All reservation requests for use of College of Architecture classrooms for all events (other than regular academic classes) are to be made with the College of Architecture � Office of Student Services. To use these rooms on a regular basis, users must be a recognized University/College department, office, or organization.

The Office of Student Services is responsible for reserving classrooms in the Langford Architecture complex (ARCA 107-A, 107-B, 119, 302, 303, 323, 348, 402, & 403; ARCC 105, 111, 205, 207, 208, 305, & 307). The Office of Student Services does not reserve space/times for the Gallery (ARCA 120), ARCA 202, 205, 349, 401, & 408; ARCC 412 & 414. Various other offices within the College of Architecture schedule events/classes for these rooms. The Dean�s Office is the responsible office for coordinating faculty/staff office assignments as well as designating which rooms in the Langford Architecture complex will be utilized as classroom or office space. Any appeals for additional classroom/office space should be directed to the Dean�s Office.

Activities and events held on the premises of the Langford Architecture complex are subject to limitations imposed by the physical and staff capabilities of the institution. The Office of Student Services requests that activities and events be planned, with their office, well in advance of requested reservation. The Office of Student Services reserves the right to determine whether the requested room is appropriate for the event planned (i.e., equipment needs, anticipated attendance/room capacity, date/time requested, etc.) and has the authority to suggest the user an alternative location if needed.

The Departmental Scheduling Coordinators are responsible for the scheduling of courses in conjunction with the Classroom Scheduler � Office of Student Services. The Classroom Scheduler is responsible for the reservations of courses, as well as special events, in classroom space. As courses will have priority over special events or meetings, they may not be scheduled in classrooms until courses for the specified semester where the event is requested have been reserved. Only upon a directive from the Dean�s Office, or academic dean, may a special event/meeting receive prioritized scheduling over a formal course; similarly, in order for a course to be rescheduled to another classroom/or cancelled for said special event, approval must be received by the Office of Student Services from the Dean�s Office or the academic dean.

Recognized College of Architecture groups (i.e., offices, faculty, class review sessions, student organization, etc.) are given first priority for scheduling after course reservations. All other requests (i.e., non-College of Architecture associated groups, Fish Camp groups, ASSIST, personal use, etc.) will be considered upon availability and reservation requests may be subject to approval by the dean or other such administrative staff/faculty within the Dean�s Office and the Office of Student Services. In the event that a course needs previously reserved classroom space by an organization (both recognized and non-affiliated College of Architecture groups), the Office of Student Services reserves the right to reschedule said special event/meeting to another classroom or date. The Classroom Scheduler will make every attempt to work with said organization to reschedule the event to both parties satisfaction.

The College of Architecture � Office of Student Services does not schedule classrooms or event rooms in non-Langford complex buildings. If organizations, faculty members, and staff wish to reserve a room elsewhere on campus, they may contact the Registrar�s Office at 845-7117 to reserve classrooms on campus or the specified building proctor/coordinator for reservation requests.

Audiovisual and other media equipment needs should be made directly with the Media Services Office in Langford A123 (845-7054). The user of any classroom is responsible for making said arrangements.

Usually classrooms are not reserved for the weekends except for College of Architecture sponsored activities or organizations. Requests from organizations, for weekend reservations, not affiliated with the College of Architecture will be subject to approval of the College of Architecture Dean and/or the Associate Dean for Student Services. The College of Architecture � Business Office coordinates the distribution of keys for specific rooms, any requests for classroom keys should be directed to the aforementioned office. The Office of Student Services does not have a master key able to access office and/or classrooms. Any requests for access to a master key should be directed to the Business Office as well.

The Office of Student Services does not coordinate the maintenance of classrooms in the Langford Architecture complex. All building repair requests should be directed through the Business Office and or the building proctor. Inventory of classroom items (i.e., chairs, tables, desks, etc.) are not the responsibility of the Office of Student Services. Any removal or addition of said items to classrooms by faculty, staff, or organizational representatives, should be replaced to original classroom/place of origin after the completion of its use. The Office of Student Services attempts for scheduling purposes to keep recorded accurately, if a user notices discrepancies with the number of available classroom items and what the office has recorded, notification of said discrepancies is greatly appreciated. Any issues in regards to the number of available furniture/media equipment for classrooms should be directed to the proper offices/personnel. For media equipment concerns, one should contact the Media Services Office. For classroom furniture needs, one should contact the building proctor.

PROCEDURE FOR SCHEDULING COURSES IN CLASSROOM SPACES

Courses are scheduled in classrooms for each semester in agreement with established deadlines set by the Registrar�s Office. Classrooms are assigned in accordance to course requests turned into the Office of Student Services by the departmental offices. Every attempt to honor requests turned in by the departmental scheduling coordinators is made by the Office of Student Services. Course Requests are given priority in the order that they are turned into the classroom scheduler. From there assignments are based on the following factors:

Previous room assignment � Courses that were scheduled in a classroom the previous year will have first priority (unless another course whose request for the same room and time has one or more of the other two considered factors).

Enrollment history � Courses whose historical enrollment or target enrollment numbers most closely match the room capacity will receive priority over courses with smaller historical/target enrollments.

Special classroom needs � Courses that need to use the specialized equipment of a particular classroom (that are unavailable in alternative classrooms) will be given scheduling priority over those courses that do not have such requirements. Courses that are to be taught by faculty whom have specific physical limitations/disabilities (especially for any classroom refurbished for those particular accessibility requirements) will always have priority over courses taught by other faculty members in particular classrooms.

