The Office of Business and Finance maintains a master calendar of college events and social activities. All events must be scheduled through this office to alleviate conflicts and facilitate effective programming. The Priority Categories List below indicates what events may or may not be scheduled in conflict with each other.
The following procedure should be used to schedule an event.
- If the academic calendar has been adopted for the year in which the event is to be scheduled, then
- Before scheduling an event, check the availability of the proposed date and location by visiting the master calendar webpage.
- Complete the on-line Event Request form. The master calendar coordinator may require confirmation from the event sponsor or group advisor as well as the relevant building coordinator before completing the reservation.
- Indicate on the reservation request form any maintenance, equipment, and/or food service requirements. If you need certain equipment or furniture set up, fill out a separate work order and submit it directly to the Physical Plant (450-1348). Contact Dining Services (450-1309) to arrange for food service. Contact the Media Center (450-1346) for any audio-visual equipment needs.
- If your event conflicts with another event already on the master calendar, consult the priority categories list at the end of this document to determine whether your event is able to be confirmed without approval from the scheduler of the other event. Events in some categories cannot be scheduled against without such approval. Contact the master calendar coordinator if you have questions. Remember, your event is not scheduled on the master calendar until the conflict is resolved. If you are unsuccessful in resolving the conflict, schedule the event at another time or appeal your case to the Associate Provost.
- You will receive a confirmation email when the master calendar coordinator has confirmed your event. Even though your event may immediately show up on the calendar web page, the event is not officially scheduled until you receive a confirmation. In most cases this takes, at most, a few days. Always read your confirmation email carefully for any errors and contact the master calendar coordinator immediately if you find any errors. Events may not be advertised until the master calendar coordinator has confirmed them.
- Events between 8:00 a.m. and 4:10 p.m., Monday through Friday, cannot be confirmed in classrooms until the course schedule has been entered for that semester. The Associate Provost must approve exceptions in advance.
- If the academic calendar has not been approved for the year in which the event is to be scheduled, then events may be submitted using the above procedure; however, no events will be confirmed until the academic calendar has been approved and your event may be subject to being rescheduled. Once the academic calendar has been approved, the major music ensemble concerts and the major theatre productions will be allowed to confirm their events. After those events have been confirmed, confirmations will proceed in the usual manner described above.
If your event needs an earlier confirmation because of contractual obligations, you may ask the Associate Provost to make an exception and confirm your event.
Priority Categories List
The following guidelines, adopted by Senior Staff after lengthy discussion by a special task force, establish categories that distinguish among campus events based on criteria such as breadth of interest, expected level of participation, and frequency of occurrence. These categories are intended to assist coordinators in scheduling events on the master calendar. The descriptions of the categories indicate what events may or may not be scheduled in conflict with each other. The list of events following each description is not meant to be exhaustive but rather to illustrate the types of events that fall into that category.
Exclusive. These are events against which nothing else may be scheduled. Exclusive Events are of major significance in the life of the College and are designated by Senior Staff.
- Campus-wide Convocations such as honorary degree conferrals, distinguished professor installations, building dedications, and presidential inaugurations
- Commencement
Priority/Restrictive. These are major, campus-wide, single-occurrence events. These events may not be scheduled against events in the Exclusive category. No broad interest events or other priority/restrictive events may be scheduled against priority/restrictive events without written permission of the first scheduler All groups that schedule events in this category are encouraged to meet and work on schedules together as far in advance as practical. Any conflicts with events that cannot be resolved by the sponsors of the events should be appealed to the Associate Provost for resolution.
- Alumni Weekend and Family Weekend
- Buthman and Drake lectures
- Miller Programs major events
- Murphy Program major events
- Music Department major events (including guest recitals and concerts)
- New Student and Parent Orientation programs
- Phi Beta Kappa lectures
- Special Events programs
- Steel Center lectures
- Theatre Arts Department major productions (Thursday night only)
Broad Interest. These are events of broad campus interest but which may not require an exclusive slot on the calendar. This category includes events with multiple occurrences. Broad Interest Events may not be scheduled against any other Broad Interest Event without approval of the first scheduled event sponsor, or against previously scheduled events in the Exclusive and Priority/Restrictive categories. All groups that schedule events in this category are encouraged to meet and work on schedules together as far in advance as practical. Any conflicts with events that cannot be resolved by the sponsors of the events should be appealed to the Associate Provost for resolution.
- Art Department exhibit receptions, lectures
- Board of Trustees meetings
- Candlelight Carol Services
- Chapel services
- Conferences and meetings of organizations hosted by College major events
- Faculty/staff recognition and retirement receptions
- Friday Afternoon Discussions
- Murphy Programs departmental lectures, films, readings, or other presentations
- Music Department student and faculty recitals/concerts
- Social Committee major events
- Student Affairs Offices’ programs major events
- Student organization major events such as speakers, films, and discussions
- Student Senate Events (Campus Kitty, Shirttails Serenades)
- Theatre Arts Department productions (except Thursday performances which are Priority/Restrictive)
Special Interest. These are events of interest to limited audiences. Events that anticipate more than 30 audience members will be classified as Broad Interest Events. Special Interest Events do not require an exclusive time slot. However, these events may not be scheduled against previously scheduled events in the Exclusive category. Sponsors of Special Interest Events should try to avoid Broad Interest and Priority/Restrictive Events. Any conflicts with events that cannot be resolved by the sponsors of the events should be appealed to the Associate Provost for resolution.
- Development Office donor visits
- Ensemble rehearsals/practices
- Faculty Colloquium
- Faculty committee meetings
- Faculty meetings
- Faculty workshops
- Intramural sports
- Sport club practices and matches
- Student Affairs Offices’ programs
- Student committee meetings
- Student organization meetings and programs
- Student Senate meetings
- Tutoring sponsored by Academic Success
Off-Campus Organizations. These are events sponsored by on- or off-campus organizations with primarily off-campus audiences. They may be scheduled when space is available, with campus organizations having first priority.
- Arkansas Governor’s School
- Ministers’ workshops
- Other off-campus organization meetings
- Summer athletic camps
- Tennis leagues
- United Methodist conferences
Off-Campus Scheduling. These are campus events whose schedules are determined by off-campus organizations.
- Intercollegiate athletics conference games and tournaments
Convocation Period Series
Thursdays from 11:10-1:00 are ideal for campus-wide events such as official ceremonies, invited speakers, and performances. Campus programs and organizations are encouraged to consider using the convocation period for Broad Interest events. Special Interest events may also be scheduled in the convocation period unless an Exclusive Event is scheduled at that time. Events can be proposed for all or only part of the two-hour convocation period. The major exception is that faculty meetings will have the first priority in scheduling during this time period. All requests for convocation period scheduling should be approved by the Associate Provost before going to the Master Calendar.