Page 51 - Programming Guide

*Due to Covid-19, students’ access to 25live and making reservations has been suspended. Please see your office’s office coordinator about making room reservations and availability. *
Title: Campus Scheduling
Responsible staff: Karen King, Director of Scheduling Services Responsible office: Scheduling Services
Room Reservations and Campus Scheduling:
Below are some simple, clear guidelines detailing how to process all scheduling requests. It is recommended that the Events Scheduling Committee approve all programs intended for a wider audience than the sponsoring organization. The Student Activities Office can process scheduling requests more quickly and efficiently if these guidelines are followed completely.
25Live Accounts for Student Groups:
Approved student groups will be given two 25Live accounts for the purposes of viewing and reserving available space and resources on campus. In order to gain access to 25Live accounts the student leaders who will manage the account must attend a brief training session with the Director of Scheduling Services. The accounts are linked to the student group and are only to be used to reserve on behalf of the group for which they were given.
Sunday Activities:
Throughout the semester, programming will typically not be approved to take place on Sundays. We like for that day to be one of worship, relaxation and refreshment for our entire campus community. Social events that are small in nature may be scheduled, but will need the approval from the Vice President of Student Development. Please allow sufficient time for that approval. We recommend at least 1 week for the approval process. No events may be scheduled on Sunday mornings and no events or activities that require an admission fee or donation can be scheduled on Sundays.
Scheduling Procedures: Campus Wide Events:
• When an event is open to the entire campus community and/or requires assistance from College Service Providers, the Event Coordination Council must approve the event. Please allow adequate time for the approval process. Events cannot be publicized without Committee approval. We recommend at least 4 weeks for the approval process.
• Login to 25Live using the account provided and submit an event request.
• The SAO will review the request and—once approved—forward it on to scheduling services for final approval. (Note: The SAO approval process may require an in-person consultation with an
SAO staff member.)
• Scheduling Services will then secure approvals that are necessary for the event.
• If there are changes that need to be made to the proposed event such as date, time, venue,
Scheduling Services will email you with those recommended changes.
• Once the event has been approved by all necessary groups, Scheduling Services will email the
event requestor a confirmation.
• Please wait until you receive a formal confirmation before you make a commitment to the
speaker or promote the event.
• Please notify Scheduling Services of any changes to your event plans.
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