Event Scheduling Frequently Asked Questions

Event Request and Submission Process

• 1) Where can I find the event request form?

  • The Academic Scheduling Single/Multiple Day Activities Request Form is available using DocuSign.  

• 2) When can I turn in requests during the week of final exams?

  • Fall Term: We begin accepting all final exam related event requests on October 1st.

    Spring Term: We begin accepting all final exam related event requests on March 1st.

    Examples of event requests that would fall within this category are: room requests for combined finals; final exams that need a bigger room; in-person final exams for classes that normally do not have a designated meeting pattern and/or location. An event request that is not directly related to a final exam will be scheduled AFTER all final exam room conflicts are resolved.

• 3) When can I turn in requests for the Fall term?

  • We begin accepting event requests to be held between Monday - Thursday starting on the 15th calendar day (including Saturday and Sundays) after the start of a new fall semester.  Event requests to be held between Friday-Sunday will be accepted beginning July 1st.

    Please refer to FAQ " When can I turn in requests during the week of final exams" for events to be held during the week of final exams.

• 4) When can I turn in requests for Summer term?

  • We begin accepting Monday - Sunday requests on April 1st.

• 5) When can I turn in requests for Spring term?

  • We begin accepting event requests to be held between Monday - Thursday starting on the 15th calendar day (including Saturday and Sundays) after the start of a new fall semester.  Event requests to be held between Friday-Sunday will be accepted beginning March 1st.

    Please refer to FAQ " When can I turn in requests during the week of final exams" for events to be held during the week of final exams. 

• 6) When can I turn in requests for Winter term?

  • We begin accepting Monday - Sunday requests on December 1st.

• 7) How will I be notified of my room assignment?

  • Once your request is processed, an electronic room confirmation will be e-mailed to all parties listed on the request form. Requestors should check their e-mail for the confirmation at least 3 full business days prior to your event. If you have not received any communication, please contact Michelle Liu at 408-924-2448 or via e-mail.

Unlocking University Lecture Rooms

• 8) Will my assigned room(s)/building be unlocked for my event?

  • All classroom buildings (with exception to YUH and DH) unlock from Monday- Friday at the following hours: 

         - 7:00 a.m. to 10:00 p.m. (Fall and Spring)

         - 7:00 a.m. to 9:00 p.m. (Summer and Winter) 

         - YUH building unlocks from Monday - Thursday 7:00 a.m. - 8:00 p.m. &              Friday 7:00 a.m. - 6:00 p.m. 

         - DH building unlocks Monday - Friday 7:00 a.m. - 7:00 p.m.                                (DH 135 7:00 a.m. - 6:15 p.m.)

    Every Thursday, Academic Scheduling sends FD&O a list of weekend events scheduled in university lecture rooms to unlock the main entrances of the applicable buildings.

    Faculty and Staff teaching in Duncan Hall 135 are encouraged to obtain key card access (S2 lock) by completing the Card and Key Request form from FD&O.

    To improve safety, academic building doors that face the streets bordering the campus will lock at 6:15 p.m. Monday - Friday. Doors facing the interior of the university will remain open to 10:00 p.m. Monday - Friday.  Building Access website has been developed to provide information about building access including a map of which doors lock at 6:15 p.m.

    Please note: when using the BBC building, all interior locks (including the ground floor) are on an older key-card system, which may fail to unlock without notice. Therefore, it is advised that you arrive at least 20 minutes prior to the start time of your event. Minimal services are available to unlock interior doors during the weekends.

• 9) Who do I call if I have trouble getting into my assigned University Lecture Room?

  • Those meeting on campus will need to use their NEW tower card (that you received in the mail) for access. If you need a toward card, please send an email to myid@sjsu.edu.

    If you experience trouble with your tower card, or if your door is locked please contact:

    1. FD&O service desk 408-924-1990 or e-mail workcontrol.sjsu.edu during regular business hours (Monday to Friday, between 8:00 a.m. to 5:00 p.m.) for further assistance
    2. All other hours, including weekends, please contact University Police Department (UPD) at 408-924-2222 and your request will be dispatched to an on-duty custodial staff to open the locked University Lecture Room(s).  Please allow the custodial staff a 3-10 minute response time.

Information about your assigned University Lecture Room

• 10) Where can I find information about the seating capacity, furniture type and equipment that are in my assigned room?

  • Information about the University Lecture Room Seating Capacity, Furniture Type, and Equipment Type can be found on the University Lecture Room list [pdf].

