SM FAQs
FAQ Topic Areas
- Campus Operations
- Campus Venues
- Classroom Equipment and Furniture
- Event Reservations
- Event Scheduling and Viewing
- Event Related Charges
- Final Exams
- Scheduling Classes
Campus Operations
Q: The heat/air conditioning is not working properly in the room I am using – who do I contact?
HVAC is programmed by Facilities Services Central Plant in buildings/rooms for classes and events that are scheduled as well as for offices during normal business hours. To report HVAC problems, please contact Central Plant at (916) 278-6242 during regular business hours Monday-Friday. For after-hours and weekend assistance, call (916) 278-6851.
Q: The building/room is locked for my class or event - who do I contact?
Doors are unlocked by University Police to buildings in which classes and events are scheduled. If you have not properly scheduled a class or event, please consult your department support staff to make scheduling arrangements with Space Management.
To report a problem with accessing a building for a scheduled class or event, please contact University Police at (916) 278-6851. To report a problem with accessing a University lecture room for a scheduled class or event, please contact Facilities Services Customer Service during regular business hours at (916) 278-6242.
If the instructional room is a department lab and it is locked, please contact the department or college with jurisdiction to the lab for assistance to access the lab. To report a problem with accessing a department or faculty office, please contact the appropriate academic college for assistance.
Q: When are campus buildings open?
Campus building normal operating hours during fall and spring are Monday-Thursday, 7am-10pm and Friday, 7am-5pm. For winter, building hours are Monday-Friday, 7am-5pm in specific and limited buildings. For summer, building hours are Monday-Friday, 7am-4pm in specific and limited buildings. On weekends, buildings are open as needed when classes or events are scheduled. Only a handful of buildings are scheduled as needed on weekends and after normal operating hours in order to conserve energy and keep operating costs minimal. Buildings are closed on campus holidays.
Note: Administrative buildings, the Library, UEI facilities (Hornet Bookstore, University Union, The Well, etc.), the Alumni Center, Napa Hall, and/or Residence Halls may have slightly varied operating hours. Check directly with these areas for their operating hours.
Campus Venues
Q: What campus space does Space Management schedule?
Space Management schedules State-owned instructional facilities and all outdoor spaces (with the exception of the Challenge Center) on the Sacramento State campus. For more information, visit Campus Venues.
Q: What other departments on campus in addition to Space Management schedule space?
Several departments in addition to Space Management such as the Alumni Center, University Union and Residence Halls schedule space for events. For more information, visit Campus Venues.
Q: Where can I view a Sacramento State campus map?
Campus maps are available online at http://www.csus.edu/map.
Classroom Equipment and Furniture
Q: I want to know what technology equipment is in a classroom or have a problem with the equipment in a classroom - who do I contact?
To view information about technology equipment in classrooms, visit Learning Spaces. To report a technology equipment problem in a classroom, contact IRT Classroom Services at (916) 278-7337, Option 1.
Q: There are not enough chairs/desks in the room I am using – who do I contact?
Official seat capacity and furniture configuration for instructional lecture rooms is maintained by Space Management. If the furniture seat count is incorrect in a classroom or if there is a furniture safety issue, please notify Space Management at (916) 278-6507 or spacemgt@csus.edu. The seat count in classrooms includes the ADA chair. Space Management will coordinate with Facilities Services to correct the seat count or safety issue as quickly as possible for any classroom issues that are reported. For more information, visit Classroom Furniture.
Q: How do I request tables and chairs for my event?
Once an event is initially scheduled in Astra Schedule by Space Management and a Reservation ID is generated, a request for tables and chairs can be sent directly to Facilities Services at http://www.csus.edu/aba/Facilities/customer-service/tables-chairs.html. It is the customer's responsibility to make arrangements directly with Facilities Services for tables and chairs.
Event Reservations
Q: I need to reserve a room for a campus meeting or event – what form do I use?
Two forms are available for campus departments to request use of University facilities. Visit Space Requests for more information.
Q: I am a student and want to reserve space for a group event – what do I do?
Students are not allowed to reserve University space on their own. If you belong to a certified student organization, you will need to begin your process with the Event Services Office or Student Organizations & Leadership (SOAL) in the University Union. If the group event is directly associated with an academic class, then you can talk with your professor about planning the event through the academic department.
Q: I am a member of a community organization and want to reserve space for a group event – where do I begin?
Community groups are welcome to rent facilities at Sacrament State. Campus facilities are available for community events when not needed for University programs. To see if your group qualifies for use of University facilities, please visit Use of University Facilities. Community organizations should contact the Office of Space Management directly at (916) 278-6507 or spacemgt@csus.edu for further information and to request facilities for events. Note: A minimum of 60 days advance notice if required.
Event Scheduling and Viewing
Q: What are the event scheduling timelines for each term?
The event scheduling timelines are the same every year. For best facilities selection and priority scheduling each year, note the following deadlines for submitting space request forms.
