Maintenance

Key Card Replacement

• This is the most common task of study room management.
• When a key quits working, a follow-up form will be completed and the key card will be put in the Circulation inbox or on the Room Coordinator's desk.
• You can check the Valley Circ email inbox for the follow-up form.

Room Furniture Audit

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For circulation policy information go to the /wiki/spaces/LEAD/pages/55217233

Overview

All aspects of the Group Study rooms are managed by the Room Coordinator and circulated by the Circulation Desk. 

• Study Rooms: 38 (+up to an additional 23)

  • 20 on 1st Floor
  • 18 on 5th Floor
  • Up to 23 on 6th floor. Varies by term
• User Groups: Students, Staff, and Faculty. (Requires an ONID Account)

Schedule of Room Coordinator Duties

• As Needed

  • Create replacement key cards (non-functioning, physically damaged, or missing) for group study rooms if Electronic Locks Coordinator isn't available.

  • Remove rooms from circulation for maintenance or repair

  • Communicate policy and problem solve with patrons regarding questions and concerns they have over various rooms.

  • Serve as project manager and admin for LibCal.

• Weekly

  • Have students reset the study room furniture.

  • Look over furniture audit spreadsheet submitted by the student employee and take care of any maintenance needs

• Per Term

  • Set the hours in LibCal for the next term.

Maintenance

Room Furniture Reset

• Once a week, the furniture in the study rooms will be checked by Spaces student employees. Extra furniture should be removed.
• Use the Small Rooms Specs spreadsheet (found in the Library Maintenance Box folder) that lists all the study rooms and the number and type of chairs in the group study rooms. There is a laminated copy on a clipboard on the Room Coordinator's desk. The student will remove any extra chairs/furniture in the study room and redistribute it
• Furniture removed from the study rooms should be redistributed throughout the library. It is important that the furniture is not left right outside the rooms but is moved to a different location. Any furniture left outside the rooms is considered a fire hazard and may not comply with ADA rules of leaving a 36" walkway. (attach file?)
• The student should also look out for any major damage and make a note of it.

Replacing batteries in door locks

• Batteries should be replaced at least once per year. If doors seem to start failing earlier, then consider changing the batteries twice per year for study rooms due to the heavy usage
• Any major damage to the rooms should also be noted at this time.

Signage

• Signage should be refreshed at least once per year. 
• All rooms should have signage about : policy and keeping the rooms cleancivility campaign.
• ADA rooms should also have an ADA sign (blue wheelchair)

Repairs

• Needed room repair will be reported two different ways
• Furniture Audits
: Room Furniture Reset and Follow-Up Forms
• Check Valley Circ email Library Maintenance inbox for follow-up forms about reported damage
• Coordinate with Building Coordinator and/or the person assigned to monitoring the "Library maintenance" email account.

Hours

Cleaning Hours

• Cleaning hours are set using Open Room. 
• Study rooms are cleaned on Tuesday and Friday.
• During Dead Week and Finals Week there are special cleaning hours set to ensure there are always rooms available to be reserved.

Extended Hours

• Open Room pulls hours from Alma
• The weekend between Dead Week and Finals Week, Valley Library has extended hours
• Currently Open Room is not able to pull these hours so they will need to be manually programmed

Summer Hours

• During the summer, the 5th floor study rooms are opened up all day for drop-in use.
• This will be done by programming the door locks using the "Smart Time" function.

Documentation

• Electronic lock specs are found in a file in the Room Coordinator's desk
• "How to" documentation is in the Circulation and Circulation Staff wiki
All other documentation is in the Shared Drive:
• S: >LEAD>Circulation>Rooms
Room specs, room capacity, maintenance history, furniture audit sheet, signage, and nearly anything else you need is here
• Library Spaces Manager.

Summer Unlock

During summer term, the study rooms on the 5^th floor are unlocked since there are fewer students using the study rooms. 

• Contact the kiosk coordinator to schedule slides letting patrons know the rooms are unlocked. The coordinator should have a slide on file.
• Leave the 5th floor rooms unavailable for reservation in LibCal when opening the rooms for the summer.
• Ask the Electronic Locks Coordinator to set SmarTime hours in SMS Express software and reprogram the locks.
• Place summer unlocked door hangers on door handles. These are kept in the Room Coordinator's files.
• Email LEAD and post on the Circulation wiki for the student workers about the change
• Pull key cards for the 5th floor room from the drawer at the Circulation Desk and store them in the Room Coordinator’s desk.

Documentation

• "How to" documentation is in this manual and in the Library Spaces Wiki
• All other documentation is in the Library Admin Box Folder under Library Spaces or the Library Maintenance Box folder.