• 11) What are my responsibilities when using my assigned room(s)?
  • 1. By signing the Academic Scheduling Facility Reservation Request Form, the sponsoring department is assuming responsibility for any and all damages incurred during the use of the university facilities.
    2. Do not write with permanent markers on whiteboards.  Make sure markers are erasable.
    3. Affixing items to the walls are allowed using blue painter’s tape, which must be removed by the end of the reserved time.
    4. All furniture, instructional equipment, and all other items that are in the room(s) (i.e., tables, chairs, TV, VCR, Overhead Projector, Podium, etc.) must be returned to their original configuration and must not be moved/removed out of the room to ensure that the room(s) will be ready for the next group.
    5. All parties using University Lecture Rooms are to adhere to capacity limits and all State Fire Marshal code and SJSU Presidential Directives (PD 2001-1 and PD 2011-1).
    6. The following items are prohibited from all University Lecture Rooms:

    Standing on any furniture

    Sitting on tables

    Storing items outside of the room reservation time

    Using air horns, glitter, glitter glue and/or confetti

    Using permanent markers on whiteboards (Make sure markers are erasable)

    Food and drinks

    Alcohol and drugs

Changes After Reservation is Confirmed

• 12) How would I request for a change after my rooms are confirmed?

  • Any changes, corrections, adjustments or cancellation after receiving the confirmation should be submitted as a reply to the original confirmation e-mail. Please do not submit your change as a new request.

Event Request That Requires Additional Approvals

• 13) Who do I call if I have question about hosting an event with off campus attendees?

  • For room charges and lease process related questions contact:

    Cynthia Soto

    Phone: 408-924-1927

    Email Cynthia.soto@sjsu.edu

     

    For risk management related questions contact:

    Karen Vogler

    Phone: 408-924-2159

    Email karen.vogler@sjsu.edu

• 14) Which office would I need to contact for commercial filming on campus?

  • Please contact the Senior Director of Media Relations in the office of Strategic communications and marketing for questions and necessary approvals.

    Michelle Smith McDonald

    Phone: 408-924-1207

    Email michelle.smithmcdonald@sjsu.edu

• 15) Which office would I need to contact about graduation/commencement events?

  • It is our understanding that Departments are welcome to have a celebratory event in conjunction with the official commencement ceremony, as per past practices. There are two requirements: it cannot be called commencement and no part of the event can include language or actions that implying a degree conferral.

    Please contact the Special Events Office for further assistance.

    Erika Greet

    Phone: 408-924-1471

    Email erika.greet@sjsu.edu

Campus Information and Services

• 16) Which office would I need to contact about parking on campus?

  • Please contact Parking Services

    Phone:  408-924-6556

    Email parking@sjsu.edu

• 17) Where can I find a campus map?

  • The main campus map can be found at https://www.sjsu.edu/map/

• 18) Who do I contact if I have trouble with the projection screen, lights, clock, window, blinds, air conditioning, and heating in University Lecture rooms?

  • Please contact the Facilities, Development and Operations Office (FD&O) Help Desk/ iService Desk

    Phone: 408-924-1990

    Email workcontrol@sjsu.edu

    Complete Service Request Ticket for FD&O (accessing from off campus requires vpn)

• 19) Who do I call if I need help or training or have trouble with the equipment in the University Lecture rooms?

  • Please contact the Instructional and Meeting Spaces (IMS) Office for assistance

    Location: IRC 112 (on the South East side of the DMH building)

    Email classroom-support@sjsu.edu

    Phone: 408-924-2867

    Website: https://sjsu.edu/it/services/classroom-tech/classroom-support/index.php

• 20) Who do I contact if I have trouble with connectivity & network, campus telephones, password reset, or duo 2FA?

  • Please contact the IT Service Desk:

    Phone: 408-924-1530

    Email itservicedesk@sjsu.edu

    Open a help ticket

    Website: https://sjsu.edu/it/services/support/it-service-desk/index.php

    Desktop Support

    Support Contact List

• 21) Where can I find a map of building entrances that are closed after hours?

  • Please visit the Academic Building Access page for more information.

• 22) Who do I contact to use an outdoor space? 

  • Please visit the Facilities Development and Operations Special/Outdoor Event Requests page for more information.

• 23) Who do I contact to use MD 101 for my event?

  • Please visit the Student Union Event Services website for more information.

• 24) Who do I contact to use ENG 189 for my event?

  • Please contact the College of Engineering Dean’s Office for more information.

    Phone: 408-924-3800

    Email engineering@sjsu.edu

• 25) Who do I contact to use YUH 200B Terrace?

  • Please contact Cynthia Soto in Facilities, Development and Operations.

    Email cynthia.soto@sjsu.edu