GP Classrooms may be scheduled for events for departments and approved student organizations after classroom assignments are finalized for a term. Rooms may be scheduled with a tentative status for the first two weeks of any term; classes are still being moved and added through this time and rooms must be available to make those changes.

To request use of a GP classroom for any event (academic or non-course related), please contact your department scheduler. If you do not have a department scheduler, contact [email protected] to request a contact or permission to request spaces.

COVID-19 Protocols for Events in Classrooms

Updated 09/23/2020: Effective for Fall Term 2020, student groups and organizations are limited to 10 attendees when using General Purpose (GP) classroom spaces. Student groups are encouraged to explore space reservation options with the Memorial Union for any space needs beyond this limit.

Updated 11/16/2020: During the two-week freeze, events in GP classrooms are limited to those events directly related to academic course sections (including instructors using classrooms for remote instruction). Other events needing to utilize the zoom technology in GP classrooms may be scheduled at the discretion of the Schedule Desk and will be limited to no more than two attendees.

General Purpose room use policies:

  • Food and Drink are not allowed.
  • Study sessions for student organizations are not allowed.
  • If you move furniture in the room, or make a mess, clean it up.
  • Do not “borrow” furniture from other rooms.
  • Some events may be denied use of classroom space if the event is inappropriate for the purpose of the classroom
  • Possession, consumption, or furnishing of alcoholic beverages or controlled substances is prohibited
  • Noise must be kept to a minimum, there may be classes/tests in session in nearby rooms.
  • If we receive confirmed complaints regarding your event, your organization may be barred from using GP classrooms for future events.

    Important:

  • If your event takes place after building hours or on a weekend, the ADA/Accessible entrance to the building should be open. If you find that entrance is locked when you arrive, please contact Public Safety’s non-emergency line (541-737-3010) to have it unlocked; be prepared to provide them with your event CRN.
  • If your event will have attendees from off-campus (not affiliated with OSU), you must inform [email protected]. You may need to work with Conference Services to ensure compliance.
  • All events and activities involving unaccompanied minors (under age 18, not OSU students) are required to register with the Office of Youth Safety & Compliance. Registration can be completed online at https://youth.oregonstate.edu.   
  • Please review the information on your confirmation email carefully to make sure it is correct (dates, days, times, room, etc.). Let the Schedule Desk know via email if there are any changes needed. You can verify your reservation is correct in Web Viewer within an hour of receiving your confirmation email. If you notice anything incorrect in your reservation or that it is not showing up after an hour, please let the Schedule Desk ([email protected]) know as soon as possible.

Fees for events in classrooms

Certain GP classrooms may involve fees for use, including many LINC classrooms and Milam Auditorium (MLM 026).

Approved Student Organizations

Student groups and organizations recognized for the current academic year are permitted to use General Purpose (GP) classroom space for meetings and events. Study sessions are NOT permitted in GP spaces.

Representatives from student groups interested in requesting GP space should reach out to [email protected] for guidance on requesting space on campus and to ensure their group and scheduling contacts are properly set up to request reservations in 25Live. Student groups are limited to three designated scheduling contacts.

Each summer all student group organizations in 25Live will have their status set to "Unrecognized" at which point they will no longer be able to request events sponsored by that group. Student contacts for those groups will also have their requesting privileges removed. Any existing requests at that point may remain in the queue, but will not be scheduled until that group is recognized for that academic year. New requests will not be accepted until the group is recognized for the current academic year, at which point any designated scheduling contacts will also be granted requesting privileges.

25Live Pro

The Office of the Registrar will be transitioning from WebViewer to 25Live Pro (also referred to as 25Live) for event and classroom scheduling over the summer of 2020. 25Live will be available for requests in early June 2020 for events taking place on or after June 15, 2020. WebViewer will be completely phased out and unusable by the end of June 2020. Event CRNs will no longer be required or provided.

Questions regarding 25Live or this transition should be directed to [email protected].

What is 25Live?

25Live Pro is web-based scheduling and calendaring software. It can be used to view scheduled courses and events university classrooms, request events in classroom spaces, and publish events to calendars.

25Live will be used by the Schedule Desk in the Office of the Registrar to schedule classrooms for academic courses, as well as by the OSU Community to schedule events in classroom spaces. Usage of 25Live may expand to other spaces on OSU campuses in the future.

Who may use 25Live?

Students, faculty, and staff on Corvallis campus should contact their department scheduler if they wish to reserve a classroom for an event. Some other representatives from departments throughout campus, in addition to department schedulers, will also be given permissions to request GP classroom space on a case by case basis. Individuals wishing to use 25Live to request events should contact the Schedule Desk at [email protected] to inquire about gaining requesting privileges. Those individuals may instead be directed to department schedulers at the discretion of the Schedule Desk.

Approved student organizations may also use 25Live to request use of GP classrooms spaces (and some department classroom spaces). Each student organization should designate one or two individuals to be the “scheduler” for that group. A maximum of three students per organization will be given request capabilities in the software. Students should contact [email protected] to designate those schedulers and to determine if their organization is set up in the software.

How do I use 25Live?

Log in to 25Live with your ONID credentials by visiting https://25live.collegenet.com/oregonstate and clicking the link in the upper right corner. All authenticated users will have view-only access unless they are approved for requesting privileges per the information above.  Department schedulers will receive training and instructions for use beginning summer of 2020.

Please see the following PDF guides and instructions:

25Live Scheduled Reports

Scheduled reports (including daily and/or weekly emailed building or classroom schedules) are available to interested university faculty and staff. Please contact [email protected] if you are interested in receiving scheduled reports.