MCV Campus Centrally Managed Classrooms
Central Classrooms (also commonly referred to as centrally scheduled or centrally managed classrooms) are supported with state funds and are therefore required to be made available to, and prioritized for, all academic programs. All other uses of classrooms must be reviewed and approved.
Course-related activities
- Definition - Activities directly related to a course or degree program. This includes new student orientations for degree programs, midterm and final exams, review sessions, defenses, and course presentations.
- Process and Timeline - The Office of Course Scheduling notifies department course schedulers when the scheduling process is open. Departmental course schedulers may request classrooms for course-related activities by contacting the Course Scheduling Office at rarscheduling@vcu.edu.
- Approval and confirmation - Course Scheduling will review all course-related requests. With the exception of course-related activities that must meet in the first week of classes, confirmation will not be made until after add/drop.
Other activities
- Definition - Anything not directly related to a course or degree program including grand rounds, meetings, student events, student organization meetings, etc.
- Process and Timeline - Faculty and staff may request classrooms using EMS after add/drop, as listed on the VCU academic calendar.
- Approval and confirmation - All requests will be reviewed by the Office of Health Sciences. All classrooms must be used for activities that support the mission of the University. Confirmation will be posted to the requestor’s EMS account and will typically not be completed more than one month in advance due to the need to prioritize academics.
Guidelines
The University has the authority to deny requests for classrooms and to relocate activities as necessary. In addition to the following general guidelines, all events must follow the Campus Expression and Space Utilization Policy.
- Food and beverages, including alcohol, are not permitted in any classroom.
- Only University employees are permitted to request classrooms.
- VCU faculty and staff cannot reserve classrooms on behalf of non-University entities.
- 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.
- There is a four-hour limit on all classroom reservations.
- Requests for classrooms on weekends and evenings will be reviewed on a case-by-case basis. Only events that contribute to the mission of the University and adhere to University policies will be considered.
- Classrooms cannot be used for conferences or other activities where any kind of fee is charged.
- Classroom reservations may be rescinded should classrooms be needed for courses or course-related activities. In some cases, reservations may be cancelled with very little notice and without a back-up location.
- All reservations must start on the hour or half hour (10:00 a.m. or 10:30 a.m.) and end ten minutes before the hour or half hour (9:50 a.m. or 9:20 a.m.).
Poster Board Requests
Poster board requests are made by submitting a ticket through https://fmd.vcu.edu/.
Classrooms are not typically available for poster sessions due to the delivery, set up, and break down requirements. Event space or departmentally managed space should be used for poster sessions.