SoM 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) .
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.
The scheduling priorities for events in the classroom spaces are listed in descending order below:
- Required MD/ SoM Masters/PhD courses - Large (> 50)*
- Required MD/SoM Masters/PhD courses - Small (<50)*
- MMI (MD Program Interviewing)
- Elective MD/SoM Masters/ PhD courses*
- Elective GME
- All other SoM activities
- Non-Stanford events sponsored by an academic department or ASSU group
For large courses requesting multiple breakout spaces, Medscheduling will schedule N-2, which will allow some flexibility for other courses to be conducted within SoM learning spaces.
* 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.
Requests for events in a future academic year will be accepted during spring of the prior academic year. Requesters will receive an email announcing when medscheduler will begin receiving requests and what the priority deadline will be. Refer to the Reservation Timeline 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.
2018-2019 Timeline: August 27, 2018 - August 25, 2019
Priority Scheduling Closes:
June 18, 2018 (Required MD and MSPA Courses)
June 25, 2018 (All other requests)
All requests received before the priority deadline will be scheduled according to the "Priorities" listed above. All requests received after the priority deadline will be scheduled on a first-come, first-served basis. There will be no exceptions made.
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.
This policy applies to the following teaching spaces. Exceptions apply, as noted.
CCSR rooms: 0235*, 0236*, 0237*, 0245*, 0246*, 0247*, 4107, 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
*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.
Events in the LKSC serving food and beverages must be arranged through LKSC Catering: email@example.com or 650-725-6883.
There are no restrictions on catering for events in Alway, CCSR, HRP or MSOB spaces.
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.
All classrooms are closed during public holidays and may not be scheduled. No services or facilities are available when the School of Medicine is closed.
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, noisy activities such as Zumba exercise classes cannot be accommodated.
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.
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 submit a Customer-Funded Work Request by going to Facilities Planning and Management. For last-minute requests, call 650-721-2146 to arrange for housekeeping.