Thomas Jefferson University

Guidelines for Reserving Space

  • Course Scheduling - In the spring of each year Space Management & Room Reservations (SMRR) and the Office of the Registrar work with all academic programs to schedule courses for the upcoming academic year. 
    • Who: Course Coordinators of academic programs.
    • What: Core curriculum classes. 
    • When: Please review Space Management & Room Reservations Protocol for details.
    • How: Course coordinators will be offered training on how to submit course information. 
  • Non-Course Events – After courses are scheduled, SMRR may be able to accommodate non-course events as far out as the upcoming academic year.
    • Who: University staff, hospital staff and instructors can request a room reservation.
    • What: All events other than courses and student organization events that take place in space managed by SMRR.
    • When: SMRR begins to accept requests for the upcoming academic year starting in early May of each year. Please review our protocol for more information.
    • How: All requests should be submitted through the EMS Web App. 
  • Student Organizations – Any event being organized by a student organization
    • Who: Officers of current and registered student organizations
    • What: Any student organization activity that takes place in space managed by SMRR
    • When: Student officers are able to submit space requests for the current academic year as early as August. This is in accordance to the policies put in place by the Office of Student Life and Engagement. 
    • How:
      • Student Organizations managed through the Office of Student Life and Engagement (OSLE) - begin the room reservation process by contacting OSLE. Student officers should NOT submit requests directly to SMRR, this will create delays.  Please review the Student Organization Protocol available through OSLE.
      • Student Organizations managed through the Office of Student Affairs - begin the room reservation process by contacting the Office of Student Affairs
    • Please note: Space managed by SMRR cannot be reserved for activities by students outside of a Student Organization.