Reserve Health Sciences Campus Centrally Managed Classrooms
Use the Event Management System (EMS) to reserve centrally managed instructional space on the Health Sciences Campus. Some schools and units may manage their own space - you may contact them directly for reservations.
Priority schedule for the MCV Centrally Managed Classrooms
| Scheduling Event | Fall (August to December) | Spring (January to May) | Summer (May to August) |
|---|---|---|---|
| Academic Courses | Due mid February Finalized mid March |
Due mid September Finalized mid October |
Due mid January Finalized mid February |
| Final Exams Due: Oct 15. | Final Exams Due: March 15 | Final Exams Due: June 30 | |
| Academic Schedulers Exams, Reviews, Orientations, and other Academic Related Activities |
June 1 | November 1 | April 8 |
| Grand Rounds & Meetings |
End of August After Add/Drop |
End of January After Add/Drop |
End of May After Add/Drop |
*The Office of the University Registrar determines the exact dates that course changes are due and finalized.
**The exact date for add/drop is subject to change and is listed on the VCU Academic Calendar: https://academiccalendars.vcu.edu/
The VCU Health Sciences campus maintains a climate of shared accountability and responsibility for efficient management of its physical resources that support teaching, research and service. Classrooms, lecture halls, auditoriums, seminar-conference rooms and laboratories are critical instructional resources that support all VCU educational programs offered on the Health Sciences Campus.
Centrally managed classrooms on the Health Sciences Campus are not meant for non-instructional events. All non-instructional events must use VCU Event Services to reserve space.
The State Council of Higher Education for Virginia (SCHEV) requires Virginia public, higher education institutions to maintain and periodically report instructional space utilization. These reports are used at the state level to elevate institutional requests for additional instructional space as part of the budget appropriations process for capital construction and renovation projects. It is critical that VCU use its instructional spaces efficiently and maintain accurate reports on their use.
- The Office of the Senior Vice President for Health Sciences (OSPVPHS) has the authority to deny space usage and to relocate activities as necessary.
- No space may be reserved for any non-VCU or non-VCU Health organization.
- Food and beverages are not permitted in any auditorium, lecture hall, or classroom at any time. Faculty, staff and students are asked to honor this policy and help enforce it.
- The individual in charge of the activity is responsible for the condition in which the room is left and must ensure that it is in good order for the next scheduled activity. Chairs and tables may not be moved from any room to modify capacity of another room and, if rearranged within the room, must be moved back to the original configuration at the end of the activity.
- The individual in charge of the activity is responsible for arranging any additional or special technology needs (e.g., video-, tele-, audio-conference set-up) by contacting Media Support Services as soon as the room assignment is confirmed.
- Students, vendors, and contractors are not permitted to reserve space. All reservations must be made by a sponsoring VCU faculty or staff member. The sponsoring individual must be in attendance during the activity and will be held responsible for the adherence to the guidelines.
- Classrooms are not available for non-academic activities during finals week or when the University is closed for holidays, winter break, or in the event of an emergency.
- Requests for classrooms must be made 14 days in advance.
- Classrooms can only be reserved for 4 hours at a time.
- Requests for classrooms on weekends and evenings must be approved by the Office of the Senior Vice President and will only be considered for Sanger Hall.
- Classrooms cannot be used for conferences or other activities where any kind of fee is charged or where the attendees are not affiliated with VCU.
- Room reservations may be rescinded without notice or resolution should classrooms be needed for instructional activity directly connected to VCU degree programs.
- Alcohol may NOT be consumed in any centrally managed instructional spaces.
- All reservations must start on the hour or half hour (10:00 am or 10:30 am) and end ten minutes before the hour or half hour (9:50 am or 9:20 am).
Please go to https://fmd.vcu.edu/ and submit a self service ticket for all poster board requests. OSVPHS no longer oversees the poster board request process.