Page Comparison

Overview

Study rooms and Research rooms have several aspects to maintenance. This page will break down the different aspects of maintenance. 

• There are weekly, per term, annual, and as needed tasks.
• Some tasks are maintenance of physical items and some tasks are software maintenance or scheduling
• Some tasks are managed by Circulation Unit. Some are managed by Building Unit. 
• Some tasks are staff only tasks and some can by done by student workers. 
• Some tasks will have child pages that give detailed instructions and/or have documents associated with them.
• Some tasks have detailed explanations in other parts of the manual. You will find a link to those pages in this section as well.

The role of the Room coordinator is to literally "coordinate" all this maintenance.

Maintenance Schedule

As Needed

• Make a room unavailable for maintenance or repair in Open RoomLibCal
• Contact library maintenance when rooms need repairs
• Create replacement key cards when a key cards is physically damaged or non-functioning

Weekly

...

• Inspect Study Rooms and Research Rooms to:
  • make sure the rooms have the correct furniture
  • look for unusual damage or anything clearly needing repair
  • Collect Research Rooms lock data (audits)

Per Term

• Set Cleaning Hours and Extended Hours in Open RoomLibCal
• Clean tables and walls
• Update signage as needed

Annually

...

Inspecting Research Rooms and Study Rooms

Research rooms and study rooms need to be inspected regularly. These inspections look for several things.

• Cleanliness

  • Are research room patrons keeping their rooms reasonably clean?
  • Is ABM getting the study rooms and research rooms clean?

• Furniture

  • Is the correct furniture in the room?
  • Are there things in the room (such as white boards) that shouldn't be there?

• Damage

  • Has a research room patron damaged their room? Is there excessive damage to a study room?
  • Do any of the study rooms or research rooms need maintenance due to usual wear and tear?

• Policy Enforcement (mostly for research rooms)

  • Has the patron used their research room at least 8 times per month?
  • Is the patron violating any other policies such as unauthorized small appliances in the room, things pinned to walls, etc.

Cleanliness

• ABM cleans the research rooms once per week and study rooms twice per week during Fall, Winter, and Spring Terms.
• During the summer all the rooms are only cleaned once per week.
• Research rooms that are left overly dirty by patrons need to be reported to the Room Coordinator. This can be done with a follow-up form.
• Rooms that have not been properly cleaned by ABM need to be reported to library maintenance either via email or with a follow-up form.
• During breaks between terms, you should have building crew students go through all the study rooms to clean the tables and walls.

Furniture

• Study rooms are checked once a week to ensure the proper furniture is in each room. This is done by Library Spaces student employees.
  
  • ADA rooms should be checked more than once a week to ensure compliance.
  • You can find the small rooms spec spreadsheet here.

• Research rooms should be checked every 1-2 weeks to make sure there isn't extra furniture.
  • Extra furniture should be removed from the rooms and patrons should be notified.
  • Look for electrical appliances which are not allowed in the room, such as hot pots, space heaters, etc. Personal lamps are allowed.
  • Check for whiteboards or any other equipment that should be available to the public when not being actively used. 
    • If there is a whiteboard with extensive notes on it, contact the patron and allow them a few days to transfer their notes before removing the whiteboard.
  • Make sure there are no coverings or obstructions on the door.
  • Room Coordinator or the back-up can contact patrons regarding any policy violations.

Damage

• If there are exposed wires, damage to the outlet that could result in shock, smoke damage, or bodily fluids, the room should be closed and unavailable to reserve.
  • Follow procedures outlined here for moving reservations and closing the room.
  • Contact library maintenance via email or through a follow-up form
  • If it needs urgent attention, you can call Rachel Burgess, Library Spaces and Planning Manager, at 7-8914 or her back-up, Lucinda Amerman at 7-7324.
• Damage that should be reported promptly: holes in the wall, a large chunk of paint peeling, damage to the light switch, extensive or offensive markings.
  • This is reported the same way, email library maintenance or fill out a follow-up form.
• Normal damage that does not require immediate attention includes: wear and tear on the walls at the height of tables and chairs, including markings and peeling paint, a loose doorstop, odor from food garbage, and dry erase marker on walls around the dry erase boards/walls.

Policy Enforcement

• This applies to Research Rooms more than Group study rooms.
• To enforce policy, we do the following:
  • Collect door lock data from the research rooms to enforce minimum usage requirements.
    • This is done by Library Spaces student employees Monday of weeks 3, 5, 7, & 9.
    • The Handheld device can be found in the Room Coordinator's cubicle.
    • It should be returned to the Room Coordinator after data has been collected to the Room Coordinator can download and analyze the data.
• Room Coordinator will contact patrons who have not met minimum usage requirements for retaining their rooms.

Additional Information

• The following rooms are not included in this inspection process because they are managed by other departments:
  • 1420–SMS (Their equipment is managed by ETS.)
  • 1563–Childcare and Family Resources
  • 1559, 1561–DAS testing room.  Specialized furniture is provided by DAS.
  • 5167–Currently being used as an office by Cliff Mead
  • 5420–SCARC
  • 6559, 6169, 6171, 6172–Faculty offices
  • 6420–Grad Student Commons
• Library Spaces and Planning Manager is Rachel Burgess, 7-78914. Rooms Coordinator is Lucinda Amerman, 7-7324.