom reservation requests should be submitted two months in advance to OCS. Please be advised that confirmation of classroom availability should be received before event arrangements are made. i.e. (printing brochures, location information, date confirmation, etc.). These events will be accommodated depending on classroom availability. Events that will have 75 or more attendees must have Dean’s approval. If the event is being sponsored by a student organization, then the advisor must approve the request prior to submittal.
  8. Classrooms will not be arranged in any particular fashion. It is the requestor’s responsibility to request additional equipment or furniture. Microphones will have to be requested from UETS at (404) 413-4500. Podiums and tables will have to be requested from Facilities Management at (404) 413-0800. If furniture is rearranged, it must be returned to its original style after the event has ended. Noise must be kept to a minimum to keep from disturbing classes/ events in other rooms. Please do not prop doors. Failure to comply with this request will lead to cancellation and/or denial of future classroom reservation requests.
  9. Under normal circumstances, requests are processed within 48 hours. Once room availability is verified, a confirmation notice will be emailed to the requestor, confirming the room assignment. If the request cannot be granted, OCS will contact the requestor by phone or email.

Exceptions to the classroom reservation policies must be approved by the Associate Registrar.

 

Frequently Asked Questions:

What should I do if there is a scheduling conflict?

The Office of Course Scheduling will make every effort to avoid conflicting reservations; however, if a conflict is suspected, review confirmation forms to verify event is in the correct room at the correct time and correct date. If a conflict really exists, contact OCS immediately at (404) 413-2230. If the office is closed, try to locate a room that is not being used. Contact OCS the next working day and inform them of the conflict.

Who do I contact to reserve rooms in the University Center or Student Center?

A division of the Dean of Students Office handles request for the use of space in the Student*University Center. If you wish to reserve space in this location, please contact their office at (404) 413-1871.

Can I have someone else obtain keys for a reservation on my behalf?

Yes, but please include the person’s name (Faculty or Staff) in the initial classroom reservation request as the requestor. ONLY the REQUESTOR can pick up keys.

Which rooms are locked?

All rooms are locked. You will have a room access information document, attached with your confirmation, informing you of the office where you may obtain keys.

Can I access a room if given unofficial confirmation that the classroom is available for my event?

No. Please follow proper procedures for initiating a classroom reservation and  wait until a written confirmation from OCS is received.

If I do not need the reservation, can I give someone else the classroom to use?

No, please call OCS to cancel. The person will need to submit a classroom reservation request of their own.

How many reservations can I request at a time?

You may request up to five reservations at a time. You cannot request another reservation until the last one from the previous five has expired. This will allow everyone an opportunity to reserve space from our limited classroom inventory.

Can I reserve a room for my final exams for any reason?

No, any request for final exam change must follow the university policy concerning examinations (see faculty handbook).

 

Room Access Information

Due to security issues please keep your confirmation e-mail with you at all times.  Keys to classrooms can be obtained from Key Control, located at One Park Place within the GSU Police Department. Security (404) 413-3234 may need to be contacted if building is locked. ONLY the REQUESTOR can pick up keys.