Guidelines

Classroom Scheduling Guidelines


VCU Health Sciences instructional spaces


This document is intended as a guide for administrators, faculty, students and others who request the use of these spaces for instructional and other sanctioned activities. Classrooms, lecture halls, auditoriums and certain seminar-conference rooms are designed as shared space and, regardless of building location, serve as centrally scheduled resources available for use by all VCU academic programs.

 

**New** Important Information

Course-based activities, including course meeting times, exams, dissertation defenses, and grand rounds, will take precedence over all other activities in the centrally managed instructional space. All other requests for space, even if approved, may be canceled should classroom space be needed for course-based activity.  As such, we will no longer accept room requests for non-course-based activities until the conclusion of add/drop for any given semester.  This will take effect for all requests for January 1, 2019, or later.

 

These spaces are not meant for events. All events must use VCU Event Services to find a space. Alcohol is not allowed in any of the centrally managed instructional spaces. Any requests that involve alcohol are considered events, and those seeking an available space should go through VCU Event Services to coordinate the event.

 

NO ALCOHOL MAY BE CONSUMED IN THE CENTRALLY MANAGED INSTRUCTIONAL SPACES.

 

General guidelines

  • All requests must be made a minimum of 10 business days in advance.
  •  The Office of the Vice President for Health Sciences has the authority to deny space usage and to relocate activities as necessary.

  • 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.
  • 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 at 828-3400 as soon as the room assignment is confirmed.
  • 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.
  • 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.
  • No space may be reserved for any non VCU or VCU Health organization.
  • Activity occurring before 7:00 AM or after 6:00PM requires on-site VCU Police presence, the user is required to make arrangements for VCU Police coverage. This includes access Monday through Friday prior to or after building open hours and all times on weekends and designated university holidays. VCU Police will charge the cost of the security guard(s) or sworn officer(s) to the user’s budget code at their current rate. A copy of the security confirmation must be emailed to vphsweb@vcu.edu before the room will be confirmed. Visit https://police.vcu.edu/services/special-event-coverage/for additional information.

 

How to Reserve a Classroom

  1. Log in to Virtual EMS with your VCU eID
  2. Select Reservations, then MCV Campus | Academic Space (VPHS)
  3. The request is approved, the space assignment will be confirmed by e-mail.

 

**When an activity or course for which a room was confirmed is cancelled, the individual in charge must cancel the reservation through Virtual EMS.

***The Classroom Scheduling Office will announce via e-mail distribution how to request classroom space for each semester and provide a deadline for receipt of course scheduling requests. Space requests for student groups must be sponsored and submitted by their Dean’s, Curriculum, Student Activities, or Chairman’s offices.

 

 Hermes A. Kontos Medical Sciences Building Classroom Usage Requirements

I.  Rooms 104-105 

A.  Facility access and set-up 

  1. The user is responsible for the use of the space, meeting the caterer and guests, leaving the room clean and orderly, and then shutting the doors tightly so they will automatically lock properly. 
  2. User is responsible for any arrangement of furniture. Rooms 104/105 are furnished with 14 tables and 80 non-stacking armchairs. The furniture or podium may not be moved out of the space nor stored in the kitchen at any time for any reason. The user may move any unused chairs or tables to the side of the room, taking care not to damage the walls. User is responsible for all arrangement of furniture. User must leave space set classroom style with all tables on their legs and facing podium and with seating for fifty (50) facing podium at the conclusion of their meeting or event.
  3. Any set-up by user and caterer must be accomplished within scheduled time. This requirement should be considered when making a request for the space. Caterer should not be requested to arrive prior to the scheduled event access time. Deliveries may not be left in the building unless departmental user representative is on hand to accept delivery at the approved time.
  4. Use of the lobby for any event without prior approval from the Room Scheduling Office is not permitted. Use of Building Manager/Security desk (lobby desk) surfaces is not permitted at any time.  

 

 

 

B.  User responsibilities for food and beverage service

  1. The Office of the Vice President for Health Sciences strongly discourages serving stain-prone red beverages such as punch, juices or and will approve this on an exceptional basis only. User’s budget code will be charged if unusual cleaning is necessary following the event, including shampooing, carpet replacement due to spills that cannot be cleaned, heavy cleaning of kitchen floor, cabinets, countertops, etc., repair of wall damage, or damage to AV equipment.   
  2. All catered food must be pre-cooked. KMSB spaces are not Fire Marshall-rated for cooking of any type. Food may be kept warm in standard food warmers with chemical or electrical units. No refrigerator or microwave oven is provided. 

 

C.  User responsibilities for trash removal

 

 

  1. User and/or caterer must remove all food, leftovers, containers, equipment, utensils, etc., and place trash in receptacles provided in the room by the end of the scheduled time.
  2. User must ensure removal of pizza and all other large boxes to an out of building trash receptacle following the event. Other trash should fit in the trash receptacle in the room. Empty cardboard boxes should be broken down flat and placed near trash receptacles.
  3. User is required to remain in the scheduled space until removal of all non-disposable catering or other contract-provided items from the building has been accomplished. If caterer/vendor has not returned within the scheduled time, user must remove all items from the building for retrieval from their departmental space. Any items or equipment left in the area of a scheduled event will be removed or disposed of and any associated costs charged to the budget code provided in the original request for space.  
  4. For all events held on weekends or designated VCU holidays, users must have trash removed by VCU Contract Housekeeping following the event. User will be notified of the charge before it is applied to the user’s budget code. This charge for trash removal is a requirement for use of the space. 
  5. Alcohol is not permitted in any of the central managed instructional space.

