Classroom Booking Procedures

Examinations and Timetabling (ETT) in the Office of the Registrar is responsible for scheduling and booking centrally scheduled classrooms and computer labs. Non-centrally scheduled classrooms are managed by the authorized faculty, department, or unit.

After reviewing the procedures outlined below, you can proceed to book a classroom.

Who can make a booking?

Internal Bookings:

Faculty, department, and university unit bookings must be made by designated administrative contacts. Instructors, teaching assistants, and students must place their request through the designated faculty, department, or unit contacts.

Student groups must be approved by Student Group Services to be eligible to make bookings. Only requests from executive officers of the group will be considered. Group information must be showing in BearsDen; this includes officer information on the group’s roster page.

External Bookings:

Off-campus groups, university groups booking for a third party, or a university group booking a conference involving off-campus associations must be made through Conference Services.

Booking priority

Requests will be considered in the order they are received. Prioritization is given in the following order:

1. Academic course and program activities

  • Activities such as tutorials, seminars, discussion groups, rounds, term exams, etc.

2. Meetings and ad-hoc events

  • faculty, department, and university unit meetings, activities, and events
  • student group meetings, activities, and events
  • conferences involving third party associations coordinated through Conference Services
  • external bookings coordinated through Conference Services

Casual booking timelines

In order to prioritize academic use, the following schedules are used to determine how far in advance a request can be submitted, processed, and confirmed. ETT will begin considering requests per the classifications and dates listed below. Ability to fulfill the request will be at the discretion of ETT. Dates are subject to change.

Booking Classification Fall 2018 Winter 2019 Spring/Summer 2019
Faculty/department course related bookings Early May 2018 Early May 2018 Mid-Nov 2018
Bookings during the evening/weekend Early May 2018 Early May 2018 Mid-Nov 2018
Faculty/department non-course related bookings during the daytime After Fall Term Add/Delete deadline  After Winter Term Add/Delete deadline Mid-Nov 2018
Student group bookings during the daytime After Fall Term Add/Delete deadline After Winter Term Add/Delete deadline Mid-Apr 2019
Table bookings (in CAB and BTG) Mid-Aug 2018 Mid-Aug 2018 Feb 2019
Faculty/department bookings during final exam period
Note:requests that have a potential to disrupt exams will not be allowed.
Mid-Nov 2018 Mid-Mar 2019 Spring: Mid May, 2019
Summer: Mid Jul, 2019
Student group bookings during final exam period Not permitted Not permitted Not permitted

Booking start and end times

All bookings are scheduled to begin on the hour or half-hour and end ten minutes prior to the hour or half-hour.

The ten minutes between events serves as a transition allowing previous users to reset and vacate the room and new users to enter and setup. Refer to the Campus Building Hours document available for download on the right-hand side of the Buildings and Ground Services web page to ensure event times are within building hours.