One-time and recurring ad hoc room requests for all centrally scheduled spaces on the North and South Campuses can be submitted through the UB Space Request System.

• All class-related and non-class-related events must be recorded in EMS.
• Space is a critical university resource. Policies and procedures promote transparency and the efficient use of our space resources.
• Stewardship of classroom space is a shared responsibility between central offices, academic units, and individuals who schedule classes and manage classrooms. These units must work collaboratively to ensure optimal use of our space in support of the university’s mission.
• Policies will be applied in a consistent and equitable manner across departments, units and divisions.

• All classroom and class laboratory facilities must be listed in HUB and EMS, including departmentally scheduled classrooms and class lab spaces.
• Utilization of all classrooms and class labs must be recorded in EMS. This includes, but is not limited to: classes, meetings, conferences and all ad-hoc room requests.
• Before the first day of enrollment for a given term, all classes must have a room accurately associated with them in HUB, including classes that are scheduled in departmentally scheduled classrooms, conference rooms, and offices. AAR (Arranged) must only be used for classes of the Tutorial (TUT) class type.

• Instructional facilities are all rooms in which instruction occurs, including: classrooms, instructional laboratories and conference rooms. Room types are defined in UB’s Physical Space Inventory (PSI).
• It is recommended that representatives from UB’s Campus Planning Office, Office of the Registrar, and Facilities Planning and Design work with the appropriate decanal units to review current PSI classifications and adjust them where necessary to ensure that spaces are classified in a manner that best utilizes the university’s space resources.
• Questions regarding instructional space should be directed to the OOR Instructional Facilities Team through our Contact Us page.

Project overview

The goal of this project is to implement 25Live as the University's enterprise event and space management platform, replacing EMS. With the current EMS contract nearing renewal and projected licensing costs increasing substantially, the University has chosen to evaluate and implement a solution that provides greater value, better supports campus needs, and positions the institution for future growth. The implementation will improve classroom and event scheduling, enhance reporting and data quality, streamline business processes, and provide a scalable platform for long-term scheduling and space management.

Fast facts

• Project sponsor: Graham Hammill, Senior Vice Provost for Faculty Affairs and Kara Saunders, University Registrar and Coordinator of Instructional Facilities Maintenance and Operations
• Project manager: Andrea Roy, Business Reporting and Systems

Timeline:

•     Project start
•     Go Live – May 2027
•     Current phase – planning, procurement

News and Updates

What is 25live: https://collegenet.com/scheduling/25live

Questions: Contact Instructional Facilities: Rebecca Rotundo at (716) 645-7748, or rotundo@buffalo.edu.