ITC Electronic Classroom Procedures

Following are the policies and procedures governing the use of ITC-supported technology classrooms. If you have questions or concerns regarding these policies, please contact the ITC Classrooms group.

  1. General Information

    The classroom policy, as defined in June, 1995, by the Executive Vice President and Chief Operational Officer Leonard W. Sandridge and Vice President and Provost Peter Low states that all scheduling of academic space at the University will be done by a central scheduling office, and that the office will be the Office of the University Registrar. This insures that all usage is recorded on the central data system for reporting purposes and that customers have a single contact for making room reservations.

    The Associate Provost for Academic Support has the ultimate responsibility for coordinating, monitoring, refining, and implementing classroom policy. Also mandated is the need for increasing classroom utilization rates throughout the University during the hours from 8:00 a.m. to 10:00 p.m. Monday through Thursday and 8:00 a.m. to 6:00 p.m. on Friday.

    Providing technological equipment in classrooms at the University requires additional steps for reserving such rooms. This procedure applies to all technology enhanced classrooms that are supported by ITC.

    For information about particular classrooms, please see our classroom list.

  2. Room Reservations

    1. All requests to reserve electronic classrooms will be handled by the Facilities Coordinator in the Office of the University Registrar (924-4132 | rooms@virginia.edu). Academic courses receive priority in all scheduling situations and will be scheduled prior to confirming other requests for reservations.
    2. Academic Use is defined as activities essential to the teaching and research missions of the institution. Requests may come from course instructors, departments or deans.

      Hours available for scheduling and support for Academic Use:

      Day of the Week Normal Hours
      Expert Technical Support      		 Prior Arrangement Hours1
      Staff Assistant Support2
      Monday 8:00 a.m. to 5:00 p.m. 5:00 p.m. to 10:00 p.m.
      Tuesday 8:00 a.m. to 5:00 p.m. 5:00 p.m. to 10:00 p.m.
      Wednesday 8:00 a.m. to 5:00 p.m. 5:00 p.m. to 10:00 p.m.
      Thursday 8:00 a.m. to 5:00 p.m. 5:00 p.m. to 10:00 p.m.
      Friday 8:00 a.m. to 6:00 p.m. exceptional cases only
      Saturday exceptional cases only exceptional cases only
      Sunday exceptional cases only exceptional cases only
      1For Academic and Non-Academic Use, the rooms are available on a prior arrangement basis during the hours shown.
      2Staff assistants who serve in the evening and weekends will allow access to scheduled electronic classrooms, deliver and set up equipment and provide minimal technical support, as time permits.
    3. Academic use requests for rooms during prior arrangement hours will be scheduled subject to availability of staff with priority given to requests made at least one week in advance of need. The Office of the University Registrar will coordinate and confirm these arrangements with the Classroom Technical Coordinator.
    4. "No Shows": If your event is cancelled or changed, please contact the Registrar's Office to cancel your reservation. If you fail to arrive as scheduled, the room will be locked by the support technician after 1 hour or after 1/4 of the reserved time, whichever is longer. Continuous "No-Shows" will result in the cancellation of the classroom reservation.

  3. Non-Academic Use

    1. Non-academic use is defined as any activity not essential to the teaching and research missions of the institution. Users in this category (e.g., Contracted Independent Organizations (CIO's), conferences, et. al.) can reserve rooms subject to availability of support.
    2. There are no fees for non-academic use of the rooms. A signed Damage Waiver Form is required, however, when making a reservation.
    3. In the case event cancellation, the event coordinator must contact the Registrar's office 48 hours prior to the scheduled start of the reservation. Failure to do so may result in a $50.00 "no-show" fee assessed at the discretion of ITC.

  4. Hardware and Software Support

    1. Special hardware requests can be considered if they are received at least one week in advance of event. If no advanced requests are provided, ITC's support personnel will, if available, provide the equipment requested.
    2. Requests to load discipline-specific software should be submitted by using the Software Request Form. The software must be supplied by the user with proof of licensure. The software should be provided to the ITC software group in a time frame that allows for adequate loading and testing.

      Deadlines for submission of software requests are:

      Semester Deadline
      Fall July 1
      Spring November 1
      Summer April 1

      Only an ITC certified technician is allowed to alter electronic classroom software configurations. Additional information about the rooms is available from the list of classroom facilities.

    3. ITC requests and encourages all instructors and or TAs scheduled to use a classroom supported by ITC to contact the appropriate support technician at least one week prior to their first scheduled use of the electronic classroom. Contact numbers can be found on the classroom list.
    4. As directed by the Provost's Office, ITC Classrooms are locked when not scheduled for use. Building Services staff are not allowed to open classrooms for non-scheduled use of the room. If you find a scheduled classroom locked, please call FIXIT (3-4948) for assistance.
    5. The University reserves the right to assess charges for damage or changes to equipment, furnishings or rooms.

© 2008 by the Rector and Visitors of the University of Virginia.

The information contained on the University of Virginia’s Department of Information Technology and Communication (ITC) website is provided as a public service with the understanding that ITC makes no representations or warranties, either expressed or implied, concerning the accuracy, completeness, reliability or suitability of the information, including warrantees of title, non-infringement of copyright or patent rights of others. These pages are expected to represent the University of Virginia community and the State of Virginia in a professional manner in accordance with the University of Virginia’s Computing Policies.