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Campus and Classroom Scheduling

Students

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Campus and Classroom Scheduling

Address:
25 University Avenue
West Chester, PA 19383


Janine Morris
Shaleia Rogers
Phone: 610-436-2252
Email: smacmgr@wcupa.edu


Contact List

Students

General Purpose Spaces for Student Organization/Group Use

While student organizations/groups are encouraged to check Sykes Student Union for availability first for space, the following academic spaces are available for student organizations'/groups' use.

NOTE: All assignments are contingent upon Space Management's review. More information may be requested regarding your event before approval

  • Anderson Hall classrooms
  • Brandywine (BRN) 004, 011, 031, & 033
  • Main Hall classrooms
  • Merion Science Center (MER) 112 & 113
  • Recitation Hall classrooms
  • Ruby Jones Hall classrooms
  • Schmucker Science Center North (SSN) 190, 191, 192
  • Sturzebecker Health Science Center classrooms (HSC)-EXCLUDING 116E
  • 25 University Ave (UNA) classrooms (Monday-Thursday evening)

Academic Facilities for Fundraising

For questions about reserving non-academic classroom spaces (non-classroom spaces, i.e., lobbies) in academic facilities, please contact the contact the Department or Facility Administrator.

Student Policies

The purpose of these policies is to ensure equitable, appropriate usage of WCU facilities, and to protect individuals and university assets. Non-compliance with these or any university policies will result in denial of further requests and the Office of Student Leadership & Involvement and the Office of Student Conduct will be notified of the organization's violation.

Event Planning

  • Please review the Programming Program Planning Guide  prior to requesting space for your event.
  • If you are a member of a student organization/group that is recognized through SGA you may reserve student-owned (student union, residence halls, etc.) and academic facilities through 25Live.collegenet.com/wcupa. For more information you can contact Sykes Student Union Information Desk (610-436-2984).
  • Students/organizations can ask their faculty/staff advisors for assistance in reserving academic facilities.
  • Any questions regarding space outside of academic classrooms may be directed to their respective Scheduler.
  • Due to the high volume of requests, processing time for academic space requests during the beginning and end of semesters may be delayed.
  • Requests to use University facilities should be made at least three (3) weeks prior to the event.
  • Confirmed events requiring additional support services, the requester must make arrangements at least two (2) weeks prior to the event with the appropriate support services department. Student organizations/groups must work with a faculty or staff member (i.e., group advisor or department secretary) associated with their event to submit a work order.
  • Time should be included in the tentative reservation to allow for setting up before and cleaning up after the event.
  • Rain dates and/or rain locations may be requested when the original event request is submitted to anticipate possible inclement weather.
  • Reservation requests are processed during normal business hours (Monday to Friday).
  • Classroom space reservations are subject to change due to adjustments in academic scheduling.
  • Reservations for the following semester are not accepted until all classes for that semester have been roomed.
  • Classroom event reservations are subject to change due to adjustments in Academic Scheduling/Rooming.
  • Allow at least 10 minutes between events to permit for adequate transition time.
  • Academic spaces are not available for reservation during building close hours.

Campus Map

Please reference the campus map for locating spaces on North and South campus.

Reservations

  • Making a Reservation
    • Once the reservation request has been entered into 25Live, the requester may not directly modify the reservation information.
    • The reservation status is TENTATIVE until CONFIRMED.
    • Reservation requests are reviewed within 2 business days. Events should not be advertised nor may they be considered scheduled until a confirmed reservation notification is received from the approver.
    • The university reserves the right to reassign space and/or cancel events to best accommodate the university community.
  • Editing a Reservation
    • CONFIRMED Requests: If modifications need to be made, please reply to your confirmation email with changes.
    • TENTATIVE Requests: The requester should contact the approver of the space. Please include the event name, event reference number, and any modifications needed.
    • Depending on the requested change, some event requests may need to be re-reviewed or if already confirmed, possibly resubmitted through 25Live.
  • Canceling a Reservation
    • CONFIRMED Requests: If cancellations need to be made, please reply to your confirmation email with CANCEL in the subject line.
    • TENTATIVE Requests: then the requester should contact the approver of the space. Please include the event name, event reference number.
    • Canceling an event does not automatically cancel any requests made for additional services for an event. Requesters should follow up with any service providers to cancel requested services for an event.
    • Outdoor events may be cancelled due to inclement weather. Rain dates and/or rain locations may be scheduled simultaneously to anticipate this eventuality.
    • Indoor events may be cancelled due to untimeliness of the request, lack of sufficient support staff to provide adequate coverage for all scheduled events, space/time conflicts, etc.
    • Space Approvers may work with organizations/groups of cancelled events to attempt to relocate or reschedule rather than cancel whenever possible.