 

D.  User responsibilities for event security

  1. Any event occurring after work hours requires attendance by a VCU security officer or sworn police officer(s). This policy includes early access Monday through Friday prior to 7:30 a.m. and after 6:00 p.m. and all time on weekends and designated VCU holidays.
  2. As part of the scheduling process, the Room Scheduling Office requests VCU Police coverage of an event on the user’s behalf. VCU Police will charge the user for the cost of the officer(s) at their current rate, including their minimum three-hour charge.
  3. Faculty or staff attending events in KMSB may not provide access to the building for unauthorized individuals to any event on the first floor or basement level or for those setting up for such an event in order to avoid event security requirements, i.e., VCU Police coverage. 

 

 

E.  Decorations, presentation accessories, etc. 

  1. Posting signs, flyers, decorations, banners, etc., is not permitted on any wall surface, doors, ceiling or other building surfaces.
  2. All banners must be pre-approved by the Office of the President in advance of planning an event and discussed with Room Scheduling. Covering the podium with banners or other school or department logos is not permitted without prior permission of the Office of the President and prior discussion with room scheduling.
  3. Delivery and removal of decorations, plants, etc., must be within the scheduled time of use of the space.
  4. All balloons should be securely anchored and not allowed to break loose in the building.
  5. The Fire Marshall does not permit lighted candles of any kind. 

 

 

II.  Auditorium.   

 

A.  Facility access and set-up

  1. User must make arrangements in advance with MSS personnel for any instructions needed on the use of the equipment in the auditorium. There may be a charge for this service. Scheduling of instructional time in the space may only be made through Room Scheduling for times when the space is available. Use of the videoconferencing equipment must be attended by a MSS technician.
  2. There are normally two small tables and 2-3 chairs on the stage in the auditorium. User may move them to the basement lobby if needed, but must return them to the stage area immediately following the event. If additional tables and/or chairs are needed, user is expected to rent them. Tables and chairs from the first floor may not be taken from the first floor at any time.
  3. The wheelchair lift to the lower level of the auditorium (in the corridor adjacent to the auditorium) may be accessed from the basement elevator lobby.  

B.  University policy states that no food or beverages are permitted in any auditorium, lecture hall, or classroom at any time. All food and beverages must be consumed prior to entering the auditorium. The user is responsible for monitoring event attendees to ensure that food and beverages are not taken into the auditorium and providing signage on the first floor indicating no food or beverages allowed below first-floor level. Decorations, presentation accessories, etc.

  1. Posting signs, flyers, decorations, banners, etc. is not permitted on any wall surface, doors, ceiling or other building surfaces.
  2. All banners must be pre-approved by the Office of the President in advance of planning an event and discussed with Room Scheduling. Covering the podium with banners or other school or department logos is not permitted without prior permission of the Office of the President and prior discussion with Room Scheduling.
  3. Delivery and removal of decorations, plants, etc., must be within the scheduled time of use of the space.
  4. The Fire Marshall does not permit lighted candles of any kind. 

 

 Molecular Medicine Research Building Classroom Usage Requirements

I.  Rooms 1009-1011

A.  Facility access and set-up

    1. The user is responsible for the use of the space, meeting the caterer and guests, leaving the room clean and orderly, and then shutting the doors tightly so they will automatically lock properly.  
    2. User is responsible for all arrangement of furniture. Rooms 1009/1011 are furnished with 35 tables and 136 stacking chairs. The user may move any unused chairs or tables to the adjacent storage room, taking care not to damage the walls. User must leave space set classroom style with all tables up and facing front of room with seating for fifty (50) at the conclusion of their meeting or event. If furniture is not returned to this set up at the end of scheduled time, the user’s budget code will be charged for Physical Plant to do so.
    3. Any set-up by user and caterer must be accomplished within scheduled time. This requirement should be considered when making a request for the space. Caterer should not be requested to arrive prior to scheduled event access time. Deliveries may not be left in the building unless departmental user representative is on hand to accept delivery at the approved time.
    4. Use of the lobby for any event is not permitted at any time.  
    5. Alcohol is not permitted in any of the central managed instructional space.

 

B.  User responsibilities for food and beverage service

 

 

  1. The Office of the Vice President for Health Sciences strongly discourages serving stain-prone red beverages such as punch, juices and will approve this on an exceptional basis only. User’s budget code will be charged if unusual cleaning is necessary following the event, including shampooing, carpet replacement due to spills that cannot be cleaned, heavy cleaning of kitchen floor, cabinets, countertops, etc., repair of wall damage, or damage to AV equipment.   
  2. All catered food must be pre-cooked. MMRB spaces are not Fire Marshall-rated for cooking of any type. Food may be kept warm in standard food warmers with chemical or electrical units. A refrigerator, ice maker, microwave oven and dishwasher are provided for large catered events. All items left after the conclusion of an event will be disposed of with associated charges to the user’s budget code.