Reservation Guidelines

The Office of Course Scheduling (OCS), a division of the Office of the Registrar, processes requests for use of general classroom space. Currently, OCS has two contact numbers: 404-413-2231 and 404-413-2280. OCS is located at 75 Piedmont Avenue, Suite 1160 and is open from 8:30 a.m. to 5:15 p.m., Monday through Friday.

The Office of Course Scheduling reserves classroom space in the following buildings, Monday through Friday, 8:00 a.m. - 10:30 p.m. 

• 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)
• Petit Science Center (room 101 only)
• Sparks Hall
• Urban Life (room 220 only)

Please note that fees will incur for Aderhold on Fridays after 6:00 p.m. On Saturdays, Classroom South, General Classroom Building and College of Education are free from 8:00 a.m. - 5:00 p.m. A fee of $40 per hour/building will apply for the three buildings mentioned above after 5:00 p.m. on Saturdays. The same fee will occur for all other buildings on Saturdays and Sundays for all hours requested. Please review our building weekend and semester break reservation policy [PDF] for further information.

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

• 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 the Help Desk at 404-413-4357. 
• Events that have 75 or more attendees must have approval from the Dean, Department Chair or Student Advisor. Our office must receive the approval before we can proceed in processing the request.

Procedures to Request a Classroom Reservation

1. Classroom reservation requests must be submitted by filling our online classroom reservation form.
2. Information required for reserving a classroom: contact name and phone number of person submitting the request, person designated to pick up the key, purpose of event, department/GSU student organization, expected capacity, and speedtype number (if applicable).
3. Request should be submitted at least two business days 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 will be available once changes are made.
6. As a general rule, classroom reservations will not be made until two 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.
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 the Help Desk at 404-413-4357. Podiums and tables will have to be requested from Facilities Management at 404-413-0600 or 404-413-0700. 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 two business days. During peak times, request will be processed within a minimum of three days. Once room availability is verified, a confirmation notice will be e-mailed to the contact person, confirming the room assignment. If the request cannot be granted, OCS will contact the person who submitted the request by phone or e-mail.

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 the office is closed, you should contact security at 404-413-2100, or as an alternative, try to locate a room that is not being used. Please contact OCS the next business day and inform them of the conflict.

Who do I contact to reserve rooms in the University Center or Student Center?
For more information, please visit the Student University Center. If you wish to reserve space in either location, please contact their office at 404-413-1870. If you are a member of an outside organization, you will need to conact the Student Center and/or the University Center for reservations.

Can I have someone else obtain keys for a reservation on my behalf?
Yes, please include the person's name (Faculty, Staff or Student) on the reservation online form in the appropriate field. ONLY the Person Designated to Pick Up the Keys will be authorized to retrieve the key(s) from Key Control.

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

Keys to classrooms can be obtained from Key Control, located at One Park Place within the GSU Police Department. Security may need to be contacted at 404-413-2100 if the building is locked. Key(s) must be returned to Key Control within two business days after the last reservation date. Failure to return key(s) within two business days will result in loss of privileges for the requestor until the keys are returned. For security purposes please keep your confirmation e-mail with you at all times.