Classroom Scheduling Policy

The general policy contained in this document is based on the guidelines established by the Stanford Registrar's Non-Academic Scheduling Office (650-723-6755).

  • All activities must be consistent with the educational mission of the University, and approved by Educational Technology in the School of Medicine.
  • Any activity, event, or program that is designed to attract largely a non-Stanford audience is subject to additional approval from Stanford Events.
  • Activities held in a University facility may not raise money through the sale of tickets or refreshments, solicitation of donations, collection of registration fees, or any other means that benefits an off-campus individual, organization, or cause. Any activity with such a commercial component must be approved through the Registrar's Office of Non-Academic Facility Scheduling.
  • Events that will involve serving alcoholic beverages must be approved by Registrar's Office of Non-Academic Facility Scheduling. This is essential if there is any sale of alcohol (cash bar, etc.). The user must guarantee that there will be no minors present at any event at which alcohol will be served.
  • Any activity, event, or program that is co-sponsored solely by a ASSU group is subject to additional and final approval from Office of Student Affairs (OSA) .

Priorities

The highest priority for scheduling School of Medicine facilities is for events and programs that are educational in nature. We schedule recurring educational events over events that are one-time or occasional. If an event has been scheduled, and a request that is a more appropriate use of space is received later, (i.e. a small study group reserves a lab – and later the space is requested for lab activity) we will work with the first requester in finding an alternative site for their event. There is always the possibility that such a relocation effort will be unsuccessful. In this case, the scheduled event (earlier request) will remain scheduled as is.

Academic Periods

The scheduling priorities during Academic Periods for events in the EdTech spaces are listed in descending order below:

  1. Required courses in the M.D./Ph.D./Master's curriculum, including placement and final exams and seminars.*
  2. Required courses in the Scholarly Concentration curriculum.*
  3. Elective courses in the M.D./Ph.D./Master's curriculum, including final exams and seminars.*
  4. Multiple Mini Interview (MMI: Medical Student Admissions).
  5. Grand rounds, CME activities, teaching seminars and conferences.
  6. All other School of Medicine activities.
  7. Primary Care Associate Program activities.
  8. University.
  9. Hospitals.
  10. Non-Stanford events sponsored by an academic department or ASSU group.

* Courses scheduled off the Allowable Class Days/Times(including breakouts, placement exams and final exams) are scheduled after other courses within that priority grouping.

NOTE: All reservations may be superseded by the Dean’s Office.

Academic Breaks

Advance scheduling during non-holiday School of Medicine academic breaks up to one year in advance is allowed on a first-come, first-served basis per special request. View the Academic Calendar.

These periods include:

  • Spring Break
  • Thanksgiving Break
  • Winter Break
  • Summer Break

Reservation Timeline

Requests for events during Academic Periods will be accepted up to one year in advance and will be scheduled according to the Scheduling Calendar below. Once priority scheduling closes (see timeline below), all requests received prior to closing will be scheduled in order of priorities (see above) and confirmed. After those requests have been confirmed, all requests received after priority booking closes will be scheduled on a first-come, first-served basis.

2014-2015 Timeline

Autumn quarter 
Priority Scheduling Closes – June 23, 2014
Spring quarter 
Priority Scheduling Closes –June 23, 2014
Winter quarter 
Priority Scheduling Closes – June 23, 2014
Summer quarter 
Priority Scheduling Closes –June 23, 2014

Advance Notice for Resources

One week's advance notice is required for all resource requests (i.e. videotaping, laptops, polling, etc.). Educational Technology will make efforts to accommodate requests with less notice but will evaluate these requests on a case-by-case basis.

Reservation Request Turnaround Time

For room and resource requests within the current quarter, we will respond within three working days.

Scheduled Spaces

This policy applies to the following teaching spaces. Exceptions apply, as noted.

CCSR rooms: 0235*, 0236*, 0237*, 0245*, 0246*, 0247*, 4105, 4205
Fleischmann Labs: M202 (Computer Lab), M208, M212, M214, M218
LKSC Classrooms: LK005, LK101, LK102, LK120, LK130, LK203, LK204, LK205, LK206, LK208, LK209 LK304, LK305, LK306, LK308
LKSC Immersive Learning Center*
Health Research and Policy: T116*, T138B*
M Classrooms: M106, M112, M114,
Clinical Skills Spaces: LKSC Immersive Learning Center
MSOB: X303*

*First priority as follows for requests received by the Priority Booking Deadline, with top priority going to educational activities:

CCSR 02XX: Anatomy Department
Health Research and Policy rooms: Health Research and Policy Department
LKSC 2nd Floor Seminar Rooms: Conference Services has priority MSOB X303: Dean’s Office
LKSC Immersive Learning Center: See the Immersive Learning Center Scheduling Policy for details.

Food, Drink, and Cosmetic Application

Food, beverages, and the application of cosmetics (e.g. applying lip gloss, eye make up) are allowed in all spaces with the following exceptions:

Fleischmann Labs & LK005 Project Classroom: No food, drink, or cosmetic application is allowed when demonstrating or examining materials with chemical or biologic hazards. Food, drink, and cosmetic application are allowed following cleaning and disinfecting of all surfaces.

NOTE: All trash must be cleaned up and disposed of at the end of your event. As stated in “Condition of Room” section below, the room requestor will be held responsible for the condition in which the rooms are left.

Catering:

  • Events in the LKSC serving food and beverages must order through Catering at LKSC. Please contact Catering at LKSC at 650-725-6883 or email cateringatlksc@stanford.edu. The Café in LKSC may service your event with lunch boxes (order in advance for groups larger than 20).
  • There are no restrictions on catering for events in Alway, CCSR, HRP or MSOB spaces.

Cancellations

The scheduling office should be notified immediately if rooms which have been booked are no longer needed, so rooms can then be allocated to other users.

Public Holidays

All classrooms are closed during public holidays and may not be scheduled. No Educational Technology services or facilities are available when the School of Medicine is closed.

Factors Considered

Factors considered in choosing between competing requests for the use of a room include: date and time the request is received, type of use, expected attendance, requirements for special audio-visual and/or food service, facilities, length of program, recurring events (daily, weekly, monthly, etc.) and availability of alternative space.

Due to the impact on activities in adjacent spaces, EdTech spaces cannot accomodate noisy activities such as Zumba exercise classes.

Condition of Room

You may change the room setup to accommodate your group. Before you leave the room it is your responsibility to return the classroom to the layout for which it was scheduled (see room layout diagram in classroom). It is the responsibility of the room requestor that the room is left in good condition. Remember to turn off the projectors and mics and be sure that all catering has been picked up by the time you vacate the room.

Housekeeping

After hours events (weekdays after 8pm and weekends) are required to pay for after hours housekeeping. To ensure that the reserved space is properly cleaned after the event, please do the following:

CCSR, HRP, LKSC and MSOB Spaces

At least one week in advance of your event, User completes the LKSC SU-13 form and emails it back to medscheduler@stanford.edu.

Alway Spaces

At least one week in advance of your event, email the following information to gsrc@stanfordmed.org and copy medscheduler:

  • event contact's first and last name
  • contact's phone number and email address
  • rooms to be cleaned and what needs to be done (typically: "general housekeeping")
  • PTA to charge
  • follow-up with a phone call to 650-498-4400 to confirm last-minute requests