Registrar

• General Classroom Pre-Assignments [pdf] 
  Use this document to see a list of general classrooms and the departments who have priority scheduling in each space during the optimization process.
• Weekly QR Code Schedule by Classroom 
  Access the same weekly class schedules that are available by scanning QR codes located outside each general classroom.

All general classrooms managed by Academic Scheduling are “smart classrooms” that have the following basic equipment:

• Computer
• Projector
• Webcam
• Document Camera
• Laptop Connection

If you have a specific equipment or software need, we will do our best to find an appropriate classroom assignment. You can use the “Classroom Item Request Survey” link below to request furniture or equipment needs for a specific classroom. Additional resources for using equipment found in smart classrooms and computer classrooms can be found on the ITS Labs & Classrooms webpage.

Academic departments have specific general classrooms that are pre-assigned to them. This means that during optimization of the initial schedule into classroom space, departments receive priority scheduling into these general classroom pre-assignments. Once optimization is complete, any department may be scheduled in any of the general classroom spaces, while still trying to accommodate classroom preferences as requested. For a list of General Classroom Pre-Assignments by College/School, please follow the link in the "Resources" section above.

While Academic Scheduling places greatest priority on ensuring academic courses have appropriate room assignments, we are also happy to serve the University community by processing general classroom reservation requests. Anyone who has a University sponsor may submit a request to use general classroom space for an event. Requests for each term are processed starting in week two of the semester. As a reminder, we ask that groups using general classrooms do not bring any food or drink into these spaces. Requests that are class-related or academic in nature may be sent to [email protected]  or use the Make a Reservation Form, with the following event details:

• • • • Event Name
      • University sponsor name
      • Date(s) and time of event
      • Number attending
      • Any special room requests or equipment needs 

Academic Scheduling will begin making general classroom reservation requests the 2^nd week of the term in Fall, Spring, and Summer.  Requests can be sent any time before that but will not be processed until the 2^nd week of the term.  When the reservation is scheduled, a confirmation email is generated from EMS to the contact person with all reservation details.

Instructor classroom change requests are not reservations and will be accepted anytime.  Classroom change requests from instructors do not require approval from department or Dean.

The first week of the term and final exam week of both Fall and Spring terms are considered a “blackout” period for general classroom reservations.  Evening reservations may be accommodated, if availability allows.

The following rules apply to general classroom usage:

• No food or drink is permitted in any academic classroom space and please dispose of perishables in appropriate trash receptacles outside of the room. 
• Furniture must remain within the room and ADA-accessible seating remain in the locations where it has been placed.
• Leave the room in the same setup and general condition in which it was found. Should you find damage when you enter the room, please report it immediately to Academic Scheduling or University Police (618-650-3324).
• Contact Academic Scheduling immediately should plans change for any reason and this space is no longer required. 
• Groups sponsoring events accept full responsibility for both their members and their guests. Any damage to this space will both be reported to University Police for potential legal action, and be billed to the sponsoring group for charges related to both materials and time to repair. In addition, Academic Scheduling reserves the right to revoke any future scheduling privileges.

Academic Scheduling makes every attempt to accommodate classroom furniture needs prior to the start of each semester. The majority of classrooms are equipped with at least one ADA accessible desk/table. Academic Scheduling makes note of these furniture pieces when inventory is completed prior to the start of each semester.

Requests Prior to Start of Semester

When ACCESS is aware of furniture needs for students registered with their office, a spreadsheet is sent to the Academic Scheduling email account ([email protected]) during finals week prior to the start of the semester (approximately 2-3 weeks before the semester begins). The spreadsheet includes student name, classroom, day of the week, time, instructor, class, furniture need, last checked and notes.

If the necessary furniture is not already in the classrooms based on the inventory, Academic Scheduling requests furniture is moved from storage into the classrooms by Facilities Management prior to the start of the semester.

Requests in Classrooms not Managed by Academic Scheduling

If furniture needs are in rooms that are not general classrooms, Academic Scheduling will forward those requests to the appropriate departmental contact for accommodations. Academic Scheduling will assist with these requests and furniture needs to the best of their ability. Academic departments and offices that manage their own classrooms may need to purchase accessible furniture to meet students’ needs. If Academic Scheduling is able to loan accessible furniture to departments, those departments will need to pay Facilities Management to move the furniture from storage into the classrooms.

Temporary Requests and Those Received After the Start of Semester

If students are not registered with ACCESS, or if furniture needs are based on temporary accommodations that occur later in the semester (i.e. pregnancy, broken bone, etc.), or if furniture needs are not noted until after the semester has begun, those needs should be directed to Academic Scheduling via email ([email protected]) as soon as possible. These requests can come directly from professors, departmental contacts or ACCESS staff. The email request should include all the same information above: student name, classroom, day of the week, time, instructor, class, furniture need and notes. Academic Scheduling will accommodate requests as soon as possible. After the semester has begun, it may take a few days for requests to be accommodated because Academic Scheduling will request that Facilities Management retrieve the necessary furniture from storage and then move it into classrooms while classes are in session.

Students who are not registered with ACCESS are encouraged to do so, as desired and necessary, to utilize services in the future and to have their furniture needs addressed prior to the semester beginning.

You may also browse for available classrooms or check for classroom features by visiting Virtual EMS.  Once there, browse for “Locations” and use the filters to check availability for the specific date and time of your event. In order to view availability of general classrooms only, select “add/remove locations” and choose the “00 ACAD_SCHED: General Classrooms” view on the “Views” tab. Selecting any general classroom will display details regarding the room, including the room type, capacity, features, and images.