Connect

University Services is here to support campus operations and help you navigate key services like facilities, room scheduling, and transportation. If you have questions, concerns, or requests, email [email protected].

University Services helps ensure Concordia University Irvine’s facilities and services meet the needs of students, staff, and faculty. Facility Management supports services including cleaning, security, grounds, and parking to keep the campus safe, functional, and ready for learning.

Request Services

Request Maintenance or Janitorial Help

Faculty and Staff Requests

Faculty and staff can submit and track requests through Helpdesk. After submitting, you’ll receive a confirmation email and can monitor the status through your Helpdesk profile.

Tips for faster help

Be as specific as possible (location, room number, details, urgency).
Submit one request per issue when possible.

All student maintenance requests must also be submitted through Helpdesk.

Facility Use Committee and Master Events Calendar

University Services supports the Facility Use Committee, which reviews and approves the Annual Master Events Calendar, reviews non-CUI and co-sponsored event requests, manages the yearly Special Event allotment, and helps set campus policies related to events and facility use.

The committee also supports broader campus coordination around traffic management, conferencing, revenue, recruitment, city/community/church relations, and alignment with Concordia’s Mission.

Meets biweekly year-round as needed
Chaired by Tim Odle, Vice President of University Operations & Athletics
University Services responsibilities include:
- Building meeting agendas
- Managing facility use requests for committee review
- Managing the Annual Master Events Calendar process
- Writing/submitting the annual special events report to the City of Irvine

Room Reservations and Scheduling

Master Calendar and Coursedog

University Services manages the campus master calendar through Coursedog. All campus events should be scheduled in Coursedog to:

prevent scheduling conflicts
coordinate space/resources
support accurate event records
assist Campus Safety with traffic and event planning

Coursework scheduling: managed by the Registrar’s Office through Banner.
Other events/meetings: requested by departments through Coursedog as needed and confirmed by University Services.

A reservation is not official until you receive an email confirmation that the space/resources are available.

Before you reserve a room

You are requesting the room and the equipment generally found in that room (seating, AV, etc.).
For help using room equipment, contact ITS: 949-214-3175 or [email protected].
If requesting food service, email Craig Irby (Bon Appétit): [email protected]
- Include your organization account number
- Food service requests without the charge number will not be processed
- Do not request food service through the online room reservation process

Access scheduling software

For login credentials or scheduling questions, contact Bri Soto: [email protected]

Transportation Services

University Services supports transportation for academic use, mission trips, student services, and athletics. Requests must be submitted at least one week before the anticipated trip date.

Certified Driver Forms

Van Rentals

How to request a van

Complete the Van Request Form
Email the form to [email protected] and [email protected]
Submit at least one week prior to the trip

Key pickup and return

When keys are ready, the requestor will receive an email to pick them up in the University Services office.
If alternate pickup is needed, coordinate with the Transportation Manager.
After use, keys must be returned immediately to the transportation office.
- If no one is available, place keys in the black key drop box outside CUC 101.

Fuel, parking, and vehicle expectations

You will receive an insurance card for the year—drivers should keep a photo/copy in the vehicle.
Vehicles must be refueled right before returning, and the tank should be FULL upon return.
Park vans in the West (Baseball) Parking Lot in the reserved van parking area.

If the van is not full at pickup

Before leaving campus, take a clear photo of the gas gauge
Email it within 1 hour to [email protected] and/or [email protected]
Include the 3-digit key number on the key tag
If a photo is not sent within the hour, the requester is responsible for filling the tank completely.

Billing and invoices

The Transportation Manager receives the invoice and sends it to the appropriate department for authorization.
The department is responsible for submitting invoice(s) to Accounting.

Bus Requests

Complete the Bus Request Form
Email it to [email protected] and [email protected]
Submit at least one week prior to the trip

Confirmation and trip details

Transportation will coordinate with a contracted bus company and send the requestor the confirmation.
The requestor must review the confirmation carefully and report any errors so changes can be made.
One to two days before the trip, an email will be sent with:
- pickup time and location
- driver name and phone number

After the trip

Transportation will be billed and the invoice will be sent to the appropriate department for authorization of payment.

Get in Touch

Reach out with questions about facilities, room scheduling, events, or transportation services.