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Student Organizations Scheduling Policy

Student organizations can only schedule campus space after the L.I.V.E. Program has officially recognized the group.   The policy for scheduling campus space differs depending on the group’s status.

Re-recognizing Student Organizations:

Student organizations that would like to be re-recognized can submit paperwork any time between the first day of classes through October 1.   Paperwork may be turned in earlier; however, the approval process will not start until the first day of classes.   Due to the high number of groups (100+) there will be a delay between when re-recognition paperwork is handed in and when it is processed.   The L.I.V.E. Program will do its best to process the paperwork in a timely manner.   

If a student organization fails to turn in the re-recognition paperwork or it is turned in incomplete, that student organization’s privileges (including the ability to schedule space on campus) will be suspended until approval has been granted by the L.I.V.E. Program.

Re-recognizing student organizations may schedule one major event, regular booth space, and regular meeting space for the month of September in advance of re-recognition approval.   Please note that student organizations are limited to one regular booth space in Wood Center per week, one regular meeting space in Wood Center per week, and one Carol Brown Ballroom reservation per semester.   Only student organization members who have been authorized to make reservations for the group will be allowed to schedule space; a list of members authorized to make reservations is required on the recognition form.

New Student Organizations:

The scheduling policy is a little different for new student organizations.    Groups who are applying for official student organization recognition through the Leadership Program are required to schedule two organizational meetings as a part of the approval process.   Paperwork for new student organizations may be submitted to the Leadership Program at any time.   New student organizations may not schedule any other events or meetings until they are approved by the Leadership Program.   Please keep in mind that there will be a slight delay between when paperwork is handed in and when it is processed.

Once a Student Organization is Recognized:

Once a student organization has been recognized, the group can make reservations for the Fall, Spring and Summer of the current academic year (subject to reservation policies for specific facilities).   Please note that student organizations are limited to one regular booth space in Wood Center per week, one regular meeting space in Wood Center per week, and one Carol Brown Ballroom reservation per semester. Only student organization members who have been authorized to make reservations for the group will be allowed to schedule space; a list of members authorized to make reservations is required on the recognition form.

After October 1, the Scheduling Office will ensure that a student organization has been re-recognized before approving any scheduling requests.

To ensure that the L.I.V.E.’s student organizations database is as accurate as possible, it is important to update changes of officers and reservationists online as they occur.

Scheduling Office:

All scheduling requests must be made in writing through the Wood Center Scheduling Form.   To schedule rooms for student organization use stop by 101D and fill out a Facilities Use Request form or e-mail the Wood Center Scheduling Office at uaf-event-schedule@alaska.edu.   Scheduling Office hours are Monday through Friday from 7:30am – 4:30pm.  

Wood Center Scheduling current rate for setup, teardown and event staffing for Student Organizations is $13.00 per hour.   Each student organization will receive 5 hours of event set up/tear down in the Wood Center per semester free of charge. Organizations using more than 5 hours of set-up/tear down time will be charged at a rate of $13.00 per hour.   If your event requires event staffing this will also be charged at the rate of $13.00 per hour.  

Please keep in mind that the Scheduling Office can also reserve classrooms for student organizations use.   Classrooms are an ideal location for weekly meetings but cannot be reserved until the second week of the semester due to academic schedule changes.   Any equipment needed in a classroom must be reserved through Media Services at the Library.

Dates:

Re-recognition paperwork due:      First day of classes to October 1

New student organization paperwork due:      Any time

Updated list of student organization officers/reservationists due:     As changes occur