Page Comparison

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• Hours function

  • To close a room completely.
  • You can close the room for the entire day
  • You can close the room for part of the day
  • You cannot open and close the room in the same 24 hour period

• Cleaning function 

  • To close a room for part of the day.
  • We use this so ABM can get into the rooms to clean
  • We use this during the weekend of extended hours in conjunction with the hours function
  • You can only have one cleaning time scheduled per day. 

Closing a room for repair 

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Setting available hours for the term

• • Rooms are only set to be available one term at a time. This prevents people from making advanced reservations into the next term.

  • Typically towards the end of finals week is a good time to open the rooms for the next term.
    • The first hour setting on the hours page has dates for the rooms to be closed. 
    • It is set for the first day of the following term until about three years out.
    • Each term, you will need to adjust the dates in this hours setting.
  • At the end of the term, set the cleaning hours and extended hours for the following term as well.

Setting Cleaning Hours

All the study rooms are cleaned two times a week. The cleaning schedule is coordinated by ABM (the custodial company for the library) and the building manager of the library. Most of the term, all rooms are cleaned during the same time frame. During Dead week and Finals week, we split the schedule so that there are always rooms available to reserve in advance. Currently the cleaning schedule is as follows:

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• At the bottom of the page you will see a button that says "New Cleaning Record". Click this button.
• The panel will give you several options to set:
  • Start and End date: You can set either a specific set of dates or regularly repeating days such as every Tuesday.
  • Start and End times
  • Rooms: You can select individual rooms or an entire floor.
• Once you have filled in the necessary fields, click the "Save" button at the bottom of the page.
• Because you cannot have more than one cleaning time set per day, you will need to set the cleaning times form weeks 1-9, Dead week, Extended Hours, and Finals Week. Even though the hours for Dead Week and Finals Week are the same, you can't set it as one two week period because it will overlap the Extended Hours weekend and not allow you to set a separate cleaning schedule for that weekend.

Setting Extended Hours

Open Room is not able to close a room and then open a room up again in the same 24 hour period. As a result Open Room is unable to adjust for the library closing at 3 am then opening again at 10 am. The workaround involves both the "Hours" function and the "Cleaning" function.

How to set all the hours for dead and finals week. The The order that the hours are applied matters, so follow the sequence exactly.  

1. Go to Hours in Open Room.
2. In the hours function, set all rooms to be open 24 hours for the Friday, Saturday, and Sunday between dead and finals week. 
3. In the cleaning function, set all rooms to be "cleaned" (closed) from 3 AM - 10 AM for the Friday (technically Saturday) and Saturday (technically Sunday) between dead and finals week. 
4. This is a good time to also set the cleaning hours for the rooms for dead and finals week.
5. Double check your work by looking at the schedule on those dates on the Front Page.

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Here's what it would look like: 

Closing a room for repair 

Sometimes a room must be closed for maintenance or damage. For detailed instructions on how to do this, go to closing a study room.

Put this part under a troubleshooting heading:

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