Individual students cannot reserve a university classroom.  If classroom space is required for course-related projects, your course instructor may reserve a room on your behalf.

The following policies apply to use of the University Classrooms (UCRs) by Student Organizations that have been officially registered by either the Leadership, Service, & Civic Engagement Office or a Collegiate Administrative Office.  Only such registered student organizations may reserve a UCR.  Classroom Scheduling reserves the right to review all student organization events on a case-by case-basis for adherence to policies.  

When a registered student organization is planning an event for which there are financial arrangements, admission charged,  money collected, films shown, or political speakers, the event request must be initially approved by the Leadership, Service, and Civic Engagement Office in the Iowa Memorial Union.

While it is preferred that the student organization takes the initiative to do so, departments MAY submit requests on behalf of student organizations. The department should use the Student Organization Room Request form and properly identify the student organization. The department will be subject to all classroom scheduling Student Organization Policies including verification and frequency of use of University Classrooms (UCRs). The department sponsoring the student event assumes responsibility for all charges incurred, if any, should the student organization be unable to cover any associated expenses.

No food or drink allowed in any University Classrooms.

Student Organizations are unable to reserve TILE classrooms.

Student Organizations are unable to make reservations on final exam dates.

Events with an intended audience of the public will be directed to the IMU for scheduling.

University Classrooms are primarily teaching facilities. They are not considered entertainment venues. If your event involves amplified music, dancing, talent shows, juggling, singing, etc., Classroom Scheduling will supply alternate contact information from UI departments that may allow such events.

Individuals and organizations may be charged for any costs incurred by the University due to damage, misuse, or mess created by the individual(s) using the room.  Additionally, any costs incurred for after-hours electronic classroom access will be charged to your student organization.  Please insure appropriate set up and tear down time has been applied to your reservation.

Events taking place on Saturday and/or Sunday will be assessed custodial service charges under the following circumstances:

• Use of four or more classrooms (approval required).
• Use of one or more rooms seating 100 or more.
• It is the Student Organization's responsibility to contact the IMU Student Organization Business Office, room 157 IMU to confirm funds exist to cover all associated costs. Submission of the group's MFK# to Classroom Scheduling must be received via email and is required for processing before the classroom assignment is considered secured.

Even in those situations where there is no custodial charges applied up front, your organization may be back charged for custodial services if a room(s) is left in an unacceptable state and custodial services are required to restore the room to its normal operating condition.

Event times must coordinate within open building and classroom schedules. Contact Classroom Scheduling via email for building and classroom access hours.

Requests for modifications to previously scheduled events in classrooms may be emailed to Classroom Scheduling via email.

For University Classrooms SINGLE DATE Use:

• In order to secure a reservation for a UCR, a single representative of the registered Student Organization must submit an online UCR reservation request form here.  Please designate only one representative from your student organization who will submit all reservation requests throughout the semester. 
• UCRs are scheduled on a first come, first served basis. UCRs are subject to various regulations such as “Right to Recall."  No UCRs will be reserved on final exam dates. Please note - courses always receive priority placement in UCRs. 
• The reservation request should be submitted after January 1st or August 1st (the deadline date to submit changes to spring and fall semester course offerings) for each spring or fall session.
• A student organization can reserve a single room for up to four event dates per month in a UCR (in an unlocked building) for up to 4 continuous hours unless approved by Classroom Scheduling.  An online UCR request form for the four event dates can be submitted no more than one month prior to the month in which the event occurs.  For example, if the event is scheduled for April, the reservation can be submitted in March.  If more than one classroom is needed on a single date, the number assigned is charged against the 4 classroom allowance.
• Please note, evening examinations and courses remain our priority.  Therefore, classrooms seating over 70 are not intended for semester long assignment.  Please see Weekly or Biweekly Event Request Process.
• Exceptions to this policy may be granted at the discretion of Classroom Scheduling for special circumstances, i.e. a film festival, a conference requiring multiple facilities, or an event requiring advance publicity. Please contact Classroom Scheduling for further details.
• Requests for modifications to previously scheduled events in UCRs can be emailed to registrar-room-res@uiowa.edu.  Please do not submit a 2nd online request form to request event modifications.

