The office of Academic Enrollment Services determines the initial
classroom assignments and provides this information to Surbeck scheduling. Fall and spring semesters are downloaded to the
scheduling system managed by the Surbeck staff during spring semester
of the preceding year. Summer class schedules are typically
downloaded by March 15 of the same year. Once the download is
complete and the information has been reviewed for accuracy, the staff will notify campus that requests for
changes and common exam times may be made.
Common Exam Scheduling Guidelines
1. Common exam requests must be made in writing
only and emailed to Surbeck Scheduling. No verbal requests will be
2. Each exam is scheduled on a first come/first
serve basis using the date/time of the original emailed
3. If there is more than one request for the
same day/time, the first come/first serve rule will go into effect
using the original emailed request date and time. There will be no
exception to the first come/first serve rule.
4. Common exams may not be scheduled at the
same time unless and until both instructors confirm that there will
be no student conflict between the classes. Surbeck
Scheduling assists in the process by emailing both instructors the
course numbers of the classes involved (the confirmed common exam
course and the second requested course).
5. In the event there is a conflict, Surbeck
Scheduling will provide the instructor making the second request
with a copy of the semester schedule for common exams already
scheduled/confirmed, so that a new date/time may be selected for
the common exam.
6. If a different date/time is not possible, the
instructor or department chair making the second request will need
to request resolution via the VPAA.
Cancellation and Late Change (or Scramble)
To ensure facilities, equipment, and services are available to the
scheduling community in a fair and equitable manner, a cancellation
fee will be assessed to those persons or groups who fail to notify
the Surbeck Scheduling staff of their reservation cancellation.
Comparably, changes in set-up, equipment needs, etc. without
minimum notice will be charged.
Policy VI-A-12, scheduling, cancellation, or change of date,
time, or setup without minimum notice as listed below will result
in charges being assessed.
Routine meetings or small events – 10 am of business day
Special events (or events exceeding more than 50 attendees) – three to ten days prior to event depending on scale of event
Furnishings are provided in each meeting room; please inform
Surbeck Scheduling of your furnishing needs when you reserve the
space. If you move furniture within the meeting room to
accommodate your group's needs without notifying Scheduling, please
return furniture to its original location.
Flip charts, dry erase boards, AV equipment, projections
screens, etc., should all be reserved at the time of your initial
Equipment needed for off-campus use MUST be reserved at least
one working day in advance. Advance notice is needed to gain
approval for state owned property to leave campus. Any
equipment leaving campus for non-SDSMT related reasons must have a
written agreement on file and charges will be applied and a
deposit will be required.
The following equipment is not available for off campus rental:
TV/DVD player, microphones, projections screens, portable sound
system. and or ballroom chairs.
Rolling dividers and white boards will be delivered by
SDSM&T facilities and delivery charges will apply.
Non campus/state organizations may only rent equipment if there
are no other rental options available in Rapid City.
Rentals going outside Rapid City city limits require special
The maximum length of equipment rental is one week.
As a courtesy to internal users, Surbeck Scheduling allows for
space to be "held" without finalized details for 48 hours.
The hold will be released if additional details are not received by
Surbeck Scheduling within the 48 hours timeframe.
When, in the course of providing a requested
resource for a University function, a department becomes exposed to
direct and unavoidable expenses, those expenses may be passed on to
the entity requesting the resource. These expenses could be
equipment rentals or staffing expenses for extended hours of
operation or complex room set-ups.
Support Sheet (pdf)
For auditing purposes, the State of South Dakota
and the SDSM&T Business Office require that Surbeck
Scheduling provide appropriate documentation regarding all food
expenses paid with State accounts. Surbeck Center therefore
requires that a Support Sheet be completed for each event
associated with any food charges.
Surbeck Scheduling has developed an email version of this form
that allows for timely processing of your billing. Just use
the reply button, navigate the table in the form with the tab key
and provide the requested information. Type your name on the
signature list, date it and send it back to Surbeck
Scheduling. Your email account serves as the "signature" on
the form and is accepted by the Business Office. No need to
print a copy or wait for campus mail, the electronic copy is quick
A Guaranteed Count is required two university
working days prior to all catered events. If Surbeck scheduling and
event staff does not receive a guaranteed count, your estimated
number will be used.
The guaranteed count represents the number of people that will
be attending your event. You will be responsible for this number of
servings or the actual number of persons served, whichever is
greater. Dining Services will be prepared to serve five percent
(5%) more than your guaranteed count.
Small increases in the count can normally be accepted up to
the day of your event (no less than six hours please).
Reductions of the guaranteed count are not permitted.
In the event your catered function is cancelled, please notify
us as soon as possible. Dining Services requires at least two university working days notice or there will be charges based on
expenses incurred on your behalf.