- February 1st for all Summer requests
- June 1st for all Fall requests
- October 1st for all Winter and Spring requests
Space Management begins scheduling events shortly after these dates each year once the initial class schedule is established. Requests submitted well in advance of final deadlines are encouraged. Requests submitted after the priority event scheduling deadlines will be processed in the order they are received along with all other requests from the campus and community.
Q: How will I know when my event is scheduled?
When a campus event is initially scheduled in Astra Schedule by Space Management (per the timelines mentioned above), a campus customer will automatically receive an email generated from Astra Schedule that informs the customer the event has been scheduled and is being reviewed. The review process may take several days or weeks depending on the nature and complexity of the event and/or the number of events in queue to process. Once the event has been confirmed, an event confirmation email will be sent to the campus customer from Astra Schedule. If event related charges are assessed, the campus customer will be informed by Space Management staff prior to the event confirmation.
Note: The event scheduling and notification process is slightly varied for non-campus events as insurance and a contract is required for events involving external groups. For more information, view Use of University Facilities Process and Deadlines (PDF).
Q: How can I view events scheduled on campus?
Astra Schedule is the University's software tool for locating and scheduling facilities for classes, final exams and events. Campus customers may view classes and events scheduled in State-owned instructional facilities and outdoor spaces via the Astra Schedule Web client on campus (or off campus with a VPN connection) as a Guest User at https://astra.csus.edu. Choose the Schedules Menu to view classes and events scheduled. Then select the desired report View (List, Weekly Calendar, Monthly Calendar, Daily Room Grid, or Weekly Room Grid) and filter criteria before selecting Apply Filter.
Customers may also view The Campus Calendar of Events maintained by the University Union to view events planned in the Union and other publicized campus events.
Event Related Charges
Q: Why are there charges for my event?
When an event request is submitted, a customer agrees to Use of University Facilities Terms and Conditions. Specifically, a customer accepts responsibility and agrees to pay for all event charges which may include service charges for energy use, cleanup, other services and/or use of facilities. Events may be assessed charges for a multitude of reasons which include but are not limited to events scheduled outside of normal campus operating hours, events with large attendance, and/or events with food or beverages served.
Q: I have questions about event charges - who do I contact?
Customers may contact Space Management for general questions about event charges assessed and the event billing process. For specific details or concerns regarding event charges assessed, customers should contact the department that assessed the charges.
Q: What are the facilities rental fees for external groups?
Rental fees for use of University facilities by external groups may be viewed at Rental Fees. Additional charges will be assessed to cover all University services, equipment use, events managers, and other staff costs, plus damages incurred. For more information, please contact the Office of Space Management directly at (916) 278-6507 or spacemgt@csus.edu. Campus facilities are available for community events when not needed for University programs.
Final Exams
Q: What are the dates for finals exams?
The final exam grid is posted on the Sacramento State Portal and is available to students, staff and faculty at
http://www.csus.edu/schedule/ActiveFinalExamSched.html.
Q: Is my instructor holding a final exam and if so, where is it?
Consult with your instructor and/or department about the final exam status and location. Every effort is made to schedule a final exam in the same room where a class meets all term. However, due to room conflicts with other exams, a different room may be assigned.
Q: I am a faculty member and need to change the room, date or time of my scheduled final exam - what do I do?
Faculty should request final exam changes through their department office rather than direct contact with Space Management. Final exam exception requests to change the final exam schedule to another day and time are subject to review and approval by Academic Affairs. Final exam exception requests (room changes, additions, special requests, requests for IRT PC labs) are processed by Space Management after the final exam schedule is complete, usually the month prior to the actual exams.
Scheduling Classes
Q: When do I use Astra Schedule to schedule rooms for classes?
After the initial schedule building deadline up until census for fall and spring terms, department schedulers should use Astra Schedule to search for and schedule rooms for classes. Room changes may NOT be made in CMS after the initial schedule building period because conflicts may result with events and energy use plans that impact specific facilities. Astra Schedule is not used by academic departments to schedule rooms for summer and winter terms. Departments are encouraged to refer to the Schedule Building Calendars, Schedule Building Instructions and Training Manuals distributed by Academic Affairs, the College or Continuing Education, and Space Management. For more information, visit Academic Scheduling Dates.
Q: If I need assistance scheduling classes, who do I contact?
Department schedulers can contact Academic Affairs, the College of Continuing Education and Space Management for assistance scheduling classes. It is appropriate to contact Space Management for questions and concerns regarding room availability, room allocation and utilization, and using Astra Schedule. For other scheduling questions pertaining to CMS transactions, departments should contact Academic Affairs or the College of Continuing Education for summer or winter terms, if applicable.
Q: How do I schedule additional facilities in Astra Schedule?
Departments schedulers may reference the Astra Scheduling Classes into Facilities training manual (PDF) on page 36 for instructions on how to schedule additional facilities in Astra Schedule. For further information or assistance, please contact Space Management directly at (916) 278-6507 or spacemgt@csus.edu.
