Classroom Reservation Request & Change Procedures

This page is designed to help departments, offices, and student organizations find and reserve classrooms for events and courses. Please identify the preferred classroom, and use Astra Schedule torequest room access using the appropriate form; the complete process is outlined below. For parties that are not affiliated with MSU, please contact Conference Services at 406-994-3081 located in the Student Union Building (SUB), room 211.

Please see also, the Montana State University Space Management Policy

Search for an Available Room

Beginning the Search

Open Astra Schedule.
- Cookies must be enabled.
- Recommended browser: Mozilla Firefox.
- It is not necessary to have User Name and password for general searches; these can be navigated in Guest Mode.
Click on the "Calendars" tab.
Click on the "Available Rooms" link.
Under the "Meeting(s)" header, click on the "Add Meeting(s)" button.

For a Single Meeting

Click on the "Single Meeting" radio button (this is the default).
Enter the Start Time and the End Time.
Enter the Start Date and the End Date.
Click on the "OK" button.

For a Recurring Meeting

Click on the "Recurring Meeting" radio button.
Enter the Start and End times.
Select the appropriate "Day Pattern" and the correct recurrence pattern.
Enter the Start Date and the number of occurrences or the End Date.
Click on the "OK" button.

Refining the Search

After establishing dates and times for a Single Meeting or a Recurring Meeting, move to the "Search Filters" section of Astra Calendars.
At a minimum, filter by room type and capacity.
Click on the pencil icons to apply specific location filters.
From the pencil lists, check the boxes of acceptable items, then click the "OK" button at the bottom of the check list.
To remove filters, click on the red circle.
Click the Search button.
Hover mouse over card icon to see room and attributes.Note: Scheduling authority is in the description field.

Reserve an Available Room

If the Registrar's Office is not the scheduling authority:

Contact the scheduling authority for that room.

If the Registrar Office is the Scheduling Authority:

For event other than an academic course (clubs, meetings etc.)
- Complete the Classroom Reservation Request form.

For Academic Course Section (classes)
- Before Advising/Registration Has Begun
- This simpler My Info process can only be used prior to the first day of advising within the semester of requested change.
- After Advising For Semester of Requested Change Has Begun - complete the Scheduled Section Changes Request Form via Docusign
  Complete the 'Scheduled Section Changes Form[BROKEN LINK]' form. This change approval process must be used after the first registration day for courses within the semester of requested change.

Note: It is not necessary to have a User Name or Password to use the Available Rooms search or to view the Scheduling Grids. These areas can be navigated in Guest Mode.