UAHS Tucson: Scheduling Policies

UAHS Scheduling Policies:

UAHS Classroom Scheduling Process - Special Event/Meeting-specific spaces are much less restrictive, allowing you to schedule up to a year in advance of your desired date. The following procedure only extends to Classroom-Specific Spaces. Department curriculum coordinators send course requests bi-annually, specifying dates, times, and preferred classroom spaces. Following the submission of UAHS curriculum requests, the UAHS Scheduling office will optimize those requests and provide room placement assignments. The following considerations are included in space placement between competing demands for the use of space and services within particular groups: date and time the request is submitted, type of use, expected attendance, criteria for special audio-visual, facilities, duration of the program, recurring sessions (daily, weekly, monthly, etc.), and availability of alternative space. Weekly recurring academic sessions take priority over one-time or intermittent sessions. Requests for internally sponsored special events/meetings, and outside affiliation events, will be accepted only after the curriculum needs are met.
 
After the reports are received, there will be a two-week period for Academic Schedulers to review dates, times, and rooms. Once scheduled, the department has full rights to occupy approved rooms during their reservation time. If an event has been scheduled, and a request is received later for the same space, we advise that the individual holding the reservation be contacted directly to discuss the possibility of switching rooms as it is outside of our jurisdiction to move them from the room without approval from the reservation owner.
  • We will act as an impartial 3rd party to assist in performing adjustments to reservations upon agreement from both individuals.
  • Groups or individuals who use classroom space without an official reservation may be removed.

UAHS Scheduling Timeline

UAHS Space Classifications - "Classroom-specific spaces" are prioritized for curriculum, and are reserved in a phased process, as outlined in the Classroom Scheduling Timeline. "Meeting-specific spaces" are scheduled outside of the curriculum scheduling timeline. Reservations will be accepted on a first-come, first-served basis up to a year from the desired reservation date.

UAHS Space Classifications (PDF Document)

Event Forms and Required Lead Times - A variety of space and resource reservations can be made using Astra Schedule. Using the correct event request form (as described in this document) will avoid causing delays when schedulers are confirming your request. HSIB - Event Request Form is for UA faculty or staff and approved community partners who request the use of the Health Sciences Innovation Building (HSIB).

Event Lead Times

Event Request Form: 

HSIB - Event Request Form

Can Be Submitted By: 

UA Faculty or Staff; Community Partners

Minimum Lead Time:

1 Business Days

Expected Turnaround Time:

Up to 2 Business Days

Direct Questions To: 

UAHS-Scheduling@email.arizona.edu