about this guide
The Room and Course Scheduling team manages the Centrally Scheduled Classrooms schedule, including curricular and co-curricular use. The University of Arizona has dedicated the primary use of Centrally Scheduled Classrooms (CSC) by academic class sections. Co-curricular activities and events are scheduled in the classrooms as availability permits.
This resource guide outlines the process to submit a CSC event request for registered student organizations, including Fraternity and Sorority Programs and clubs recognized by the Associated Students of the University of Arizona (ASUA). Event requests are submitted in the room scheduling system, Ad Astra, once an account is approved.
Things to know before you begin
Event Request Accounts
To streamline processing, each student organization may designate up to two eligible event contacts to request access—typically the current president and treasurer. The designated event requester will be the primary point of contact for any issues that arise.
To request an account, email the RCS team from your official university email to verify club registration and officer status.
Note: Ad Astra accounts cannot be created over the phone.
Room Use and Fees
Student organizations are given four free hours of room use each week for events that don’t involve money. If your club uses more than four hours in a single week, or if your event includes any kind of cost for attendance — like ticket sales, donations, or fundraising — then the room use becomes billable. When that happens, the RCS team will reach out to the event requester to explain how the invoicing process works. Check the Room & Rates website for current fees.
Event Times & Locations
Events may be scheduled between 7:00 AM and 10:00 PM. A passing period is required between events to allow for classroom turnover and building closure procedures (e.g., 6:00–7:50 PM, 8:00–9:50 PM).
Weekend and evening events are primarily assigned to the following buildings:
- Manuel Pacheco Integrative Learning Center (ILC)
- Modern Languages (MLNG)
- Psychology (PSYCH)
- Harvill (HARV)
- Ceasar Chavez (CHVEZ)
Room assignments are subject to availability and existing building activities.
Request Processing & Confirmations
Submit event requests at least two weeks before the first meeting date. Requests submitted with less than two weeks’ notice may experience delays. Requests are not accepted for events with less than three day's notice.
Once approved, an event summary will be sent to the requester. This summary should be retained as confirmation of room use.
Accessing the Room scheduling request platform
Step 1: Navigate to the Ad Astra homepage and select Sign In from the top right corner.
Note: If a password reset is needed, email rcshelp@arizona.edu with the request.
Step 2: Use the provided Ad Astra log in credentials. The user name is the user’s NetId.
If this is your first time logging in, use the temporary password provided by Room and Course Scheduling.
After logging in for the first time, you will be prompted to create and save your own password.
Select Sign In.
Starting a Room request
Step 3: On the homepage, under Scheduling Tools, select the Main Campus Student Org Event Request form. To view room availability before starting the request form, select View Scheduling Grids.
Step 4: Once in the event form, answer the required questions and include any details or questions related to the event:
- Will this event have a guest speaker? If so, provide details on the presentation.
- Will there be a fee charged, or will money exchange hands?
- Will your event include food and/or beverages? If so, provide details.
- Does the event include non-enrolled minors?
- Do you require a brief, pre-event site visit and tech overview?
TIP: Have the answers to these event questions before beginning your event and room request.
Setting the meeting pattern
Step 5: Add Meeting
TIP: the time of the event can be changed by clicking in the box and typing in the desired time. This is helpful if you would like the event to end at the quarter hour.
Step 5a: If the meeting is a one time occurrence, select Single and enter the meeting day and time. If the same event will occur over multiple days, do not use the single meeting option, move on to Multiple Meetings.
Step 5b: Before saving, fill out the Meeting Name field and select the Requires Room box. Select Add Meeting.
Step 5c: If there will be more than one meeting, they can be included on one request by selecting Multiple. Meetings can be added one at a time by first setting the time, selecting the date, and using the arrow to add it to the meetings column. Do this for each of the event dates.
Step 5d: Before saving, fill out the Meeting Name field and select the Requires Room box. Select Add Meeting.
Step 5e: If the event will be recurring on a weekly or monthly basis, use the Recurring option. Provide information on how often the meeting reoccures (Daily, Weekly, Monthly, etc.); what day of the week, the Start day for the meeting sequence and how many meetings (End after or End by) will be included in the request.
Reminder: if no end date is entered, the meetings will end after 10 occurrences.
Step 5f: Before saving, fill out the Meeting Name field and select the Requires Room box. Select Add Meeting.
selecting a preferred classroom
Step 6: Once the meeting information is entered, an available room can be added to the request by clicking on Assign Rooms.
Step 7: Each room will be listed as Available, Unavailable or show the number of meetings that conflict with a scheduled class or event. Once a room is chosen, the field will populate with Selected.
70% Room Capacity Fill
The estimated event attendance should fill at least 70% of the capacity of the requested room. When choosing an available room, you can view the room capacity by hovering over the bullseye next to the building name.
Exceptions may be granted if a specific room is needed with an appropriate justification (i.e. a stage is needed for the event).
Step 8: The room should now be assigned to each meeting day. If you do not see the room on the meeting list, repeat Step 6.
Step 9: Select Submit. If the event request form was successfully submitted, an automatic email will be sent confirming the receipt.
need help? contact us!
For questions related to reserving a room for a student organization, reach out to the Office of the Registrar at rcshelp@arizona.edu.
created 9/2025