Ask yourself why you feel these are important to the project or publication. Prioritize your shoot list according to availability, schedules, and importance. Make sure that the events which can't be rescheduled are first on your list. Discuss these priorities with your photographer and provide a working schedule. Make the appropriate contacts.
Less time is needed for black and white work.
Create your schedule for the photographer. Discuss this schedule with your photographer as far in advance as possible. Also provide a visitor pass for the photographer's vehicle. This pass should allow the photographer as complete access as possible to the campus. Scout all of the locations.