Oakridge College Faculty Handbook

Overview

Faculty may schedule academic events, lectures, workshops, ceremonies, department activities, and approved student-facing programs. Events should be planned clearly, use appropriate spaces, and respect the college calendar. Scheduling conflicts should be handled through communication first, then escalated through the academic chain only when needed.

The Details

Oakridge College uses shared academic spaces. Faculty should schedule events with care so classes, department activities, student events, ceremonies, and public programs do not interfere with one another.

Faculty are expected to act professionally when a scheduling conflict happens. Most conflicts should be solved by the people involved before leadership is asked to intervene.

A scheduling dispute should not become a personal dispute.

Types of Faculty Events

Faculty may be involved in scheduling:

• Classes
• Guest lectures
• Public lectures
• Academic workshops
• Department meetings
• Department ceremonies
• Student presentations
• Research presentations
• Performances
• Exhibits
• Field activities
• Club or organization events where the faculty member is serving as advisor
• Athletic or student activity events where the faculty member is serving as faculty advisor
• Graduation or recognition events
• Other approved academic activities

Events should have a clear academic, department, student support, or college purpose.

Event Information

When scheduling an event, faculty should provide clear information.

An event request should include:

• Event name
• Event type
• Responsible faculty member or organizer
• Department or School
• Date
• Start time
• End time
• Location
• Expected attendance
• Whether the event is public or limited
• Whether the event needs a stream
• Whether the event needs Campus Security
• Whether the event needs special setup, equipment, or access
• Any student organization, athletic team, or department involved

The event should not be placed on the calendar in a vague or incomplete way.

Use of Facilities

College spaces should be used for the purpose they are suited for.

Examples:

• Lecture halls should be used for lectures, presentations, and large classes.
• Classrooms should be used for ordinary instruction, meetings, and small academic events.
• Laboratories should be used only for approved science, health, or technical work.
• Studios should be used for art, design, rehearsal, or production work.
• Performance spaces should be used for theatre, music, public speaking, and formal events.
• Outdoor spaces may be used for ceremonies, field work, demonstrations, or student activities when appropriate.

Faculty should not reserve a space larger than needed if a smaller space would work.

Faculty should not use specialized spaces, such as laboratories, studios, or performance spaces, without proper approval.

Location Conflicts

Each bookable location should be treated as one clearly defined space.

If a location is booked for an official calendar event, another official calendar event should not be scheduled in the same space at the same time.

Informal student activity or casual roleplay may still happen nearby, but it is not treated as an official scheduling conflict unless it requires the same space, official resources, or calendar control.

Stream Conflicts

Some events may require a shared stream.

Stream use is limited. If an event requires a stream, the organizer must check whether the stream is already booked.

If the stream is already booked, a new event cannot use that stream unless the existing booking is canceled, moved, or formally overridden by proper authority.

Faculty should not assume that a stream is available only because the physical location appears open.

Scheduling Conflicts

A scheduling conflict happens when two events need the same space, stream, official calendar time, or required resource at the same time.

Conflicts may involve:

• Same location
• Same stream
• Same required equipment
• Same required staff or faculty
• Same student group or required participants
• Same ceremony or official college time
• Events that would seriously interfere with one another

Not every overlap is a conflict. Two events may happen at the same time if they use different spaces, different resources, and do not interfere with one another.

First Step: Faculty Communication

Faculty should try to resolve scheduling conflicts directly before escalating.

The first step should usually be a respectful message or conversation between the people responsible for the events.

The faculty members should discuss:

• Which event was scheduled first
• Whether either event can move
• Whether a different space is available
• Whether the time can be adjusted
• Whether the stream is actually needed
• Whether the events can share the space without disruption
• Whether students would be harmed by moving either event

A faculty member should not cancel, move, or override another person’s event without speaking to them first unless there is an emergency or clear leadership authority.

Voluntary Resolution

A conflict is resolved voluntarily when the responsible organizers agree on a solution.

A voluntary resolution may include:

• Moving one event to another time
• Moving one event to another location
• Shortening one event
• Sharing the space, if practical
• Removing the stream request from one event
• Changing the event format
• Combining events, if both organizers agree
• Canceling or postponing one event

Once a voluntary resolution is reached, the calendar should be updated clearly.

When to Escalate a Scheduling Conflict

A scheduling conflict should be escalated only when the responsible faculty or organizers cannot solve it themselves.

A conflict may need escalation when:

• Both events need the same space and neither can move
• Both events need the same stream
• The conflict affects more than one department
• The conflict affects a whole School
• The conflict affects a college-wide event
• The conflict involves a Department Chair
• The conflict involves student safety or crowd control
• The conflict affects Graduation or another major ceremony
• The organizers cannot communicate respectfully
• The event was moved, canceled, or overwritten without proper authority

Escalation should be factual. Faculty should explain the conflict clearly and avoid personal attacks.

Academic Scheduling Conflict Chain

Faculty should use the academic chain of responsibility when escalating a scheduling conflict.

Department Chair

The Department Chair handles scheduling conflicts inside the same department.

Examples:

• Two faculty members in the same department want the same classroom.
• A department lecture conflicts with a department meeting.
• A student presentation conflicts with another department activity.
• Two faculty members need the same department space.

