Scheduling Best Practices | Health Sciences Classroom Services

To Best Meet Course Scheduling Needs:

Timely & Accurate Course Set Up and Good Communication are Key

Ensure timely and accurate course set up per the HSCS course scheduling deadlines, within Collaborative Class Scheduling (CCS), using Standard Meeting Times and current, core CCS Room Characteristics for each course.
Submit course placement requests to Health Science Classroom Services (HSCS) by emailing [email protected] per the Production Calendar due dates.
To submit course placement requests for several courses and / or meeting patterns with unique, varying needs, share a detailed spreadsheet with [email protected] per the Production Calendar due dates.
Keep the Facility ID BLANK in the CCS/25Live system for placement within a HSCS classroom or Office of Classroom Management (OCM) General Purpose Classroom (GPC).
If course changes occur AFTER the HSCS course scheduling deadlines, submit the HSCS - Course Placement Change Request form.
Late and/or inaccurate course set up may result in a less than adequate classroom assignment, or no classroom assignment from HSCS inventory.

To Best Meet Event Scheduling Needs:

HSCS schedules event reservations by academic term, per the Production Calendar term dates. We require separate event submissions for recurring / series events which overlap terms.
Submit event requests for use of HSCS classrooms using the Request a Room for an Event form, selecting the “Health Sciences Event” as the Room Type.
- Send an email to [email protected] to relay specialized details if needed.
Complete all applicable fields within the 25Live event request form including but not limited to:
- Thorough description
  - Include the acronym or abbreviation of the sponsoring department or organization in the title of your request, if applicable
  - Type of activity
  - Realistic in-person attendance needs that align with room capacity
    - Courses or events that differ greatly from historical needs will be questioned, which will cause further delays in scheduling
  - Specify actual event time
    - Include additional set up / tear down time in description
    - Include catering or other delivery needs, which impacts reservation times and space access.
- Identify AV needs
  - Include explanation of your technology / AV needs to aid schedulers in identifying a classroom with these technology features.
  - Note, the scheduler will include a link within your event reservation confirmation for you to submit your tech support / AV needs directly to our technology team.
- Failure to provide adequate details in event requests will result in the request being canceled. Future submissions will be placed at the bottom of the scheduling queue.

Other Useful Scheduling Information:

Be aware of our scheduling protocols and note course placement takes precedence over event scheduling in HSCS spaces.
Visit the HSCS Classrooms pages to review classroom features.
Do not submit duplicate requests. We schedule per our protocols on a first come, first served basis. Therefore, duplicate space request submissions become a lower scheduling priority and slow the scheduling process.
Keep change requests to a minimum
Keep emails regarding event request processing statuses to a minimum