Philadelphia University + Thomas Jefferson University

Guidelines for Reserving Space

Most bookings fall into 1 of 3 categories: Course scheduling, non-course events & Student Organizations. Please scroll down to review the guidelines that apply to your needs.

  • Course Scheduling - In the spring of each year the division of Space Management & Room Reservations (SMRR) and the University Registrars work with all academic programs to schedule courses for the upcoming academic year. This process is given priority and is outlined in our protocol.
    • Who: Course Coordinators of academic programs
    • What: This pertains to core curriculum classes. Note: Study groups and other ancillary academic bookings do not fall within this category.
    • When: If you are a course coordinator please review the course scheduling timeline detailed in our protocol.
    • How: Course coordinators will be offered individual or team training on how to submit course information. 
  • Non-Course Events – After courses are scheduled, SMRR is able to accommodate non-course events. Most events fall into this category and can book up until the end of the current OR upcoming academic year.
    • Who: University staff, hospital staff and instructors can request a room reservation.
    • What: This pertains to 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 May 1st of each year. Please review our timeline for a better understanding of when space is released. This is detailed in our protocol.
    • How: All requests should be submitted through the EMS Web App. This tool allows users to view availability of space, request services and submit all necessary information at once. Users will be able to view the status of their request and modify existing reservations. Please review the EMS Web App user guide for instruction on how to use the EMS Web App.
  • Student Organizations – Any event being organized by a student organization
    • Who: Officers of student organizations
    • What: Any student organization activity that takes place in space managed by SMRR
    • When: Requests for student activities follows the same timeline as non-course events. Please review our timeline for a better understanding of when space is released.
    • How – Part 1: Officers of Student Organizations managed through the Office of Student Life and Engagement (OSLE) will need to start the room reservation process by contacting OSLE. Student officers should NOT submit requests directly to SMRR, this will create delays.  Please review the Student Org Protocol available through OSLE.
    • How – Part 2: Officers of Student Organizations managed through the Office of Student Affairs should begin the room reservation process by contacting that office.
    • Space managed by SMRR cannot be reserved for activities by students outside of a Student Organization. Study space is available to all students on campus. Students can also reserve study space in Scott Library.