A little planning helps us find the classroom that best supports your course or event.
Providing complete and accurate information, planning ahead, and minimizing changes help HSCS make the best use of shared classroom space and provide a smoother scheduling experience.
For Course Schedulers
Plan Ahead
Ensure course information is entered accurately and submitted according to the HSCS course scheduling deadlines and Production Calendar.
Use Standard Meeting Times
Whenever possible, use University Standard Meeting Times when building your course schedule. Standard meeting patterns help HSCS make efficient use of shared classroom space.
Keep Course Information Current
Use current CCS Room Characteristics to identify the instructional needs of each course.
Submit Placement Requests on Time
Submit course placement requests to HSCS by the Production Calendar due dates.
For multiple courses or courses with unique or varying needs, provide a detailed spreadsheet to help us understand your requirements.
Leave Facility ID Blank
When requesting placement in an HSCS classroom or Office of Classroom Management General Purpose Classroom, leave the Facility ID field blank in CCS/25Live.
Need to Make a Change?
If course changes occur after the HSCS scheduling deadline, submit an HSCS Course Placement Change Request.
For Event Planners
Submit Your Request
HSCS schedules event reservations by academic term according to the Production Calendar. Recurring or series events that cross academic terms require separate submissions for each term.
Submit requests for HSCS classrooms through 25Live, selecting Health Sciences Event as the Room Type.
If your event has specialized requirements, email the HSCS scheduling team with additional details.
Provide Complete Event Details
Include all applicable information in your 25Live request, including:
Event Description
- Include the sponsoring department or organization acronym in the event title, when applicable.
- Select the appropriate Type of Activity.
- Provide realistic in-person attendance that aligns with the classroom's capacity.
- If your event's attendance differs significantly from historical needs, provide additional context.
- Specify the actual event time.
- Include setup and teardown time.
- Include catering, deliveries, or other activities that affect reservation time or classroom access.
Technology and AV
- Identify your technology or AV needs in the event request.
- Providing these details helps HSCS identify a classroom with the appropriate technology.
- Your reservation confirmation will include a link to submit technology support or AV needs directly to the HSCS technology team.
Helpful Scheduling Informaton
Understand Scheduling Priorities
Be aware of HSCS scheduling protocols. Course placement takes precedence over event scheduling in HSCS classrooms.
Review Classroom Features
Visit the Classrooms pages to review available classroom features before submitting your request.
Submit One Request
Please do not submit duplicate requests. Duplicate submissions can slow the scheduling process and may affect scheduling priority.
Minimize Changes
Once a request has been submitted or a classroom has been assigned, please keep changes to a minimum. Changes can affect classroom availability and other scheduled activities.
Allow Time for Processing
Our scheduling team reviews requests according to established scheduling priorities and timelines. Please allow time for requests to be processed before following up on their status.
Still Have Questions?
Every scheduling situation is a little different. If you're unsure which process or resource applies to your request, our scheduling team is happy to help.
Contact the Health Sciences Classroom Services Scheduling team by emailing [email protected] or by submitting a Scheduling Intake Form to set up a meeting.