The Chair should first try to help the faculty reach a practical solution.

Dean

The Dean handles scheduling conflicts between departments within the same School.

Examples:

• Literature and Performing Arts both need the same lecture hall.
• Biology and Earth Sciences both need the same outdoor area.
• Legal Studies and Education both need the same workshop space.
• A department event conflicts with a School-level event.

The Dean may decide which event has priority if no voluntary solution is possible.

Vice President or President

The Vice President or President handles scheduling conflicts that affect more than one School, the whole college, major ceremonies, major public events, or senior college priorities.

Examples:

• A School event conflicts with Graduation.
• A public lecture conflicts with a college-wide ceremony.
• A student event conflicts with a major academic event.
• Two Schools need the same space and stream.
• A conflict affects the reputation, safety, or operation of the college.

Senior leadership may approve, move, cancel, or override events when necessary.

Student Clubs, Athletic Teams, and Faculty Advisors

Faculty who advise student clubs, organizations, or athletic teams may help those groups schedule events.

Faculty advisors should make sure student events follow the proper process.

A faculty advisor may help students:

• Choose an appropriate space
• Avoid conflicts with academic events
• Communicate with Student Affairs
• Request approval when needed
• Understand safety or supervision requirements
• Coordinate with the department or School when the event is academic

Student club and athletic events may fall under Student Affairs, Athletics, or another campus office. Faculty advisors should respect that structure.

A faculty advisor should not use a student club or team to bypass academic scheduling rules.

Public and Community Events

Some events may involve guests, visitors, alumni, public officials, outside speakers, or members of the Briarmont community.

Public events may require additional review.

Faculty should seek approval when an event:

• Is open to the public
• Uses a major campus space
• Requires Campus Security
• May draw a large audience
• Involves a controversial or high-risk speaker
• Requires special equipment or setup
• Affects traffic, access, or normal campus activity
• Represents Oakridge College to the wider community

Public events should be planned early enough for proper review.

Major College Events

Major college events have higher scheduling priority than ordinary department events.

Major college events may include:

• Graduation
• Opening ceremonies
• Major academic ceremonies
• College-wide lectures
• Trustee or senior administration events
• Emergency meetings
• Official memorials
• Other events approved by the President or Vice President

When a major college event creates a conflict, senior administration may require other events to move.

Graduation and Special Events

Graduation is a college-level event and has special priority.

Graduation may require a specific location, time, stream, faculty presence, and student attendance. Because of this, Graduation may preempt other events that directly conflict with it.

Graduation should be planned in advance so faculty, students, and staff can prepare.

Special events may also receive priority when approved by senior leadership. Without senior approval, an event should not be treated as a special event with authority to clear other bookings.

Overrides

An override is a formal decision to move, cancel, or replace an existing booking because another event has higher priority.

Overrides should not be used casually.

An override may be appropriate when:

• The higher-priority event is college-wide
• The event involves safety
• The event involves Graduation or a major ceremony
• The existing booking was made incorrectly
• The existing booking blocks an essential college function
• The responsible leadership has authority over the conflict

A faculty member should not override another person’s event unless they have the proper authority.

Authority to Override

Override authority follows the college hierarchy.

A Department Chair may resolve or override conflicts within their department.

A Dean may resolve or override conflicts within their School.

The Vice President or President may resolve or override conflicts between Schools or involving college-wide events.

Campus Security or senior administration may act immediately when safety is involved.

Event Cancellations

An event may be canceled when:

• The organizer cancels it voluntarily
• The event lacks required approval
• The space is no longer available
• The event creates a safety concern
• The event conflicts with a higher-priority college event
• The event violates college policy
• The organizer fails to provide required information
• Senior leadership determines cancellation is necessary

When possible, cancellations should be communicated clearly and early.

Event Changes

Event changes should be updated as soon as possible.

This includes changes to:

• Time
• Date
• Location
• Organizer
• Expected attendance
• Public or private status
• Stream use
• Security needs
• Equipment needs

Faculty should not rely on informal word of mouth when an official event record needs to be changed.

Safety and Security for Events

Some events may need Campus Security support.

Campus Security may be needed when an event:

• Has a large crowd
• Is open to the public
• Involves a controversial topic
• Has a known conflict risk
• Takes place late at night
• Uses outdoor or high-traffic areas
• Involves alcohol, if approved
• Requires crowd control
• Has a prior safety concern

Faculty should request security support before the event when possible.

If a safety concern develops during an event, Campus Security should be contacted immediately.

Faculty Responsibility During Events

The faculty member responsible for an event should help maintain order and basic safety.

Faculty should:

• Arrive prepared
• Know who is responsible for the event
• Keep the event connected to its approved purpose
• Watch for disruption or safety concerns
• Contact Campus Security if needed
• End the event if it cannot continue safely
• Report serious incidents afterward

Faculty are not expected to act as security officers. Their role is to manage the academic or event purpose and call for support when needed.

General Rule

Faculty should plan events clearly, reserve spaces responsibly, and communicate early.

When conflicts happen, faculty should try to solve them directly and respectfully first.

If they cannot solve the conflict, they should take it up the chain: Department Chair, Dean, Vice President, or President.

Scheduling should support the academic life of Oakridge College, not become a contest of status or personal control.