The Office of the Registrar schedules General Purpose Classrooms (GPCs). All available GPCs are published on the GPC List by semester. There are 270 GPCs in which we schedule around 28,000 classes, 30,000 special events, and 9,000 exams annually.

• Most GPCs are scheduled from 6:30am-11:45pm; any building hours or special hours due to construction will be noted on the GPC List.
• Scheduling cannot make overnight reservations. Any overnight requests must be coordinated with the Building Manager (http://www.utexas.edu/facilities/buildings/) and Facilities at 471-2020.

Room Scheduling schedules rooms for events. Course scheduling schedules rooms for courses.

Exceptions to Room vs. Course Scheduling

The only exception is University Extension (UEX) and English as a Second Language (ESL) courses which ARE scheduled as special events through Room Scheduling. University Extension also schedules final exams through room scheduling, although these exams cannot be scheduled on final exam days. UEX final exams can be scheduled on the 'dead days' before final exams, or if the last class day is a Friday (typically in spring semesters), exams can also be scheduled on the Saturday/Sunday preceding the dead days.

Special Agreements

There are certain times where our office will make special agreements or one-time exceptions with departments or academic units regarding special event reservations. Once given the approval to make the special event reservation, place the email in the "Special Agreements" folder on the Registrar Drive. The current special agreements and one-time exceptions can be found here: Z:\Room Scheduling\Special Agreements

Who can make a reservation?

Only faculty and staff can call or email requests for reservations. Staff members that are also students (such as TAs) should contact their departmental scheduler for room requests.

• Authorizations for academic units can be viewed here: https://utdirect.utexas.edu/nrcsrq/aut1.WBX
• Information regarding level III users: \\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Training and How To's\External\Room Scheduling System Overview - Level III.docx 

Authorizations to view the room scheduling system can be granted to any full-time faculty or staff member as long as they send us a request in writing, and we copy their direct supervisor/another room viewer from their department on the email so they are aware. For more information about authorizations, see:

[ \\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Training and How To's\Internal\Tasks and Jobs\Add New Users and give Levels Access in RSS.docx

What individuals or groups can use GPCs as reserved through the Office of the Registrar?

The following groups can use general purpose classrooms as reserved through the Office of the Registrar:

• Current University of Texas faculty or staff members (use the directory to check):
  • http://www.utexas.edu/directory/
• Officially recognized faculty or staff organizations
• Sponsored student organizations whose reservations are made through a department faculty or staff co-sponsor (list of registered organizations below):
  • Departmentally sponsored student organizations
• Students whose reservations are made through a department faculty or staff member

The following groups cannot use GPCs as reserved through the Office of the Registrar:

• Student organizations that are not departmentally sponsored
  • Student organizations that are not departmentally sponsored can make reservations through Student Activities (Dean of Students: 1-3065)
• Non-UT community without prior approval from the Office of the Provost and sponsorship by a University of Texas faculty or staff member
• Outside requests for campus space need to speak with Legal Affairs regarding reservations 1-1241

Room Scheduling Terminology

Class Day: Monday-Saturday while classes are in session. (Not including Final Exams and Dead Days)
No-Class Day: All Sundays, holidays, and official no class days per the academic calendar including the semester intersessions. No mandatory class-related meetings should be scheduled in any GPCs on no-class days throughout the semester (including Sundays and holidays).

• Dead Days or Reading Days: No class days before final exam days.
• Final Exam Day: No-class days designated by the academic calendar as final exam days.

The Room Scheduling System considers the first class day of the semester the start date of the semester. The semester lasts until the next first class day of the next semester.

• For example, the Room Scheduling System would consider all reservations made from 8/28/19 (the first class day), to 1/20/20 (the last day before the first class day of Spring 2020) to be Fall 2019 reservations- even though an event might be taking place over winter break or at the start of the new year.

When are room requests processed?

Reservation requests for general purpose classrooms can be sent to Scheduling via e-mail as early as the user can identify them. We process requests in a first come first served basis throughout the semester, and file future semester requests in a queue to be processed at a specific point during the semester.
For internal knowledge only:

• Fall: We prep the queue during mid-late June, and process reservations during the first week in July. Confirm bulk reservations and grant level III access one week later- ideally 4 weeks prior to the first class day (mid July), but can be sooner if approved by mgmt. Confirm timing with management BEFORE sending semester reservation confirmations.
• Spring: We prep the queue during the last week in October. Confirm reservations mid to late November, preferably immediately prior to Thanksgiving break. DoS (level III) access no later than Monday of Thanksgiving week. Confirm timing with management BEFORE sending semester reservation confirmations.
• Summer: We prep the queue during the early-mid April, For both summer and spring, we prep the queue after CSU and advance copy opens; process the week after; no later than May 1. DoS (level III) access no later than May 1; sync with confirmation send date. Confirm timing with management BEFORE sending semester reservation confirmations.

Prepping and processing the queue: \\austin.utexas.edu\disk\reg\Registar\Room Scheduling\Training and How To's\Internal\How-Tos\Semester Prep and Processing Queue How-To.docx
Production Calendar (specific room scheduling dates): \\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Documentation\Production Calendars\Room Scheduling Production Calendar.xlsx
Externally, we indicate that reservations will be finalized in the following timeframe:

Regulations on Outside Participants and Speakers (RG 750)

The RG 750 form is required for events that are hosting non-University of Texas participants and/or charging a fee for admission or registration to the event. The RG 750 reflects Rule 80105 in the Regents' Rules and Regulations, which can be found here: http://www.utsystem.edu/bor/rules/80000Series/80105.pdf
Standing exceptions to the RG 750 are:

• Departments whose mission is to host non-University of Texas participants
• Official publicized university-wide events.

We will occasionally also need to process UT Faculty Group/Organization Registrations. See documentation for more information. For more information about the RG 750 (including how to process the form) see link:
\\austin.utexas.edu\disk\reg\Registrar\Room Scheduling\Training and How To's\Internal\How-Tos\RG 750 Information and Protocol.docx