Courses that meet multiple criteria of the previously mentioned factors will be given higher scheduling priority over courses that meet only one (or none) of those factors. The Departmental Scheduling Coordinator, after receiving/correcting the course proofs from the Registrar�s Office, usually notifies faculty of classroom assignments for the upcoming semester. The Departmental Scheduling Coordinators and the Office of Student Services Classroom Scheduler will revise the room schedules based on feedback from faculty. Any changes to room schedules will be sent to faculty by email or written correspondence. Unless otherwise requested by Departmental Scheduling Coordinators, all scheduling conflicts will be resolved in conjunction with the Classroom Scheduler.

No classroom, scheduled through the Office of Student Services, is �owned� by a particular class, faculty member, or department. Certain classrooms may have priority awarded automatically due to equipment or other such factors. Faculty members may not take it upon their own initiative to reassign their course to another room. All classroom reassignments need to be coordinated through the Classroom Scheduler in order to avoid any scheduling conflicts with other courses. If two faculty members wish to trade classroom assignments, the Classroom Scheduler will require notification in writing from both faculty members of the agreement to switch assignments. The faculty members involved would need to either contact the Departmental Scheduling Coordinators as well, request that the change be relayed to the Classroom Scheduler through their Departmental Scheduling Coordinator, or request that any changes be relayed to the departmental coordinators through the Office of Student Services. Classes that need to be moved during finals because of �double-booked final�s time,� must be coordinated through the Office of Student Services as soon as possible so that in the event that the class needs to be moved to another building on campus there will be enough time to find appropriate accommodations if available. The Dean of the College of Architecture and/or the Associate Dean of Student Services have the final approval power on all classroom assignments and scheduling discrepancies.

PROCEDURE FOR SCHEDULING CLASSROOMS FOR A SPECIAL EVENT OR MEETING

Scheduled classes have priority use of the classrooms in the Langford Architecture complex. During times that these are no scheduled classes, they may be reserved for special events or meetings. Requests to reserve classroom space, for a non-course related event during a semester, will be taken by the Office of Student Services only after the courses for the specific semester have been scheduled classrooms. Anyone wishing to reserve classroom space for a meeting or event should refer to the Architecture Classrooms Website to check the availability of possible rooms. One-time events and weekly meetings are also notated in the schedules for each classroom.

Requests for classrooms should be made (preferably) by returning the Classroom Reservation Form to the Office of Student Services (available on-line), by email, or by telephone/in person. Classroom reservations are taken on a �first-come, first-served� basis. No space will be officially reserved until confirmed by the Office of Student Services. Written confirmation of reservations will be given/sent to event representatives. The written confirmation will either be an email message confirmation, a sign (created through the Office of Student Services) that can be posted outside of the classroom before the event, and or both. Groups or individuals may also wish to check the status of their reservation request by visiting the Architecture Classroom Website.

Once a room reservation is confirmed, it will not be cancelled unless the Office of Student Services is directed to do so by the event scheduler, the College of Architecture Dean, or the Associate Dean of Student Services. If an event is cancelled or a schedule change is needed, it is the responsibility of the reserving party to notify the Office of Student Services so that the room can be reopened for another group to use. The Office of Student Services requests that when at all possible, parties give at least 48 hours advance notice of the cancellation.

No organizational meetings will be given a guaranteed reservation for classrooms during the first two weeks of classes as the classroom schedules experience changes in room/time assignments. Organizations need to have an alternative location selected in advance, in the event that their original choice has to be cancelled. Organizational meeting will also not be scheduled after the last day of regular classes, as the rooms will be used for course review sessions, academic meetings/exams for graduate students, and final examinations.

If a University/College organization is sponsoring an outside event, that organization must take full responsibility in coordinating the reservation with the Classroom Scheduler as well as the event specifics. University Organizations and Departments planning special events during normal business hours (M-F 8 AM � 5 PM) should remember that parking near the Langford Architecture complex is limited. The organizing party is responsible for contacting the necessary persons in order to coordinate parking for said occasion. Organizers may choose to contact the Dean�s Office for any available �College Spots,� or the Department of Parking, Transportation, and Transit Systems Offices to arrange for event parking.

The responsibility and accountability for the management of events and activities in the Langford Architecture complex rests with the sponsor of said activities. The event/group sponsor is responsible for enforcing compliance with state, local, and federal laws alongside University policies at events. Failure to enforce the aforementioned laws and policies could result in the sponsoring group or organization being restricted from future use of the college facilities. A representative of the reserving organization or department must be present at all events. The sponsoring department or organization will be held responsible for any damages incurred during said event. The Office of Student Services reserves the right to refuse permission to utilize College of Architecture facilities to any group or individual who in prior use of the facilities violated University/College rules or applicable laws, and/or disrespect to the college by damaging or destroying college property.

College of Architecture classroom facilities are made available on a non-discriminatory basis without regard to issues of race, color, sex, religion, sexual orientation, national or ethnic origin, age, disability, or any student program/activity sponsored by the college or university or with regard to admission or employment. The use of illegal substances is expressly prohibited on University property. If an organization wishes to consume, or have present, alcoholic beverages on the premises during said events must follow applicable University restrictions and state alcohol consumption laws. The legal drinking age in Texas is 21 years of age. For additional questions in regards to the regulations for the presence of alcoholic beverages at an event on the Texas A&M University campus, please refer to the University Rules for this issue. All firearms and weapons are expressly prohibited on the Texas A&M Campus.

(The above policy was drafted through traditional procedures used in scheduling classrooms through the Office of Student Services and modeled after examples of classroom reservation policies found through researching such policies for other peer academic institutions.)



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