How to Request a Room (Meeting, Tutorial, Exam, etc.)
The Office of the Registrar is responsible for scheduling the activities to occur in the general use classrooms and computer labs. Prior to submitting a request to use a specific room, please check the list of Registrar-scheduled classrooms to confirm that the desired room is scheduled at the time needed by the OTR.
- Faculty, instructors, and staff members may request a classroom here.
- Student organizations may request a classroom here.
- External organizations must document their classroom requests as described in this procedure.
When Will My Classroom Request Be Processed?
Academic courses always take priority over non-course events when allocating Rice classroom space. Because course schedules shift leading up to and during each term, event requests for future semesters are processed on a tentative basis upon receipt and confirmed, if possible, once the classroom schedule has been published.
Processing Timeline at a Glance
| Booking Type | When Requests are Reviewed | Initial Status |
|---|---|---|
| Standard Events (Current Semester) | 2-3 business days after receipt | Scheduled |
| Standard Events (Future Semester) | 1 month prior to semester start | Tentative (Room not Guaranteed) |
| Prime-Time Events* (Peak Hours) | 1 month prior to semester start | Tentative (Low Availability) |
| Recurring Colloquia | Seminars | Lectures | Any time | Scheduled |
| Final Exam Period Events | Mid-semester (After exam schedule is published) | Tentative (Room not Guaranteed) |
*Note: Classroom availability during prime time is very limited. It is recommended that you find an alternative location via rooms.rice.edu.
Understanding Booking Statuses
Tentative Status
- Your request has been logged in our system, but space is NOT guaranteed or held.
- Final confirmations are processed a couple of weeks before the semester starts to ensure course needs are met first.
Scheduled Status
- Your event space is officially confirmed.
- Exception: In rare circumstances, an event may be relocated if a course requires that specific instructional space.
What to Expect During Semester Kickoff
During the first two weeks of the semester, room assignments undergo massive shifts to accommodate live student enrollments.
- Turnaround Delays: Standard processing times may increase from 2 business days to 5-7 business days.
- Possible Relocations: Events scheduled during the first two weeks of classes may need to be shifted if a course requires their space.