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about this guide
This resource guide shows how to submit a room reservation for a student organization using the scheduling system Ad Astra. The Room and Course Scheduling team manages all centrally scheduled spaces on campus. To preview all of our classrooms, please visit our Centrally Scheduled Classroom interactive map.
Student organizations must be approved by the Associated Students of the University of Arizona (ASUA) in order to reserve Centrally Scheduled Classrooms. Event requests will need to be submitted by the president or treasurer to ensure the student organization has approved the request, and one point of contact identified should any issues arise. To gain access to the scheduling system, email rcshelp@arizona.edu with the request and provide a screenshot or link to the organization website for verification. Ad Astra accounts cannot be created over the phone.
Student organizations are allotted four free hours of room use per week for events that do not charge money. If the total number of room use hours is over four in one week or the event has a cost for those attending, Room and Course Scheduling will send an invoice for room use. The current room rate and fee table can be found on the Room and Course Scheduling website.
Accessing the Room scheduling request platform
Step 1: Navigate to the Ad Astra homepage and select Sign In from the top right corner.
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.
Note: If a password reset is needed, email rcshelp@arizona.edu with the request.
selecting a room or space
Step 3: 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.
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.
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 8/2025