Individual students not affiliated with a UI registered student organization cannot reserve a UCR. If UCR space is required for course-related projects, your course instructor may reserve a room on your behalf.  Please ask your course instructor to submit an online UCR reservation form here.

Individuals and organizations may be charged for any costs incurred by the University due to damage, misuse, or mess created by the individual(s) using the room.

Events occurring on Saturday and/or Sunday will be assessed overtime custodial charges under the following circumstances:

• Use of four or more UCRs (approval required)
• Use of a UCR seating 100 or more, plus any additional UCRs, if applicable to your event.
• If your weekend event involves overtime custodial charges, before your event request is processed, it will be forwarded to the IMU Student Organization Business Office. If sufficient funds exist in your account to cover all associated costs, SOBO will reroute your request back to Classroom Scheduling with an MFK accounting number. This accounting number is required to pay for the overtime custodial charges. 
• A UCR cannot be secured for your event until SOBO reroutes your request to Classroom Scheduling with an MFK accounting number.
• Reservation cancellations must be submitted within two business days prior to your event date.  If cancellation notice is submitted after two business days, custodial fees will be charged to your department or organization, if applicable to your event.

Even if no custodial charges were initially applied to your event, your organization can be back charged.  If the reserved UCR(s) is left in an unacceptable state and custodial services are required to restore the room(s) to normal operating standards, Classroom Scheduling reserves the right to back charge your organization for all incurred custodial fees.

Event times must coordinate within open, unlocked building and classroom schedules. Contact Classroom Scheduling at registrar-room-res@uiowa.edu for UCR access hours.

A registered Student Organization may request one University Classroom (UCR) of 69 seats or fewer through Classroom Scheduling based on the following items:

• In order to secure a reservation for a weekly or biweekly UCR meeting space, a single representative from the registered Student Organization must submit an online UCR reservation request form here.  Please designate only one representative from your student organization who will submit all reservation requests throughout the semester.
• The weekly or biweekly reservation request should be submitted after January 1st or August 1st (the deadline date to submit changes to spring and fall semester course offerings).
• All UCRs will be reserved with the “Right to Recall.” No UCRs will be reserved on final exam dates.  Please note - courses always receive priority placement in UCRs.
• The request must be for ONE UCR seating 69 seats or fewer and must be the same time and day for every weekly or biweekly meeting.  Maximum use is 4 consecutive hours. 
• Event times must coordinate with open building and classroom schedules.  Contact Classroom Scheduling at registrar-room-res@uiowa.edu for UCR access hours.
• Requests for modifications to previously scheduled events in UCRs can be emailed to registrar-room-res@uiowa.edu.  Please do NOT submit a 2nd online request form to request event modifications.

If your organization is reserving a UCR for another UI student organization, your organization will be responsible for whatever occurs in the UCR.  This means in the event a UCR is left in an unacceptable manner, Classroom Scheduling reserves the right to assess the reserving student organization for any fees related to the services required to return the room to a normal operating state.  If the facility is left in an unacceptable manner, future UCR use by the reserving student organization may also be compromised.

Candidate and campaign activities, political events, and rallies in person/or virtual that occur on the University of Iowa campus must be sponsored by a University of Iowa registered student organization.

The approval process for sponsoring/hosting political candidates, elected officials, or a declared United States presidential candidate visit to campus requires all registered student organizations MUST begin the process of room/space scheduling with IMU Event Services, at 159 IMU, or via phone at 319-335-3114. If the IMU cannot accommodate the request in IMU-administered spaces, the IMU staff alerts the staff in Classroom Scheduling as courtesy. The IMU staff will then instruct the student organization representative to contact Classroom Scheduling to begin the room/space request process via a workflow form. It must be understood that credit-bearing classes and activities have priority in University Classrooms.

Definitions:

• Political Candidate: Any person seeking or being considered for an elected office at the local, state, or federal level.
• Elected Official: Any person who holds elected office at the local, state, or federal level.

The Office of the Dean of Students (319-335-1162) and the Office of Governmental Relations (319-335-0553) are also available to answer questions.

Please see full Dean of Students Policy here.