Setup and Cleanup

  • UNIVERSITY FACILITIES USED FOR AN EVENT MUST BE RESTORED TO THEIR ORIGINAL CONDITION AT THE END OF THE EVENT.
  • It is preferred that academic spaces are used "As-Is" no added resources (i.e., table, chairs, etc.). Neither assistance nor additional resources for changes in space layout or set-up is provided. If additional resources are required for your event you can sign out equipment from the Sykes Information Desk. You will be responsible for transporting equipment to and from Sykes once your event is over.
  • Academic spaces must be restored to classroom readiness after their use of non-course related events. This includes removal of papers, flyers and/or decorations related to the event and all equipment turned off. Failure to return the space to its original order will result in loss of privilege to book the space for future events.
  • Do not move furniture from one classroom to another classroom.
  • The organization/group utilizing space is responsible for gathering trash and disposing of it in receptacles or dumpsters outside the building. Failure to return the space to its original order will result in loss of privilege to book the space for future events.
  • The organization/group utilizing space is responsible for making proper and timely arrangements for setting-up and tearing-down chairs, tables, risers, CLEANUP, etc., with the appropriate support services departments which typically provide these services. Student organizations/groups must work with a faculty or staff member (i.e., group advisor or department secretary) associated with their event to submit a work order.
  • Time should be included in the tentative reservation to allow for setup and cleanup.
  • If overtime of University support personnel is required, the organization/group needing the service may be liable for the expenses incurred to provide the service. For more information see the "Fees" section below.

Technology

  • Student Groups are NOT permitted to use any audio/visual equipment in academic classrooms unless a faculty/staff member is present and responsible. If a faculty/staff member will not be present A/V equipment may be reserved through Sykes Union and signed out at the time of your event by leaving your WCU ID. Please note you will be held responsible for transporting equipment to and from Sykes immediately after your event has ended.

Food & Beverages

  • PLEASE NOTE: BRINGING FOOD OR DRINK INTO ANY ACADEMIC SPACE IS DISCOURAGED.
  • NO food or beverage is permitted in the following spaces/areas:
    • Emilie K. Asplundh Concert Hall (PHL-114)
    • E.O. Bull Center Main Stage (EOB-068)
    • Main Hall Auditorium (MNH-168)
    • Merion Lecture Hall (MER-112)
    • Merion Lecture Hall (MER-113)
    • Performing Arts Center Theatre (PAC-140)
    • Schmucker Auditorium (SSL-151)
    • Swope Music Building

Alcohol, Smoking and Safety

  • Alcohol
    • Alcoholic beverages are generally not permitted in or on WCU Facilities. For more information, please refer to the WCU Alcohol and Drugs Policy.
    • Special permission for the serving of alcoholic beverages must be endorsed by the appropriate Vice President and approved by the WCU President prior to the event.
  • Smoking
    • All WCU facilities are non-smoking.
    • Contact the Facility Administrator for information regarding the designated smoking areas for specific buildings.
  • Safety
    • Legal occupancy figures for every classroom, lecture hall, and meeting space have been determined and distributed by the Fire Marshal.
    • Special decorations must be approved by the Fire Marshal.
    • Open flames are not permitted in any facility.

Fees

  • Fees may be charged per Section III of the Facility Use Policy .
  • If the support service department requires personnel overtime to facilitate the event, the requester may be liable for this expense.
    • The Facilities Division has the right to assign sufficient overtime support to ensure that the event is properly set and cleaned up.
    • Public Safety has the right to assign sufficient staff to provide adequate support for scheduled events.

Academic CalendarContact ListSykes Student UnionWCU OrgSync

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