How To Schedule Your Event

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Schedule Your Meeting

IMPORTANT INFORMATION!

Please do not check the 'Private' or 'Featured' boxes or un-check the 'Requires Room' box. These cause your event to not be able to be scheduled and you will have to resubmit your request.  

Do Not Use the Spanning feature when selecting your dates. This usually causes most of the rooms to not be available.

Thank you

What is the Scheduler?

The Scheduler is a software that will let you, online, reserve rooms and space to have meetings and events. The software allows you the ability to quickly find rooms and resources that are available and the University to better utilize space. The software works best in the Chrome browser.

The Scheduler is also the person that is responsible for the administration of the software; by updating rooms, resources and access to the software. You can send comment, concerns and questions to the Scheduler at scheduler@nsuok.edu.

What is my login and password?

If you are a student, faculty or staff member of NSU, then you will use the same login and password that you use for your NSU email. 

If you are a Guest of NSU, then you will not need to login.

Why am I not associated with my department, college, committee or group?

This is a manual process and we are working to get everyone associated with their departments and colleges, but some of the information we do not know. If you would like to be associated with a specific department, college, committee or group, please email the scheduler@nsuok.edu and we will take care of that. Be sure to include the specific department, college, committee or group(s) that you are a part of.

Will I get notifications about what is happening with the meetings and events I schedule?

Yes, when you schedule a meeting or event, you will automatically get emails (to the email address you listed) that will tell you what status your meeting or event is in. 

How do I know which request form to use?

Most individuals making requests will have specific forms to use. (This makes it simple.) There is a short video, in the ‘How Do I…’ section on the left, that will show you how to fill them out. But here are the different forms and what they are used for and who should use them:

Faculty / Staff / Guests

Tahlequah Request Forms – This form is used for the specific rooms and spaces that Auxiliary Services manages. (University Center, Alumni Center, Event Center, Webb Auditorium and Webb Tower) Faculty/Staff and Guests will use this form to reserve areas these areas. There is a 7-day lead time for this request, if you need to schedule for less than 7 days out, you will need to contact Auxiliary Services (918-444-2500) and make those arrangements.  *(If you are unsure what room would be best for your event or meeting you can choose the 'Undecided - Schedulers Choice' room and a room that fits your needs will be assigned for you.) 

Muskogee Request Forms – This form is used for rooms that are available on the Muskogee campus. Faculty/Staff and Guests will use this form. There is a 7-day lead time for this request, if you need to schedule for less than 7 days out, you will need to contact the Muskogee campus (918-444-5000) and make those arrangements.  *(If you are unsure what room would be best for your event or meeting you can choose the 'Undecided - Schedulers Choice' room and a room that fits your needs will be assigned for you.) 

Broken Arrow Request Forms – This form is used for rooms that are available on the Broken Arrow campus. Faculty/Staff and Guests will use this form. There is a 7-day lead time for this request, if you need to schedule for less than 7 days out, you will need to contact Auxiliary Services (918-449-6121) and make those arrangements.  *(If you are unsure what room would be best for your event or meeting you can choose the 'Undecided - Schedulers Choice' room and a room that fits your needs will be assigned for you.) 

Equipment Request Form – This form is used for requesting equipment, that will be taken off-campus, from Auxiliary Services. Faculty/Staff and Students will use this form to make requests from Auxiliary Services. There is a 7-day lead time for this request, if you need to schedule for less than 7 days out, you will need to contact Auxiliary Services and make those arrangements.

Classroom and Lab Request Form – This form is used for Faculty/Staff to schedule classrooms and labs for internal university meetings/training/study groups. These rooms can be booked upon availability, there is only a 30 minute lead time and a 60 day limit. This is due to needing to protect academic space that is available, so we do not limit classes from being scheduled. 

Conference Room Request Form – This form is used for Faculty/Staff to schedule small conference rooms for internal university meetings. These rooms can be booked upon availability, there is a 30 minute lead time and a 180 day limit. (For booking recurring departmental and committee meetings, further out than 180 days, you will email your semester/yearly schedule to the scheduler@nsuok.edu, they will be loaded into the system for you. Please be specific in place, time, recurrence schedule and the correct contact person.)

Jazz Lab/CPA Request Form – This form is used for requesting events at the Jazz Lab or the Center for the Performing Arts. There is a 14-day lead time for this request, if you need to schedule for less than 14 days out, you will need to contact the Music Facilities Manager and make those arrangements.

ITV/Web Conferencing Request Form – This form is used for requesting ITV or Web Conferencing rooms that are needed for meetings. There is a 2-day lead time for this request, if you need to schedule for less than 2 days out, you will need to send that request to scheduler@nsuok.edu. It is important to note that if you are going to ITV/Web Conference to another campus, you will need to reserve all the rooms on the same reservation. (When you do your search, choose all the different campuses needed and then choose a room for each.) The Web Conferencing (WC) rooms will allow you to use Zoom.


Students 

**(For all Student requests there is an approval that is sent to Student Activities so that they can be sure the student organization’s sponsor is aware of the request and the organization is in good standing.) 

Student Event Request Forms – These forms are used for scheduling any space by Students, each form is specific to the campus it is named for. There is a 7-day lead time for this request, if you need to schedule for less than 7 days out, you will need to call Auxiliary Services and make those arrangements.  *(If you are unsure what room would be best for your event or meeting you can choose the 'Undecided - Schedulers Choice' room and a room that fits your needs will be assigned for you.) 

Equipment Request Form – This form is used for requesting equipment, that will be taken off-campus, from Auxiliary Services. Students will use this form to make requests from Auxiliary Services. There is a 7-day lead time for this request, if you need to schedule for less than 7 days out, you will need to call Auxiliary Services and make those arrangements.

Jazz Lab/CPA Request Form – This form is used for scheduling events at the Jazz Lab or the Center for the Performing Arts. There is a 14-day lead time for this request, if you need to schedule for less than 14 days out, you will need to contact the Music Facilities Manager and make those arrangements.