Wagner College Events & Scheduling

COVID Related Scheduling Policies

The policy outlined below has been created in light of the COVID-19 pandemic and the efforts the College is taking to mitigate a spread of the virus on campus. It is evolving and will be adjusted as needed.

Note: All student organization events are governed by the policies set by Student Engagement and Activities. All questions and requests should be directed to their office at sea@wagner.edu or by visiting https://wagner.presence.io/.

Spring 2021 Meeting & Event Scheduling

For the start of the Spring 2021 semester, it is recommended that the campus community plan mostly virtual events.

If you are planning on holding a virtual-only event during this time and would still like it to be published to the https://wagner.edu/newsroom/events/ and Daily Bulletin, you can submit a request via AdAstra and deselect the “Requires Room” box in the Event Meetings section of the AdAstra event request form. Be sure to include directions on how to register for the virtual session in the Event Details section whether that be through Zoom Event Registration or via email to the Event Organizer.

When virtual meetings are not an option students, staff and faculty can request in-person meetings and events following the policies outlined below.

Events Between 2/8 and 2/28
In-person activities during the first two weeks of classes, where most classes will still be remote, will only be approved if they are:

  • Essential to the delivery of an academic program approved by the Provost’s Office to meet in-person, or
  • A meeting for an athletic team competing during the Spring semester

In both cases, meetings must not exceed 50 or the capacity of the space, whichever is the lower of the two numbers.

Events Between 3/1 and 3/14
During the first two weeks of in-person classes, meetings including student organizations and department programming will be permitted following the guidelines outlined below:

  1. No non-Wagner visitors will be permitted on campus without approval from the Vice President responsible for oversight of the department hosting the event. Permission must be sought in writing and guest information must be entered in the new campus visitor management system, Envoy. Visitors must acknowledge that they accept the terms for entering campus. For access, training or information on Envoy, contact the IT Help Desk. All campus visitors MUST enter at the guard’s booth to check in with security prior to entering campus.
    • Non-Wagner visitors are defined as: parents, guests, guest speakers, alumni, vendors, campus recruiters and/or local community members, who are not normally on campus at least one day per week during consecutive weeks and are not also a commuter or residential student, staff or faculty subject to testing protocols.
  2. There are new maximum capacities for campus spaces. These new capacities have been updated in AdAstra and are also available to view below. All requests for space MUST include the expected in-person attendance in the request form. Any requests with an expected in-person attendance exceeding the capacity for the space will be declined. During the event, it is the responsibility of the person requesting/hosting the event to ensure that maximum capacity is not exceeded.
  3. No meetings/events/rehearsals will be permitted to start before 8am or run past 10pm. Public Safety will follow this schedule for the opening of buildings and locking at night. Anyone using spaces outside of these times will be escorted out of the building. Rooms will remain locked when not in use. Public Safety will ONLY open a space if the individual requesting for the room to be unlocked has their confirmation in-hand and the meeting information matches details supplied to Public Safety.
  4. Event confirmations are emailed upon approval. If you haven’t received your approval at least 48-hours prior to the event start, contact lifelong-learning@wagner.edu.
  5. Policies related to specific locations:
    • Faculty Dining Room: This space will be closed until further notice.
    • Residence Hall Lounges: For Spring 2021 there will be no “non-residential students” permitted in any Residence Hall spaces including D3 Annex, Guild Lounge and Manzulli Board Room. Gatehouse Lounge is temporarily closed due to construction in Harborview. In addition, for the first two weeks from 3/1 – 3/14 of in-person classes this will also apply to commuter students and residents of other residence halls, for example residents of Harborview will not be permitted in Towers.
    • Outdoor spaces: A maximum of 50 people will be permitted to gather at outdoor locations as per NYS guidelines.
    • Union Atrium: Until further notice, there will be no events permitted in the Union Atrium or “tabling” spaces in the Student Union. A maximum of two tabling events at one time will be permitted around Trautmann Square or the Oval.

In addition to the rules listed above, all campus events and meetings must:

  • Ensure that all students, faculty, staff and approved visitors in attendance are wearing appropriate face coverings and practicing social distancing.
  • Assist in cleaning by using the products provided in the space to wipe down any surfaces used. Please help us in reporting if these products have been depleted by contacting Campus Operations.
  • The event organizer must record attendance for each meeting and be able to produce attendance records upon request for the purposes of contact tracing.

As the semester progresses, the policies above may be revisited to increase capacities, re-open certain locations, and begin permitting public attendance at events as local circumstances improve.

