Reservations: Academic Buildings

Academic room reservations for student organization events will now be overseen by the Student Engagement Academic Reservations Team (SEAR). Student organizations will now submit their academic reservation requests via the Ad Astra (Astra) scheduling system through a specialized portal created for student organization use only.

Academic room reservation requests are to be reviewed and approved by the SEAR Team in conjunction with the Student Organization Center (SOC) and the Office of Fraternity and Sorority Life (FSL) accordingly.

How do I access Ad Astra?

The Astra portal’s URL and login credentials will be shared by the SEAR Team with each student organization’s Designated Room Schedulers that are registered with SOC/ FSL. Personal account requests from students will be denied.

How do I submit an academic reservation request?

On the Student Organization Astra Portal homepage, there are three forms listed on the right side of the page: General Room Request Form, SOC Special Room Request Form, and FSL Special Room Request Form.

The list of rooms that are considered Special Rooms are located on the left side of the homepage, as well as within the form itself. If your organization is overseen by FSL, you must fill out the FSL Special Room Request Form to request these rooms; if your organization is overseen by SOC, you must fill out the Special Room Request Form. Both FSL and SOC student organizations may use the General Room Request Form.

How do I modify or cancel a request?

If any modifications to the date/time/location need to be made to any type of room request or confirmed reservation, you must email the SEAR Team at SEAR@utdallas.edu at least 3 business days before the event. If any additional room equipment (tables, chairs, etc.) or A/V services (mics, tv cart, etc.) need to be added to your event, you must email the SEAR Team at least 10 business days before the event.

If you need to cancel your general or special room reservation or request, you must email the SEAR Team at least 24 hours before the event.

Who do I contact for help with Academic Reservations?

Please see below our Academic Scheduling Guides:

For additional questions, please contact the SEAR Team at SEAR@utdallas.edu. For in-person inquiries for SOC Organizations, please visit the Student Engagement Suite on the second floor of the Student Union across from the Galaxy Rooms. For in-person inquiries for FSL Organizations, please visit the FSL Office on the first floor of the Student Union.

Academic Scheduling Rules and Regulations

All student organizations and its members must abide by the rules and regulations outlined within the SOC Manual for Student Organizations created by the Student Organization Center, as well as, those defined within the University’s Student Code of Conduct. Failure to do so will result in consequences, as deemed appropriate by the Student Organization Center and Office of Fraternity and Sorority Life, to be administered accordingly.

Additionally, student organization events held in academic spaces must adhere to the room and building usage rules that are applicable to their event, as well as the specific location that it is held. Failure to do so may result in the suspension of reservation privileges for those areas.

Room and Building Usage Rules

Food and drinks (except for water) are not allowed to be served at Student Organization events; with the exception of events with reservations in the following locations:

SCI Atrium
FO 1st and 2nd Floor Atriums
TI Lobby
HH Lobby
SOM Atrium
Any outdoor location

The following general guidelines are for the use of all academic classrooms and spaces:

NO food or drinks (except for water) are allowed inside the classrooms
Do not rearrange furniture
Do not move furniture either into or out of the room
Do not staple, tape, glue, tack, or otherwise affix any item to any structural component of the building
You are responsible for removing excess trash from the classroom once the meeting is over
The room needs to be ready for classes when your event ends

For reservations in the Davidson Auditorium (SOM 1.118) and Atrium:

The student organizations RUO or Advisor is required to be present throughout the duration of the event
For events that have reserved the Atrium to distribute food or drinks, you are responsible for cleaning up all trash and leftover food and disposing of it either in the large hallway trash cans or in the dumpster.
Food and drinks must stay in the Atrium area and are not allowed inside the Auditorium

For reservations in the FO 1^st or 2^nd Floor Atriums:

Do not move the furniture out of the Atriums, unless done so by Facilities Management
If you rearrange the furniture inside the Atriums, please put it back in the original order
If you are utilizing a sound system or providing music, keep the volume down to a reasonable level.

For reservations in the HH Lobby:

Do not remove the furniture in this area
If you rearrange the furniture, please put it back in the original order
If you are utilizing a sound system or providing music, keep the volume down to a reasonable level
Pick up any food or trash and dispose of it in the large hallway trash cans or in the dumpster
Do not unplug the televisions

For events that will have art activities, you are required to abide by the following academic building art rules:

The student organization is responsible for providing appropriate protective covering for the tables and floors
The student organization is responsible for picking up any leftover debris, leaving the room as they found it
All large pieces of trash must be disposed of outside of the room in one of the larger trash cans or dumpster
No glitter, beads, or confetti
Arts and Craft events must take place in either FO or GR. If rooms are not available, please reach out to the SEAR Team for acceptable alternatives

For events where a video/movie/tv show will be shown

It is required that a screening license be purchased either by or on behalf of the student organization for the materials being shown. For questions regarding viewing licenses, please reach out the SOC at SOC@utdallas.edu . Browse available content for which a license can be purchased.

Student organization events are not allowed to take place during Reading Days, Final Exam days, and Campus Holidays.

Note: All Rooms and Building Usage Rules are subject to change at the discretion of SEAR, SOC, FSL, and all other Academic Building Room Schedulers on campus.

Reservations: Academic Buildings