Room Number New Max Description Media Zoom Compatible
Campus Hall 104 6 Classroom with tablet desks Laptop with Projection No
Campus Hall 201 16 Classroom with tablet desks Laptop with Projection No
Campus Hall 207/209 9 Classroom with tables and chairs Full media with wireless projection Yes
Campus Hall 208/210 8 Classroom with tables and chairs Full media with wireless projection Yes
Campus Hall 213 9 Classroom with tables and chairs Full media with wireless projection No
Campus Hall 217 7 Classroom with tables and chairs Laptop with Projection No
Campus Hall 228 8 Classroom with tables and chairs Laptop with Projection No
Campus Hall 231 9 Classroom with tables and chairs Laptop with Projection No
Campus Hall 232 20 Classroom with tables and chairs Laptop with Projection No
Kairos House – Chapel TBD Multi-purpose None No
Main Hall – B5 TBD Acting Studio None No
Main Hall – B9 TBD Dance Studio None No
Main Hall 6 15 Classroom with tables and chairs Computer with dual projection No
Main Hall 7 16 Classroom with tables and chairs Full media with wireless projection Yes
Main Hall 8 13 Classroom with tables and chairs Laptop with projection No
Main Hall 11 15 Acting/Music Studio Mobile media cart No
Main Hall 12 14 Classroom with tables and chairs Full media with wireless projection Yes
Main Hall 13 16 Classroom with tables and chairs Full media with wireless projection Yes
Main Hall 20 16 Tiered with tables and chairs Full media with wireless projection Yes
Main Hall 22 12 Classroom with tables and chairs Laptop with projection No
Main Hall 23 18 Classroom with tables and chairs Full media with wireless projection Yes
Main Hall 23A 22 Classroom with tables and chairs Full media with wireless projection Yes
Main Hall 26 16 Classroom with tables and chairs Full media with wireless projection Yes
Main Hall 27 16 Classroom with tables and chairs Full media with wireless projection Yes
Main Hall 28 16 Classroom with tables and chairs Full media with wireless projection Yes
Main Hall 29A TBD Acting/Dance Studio None No
Main Hall 42 16 Classroom with tables and chairs Computer with TV Screen No
Main Hall 44 11 Mac Computer Lab with tables and chairs Computer with TV Screen No
Reynolds Coffeehouse TBD Lounge/Performance Space Computer with TV Screens No
Spiro Hall 1 11 Tiered classroom with tablet desks Laptop with projection No
Spiro Hall 2 47 Tiered lecture hall with tablet desks Full media with wireless projection Yes
Spiro Hall 3 11 Tiered classroom with tablet desks Laptop with projection No
Spiro Hall 4 22 Tiered lecture hall with tablet desks Full media with wireless projection Yes
Spiro Hall 5 23 Tiered lecture hall with tables and chairs Laptop with projection No
Spiro Hall 27 6 Classroom with tables and chairs Full media with wireless projection Yes
Spiro Hall 28 15 Classroom with tables and chairs Laptop with projection No
Spiro Hall 29 15 Classroom with tables and chairs Laptop with projection No
Spiro Hall 30 15 Classroom with tables and chairs Full media with wireless projection Yes
Spiro Hall 31 15 Classroom with tables and chairs Full media with wireless projection Yes
Spiro Hall 32 6 Mac Computer Lab with tables and chairs Computer with TV Screen No
Spiro Computer Lab A 18 Computer Lab with tables and chairs Computer with projection No
Spiro Computer Lab B 15 Computer Lab with tables and chairs Laptop with TV Screen No
Union 201 18 Classroom with tables and chairs Full media with wireless projection Yes

We will rely on the campus community to assist in enforcing the guidelines outlined above. To report a potential violation, please use this form: Confidential Community Health Policy Violation Report.

Room Request Procedures

1. Complete request at https://schedule.wagner.edu using steps below. All requests require 48 hour notice.
2. Await confirmation.
3. Follow up with Media Services, Central Services, Dining Services, Housekeeping, etc. for any other support related to event.

 

Viewing room availability prior to requesting event:

Note: The scheduling grid view of the calendar in AdAstra is not displaying scheduled events. You can still use the calendar view version to determine the availability of a room prior to requesting an event. For directions you can review this guide on checking availability in calendar view.

Requesting an Event

Follow the steps listed below or view the YouTube Tutorial for directions on requesting an event.

To access the scheduling system visit: https://schedule.wagner.edu
Login in using your same All Access Pass used to login to your Wagner email.

Make sure you are at the Astra Home section and click on Request an Event. A page will load that looks like this:
roomform
Select the type of form you are filling out:
Admin/Staff/Faculty – Any Wagner event not being held or sponsored by a student organization will be filtered through Lifelong Learning.
Registered Student Organizations – All student organization events will be filtered through Student Engagement and Activities.

Fill out all meeting details that are indicated as required by the asterisk.
Here is what this page will look like:
step3 w web info highlighted

If you wish to have your event published on the Wagner Calendar of Events site please pay special attention to the area highlighted in red in the image above.

Select the time of your event. If this is a single date use the first tab, if is a recurring date use the second tab, and if it spanning a 24-hour plus period of time use the third tab. Hit create. See image below Step 5.

Note: Meeting Time and Uploading Event to the Wagner Newsroom Calendar
If you are planning on listing your event on the Wagner Newsroom calendar it is best that your primary meeting reflects the actual start and end time of the event for which you are expecting attendance. For example, if your event is from 7pm – 9pm, your initial meeting time should reflect that time as well. If you anticipate needing time to set-up for your event or break-down afterwards then create separate meetings using the Meeting Type “Event Set-up” or “Event Break-down”. Meetings coded as set-up or break-down will not appear on the Newsroom calendar.
 

Select the meeting date you wish to assign a room for. Hit assign rooms.

Date Restrictions:
1. Events being requested with less than 48 hours notice will not be permitted by the system.
2. Event requests during a future semester can not be fulfilled until the credit schedule has been uploaded.
The screen for step 4 & 5 should appear as it does below:
step4 updated

A list will pop up with your schedule at the top and the list of rooms available or unavailable (marked in red). To sort rooms alphabetically click on the word room at the top of the column.

Scroll through the list of rooms until you find your preferred room. Keep in mind there may be multiple pages, so be sure to click next page to scroll through entire room inventory.

Select the room(s) you wish to book and click ok.

If you have entered multiple dates a window will pop up with any conflicts. You can choose to book in your preferred space for all dates that there are no conflicts, or find another room.

The room list will appear as follows on your screen:
step4

Hit submit at the top left hand corner of the form.

Ad Astra Tutorial for Requesters

Watch Ad Astra Tutorial for Requesters
Video thumbnail 2 Ad Astra Tutorial for Requesters